Student User Guide / Registration / Chapter 13 / 6.0

Chapter 13

Registration Registration Module Flow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-5 13

Registration

Registration Module Form Flow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-6 Registration Menu Navigation Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-7 Registration Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-12 Student System Distribution Initialization Form . Student Course Registration Form . . . . . . . . Detailed Restriction Result Form . . . . . . . . Enrollment Status Query Form . . . . . . . . . Course Registration Status Query Form . . . . . Registration Course Query Form . . . . . . . . Holds Query-Only Form . . . . . . . . . . . . Registration Section Query Form . . . . . . . . Registration Additional Fees Form . . . . . . . Registration Query Form . . . . . . . . . . . . Student Course/Fee Assessment Query Form . . Registration Mass Drop Form . . . . . . . . . . Class Roster Form . . . . . . . . . . . . . . . . Schedule Section Query Form . . . . . . . . . Class Attendance Roster Form . . . . . . . . . Student Course Registration Audit Form . . . . Enrollment Verification Request Form . . . . . . Address Summary Form . . . . . . . . . . . . . Enrollment Verification Request Query Form . . Student Course Request Form . . . . . . . . . . Communication Plan Assignment Form . . . . . Communication Plan Collector Form . . . . . . Student Registration Group Form . . . . . . . . Student Registration Permit-Override Form . . . Student Registration History and Extension Form Term Control Form . . . . . . . . . . . . . . . Registration Maximum Hours Form . . . . . . . Enrollment Status Control Form . . . . . . . . . Course Registration Status Form . . . . . . . . Enrollment Verification Request Rules Form . . Enrollment Verification Message Form . . . . . Time Status Rules Form . . . . . . . . . . . . . Registration Priority Control Form . . . . . . . Registration Group Control Form . . . . . . . . Student Registration Group Query Form . . . .

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(SOADEST). . (SFAREGS) . . (SFQPREQ). . (SFQESTS) . . (SFQRSTS) . . (SFQSECT) . . (SOQHOLD) . (SFQSECM) . (SFAEFEE) . . (SFAREGQ). . (SFAREGF) . . (SFAMASS) . . (SFASLST) . . (SSASECQ) . . (SFAALST) . . (SFASTCA) . . (SFARQST) . . (SOADDRQ) . (SFQRQST). . (SFACREQ) . . (SOAPLAN) . (SOACCOL) . (SFARGRP) . . (SFASRPO) . . (SFARHST) . . (SOATERM) . (SFAMHRS) . (SFAESTS) . . (SFARSTS) . . (SFAEPRT) . . (SFAMESG). . (SFATMST) . . (SFARCTT) . . (SFARCTL) . . (SFIRGRP) . .

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13-12 13-14 13-22 13-37 13-38 13-38 13-39 13-39 13-40 13-40 13-42 13-42 13-43 13-45 13-46 13-49 13-50 13-52 13-56 13-56 13-56 13-59 13-60 13-60 13-61 13-68 13-76 13-76 13-76 13-77 13-77 13-78 13-79 13-80 13-80

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13 Registration Table of Contents

Registration Permit-Overrides Control Form . . . . . . . Open Learning Section Default Rules Form . . . . . . . Registration Fee Assessment Rules Form . . . . . . . . . Registration Fee Assessment Refund by Total Rules Form Registration Fees Min/Max Charge Control Form . . . . Registration Additional Fees Control Form . . . . . . . . Registration Fee Assessment Audit History Form . . . . . Curriculum Rules Control Form . . . . . . . . . . . . . Curriculum Rules Form . . . . . . . . . . . . . . . . . Student Term Break Form . . . . . . . . . . . . . . . . Student Withdrawal Form . . . . . . . . . . . . . . . . Student Withdrawal Query Form . . . . . . . . . . . .

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(SFAROVR) . (SOAORUL) (SFARGFE) . (SFARFND) . (SFAFMAX) . (SFAAFEE) . (SFAFAUD) . (SOACTRL) . (SOACURR). (SOATBRK) . (SFAWDRL) . (SFIWDRL) .

