Move an Admit Term after Matriculation

Purpose: Use this document as a reference for changing an admit term to an earlier term after matriculating an application for a future term.

Audience: Admissions Staff.

You must have at least one of these local college managed security roles:

  • ZC SR Student Program
  • ZD SR Student Program
  • ZZ SR Student Program
  • ZZ Student Program Limited

You must also set these SACR Security permissions:

If you need assistance with the above security roles or SACR settings, please contact your local college supervisor or IT Admin to request role access.

Bug 36272028 - Do Not Use a DATA Row to Backdate Admit Terms

Bug 36272028. When a DATA row is used to backdate an admit term, the original admit term continues to be reported to NSC and NSLDS instead of the correct backdated admit term. To work around this issue, do not use a DATA row to backdate admit terms. Instead, create a new Student Program/Plan stack using the "Add a New Value" tab and admit the student to the plan code with an earlier admit term, then discontinue the original program/ plan stack. Never use Correct History to backdate an admit term; this has significant negative impacts on the student’s financial aid.

Related QRGs:

Navigate to Student Program/Plan

Navigation: Records and Enrollment > Career and Program Information > Student Program/Plan

  1. The Student Program/Plan search page displays.
  2. Enter Search Criteria to identify your student and check the Include History box. You will only view the results for your institution.
  3. Select Include History. ⚠️ Important: Never use Correct History to backdate an Admit Term. This can disrupt Financial Aid and create audit issues.
  4. Select Search.
Create a New Stack
  1. The Student Program/Plan search page displays.
  2. Select the Add a New Value tab.
  3. Enter student ID.
  4. Select Academic Career.
  5. The Student Career Nbr defaults to "0". Select the Student Career Nbr look-up icon (🔍) and choose (blank).
  6. Select Add. The system automatically increments to the next Student Career Nbr.
Look Up Student Career Nbr

Student Program Tab

  1. The Student Program tab displays.
  2. Effective Date: date this Program Stack becomes effective.
  3. Program Action: enter "ACTV."
  4. Action Reason: leave blank.
  5. Academic Institution: appropriate institution code.
  6. Academic Program: enter or look up (🔍) the program code.
  7. Admit Term: enter or look up (🔍) an earlier admit term.
  8. Requirement Term: enter the same term as Admit Term.
  9. Expected Grad Term: leave blank.
Student Program Tab

Student Plan and Sub-Plan Information

  1. Select the Student Plan tab.
  2. The Student Plan page will display.
  3. In the Academic Plan field, enter or use the lookup icon (🔍) to select the appropriate plan.
  4. All remaining fields will default based on data entered in the Student Program tab but can be adjusted if necessary.
  5. Select the Student Sub-Plan tab (optional).
  6. The Student Sub-Plan page will display.
  7. In the Academic Sub-Plan field, click the lookup icon (🔍) to choose the appropriate sub-plan.
  8. All remaining fields will default based on data entered in the Student Program tab but can be adjusted if necessary.
  9. Select Save.
Student Plan tab
Discontinue the Original Program/Plan Stack
  1. Return to the original stack.
  2. On the Student Program/Plan search page, Search for the student.
  3. Select the original program/plan stack.
  4. In the Student Program tab, click the [➕] Add a New Row.
  5. Use an appropriate Effective Date.
  6. Set Program Action to DISC (Discontinue).
  7. Select Save.
Student Program Plan page
Add Residency for the New Term

You must have at least one of these local-college managed security roles:

  • ZC CC Personal Info Student
  • ZD CC Personal Info Student
  • ZD CC Super user
  • ZZ CC Pers Info NID Update
  • ZZ CC Personal Info Student

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation: Campus Community > Personal Information (Student) > Identification (Student) > Residency Data

  1. The Residency Data search page displays.
  2. Enter search criteria to locate your student. Include Student ID or Name as needed.
  3. Select the Include History checkbox.
  4. Click Search.
  5. On the student’s Residency Data record, select the [➕] Add a New Row icon. This creates a new residency row for the updated term. ⚠️Important: Do not overwrite the original residency row. The student must retain the original residency record for the term they first applied.
  6. Enter the new Effective Term and Residency.
  7. Select Save.
Residency Data Page
Term Activate Student to the New Term

You must have at least one of these local college-managed security roles:

  • ZD SR Super User
  • ZD SR Term Activation
  • ZZ SR Term Activation
  • ZZ SR Term Activation Limited

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation: Records and Enrollment > Student Term Information > Term Activate a Student

  1. Navigate to the Term Activate a Student page. The search page displays.
  2. Enter search criteria to locate your student. Include the student’s ID or name as needed.
  3. Select Search.
  4. The Term Activation page displays.
  5. If the student is not already term-activated for the original term:
    • Ensure your Academic Institution is selected.
    • Enter or look up (🔍) the appropriate Term for the appropriate Student Career Nbr.
  6. If the student has a term activation for the discontinued program:
    • Insert a row by selecting the  [➕] Add a New Row icon.
    • Ensure your Academic Institution is selected.
    • Enter or look up (🔍) the appropriate Term for the appropriate Student Career Nbr.
  7. Select Save.
  8. Process complete.

🔔 Note: Students can only be term-activated in one program per term, per academic career. If the student receives Financial Aid, the activated program must be FA-eligible and tied to a valid career number at your institution.

Term Activation Page

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

View the external link to Move an Admit Term after Matriculation. This link will open in a new tab/window.

2 Comments

Andre Betita

If the student's request to be moved to a different term (or, for that matter, a different academic plan) has come in before we have matriculated the application, is it OK to change those values in the MATR row before clicking "Create Program"?

If the answer to the above is yes, how do we backdate the effective date of the MATR row to be earlier than the effective date of the APPL row (without also backdating the APPL row, which we are advised not to do)? Currently, the system doesn't allow that.

Tanjagay Martin

Hello Andre,

Thank you for your comments. Do you want to change the term before or after the application term? You won't have an effective date issue if the new term is after the existing application term. Given this, can the student submit another application to avoid any confusion? ~Tanjagay Martin | CS Core Trainer

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