9.2 PERC: Dropping Students Who Do Not Meet Enrollment Requirements
Purpose: The Post Enrollment Requirement Checking (PERC) process evaluates student eligibility to remain enrolled in next term's classes. After running PERC, students who do not satisfy enrollment requirements can be dropped manually from the Enrollment Requirement Roster or in batch by running the Process Drop Requests process.
Audience: Enrollment Services staff.
You must have at least one of these local college managed security roles:
- ZD CM Class Roster
- ZD CM Course and Class Inquiry
- ZZ CM Local Configuration
- ZZ CM Post Enrollment Req
Additionally, you must have these SACR Security settings:
- Institution and Academic Org security to be able to get to the roster: CS 9.2 SACR Security: Basic Requirements for Staff
- Enrollment Security to be able to drop students: CS 9.2 SACR Security: Enrollment Security
If you need assistance with the above security roles or SACR Security settings, please contact your local college supervisor or IT Admin to request role access.
Warning: Running PERC More than Once Per Term and Drop Request Indicators
Colleges that run PERC more than once per term should consider the impacts of the following scenario in which students who are dropped by PERC and later re-enroll after meeting enrollment requirements may be dropped by PERC again.
This issue can be recreated in a test environment with the following steps:
- Run the Post Enrollment Requirement Checking process, with the process set to apply a Drop Request Indicator if a student is found to Not Satisfy enrollment requirements.
- After PERC finishes running, identify a student who has a Drop Request Indicator. Drop the student from the class. (You can use the Process Drop Requests process, drop directly from the Enrollment Requirement Roster, or drop through Enrollment Request/ Quick Enroll using the PERC drop reason code.)
- Update the student's record so that they now Satisfy the enrollment requirements of the class. This is to mimic how a student may become eligible for enrollment after being dropped for PERC.
- Re-enroll the student in to the class. The student is enrolled and Satisfies enrollment requirements.
- Navigate to the Enrollment Requirement Roster for the class. Note that the Drop Request Indicator is still set for the student despite the fact that they dropped from the class and then reenrolled after satisfying enrollment requirements. The Drop Request Indicator is not placed when PERC is rerun; it is placed immediately upon the student's enrollment in the class.
Outcome
Once PERC has determined a specific student does not satisfy enrollment requirements, the Drop Request Indicator remains on the student's enrollment on the Enrollment Requirement Roster. This is true even if a student enrolls again after satisfying enrollment requirements. This generally results in students who satisfy enrollment requirements being dropped when the PERC Process Drop Requests process runs again because they were never re-evaluated by PERC.
Workarounds
If PERC is run more than once per term, consider how Drop Request Indicators will be removed from students who are dropped from class so that they can be re-evaluated by PERC if they re-enroll. A college might:
- Choose not to set the Drop Request Indicator and instead drop students based off of Post Enroll Req status.
- Manually drop students via the Enrollment Requirement Roster, removing the Drop Request Indicator prior to dropping the student.
- Carefully monitor the enrollment activities of students dropped by PERC so that the student's Drop Request Indicator can be manually removed prior to the next run of the PERC process.
Colleges that only run PERC once per term are not impacted by this issue.
Navigation: NavBar > Navigator > Curriculum Management > Enrollment Requirements > Post Enroll Req Checking > Enrollment Requirement Roster
Students can be dropped manually from the Enrollment Requirement Roster. Follow the steps below to drop students from the Enrollment Requirement Roster. For more information on how to use the Enrollment Requirement Roster, review the PERC: Enrollment Requirement Rosters QRG.
- The Enrollment Requirement Roster search page is displayed.
- Enter Search Criteria. If searching for a range of classes, enter an Academic Institution and Term at a minimum to limit search processing
- time.
- Select Search.
- Select a class.
- The Enrollment Requirement Roster (Summary) page displays.
- Use the settings in the Process Drops for Non-Compliancesection to select which students to drop.
- Selected students: Use the "Select" checkbox to choose which students on the roster to drop.