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13-81 13-81 13-89 13-99 13-99 13-99 13-100 13-103 13-108 13-113 13-114 13-124

Registration Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-127 Registration Tables to be Updated Each Semester . . . . . . . . . . . . . Mainline Edit Registration . . . . . . . . . . . . . . . . . . . . . . . . . Create Term Controls. . . . . . . . . . . . . . . . . . . . . . . . . . . . Define Registration Statuses for Student and Course . . . . . . . . . . . . Student Registration Status and Course Registration Status . . . . . . . . . Student Levels Versus Course Levels in Registration . . . . . . . . . . . . Registration Course Error Flags . . . . . . . . . . . . . . . . . . . . . . . Build Tuition and Fees . . . . . . . . . . . . . . . . . . . . . . . . . . . Assess Additional Fees . . . . . . . . . . . . . . . . . . . . . . . . . . . Assess Tuition and Fees . . . . . . . . . . . . . . . . . . . . . . . . . . Registration Fee Assessment Processing . . . . . . . . . . . . . . . . . . Registration Fee Assessment and Open Learning Courses . . . . . . . . . Registration Fee Assessment Combined Fee Assessment Process . . . . . . Register Students . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Open Learning Registration . . . . . . . . . . . . . . . . . . . . . . . . Set Up Open Learning Rules . . . . . . . . . . . . . . . . . . . . . . . . Register for an Open Learning Course . . . . . . . . . . . . . . . . . . . Create an Extension for an Open Learning Course . . . . . . . . . . . . . Drop or Withdraw from an Open Learning Course. . . . . . . . . . . . . Drop or Withdraw from an Extension . . . . . . . . . . . . . . . . . . . Enrollment Verification. . . . . . . . . . . . . . . . . . . . . . . . . . . Schedule/Invoice/Statement Options . . . . . . . . . . . . . . . . . . . . Produce Student's Schedule . . . . . . . . . . . . . . . . . . . . . . . . Unsatisfied Links . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Produce Student's Bill . . . . . . . . . . . . . . . . . . . . . . . . . . . View Student's Registration . . . . . . . . . . . . . . . . . . . . . . . . Produce Course Request Edit. . . . . . . . . . . . . . . . . . . . . . . . Produce Course Request Update . . . . . . . . . . . . . . . . . . . . . . Produce Class Roster. . . . . . . . . . . . . . . . . . . . . . . . . . . . Produce Headcount . . . . . . . . . . . . . . . . . . . . . . . . . . . . View Class Roster/Enter Grades . . . . . . . . . . . . . . . . . . . . . . Handle Student's Registered, Not Paid . . . . . . . . . . . . . . . . . . . Process Canceled Classes . . . . . . . . . . . . . . . . . . . . . . . . . Waitlisting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Drop Last Class . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Rules and Use of the Term Control Form (SOATERM) in Repeat Processing

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Student Release 6.0 User Guide

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13-127 13-128 13-131 13-132 13-132 13-134 13-134 13-134 13-136 13-136 13-137 13-171 13-180 13-183 13-185 13-185 13-187 13-188 13-189 13-189 13-190 13-191 13-195 13-195 13-195 13-196 13-196 13-196 13-196 13-196 13-197 13-197 13-197 13-197 13-200 13-200

May 2003 Confidential


National Student Clearinghouse (NSC) Reporting Procedures . . . . . . . . . . National Student Loan Data System (NSLDS) Student Status Confirmation Report (SSCR) Roster File Procedures . . . . . . . . . . . . . . . . . . . . . . . . . Registration Set-Up Procedures for Banner Student Self-Service . . . . . . . . . Registration Time-Ticketing in Banner Student Self-Service and Voice Response . Student Registration Permit-Override Procedure . . . . . . . . . . . . . . . . . Registration Restrictions and Pre-requisites . . . . . . . . . . . . . . . . . . . Implementing Area Pre-requisite Processing . . . . . . . . . . . . . . . . . . . Return of Title IV Funds Processing . . . . . . . . . . . . . . . . . . . . . . . Purge Processes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Setting Up Sleep/Wake Processes . . . . . . . . . . . . . . . . . . . . . . . .

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13-227 13-243 13-248 13-253 13-258 13-267 13-272 13-286 13-287

Registration Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-288 Creating a Population Selection . . . . . Registration Fee Assessment Process . . Purge Fee Assessment Audit Process . . Unduplicated Headcount Report . . . . Registered, Not Paid Process . . . . . . Student Schedule Report . . . . . . . . Class Roster Report . . . . . . . . . . . Enrollment Verification Report . . . . . Enrollment Verification Request Purge . Registration Purge . . . . . . . . . . . . Waitlist Enrollment Purge . . . . . . . . Course Request Load Process . . . . . . Unsatisfied Links Report . . . . . . . . Clearinghouse Extract Report . . . . . . Time Status Calculation Update Process NSLDS SSCR Process . . . . . . . . . . Pre-requisite Pipe Initialization Process . Pre-requisite Pipe Process . . . . . . . . Withdraw Pending Status Change Report Withdrawn Student Report . . . . . . . Auto Grade Assignment Process . . . .


