Navigation: Student Financials > Tuition and Fees > Cancellation > Cancel Enrollment

1. The Cancel Enrollment run control search page displays.
2. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button. 
   • NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA220_ADM_FYR_5 (Admissions Letter, Summer, FYR Admit Type).
3. The Enrollment Cancellation 1 tab displays.
4. Enter the Business Unit.
5. Report Only checkbox:
   1. Check the Report Only box to view a list of students eligible for cancellation without actually compiling the population. A Request ID # is not produced when in Report Only mode.
   2. Uncheck the Report Only checkbox if this is the actual run to drop all students and create the official population to drop. This action will produce a Request ID # that should be used for the final mass term withdrawal/drop process.
6. Select one of the following checkboxes in the Cancellation Type section:
   1. Term Cancellation:  Select to cancel all the classes that a student is taking for a term.
   2. Session Cancellation:  Select to cancel all the classes that a student is taking for a session. ctcLink does not use sessions yet. Please do not select this option.
   3. Class by Class Within Term:  Drops each class in the term, until the past due amount is less than the Subsequent Amount field. If the request results in all classes being dropped for a student, then the process generates a term cancellation request.
      • Classes are dropped from the lowest class number to the highest (ie. priority is given to the highest class/item number - the highest one is kept.)
   4. Class by Class Within Session: ctcLink does not use sessions yet. Please do not select this option.
   5. Enter or search for the Term for which this population should be considered.
7. Select one of the following checkboxes in the Selection Criteria section:
   1. All: Select to review all students in the business unit who meet the criteria that you specify.
   2. Tuition Group: Select to review students within a specific tuition group.
      • The Tuition Group section will become available if this option is selected
   3. Academic Program: Select to review student within specific academic programs.

8. In the Aging Criteria section, select and enter a date to indicate that any student with a past due amount on the specified payment date should be selected for enrollment cancellation. The By Days radio button can be used to pull dynamically students with balances a certain number of days past due based on their unique due dates, instead of a specific static date.
9. In the Past Due section:
   1. Initial Amount:  Enter the student balance threshold amount (Student Account total balance owing less than X will NOT be included in this population).
   2. Subsequent Amount:  Enter the student balance threshold per class.
10. Select the Enrollment Cancellation 2 tab and the Enrollment Cancellation 2 tab displays.
11. In the Item Group Selection section: Consider the item types to include in each students balance threshold. Within the Item Group Selection area lives four options that are used for calculating the balance for each student. If selected, each of the four options require a From / To Term.
    1. Charges: This option makes up the student's balance owed. The items types gathered together in the Item Group are tuition like charges and will be the balance threshold field used in the Initial Amount Past Due field on the previous (Enrollment Cancellation 1) tab. The From/To Term can be used to include a single term or multiple terms (or to even include a full academic year.)
    2. Unapplied Payments: This group of item types can represent credit balances on personal payments. Similar to the first option, an Item Group is necessary so that ctcLink can look for payments that should be included against those tuition like charges.  The From/To Term can be used to include a single term or multiple terms (or to even include a full academic year.)
    3. Unapplied Financial Aid: This option should include an Item Group that represents financial aid that can reflect against the balance owed on the top Charges line. Be sure to include the term or terms in the From/To Term(s) fields for this row of data.
    4. Anticipated Aid: With this option, you may only select to include or exclude anticipated aid.  You may want to review what aid is considered to be anticipated with your financial aid office. As with the other items, it is necessary to include Terms. 

12. In the Options section, select:
    1. Cancel Completed Classes:  Select this option to cancel classes that have been completed but not graded. The system does not cancel any classes for which the student has received grades.
    2. Cancel Classes with Grades:  If grades have been entered, and you want to include graded classes in the cancellation process, select this option to cancel classes with grades.
    3. Eligible to Enroll:  If you select this check box, the Enrollment Cancellation process selects the Eligible to Enroll check box on the Term Activation page for students selected by the process. If you do not select this check box, the Enrollment Cancellation process clears the Eligible to Enroll check box on the Term Activation page for students that were selected by the process.
       • You must select the Eligible to Enroll check box on the Enrollment Cancellation 2 page to use the Making a Student Eligible for Enrollment after Enrollment Cancellation or Term Withdraw - Automated process.
13. In the Service Impact section, enter or search for the NOCAN Service Impact to exclude students from the enrollment cancellation process.

14. Select the Run button and then select the Class by Class Cancellation checkbox within the Process List section. Select the OK button. This process may take considerable time to complete. Please refer to the Process Schedule Request steps for further instructions.
    • Select the Display Cancellation link (on the Enrollment Cancellation 1 tab) to review Enrollment Cancellation nominees once the process shows as Success/Posted.
    • Make a note of the Batch ID once the process is run. You will need this to review the list of students.

Navigation: Student Financials > Tuition and Fees > Cancellation > Report Cancellation

1. The Enrollment Cancellation run control search page displays.
2. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button. 
   • NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA220_ADM_FYR_5 (Admissions Letter, Summer, FYR Admit Type).
3. The Enrollment Cancellation page displays.
4. Enter the Batch ID from the process above.
5. Select the Run button. Please refer to the Process Schedule Request steps for further instructions.
6. Please refer to the Report Manager steps for further instructions.
7. Section complete.

Navigation: Student Financials > Tuition and Fees > Cancellation > Review Enrollment Cancellation

1. Enter the Business Unit and Batch ID.
2. Provide the Batch ID number to the other departments to verify if a student should/should not be on there.  If there is a student that SHOULD NOT be on the list, please have that department assign a service indicator of NOCAN. You will need to rerun the enrollment cancellation process to remove the student from the list.
3. Make a note of the Request ID for enrollment services to use to finish the cancellation process.
4. Section complete.