- Students where Drop Request Indicator is selected: The Drop/ Approved Indicator can be used to specify whether a student who does not meet enrollment requirements is allowed to remain in class (Approved) or is to be dropped from class (Drop Request). The Drop/ Approved indicator may be set automatically when running the PERC process or manually by a staff member reviewing the Enrollment Requirement Roster. If this option is selected, all students with a Drop/ Approved Indicator status of Drop Request will be dropped.
- Students with a Post Enrollment Requirement status of: Select to drop based on their Post Enroll Req Status of Conditionally Satisfied and/or Not Satisfied.
- After selecting which students to drop, click Run. Students will be immediately dropped from the class. An enrollment transaction will be posted to the student's enrollment record with an action reason code of "PERC."
The "Notify Selected Students" button can be used to send an email notification to selected students on the Enrollment Requirement Roster. The email produced by using this feature is often believed to be spam. We recommend contacting students using 3Cs, Message Center, or direct email.
You must have at least one of these local college managed security roles:
- ZZ CM Local Configuration
- ZZ CM Post Enrollment Req
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
Navigation: NavBar > Navigator > Curriculum Management > Enrollment Requirements > Post Enroll Req Checking > Process Drop Requests
Students can be dropped in batch based on their PERC status.
- The Process Drop Requests for PERC run control ID page is displayed.
- Select the Add a New Value tab to create a new Run Control ID and select Add. It is important to note that Run Control IDs cannot be deleted; therefore, we encourage them to be reused. Because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA200_PERC_DROPS.
- Select the Find an Existing Value to enter an existing Run Post Enroll Requirement run control ID.
- Select Search.
- Configure the process settings according to your local college business process.
- Enter or look up the Academic Institution.
- Enter or look up the Term.
-
Non-Compliance Selection: Choose which students should be dropped due to not meeting enrollment requirements. There are multiple ways to select students.
- Enrollment Status: Choose whether Enrolled students, Waitlisted students, or both types of students should be dropped due to not meeting enrollment requirements.
- Process Drops for: Choose to either drop students with a Drop Request Indicator OR students with a post enrollment requirement status of Conditionally Satisfied and/ or Not Satisfied.
-
Population Selection: Choose which classes should be included in the PERC drop process.
- Population Selection: Select classes using a population selection query. This query can match the query used to run the PERC process, or a query can be used to select a small population of students.
- Manual entry by class: List one or more classes to include in the PERC drop process.
- Select Run in the top-right corner of the page after identifying the student population.
- The Process Scheduler Request is displayed. In the Process List panel, ensure the Generate and Process Drops checkbox is selected.
- Select OK.
- Click the Process Monitor link to the left of the Run button.
- The Process Monitor page displays. Ensure the process successfully posted.
- Process complete.
Test the PERC drop process in the PCD test environment before running the process in Production. PERC drops cannot be undone in batch; all cleanup related to dropping the wrong students is manual and is the college's responsibility.
- Although the Run Status for the PERC drop process was posted successfully, view the Request Status to see if any Transactions are in Error.
- Click the Get/Refresh Last Request button in the Transaction panel on the Process Drop Requests for Post Enrollment Requirements page.
- The Number of Transactions, Transactions in Error, and Transactions with Message display.
- To view the Transactions in Error, click the Enrollment Request ID hyperlink.
- The Block Enroll Detail page displays the Number of Transactions identified in the Transaction panel on the Process Drop Requests for Post Enrollment Requirements page.
- The example below illustrates the importance of selecting the DETAIL link for the Errors found status in the Status column. You can sort by status by clicking the "Status" column header (since E comes before S). Selecting the DETAIL link displays the Block Enroll Detail 1 tab.
- In the Message panel, you will find instructions for manually resolving the error.
Co-requisites (concurrent enrollment) result in an error. For instance, let's say a student fails course A, a prerequisite for course B. But, course B is a prerequisite for course C.
The PERC drop process attempts to drop the student from course B, but a staff member must simultaneously drop the student from courses B and C from the Enrollment Request or Quick Enrollment pages.
- You can also use the Enrollment Request Search page to retrieve the Enrollment Request ID and navigate to the Block Enroll Merge page.
- Enter the Enrollment Request ID number on the Block Enroll Merge page and select Search.
- On the Block Enroll Merge page, click the Retrieve button to view enrollment statuses on the Block Enroll Detail tab.
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