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13 Registration Registration Module Flow

Registration Module Flow 13

Registration Term Control Form (SOATERM)

Curriculum Rules Form (SOACURR)

Maximum Hours Per Term Form (SFAMHRS)

Communication Plan

Student Registration Status Form (SFAESTS)

Class Roster Form (SFASLST)

Course Request and Scheduling Module Grade Roll Report (SHRROLL)


Accounts Receivable Module

Registered, Not Paid Process (SFRRNOP)

Student Course Request Form (SFACREQ)

Registration Fee Assessment Rules Form (SFARGFE)

Registration Fees Min/Max Charge Control Form (SFAFMAX) Registration Fee Assessment Process

Academic History Module

Mass Registration Drop Form (SFAMASS)

Registration Additional Fees Form (SFAAFEE)

Student Course Registration Form (SFAREGS)

Unduplicated Headcount Report (SFRHCNT)

Grade Roll Process (SHRROLL)

Schedule Module

General Student Module

Course Registration Status Form (SFARSTS)

Registration Query Form (SFAREGQ)

Catalog Module

Registration Fee Assessment Process (SFRFASC)

Registered, Not Paid Report (SFRRNOP)


Registration Fee Assessment Refund by Total Rules Form (SFARFND)

Student Schedule Report (SFRSCHD)

Student Invoice/Billing Statement (TSRCBIL)

Class Roster Report (SFRSLST)

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13 Registration Registration Module Form Flow

Registration Module Form Flow

Quick Entry Form (SAAQUIK)

Course Registration Status Query Form (SFQRSTS)

Enrollment Status Query Form (SFQESTS)

Schedule Form (SSASECT) Student Course Registration Form (SFAREGS)

Test Score Information Form (SOATEST) Class Roster Form (SFASLST)

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Hold Information Form (SOAHOLD)

Registration Section Query Form (SFQSECM)


Enrollment Verification Request Form (SFARQST) Registration Course Query Form (SFQSECT)


13 Registration Registration Menu Navigation Tables

Registration Menu Navigation Tables

Registration Menu (*REGISTRATION) Access this menu from the Main Student System Menu (*STUDENT). SFAREGS

Student Course Registration Form Used to register students for course selections and perform adds, drops, and withdrawals.

SFAEFEE

Registration Additional Fees Form Used to add additional charges to the student registration fee assessment.

SFAREGQ

Registration Query Form Used to display the student's schedule with meeting times, buildings, and rooms.

SFAREGF

Student Course/Fee Assessment Query Form Used to display registration fee assessment as calculated by the system.

SFAMASS

Mass Registration Drop Form Used to change the course registration status for all students enrolled in a section.

SFASLST

Class Roster Form Used to enter grades for a class and display the class roster.

SFAALST

Class Attendance Roster Form Used to enter final grades and hours of attendance for courses.

SFASTCA

Student Course Registration Audit Form Used in telephone registration processing to show the results of course requests in the database.

SFARQST

Enrollment Verification Request Form Used to request visual and/or hard copy retrieval of the most commonly requested enrollment data for students.



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Registration Menu (*REGISTRATION) (continued) SFACREQ

Student Course Request Form Used to enter requests for the batch scheduler process.

SOAPLAN

Communication Plan Assignment Form Used to assign communication plans to a person who has a recruiting record, an admissions application, or a general student record.

SOACCOL

Communication Plan Collector Form Used to view a list of people who have been added to the collector file for batch processing of communication plans.

SFARGRP

Student Registration Group Form Used to assign a registration group to individual students on a term by term basis.

SFASRPO

Student Registration Permit-Override Form Used to assign specific permit-override codes to individual students on a term and course or section basis.

SFARHST

Student Registration History and Extension Form Used to view registration (SFRSTCR) records for a student without regard for the term in which the registration took place.

Registration Control Menu (*REGCONTROL) Access this menu from the Registration Menu (*REGISTRATION). SOATERM

Term Control Form Used to establish controls for a specific term, such as registration fee assessment rules, registration error checking, and part-ofterm information.

SFAMHRS

Registration Maximum Hours Form Used to maintain maximum hours allowed for registration by level.

SFAESTS

Enrollment Status Form Used to build student statuses and refund policies by term.

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Registration Control Menu (*REGCONTROL) (continued) SFARSTS

Course Registration Status Form Used to build course statuses and refund policies by term.

SFAEPRT

Enrollment Verification Request Rules Form Used to generate the type of information which is to be printed on the enrollment verification document.

