9.2 PERC: Enrollment Requirement Rosters

Purpose: The Post Enrollment Requirement Checking (PERC) process evaluates student eligibility to remain enrolled in next term's classes. PERC evaluation results can be reviewed using the class Enrollment Requirement Roster. Enrollment Requirements Rosters can be printed using the Print Enrollment Requirement Roster 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 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.

PERC QRGs

Warning: Running PERC More than Once Per Term and Drop Request Indicators

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:

  1. 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.
  2. 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.)
  3.  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.
  4. Re-enroll the student in to the class. The student is enrolled and Satisfies enrollment requirements.
  5. 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

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

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.

Reviewing Enrollment Requirement Roster

Navigation:  NavBar > Navigator > Curriculum Management > Enrollment Requirements > Post Enroll Req Checking > Enrollment Requirement Roster

After running PERC, the Enrollment Requirement Roster can be used to review and manually adjust student enrollment eligibility. PERC and PERC drops can also be run directly from the Enrollment Requirement Roster.

  1. Navigate to the Enrollment Requirement Roster.
  2. Enter search criteria. If searching for a range of classes, enter an academic institution and term at a minimum to limit search processing time.
The image highlights the search criteria fields on the Enrollment Requiremnt Roster page
  1. Select a class. The Enrollment Requirement Roster is displayed.
  2. Use the Set Filter Options to display students by status. Be sure to click "Filter" to refresh the roster display settings after choosing filter options.
    • Enrollment Status: Display Enrolled, Waitlisted, and/or Dropped students
    • Most Recent Requirement Status: Students can be displayed by how they satisfy/ do not satisfy enrollment requirements; by whether they were enrolled with a permission code, staff override, or via the Enrollment page; or whether their enrollment requirement status is unknown.
The image points out the Set Filter Options on the Enrollment Requirement Roster Summary page
  1. The Enrolled Students section lists students selected in the Set Filter Options section.
  2. Enrollment Req Status: The Enrollment Req Status column lists the student's enrollment requirement status at the time of enrollment.
    • Satisfied: The student met enrollment requirements at the time of enrollment.
    • Conditional: The student conditionally satisfied enrollment requirements at the time of enrollment.
    • Overridden: The student was enrolled in the class by a staff member using an override. The student's enrollment eligibility was not assessed at the time of enrollment.
    • Permitted: The student was enrolled in the class using a permission number. The student's enrollment eligibility was not assessed at the time of enrollment.
    • Enrollment Component: The student was enrolled in the class using the Enrollment page. The student's enrollment eligibility was not assessed at the time of enrollment.
    • Unknown: The student's enrollment eligibility is unknown.
The image focuses on the Enrollment Req Status field in the Enrolled Students panel.
  1. Post Enroll Req Status: The Post Enroll Req Status column lists the student's enrollment eligibility as assessed by PERC. If the PERC process has not been run for the class, this column will not be displayed.
    • Satisfied: PERC has evaluated the student and determined that the student meets enrollment requirements.
    • Conditionally Satisfied: PERC has evaluated the student and determined that the student does not enrollment requirements but is in the process of satisfying requirements. This commonly means that the student is currently enrolled in a prerequisite class.
    • Not Satisfied: PERC has evaluated the student and determined that the student does not meet enrollment requirements.
    • Blank: PERC has not evaluated the student's enrollment eligibility.
The image points out the Post Enroll Req Status
  1. Drop Approval Indicator: 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. Setting the Drop/ Approved Indicator is not necessary for dropping students; students can be dropped from the class with other criteria.
The image highlights the Drop Approved Indicator in the Enrolled Students panel on the Enrollment Requirement Roster summary page
  1. To review how a student was evaluated by PERC, click on the student's Post Enroll Req Status.
The image illustrates clicking on the student's Post Enroll Req Status in the Enrolled Students panel
  1. The Enrollment Requirement Roster (Detail) page is displayed. The criteria used by PERC to evaluate the student's enrollment eligibility are listed in the Post Enrollment Requirement Status section. Click the "Summary View" button to return to the main roster.
The image suggests selecting the Summary View button to return to the main roster
  1. PERC can be run directly from the Enrollment Requirement Roster for select students. Use the Select checkbox to choose one or more students to be evaluated by PERC. Optionally, choose whether PERC should assign a Drop Request Indicator flag if the student does not meet enrollment requirements or only conditionally meets enrollment requirements.
  2. Click Run to run PERC.
The image highlights the Run Post Enrollment Requirement Checking option
  1. Students can be dropped directly from the Enrollment Requirement Roster. Use the settings in the Process Drops for Non-Compliance section to drop selected students, to drop students who have been assigned a Drop Request Indicator, or to drop students based on their Post Enrollment Requirement Status value.
  2. Click Run to drop the students immediately.
The image points out the Process Drops for Non-Compliance section

The "Notify Selected Students" button can 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.

The image highlights the Notify Selected Students button on the main roster page

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