9.2 Enrollment Appointment Process

Purpose: Use this document as a suggested step by step process for assigning Enrollment Appointments.

Audience: Student Records staff.

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

  • ZD SACR Found Tbl Config Inq
  • ZD SACR Term Config
  • ZD SR Super User
  • ZZ Early Alert Reviewer 2
  • ZZ SACR Term Config
  • ZZ Student Alert Config

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

Enrollment Appointments

Step 1 - Maintaining the Term/Session Table

Maintaining the Term/Session Table

Term and session dates are locally managed and can be set at any time. These dates should be reviewed for accuracy on a quarterly basis as part of the beginning of term processes.

QRG--9.2 Maintaining the Term/Session Table

Navigation: NavBar > Navigator > Set Up SACR > Foundation Tables > Term Setup > Term/Session Table

Term/Session Table Term Table tab

Step 2 - Maintaining the Academic Calendar

Maintaining the Academic Calendar

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

  • ZD SACR Found Tbl Config Inq
  • ZD SACR Term Config
  • ZD SR Super User
  • ZZ SACR Term Config

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

Term/Session Table dates must be established prior to maintaining the Academic Calendar.

QRG--9.2 Maintaining the Academic Calendar

Navigation:  NavBar > Navigator > Set Up SACR > Foundation Tables > Term Setup > Academic Calendar

Term Calendar 2 tab on academic calendar

Step 3 - Adding, Updating and Viewing Student Groups

Adding, Updating and Viewing Student Groups

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

  • ZC CS Student Groups
  • ZD CS Student Groups
  • ZZ CS Student Groups

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

Student Groups can be utilized to assign appointments to students meeting the criteria.

QRG--9.2 Adding, Updating and Viewing Student Groups

Navigation: NavBar > Navigator > Records and Enrollment > Career and Program Information > Student Groups

Student Groups page

Step 4 - Creating and Updating the Enrollment Appointment Table

Creating and Updating the Enrollment Appointment Table

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

  • ZD SR Student Appoint Inquiry
  • ZZ SR Enroll Term Processing
  • ZZ SR Student Appointment

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

The Appointment Table must be created for each term, where enrollment appointments will be assigned. Appointments are created for each session unless the Dynamic Dated Session and OEE session will use the same Appointments as the Regular Session.  If DYN and OEE share appointments with the Regular Academic Session set the Appointment Control Session to drop down on the pages for those sessions to Regular Academic Session.

QRG--9.2 Creating and Updating the Enrollment Appointment Table

Navigation:  NavBar > Navigator > Records and Enrollment > Term Processing > Appointments > Appointment Table

Creating Student Appt Blocks

Step 5 -  Creating Student Appointment Blocks

Creating Student Appointment Blocks

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

  • ZD SR Student Appoint Inquiry
  • ZD SR Super User
  • ZZ SR Enroll Term Processing
  • ZZ SR Student Appointment

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

Student Appointment Blocks allow a college to assign enrollment appointments to different populations of students. For example, your college can create blocks for Student Groups or Cumulative Units. 

Student Appointment Blocks are not termed specific; therefore, you will not have to set up Student Appointment Blocks before each term. However, adjustments to blocks can be made if there are changes in the criteria. For example, a new Student Group has been created, or a decision to modify Cumulative Units will require you to update your Student Appointment Blocks. 

 

QRG--9.2 Creating Student Appointment Blocks

Navigation:  NavBar > Navigator > Records and Enrollment > Term Processing > Appointments > Student Appointment Block

Assigning Enrollment Appt in Batch

Step 6 - Assigning Enrollment Appointments in Batch

Assigning Enrollment Appointments in Batch

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

  • ZD SR Student Appoint Inquiry
  • ZZ SR Enroll Term Processing
  • ZZ SR Student Appointment

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

Enrollment appointments allow an institution to allocate periods for student self-service enrollment and enrollment planning. The process of assigning appointments combines enrollment dates and times (Appointment Table) with the Student Appointment Blocks. When the process is complete, students will view their appointments in their Student Center.

QRG--9.2 Assigning Enrollment Appointments in Batch

Navigation: NavBar > Navigator > Records and Enrollment > Term Processing > Appointments > Assign Appointments

Assinging and Maintaining Appt for Individual Student

Step 7 - Assigning and Maintaining Enrollment Appointments for Individual Students

Assigning and Maintaining Enrollment Appointments for Individual Students

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

  • ZD SR Student Appoint Inquiry
  • ZD SR Super User
  • ZZ SR Enroll Term Processing
  • ZZ SR Student Appoint Only
  • ZZ SR Student Appointment

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

On occasion, a student will not receive an appointment through the batch process. In this scenario, you can assign the student an individual enrollment appointment following your college's local business process. 

You will need to select your institution before viewing the enrollment appointment of a student with records at multiple institutions.

QRG--9.2 Assigning and Maintaining Enrollment Appointments for Individual Students

Navigation:  NavBar > Navigator > Records and Enrollment > Term Processing > Appointments > Student Enrollment Appointment

Defining Appt Enrollment Limits

Step 8 - Defining Appointment Enrollment Limits

Defining Appointment Enrollment Limits

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

  • ZD SR Student Appoint Inquiry
  • ZD SR Super User
  • ZZ SR Enroll Term Processing
  • ZZ SR Student Appointment

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

The Appointment Limit ID defines a set of unit limits for each session of a term at your college. You must specify a separate appointment limit ID for a specific group of students with different unit amounts when the career sets assigning Student Appointments. Appointment Limit IDs.

QRG--9.2 Defining Appointment Enrollment Limits

Navigation:  NavBar > Navigator > Records and Enrollment > Term Processing >  Appointments > Appointment Limits Table

Appointment Limits Table

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