SFAMESG

Enrollment Verification Message Form Used to enter the messages that will appear on statements. Messages can be entered for specific enrollment verification type codes, term codes, or student identification numbers.

SFATMST

Time Status Rules Form Used to establish the curriculum rules based on campus, level, college, degree, and major. These rules are used whenever the campus, level, college, degree, or major is modified on specific forms in the Admissions, General Student, Registration, or Academic History modules.

SFARCTT

Registration Priority Control Form Used to define rules that assign the begin and end dates and times, and priority assignment for each registration time slot for SCT Banner Web for Students Web registration and Voice Response telephone registration.

SFARCTL

Registration Group Control Form Used to define registration group codes and the assigned registration priorities for those group codes for SCT Banner Web for Students Web registration and Voice Response telephone registration.

SFIRGRP

Registration Group Query Form Used to query the registration time slots and the students who have been assigned to those time slots for specific registration group codes.

SFAROVR

Registration Permit-Overrides Control Form Used to establish the registration permit-override codes and their associated allowable registration error overrides on a term-byterm basis.



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Registration Control Menu (*REGCONTROL) (continued) SOAORUL

Open Learning Section Default Rules Form Used to create sections and section rules for open learning courses.

Registration Fee Assessment Menu (*REGFEES) Access this menu from the Registration Control Menu (*REGCONTROL). SFARGFE

Registration Fee Assessment Rules Form Used to build the institution's registration fee assessment policy by student, course level, and campus.

SFARFND

Registration Fee Assessment Refund by Total Rules Form Used to build rules used for refunding registration charges.

SFAFMAX

Registration Fees Min/Max Charge Control Form Used to enter overall fee minimum and/or maximum by detail code.

SFAAFEE

Registration Additional Fees Control Form Used to enter additional fees and amounts allowed to be charged at registration.

SFAFAUD

Registration Fee Assessment Audit Form Used to assist in fee assessment processing, record fee assessment records by ID and term, and see how the charge was placed on a student's accounting record.

Curriculum Rules and Control Menu (*CURRIC) Access this menu from the Registration Control Menu (*REGCONTROL). SOACTRL

Curriculum Rules Control Form Used to determine how areas related to curriculum are used and to set error checking for curriculum rules.

SOACURR

Curriculum Rules Form Used to establish curriculum rules.

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Title IV Menu (*TITLEIV) Access this menu from the Registration Menu (*REGISTRATION). SOATBRK

Student Term Break Form Used to provide a method for institutions to define break periods within the period of enrollment or term.

SFAWDRL

Student Withdrawal Form Used to withdraw a student from enrollment for the term, which triggers SCT Banner to begin the processing of the student’s Title IV refund information.

SFIWDRL

Student Withdrawal Inquiry Form Used to view and query withdrawal information about a student from SFAWDRL for a single term or all terms.



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13 Registration Registration Forms

Registration Forms

Student System Distribution Initialization Form (SOADEST)

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Registration

Use this form to enter the intended destination of hardcopy student schedules, invoices, academic transcripts, enrollment verification reports, and compliance results requested during the terminal session. You can designate the selection criteria used in the sleep/wake routines when processing schedules, invoices, and transcripts. Enrollment verifications are not printed using sleep/wake processing, but the printer to be used may be set up from this field. This form is displayed the first time you enter any Registration, Accounts Receivable, Academic History (transfer request), or CAPP (compliance request) module form during a session. Entries are stored for the current Banner session only. To change distribution designations after exiting the Student System Distribution Initialization Form (SOADEST) during a session, you must re-access the form directly. The form appears again during your next session whenever you attempt to access one of the same module forms. Values entered on SOADEST must correspond to the institution's defined sleep/ wake selection criteria. Your institution's technical support staff must create report distribution selection criteria prior to being entered on SOADEST. If the user is not going to be generating any sleep/wake routines this form can be bypassed by the Exit button or function. Note: In order to use % as a parameter option for printer destination, you will need to designate it as a valid printer on the Printer Code Validation Form (GTVPRNT). Please be aware, however, that designating % as a valid printer and making it the printer destination will route all requests to that one printer, regardless of the printer destination selected by an individual user on the Student System Distribution Initialization Form (SOADEST). The % remains a valid parameter option for the printer destination when running the above processes outside of sleep/wake mode. Descriptions / Buttons Fields .............. ....................................................... Schedules

Hardcopy output destination of student schedules requested during the session. Choices come from the Printer Validation (GTVPRNT) list of values. Column: Stored in the globals for the session. Not a base table item.

