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.
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
- The Student Program/Plan search page displays.
- Enter Search Criteria:
- Input the student’s ID (Empl ID) or name.
- Check the Include History box.
- Click Search. 💡You will only view the results for your institution.
- Select the correct program record. If multiple rows appear:
- Verify using Student Career Nbr, Academic Career, and Academic Program.
- Select the appropriate row.
- Navigate to the Student Program tab.
- Click the Add a New Row [+] icon at the top right.
- Set the Effective Date.
- Must fall between terms (e.g., the day after one term ends and before the next begins).
- Use a future date based on planned actions whenever possible.
- In special cases, a backdated effective date may be appropriate.
- Set Program Action to PRGC (Program Change).
- Enter or confirm the Academic Institution. If user defaults are set, this field may auto-populate.
- Select the new Academic Program.
- Enter or look up (🔍) the Admit Term.
- Press the Enter key to auto-populate the Requirement Term.
- Verify or enter the Requirement Term.
- Navigate to the Student Plan tab (to the right of Student Program tab).
- Choose the appropriate Academic Plan. Click the lookup icon (🔍)and select the correct plan.
- Confirm auto-populated fields. Declare Date and Requirement Term will populate from the Student Program tab.
- Click 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: Records and Enrollment > Enroll Students > Enrollment Request
- Navigate to the Enrollment Request page.
- Enter or look up (🔍) the following:
- ID
- Academic Career
- Academic Institution
- Term (where the incorrect enrollment occurred)
- Click Add.
- On the Enrollment Request page, set Action to Normal Maintenance.
- Click the Class Nbr lookup icon (🔍):
- Select the class(es) with status = Enrolled.
- If more than one enrolled class, click Add a Row [+] and repeat.
- Scroll to the Enrollment Request section.
- In the Academic Program field, enter or look up (🔍) the correct program.
- Once the program is populated, click the Submit button (top-right corner).
- Confirm Status = Success.
- Process complete.
- 💡Optional: Verify the update on the Enrollment page (Navigation: Records and Enrollment > Enroll Students > Enrollment).
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.
- The discontinued career number must have an effective date earlier than the term-activated career number, or the new Academic Program will be unavailable when performing Normal Maintenance.
- To resolve this issue, update the effective date, on the Student Program/Plan, so that the term-activated stack has the most recent effective date. Be sure to set effective dates between terms. The Academic Program becomes available when performing the Normal Maintenance.
Video Tutorial
The video below demonstrates the process actions described in steps listed above. There is no audio included with this video. Select the play button to start the video.
Video Tutorial via External Link
View the external link to Fix Enrollment Attached to the Wrong Plan. This link will open in a new tab/window.
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