9.2 Fix Enrollment Attached to the Wrong Program

Purpose: Use this document as a reference to fix enrollment attached to the wrong program.

Audience: Student Records 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

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

Bug 35532410: The Program associated with an Enrollment cannot be changed using Normal Maintenance during the term OF that enrollment.

  1. Impact. Can impact Financial Aid
  2. Workaround? Ensure the term activation is set to the correct Student Program/Plan with the desired Academic Program. Then, drop the existing enrollment and add the enrollment back. It will reflect the program indicated in the Term Activation.
  3. Status. Oracle fix scheduled for Image 31.
  4. Navigation Affected. Records and Enrollment > Enroll Students > Enrollment Request/Quick Enroll

Term activation and enrollment in the incorrect program will result in QARS--Student Warnings: Student Program Mismatches.  This process eliminates the need to create a new plan stack, change the term activation, drop students, and re-enroll them.

Step 1 - Change the Student's Program on Student Program/Plan Page

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 Search.
  4. A student may return multiple program rows in the Search. If so, select the appropriate record by confirming the proper Student Career Nbr, Academic Career, and Program.
Search criteria page displays
  1. The Student Program tab displays.  
  2. Select the Add a New Row [+] icon at the top right of the page.
Add a new effective dated row
  1. Effective Date. All new rows are effective dated. Changes on the Student Program/Plan page should be effective dated between terms [starting the day after the last day of the term and before the first day of the next term]. It is recommended to future effective dates based on subsequent actions on that record in the system. Under particular circumstances, an effective date may need to be backdated.
  2. Select PRGC for the Program Action.
  3. Enter the Academic Institution. If your user defaults have been set, this field will be populated with your institution.
  4. Select the correct Academic Program.
  5. Enter or look up the Admit Term reflecting the change. Press "Enter," and the Requirement Term will auto-populate.
  6. Enter or look up the Requirement Term.
Enter PRGC and new program and admit term
  1. Select the Student Plan tab to the right of the Student Program tab.
Select the Student plan tab
  1. Click the looking glass in the Academic Plan field and select the desired plan.
  2. The Declare Date and Requirement Term will auto-populate with values established on the Student Program tab.
  3. Select Save.

Step 2 - Change Student's Program on Enrollment Request (or Quick Enroll) Page

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

  • ZD SR Enroll Students
  • ZD SR Super User
  • ZZ SR Enroll Students

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 > Records and Enrollment > Enroll Students > Enrollment Request

  1. Select the Add a New Value tab. 
  2. ID: Enter or look up.
  3. Academic Career: Enter or look up.
  4. Academic Institution: Enter or look up.
  5. Term: Enter or look up the term with the enrollment attached to the wrong program.
  6. Select Add.
Navigate to the Enrollment Request page
  1. On the Enrollment Request page, select Normal Maintenance from the Action field drop-down list.
Select Normal Maintenance for the action
  1. Select the Class Nbr looking glass.
  2. Select the class(es) with the status of "Enrolled." Add a row and repeat if the student is enrolled in more than one class.
Uncheck the classes, add a new row if mulitple enrolled classes display
  1. The Enrollment Request page displays.
  2. Enter or look up the correct/new program in the Academic Program field.
Select the correct program
  1. Once the correct program populates, click the Submit button in the upper-right corner of the page.
click Submit
  1. Status = Success.
Status is a success and process complete
  1. Process complete

You can verify the Program change on the Enrollment page.

Verify change on the enrollment page

Discontinued Stack and Effective Dating

Suppose a student has multiple stacks and one stack is discontinued. The discontinued stack’s effective date must be before the effective date of the term activated career number.

  1. The discontinued career number must have an effective date before the term activated career number. Given this, the Active (Term Activated) stack has an effective date of 09/22/2022. The below image (left side) displays the discontinued stack with an effective date of 09/23/2022.
The image displays the discontinued stack with an effective date of 09/23/2022 and active stack with the date of 09/22/2022
  1. As a result, when performing the Normal Maintenance, the Academic Program is unavailable.
The image highlights the Academic Program field on the Enrollment Request page
  1. Change the effective date, ensuring the term activated stack has the most recent effective date. Remember to effective date changes between terms. In the example below, the image illustrates the discontinued stack with an effective date of 06/01/2022.
The image displays the dicontinued stack with an updated effective date of 06/01/2022
  1. The Academic Program becomes available when performing the Normal Maintenance.
The image points out the availability of the Academic Program field

Queries

4 Comments

Derreck Pressley

At South Seattle College we are having to drop and then re-register the student to attach the correct program. When we use normal maintenance the academic program field is greyed out and won't let us select a new academic program?

Tanjagay Martin

Hi Derreck, It is appreciated that you commented, and I apologize for any inconvenience. Was the program change performed on the term activated career number? In addition, you can submit a CS Support ticket for further help with the student's program/plan stack. Thank you so much! ~Tanjagay Martin | CS Core Trainer

Stephanie Hunter

SVC has the same problem as South Seattle. We changed the program/plan, term activate to the new program/plan, but the academic program field is greyed out on the enrollment request page. We have to drop/add to attach the correct program.

Tanjagay Martin

Hello Stephanie, I appreciate your comment and apologize for any inconvenience caused. If the student is enrolled in the wrong program for the current (or previous term), you can add a row and perform a program change on the term-activated career number. In this case, you'll only need to perform the program change and the normal maintenance (Enrollment Request page) since the student is already term activated to the wrong program/career number. When you change the program on the Student Program/Plan page, and Normal Maintenance (Enrollment Request), the Term Activation page automatically updates to the correct program for the current and future terms. Remember to effective date the program plan stack before the start of the term to avoid NSC reporting issues. I hope this helps; however, if you still experience problems, please submit a CS Support Ticket. Thank you so much, Stephanie! ~Tanjagay Martin | CS Core Trainer

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