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Descriptions / Buttons Fields .............. ....................................................... Invoices

Hardcopy output destination of invoices requested during the session. Choices come from the Printer Validation (GTVPRNT) list of values. Column: Stored in the globals for the session. Not a base table item.

Transcripts

Hardcopy output destination of transcripts requested during the current session. Choices come from the Printer Validation (GTVPRNT) list of values. Column: Stored in the globals for the session. Not a base table item.

Enrollments

Hardcopy output destination of enrollment verification reports requested during the current session. Choices come from the Printer Validation (GTVPRNT) list of values. Column: Stored in the globals for the session. Not a base table item.

Compliance

Hardcopy output destination for compliance results requested during the session. Choices come from the Printer Validation (GTVPRNT) list of values. Column: Stored in the globals for the session. Not a base table item.

Procedures To specify the destination of hardcopy requests for compliance results:


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Access the Student System Distribution Initialization Form (SOADEST).

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Double-click Schedules, Invoices, Transcripts, Enrollments, or Compliance to display a list of values for the selected field.

3.

Select the output destination from the pulldown list.

4.

Save.


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Student Course Registration Form (SFAREGS)

The Student Course Registration Form (SFAREGS) provides an automated mechanism for registering students into sections created by the Class Schedule module. This form also assesses the charges related to the registration and passes them to the Accounts Receivable module. This form further allows for student maintenance, performs the functions necessary for add/drop activity, and provides the ability to print a student's schedule/bill. Note: After entering the Registration Information section, all changes must be saved and errors corrected, before the user may exit the form. You may select View Registration Messages from the Options Menu or tab through the fields in the Registration Information to the Ovr (Error Override Indicator) field, then the Message box will display. This box displays registration messages, variable credit hour ranges, and any registration errors detected, such as major restrictions. The box is positionally displayed, depending on the type of message being shown, so that data relevant to the message is still displayed in the main window. Prior to registering a student, the registration control information must have been entered via the Registration forms, the course and section information must have been entered via the Catalog and Schedule modules, and student information must have been created via the General Person and Admissions modules. This form creates a set of SHRMRKS records associated with the student for all courses where gradable components have been defined. This task is accomplished at the time the registration record is created for the student for an individual section. SFAREGS also creates a set of SHRSMRK records for all sub-component definitions associated with the component records for the section.

Enrollment Status During student registration, a student’s enrollment time status is calculated after additions or changes have been completed and saved in SFAREGS, and the user exits the form or performs a Rollback. Changes in student information such as college, campus, degree, major, or student type may result in a change to previously calculated time statuses, depending on whether institution-specific rules exist for differences in any one or more of those characteristics. Changes in course registration or student information may cause a new time status to be calculated, depending on the rules established. Use the Time Status History window to view time status information for a student.

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Academic Standing When a student’s academic standing prevents registration, you are prevented from navigating into the Course Registration information and are stopped in the Enrollment Status section, and the message “*ERROR* Academic standing prevents registration.” is displayed. Student status, enrollment status, or academic standing can all prevent registration, and any status which prevents registration prevents navigation from the Enrollment Status section. Because students may pre-register for a term before academic standing has been calculated for the current term, course registrations for a future term need to be dropped for students who have been placed on an academic standing which prevents registration. This can be accomplished by defining a set of enrollment status and course registration status codes which will drop all courses automatically. Setting the enrollment status to a value which is defined to affect course registrations will drop the registrations, even though access to the Course Registration information is not permitted.

Degree and Program Processing Degree and program restrictions and re-requisites are processed as follows:


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Degree and program restrictions are checked using the degree and/or program in both the primary and secondary curriculum of the effective student record. If either type of restriction fails, a “DEGREE RESTRICTION” and/or “PROGRAM RESTRICTION” error will be issued. Degree and program restriction errors will not be issued if an appropriate permit/override exists for the student. Degree and program restriction errors can be overridden by the operator using normal override processing.

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If a pre-requisite is fulfilled by an in-progress course, and in-progress courses are permitted to fulfill pre-requisite requirements based upon the In Progress checkbox on the Term Control Form (SOATERM), a “PRE-REQ IN PROGRESS” message will not be issued.

•

If a section fails a pre-requisite requirement, a “PRE-REQ OR TEST SCORE RESTRICTION” error message will be issued. •

If standard pre-requisite and test score restrictions are used to define the pre-requisite requirements for the section, no further information will be available. The pre-requisite error can be overridden by the operator using normal override processing.

