Updating Enrollment Requirements

Purpose: This document provides tips for updating enrollment requirements.

Audience: College staff

Overview

Enrollment requirements in PeopleSoft are controlled through multiple effective-dated layers. All layers must align correctly for enrollment checking to work as intended. 

Post Enrollment Requirement Checking (PERC) is an effective way to validate enrollment requirements by confirming that requisites are evaluated as expected against actual student enrollment data. Running PERC allows institutions to identify impacts before they affect students. While PERC provides valuable verification, testing should always be performed in PCD first to ensure changes behave correctly before use in Production.

Expand or collapse content Layers Involved

An ERG can consist of one or multiple layers. For example, a more complex requisite will include Enrollment Requirements that are built and added to Enrollment Requirement Groups.

  1. Enrollment Requirement Group (ERG).
  2. Enrollment Requirement (individual requirements).
  3. Enrollment Course List (courses referenced by the requirement).
  4. Course Catalog (Offerings Tab).
  5. The system evaluates based on the term start date.
Expand or collapse content Effective Dating Guidelines
  1. An Enrollment Requirement effective date must be less than or equal to the effective date of its ERG.
  2. A Course List's effective date must be less than or equal to the effective date of the Enrollment Requirement that uses it.
  3. For enrollment checking, PeopleSoft selects:
    • The latest effective-dated row that is
      • Active, and
      • On or before the term start date for which the students are enrolling.
Expand or collapse content Effective Dating: Enrollment Requirement Groups (ERGs)
  1. Add a new effective-dated ERG row when:
    • Adding or removing a requirement.
    • Changing the overall requirement structure or conditions.
  2. Choose the ERG effective date:
    • On or before the earliest term where the new changes should apply.
  3. Important:
    • One ERG may be attached to many courses.
    • A new, effective-dated ERG row impacts all courses using that ERG for applicable terms.
  4. Helpful queries created by college end users:
    • QCS_CM_ENROLLMENT_REQ_GROUPS - Enrollment Requirement Groups.
    • QCS_CM_ENROLL_REQUIREMENT_USE - Groups using an Enrollment Requirement.
    • QCS_CM_ORPHAN_ENR_RQ - Enrollment Requirements not attached to any courses.
    • QCS_CM_CRSE_RQ_SCHED - Enrollment Requirement Groups for scheduled courses.
Expand or collapse content Effective Dating: Enrollment Requirements (ERs)
  1. Use Enrollment Requirements to define the actual logic.
  2. Create a new, effective-dated row when changing or adding:
    • Courses used.
    • Minimum grade.
    • Units required.
    • Test scores.
    • Milestones.
    • Any rule logic.
  3. Ensure the requirement's effective date:
    • Is on or before the ERG effective date.
  4. Status:
    • Active → requirement is enforced.
    • Inactive → requirement is retired going forward.
  5. Helpful queries created by college end users:
    • QCS_CM_ENROLL_REQUIREMENT_USE
Expand or collapse content Effective Dating: Course List
  1. Use Course Lists carefully—they affect multiple requirements.
  2. When updating a Course List
    • Add a new effective-dated row for changes.
    • Use Correct History only for true data corrections.
  3. Set the Course List effective date:
    • On or before:
      • The Enrollment Requirement effective date.
  4. Valid Begin / Valid End dates:
    • Use these inside the list when a course must be taken within a specific date range.
    • Leave blank to allow the course to count regardless of when it was taken.
Expand or collapse content Summary
  1. Think top-down: Enrollment Requirement Groups → Enrollment Requirement → Course List.
  2. Always align effective dates on or before the term start date for which the requirement should be applied.
  3. Use new effective-dated rows for prerequisite changes.
  4. Remember that ERGs can be applied to and affect other courses.

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