•

If the pre-requisite requirement is defined using CAPP areas, use a Duplicate Item function from the CRN field to transfer to the Detailed Restriction Results Form (SFQPREQ) where the details of the pre-requisite conditions which were not met are displayed. After reviewing the conditions which were failed, additional enrollments can be added to allow the student to fulfill requirements (for example, if additional courses would fulfill requirements for concurrent-enrollment pre-requisites), the error can be overridden using standard override processing, or the enrollment can be dropped.


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Electronic Gradebook Processing When Electronic Gradebook processing for Faculty and Advisors Self-Service is in use, the following occurs. When a student registers for a section, the system automatically creates a student mark record for every gradable component defined for the CRN. These table entries are copied from the Gradable Component Definition Table (SHRGCOM) to the Student Mark Table (SHRMRKS) and the Student Midterm/Final Mark Records Table (SHRCMRK). Note: If the student drops the course and the registration is purged, the associated mark records will be purged as well.

Title IV Processing SFAREGS is used in the Return of Title IV Funds processing. •

A non-fatal pop-up warning message is displayed whenever an attempt is made to reinstate a student’s enrollment status on SFAREGS in a term for which a Title IV withdrawal record has been created.

•

If the SFBETRM_ESTS_CODE is changed, and Title IV withdrawal records exist for the student, the following message is displayed: "Student has Title IV withdrawal record for this term."

•

Use the Student Withdrawal Information item in the Options Menu to access SFIWDRL.

•

The form recalculates the student’s tuition and fees to reflect the reduced charges resulting from the shortened period of attendance. This is handled by registration fee assessment processing to accommodate the correct calculation of the Financial Aid refund by adding the update of the TBRACCD Original Charge Indicator or an original assessment.

•

The online registration fee assessment process sets the orig_chg_ind in assessment if applicable.

Open Learning Registration SFAREGS is used with open learning registration. Please be aware that waitlist functionality does not apply to open learning classes.

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•

Use the Search button in the Term field to allow searches for valid terms or existing classes by date range and find the class best suited to the student’s request (i.e., a class that starts in the desired timeframe). If an Exit with Value is used to return from the Class Search on SSASECQ, the term in the Key Block will be populated, and the CRN will be remembered and inserted after you navigate to the Registration Information block.

•

Use the Option List choices or functions from the Term field to view terms and search for classes. The List of Terms item or a List function displays the Term Code Validation (STVTERM) list. The Class Search item or a Count Query Hits function displays the Schedule Section Query Form (SSASECQ. You can also select the Class Search item from the Options Menu to access SSASECQ. Student Release 6.0 User Guide



•

If you have searched for classes and returned to SFAREGS using an Exit with Value, the term and CRN of the selected class are stored. When you navigate to the Registration Information block, a new record is inserted, and the CRN field is populated with the section identified in SSASECQ.

•

Use Registration History item in the Options Menu to access SFARHST. This allows you to view all registration activity for the student without having to return to the Key Block and perform term-by-term searches. This also allows you to process extensions from SFAREGS.

•

View the Instruct(ional) Method field to see if the class is set up as open learning, with a method of WEB for example.

•

Use the Status field to view the registration status codes for a traditional course (part-of-term is defined) or for an open learning course. Values for a traditional course come from SFRRSTS. Values for an open learning course are defined at the section level based on the usage cutoff information (using the date in the Key Block as the point of reference) and come from SSRRSTS. You cannot enter a registration status code that has been allocated for extension processing (STVRSTS_EXTENSION_IND is set to Y).

Descriptions / Buttons Fields .............. ....................................................... Term

Enter the term for which you wish to register the student or view existing registration records. Use the Option List to search for valid terms and existing course sections by date range. (lookup)

List

(lookup)

Count Query HitsSchedule Section Query Form (SSASECQ)

Term Code Validation (STVTERM)

Instruc Method (Instructional Method)

This field displays the instructional method for the course, if one exists. This field is display only.

Process Block?

Check the Process Block? field to add the CRNs of the block code for the student's registration. The Process Block? field displays the current block code for the student.

Start/End Date Entry Window After the class editing has been accomplished and you save the registration record, the Start/End Date Entry window is displayed for open learning classes only, requiring that you can enter the start or end date selected by the student. The window displays a message asking you to enter the start date or the requested completion date for the specific section of the course. The resulting expected completion date (in the case of a start date being entered) or start date (if the



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completion date is entered) will be calculated, verified against the section record, and displayed. After this information is entered and saved, registration restriction and error checking proceed in the same manner as a traditional course registration. The CRN and course information are displayed in this window for the registration record being processed. If multiple registrations are saved, one window is displayed for each open learning registration record. The permitted start and end dates displayed represent the start from and to dates assigned to the section record. The duration, as defined on the section record, is also displayed in this window. Either a start or end date can be entered on the Start/End Date Entry window. When all registration checking as been successfully completed, an entry will be generated in both the SFRSTCR and SFRAREG tables. The Additional Registration Information Table (SFRAREG) entry, processed for the original registration, will house either the student-selected start date and expected completion date for open learning courses or the part-of-term start and end dates defined for the section. This original registration record will have a number of extensions value of 0.

Descriptions / Buttons Fields .............. ....................................................... Permitted Start Dates

These dates are displayed as the class start and end dates for the section (SSBSECT_LEARNER_REGSTART_FDATE and SSBSECT_LEARNER_RESTART_TDATE).

Permitted End Dates

These dates are displayed as a range derived from the start date plus the duration to allow quicker entry of end dates and instant recognition of an invalid date. The following equations are used: •

Start From Date + (number of days equivalent of duration unit * number of duration units)

•

Start To Date + (number of days equivalent of duration unit * number of duration units)

No date adjustments are made for exclusion dates (i.e., statutory holidays). If the calculation of the duration period results in a fraction of a day, that fraction is rounded up. For example: ten hours where one hour is equal to .25 of a day, is calculated as 2.5 days, which is then rounded to three calendar days. For continuing education courses, your institution may want all students to start and end the class on the same day. In that instance, the Permitted Start and End From Dates and the Permitted Start and End To Dates will be the same (i.e., all four dates are the same). To ease data entry in this situation, the Start Date (the user-entered date) is populated with the Permitted Start Date.

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Descriptions / Buttons Fields .............. ....................................................... Start Date

Enter the start date selected by the student, if applicable, that falls between the permitted start date range. If you enter the start date, you cannot enter the end date. The entered start date must fall between the start from and to dates of the associated section record. If this date is valid, the expected completion date is calculated as follows: •

Start Date entered + (number of days equivalent of duration unit * number of duration units)

No date adjustments are made for exclusion dates (i.e., statutory holidays). If the calculation of the duration period results in a fraction of a day, that fraction is rounded up. For example: ten hours where one hour is equal to .25 of a day, is calculated as 2.5 days, which is then rounded to three calendar days. Duration

This is the duration information that has been defined for the section (SSBSECT_NUMBER_OF_UNITS and SSBSECT_DUNT_CODE).

End Date

Enter the end date selected by the student, if applicable, that falls between the permitted end date range. If you enter the end date, you cannot enter the start date. When you enter the end date, the start date is calculated as follows: •

End Date entered - (number of days equivalent of duration unit * number of duration units)

No date adjustments are made for exclusion dates (i.e., statutory holidays). If the calculation of the duration period results in a fraction of a day, that fraction is rounded up. For example: ten hours where one hour is equal to .25 of a day, is calculated as 2.5 days, which is then rounded to three calendar days. The calculated start date must fall between the start from and to dates of the associated section record. If this date is invalid, and error message is displayed.

Time Status History Window Use this window to view the history of enrollment statuses that have been calculated for the student in the key. This window can only be accessed if registration exists for the term in the key.



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The time status records are displayed in reverse chronological order, so the most recent changes display first. You may use an Edit function from the Time Status Date field to view the date and time that a time status calculation was performed. The fields in this window are display only. Access this window by selecting the View Time Status Information item in the Options Menu while you are in the Key Information.

Student Information Window Use this window to view detailed information about the student such as level, campus, degree, college, major(s), and program. This information can be modified on the General Student Form (SGASTDN) prior to the student registering for a term. Registration records are re-checked after changes are made to the student information. After saving changes in this window and returning to the (Enrollment) Status field in the main window, the Exit, Save, or Rollback functions cause registrations to be re-checked against current student information. Re-checking reapplies all restriction checking, maximum hours checking, or other checking for enrollments which have not had a previous error override. This insures that the operator is notified of registrations which should no longer be allowed based upon the rules for the new student data. Access this window by selecting the Update Student’s Term Information item in the Options Menu.

Fields Descriptions / Buttons .............. ....................................................... Block

The Block (Schedule Code) field displays and allows the update of the block code which is associated with the student for the term in the Key Information or for the effective term. Valid block codes may be selected from the Block Schedule Query Form (SSABLCK).

More buttons in the Student Information Window

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Mouse

Keyboard

Result

Update Student

Save

Save to database and return to main window

Exit Without Changes

Exit

Return to main window




Progress Evaluation Processing The Student Information window displays the progress evaluation (PREV) code, the combined academic standing (CAST) code, and the associated descriptions for the student, as well as the academic standing. Override codes and terms will display if available, and you may update (override) an existing code using these fields. When you are registering a student in a course, SFAREGS checks the combined academic standing code first to see if this code can cause registration to be prohibited or if maximum hours are attached to that code. It then looks at the academic standing for prohibitions or maximum hour restrictions. The logic within baseline registration, telephone registration, and Web registration considers whether or not a student’s combined academic standing (CAST) code has any registration restrictions or limitations associated with it. If it does not, or if the student does not have a combined academic standing (CAST) code, the registration process will also consider whether or not the academic standing (ASTD) code has any registration restrictions or limitations associated with it. As such, your institution should carefully consider whether or not to place registration restrictions and/or limitations on both sets of codes (CAST and ASTD). SCT’s recommendation is to associate registration restrictions and/or limitations with one set of codes or the other, not necessarily both. The following fields in this window are used for progress evaluation: Fields Descriptions / Buttons .............. ....................................................... Prog Eval

The Progress Evaluation Code field is used to enter the PREV code for the student in the key. If an override exists on SGASTDN, then both the Progress Eval and Override fields are populated with those values. However, if no override exists, then only the Progress Eval field is populated from the value on SHAINST. (lookup)


List

Progress Evaluation Code Validation (STVPREV)

Description

This is the description of the progress evaluation code.

Override

The Progress Evaluation Override Term field is used to enter the term for which the override takes place.


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Descriptions / Buttons Fields .............. ....................................................... Comb Ac St

The Combined Academic Standing Code field is used to enter the CAST code for the student in the key. If an override exists on SGASTDN, then both the Combined Ac St and Override fields are populated with those values. However, if no override exists, then only the Combined Ac St field is populated from the value on SHAINST. (lookup)

List

Combined Academic Standing Code Validation (STVCAST)

Description

This is the description of the combined academic standing code.

Override

The Combined Academic Override Term field is used to enter the term for which the override takes place.

Detailed Restriction Result Form (SFQPREQ)

The Detailed Restriction Result Form (SFQPREQ) is used to display pre-requisite failure information when an area pre-requisite has not been met during an attempt to register a student for a section which uses area pre-requisites. SFQPREQ is available as an option from the Student Course Registration Form (SFAREGS). You can access SFQPREQ only after receiving a pre-requisite failure error for a section which the pre-requisite requirements are defined using a CAPP area. When a section’s pre-requisite requirements are defined using an area and a student fails the pre-requisite requirement, a “PRE-REQ AND TEST SCORE – ERROR” will be displayed in the Message field of SFAREGS. At that time, you can use the CRN Search button and the Option List (select View Detailed Results) or a Duplicate Item function from the line containing the error. The Detailed Restriction Result Form (SFQPREQ) then displays the details of the requirement. After reviewing the requirement on SFQPREQ and exiting, you will be returned to SFAREGS, where additional enrollment requests can be entered, the pre-requisite error can be overridden, or the enrollment request can be dropped. Note: SFQPREQ is available only for enrollment attempts in sections which use area pre-requisites. If you request display of SFQPREQ for all enrollment attempts where test score and pre-requisite restrictions are used, the error message “*ERROR* CAPP Area Pre-requisite error not encountered” is displayed. This form displays pre-requisite areas for the CRN selected on SFAREGS, and allows you to view requirements that are met or not met broken down by general, group, or detail requirements. You may drill down through each category (general, detailed, group) to view additional windows of detail information.

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The detail requirement may show that the unmet pre-requisite can be met by taking a course or courses concurrently for the registration that was attempted. If a concurrent requirement is available, then the student can be registered for the additional course, and the area pre-requisite will be fulfilled. You can use this form to determine what the student should take now, in order to fulfill the pre-requiste for a future registration, and therefore plan more effectively for future registrations. Note: This form is only accessible from SFAREGS when the area pre-requiste has not been met. You cannot access this form directly from any menu.

Key Information The Key Information displays the ID, CRN, Subject, Course, and Section for which you want to review restriction results. This information defaults from SFAREGS and cannot be changed. Fields Descriptions / Buttons .............. ....................................................... ID

ID of the person for whom restriction results are displayed. Display only.

CRN

CRN for which restriction results are displayed. Display only.

Subject

Course subject for the CRN. Display only.

Course

Course number for the CRN. Display only.

Section

Section number for the CRN. Display only.

These fields are all display only. When you enter the form, the cursor is located in the Program Area Compliance Summary information.

Program Area Compliance Summary Information The Program Area Compliance Summary information displays a brief summary of compliance results for each required area and provides a quick, at-a-glance status of the compliance results for each area. It also allows you to request additional information to answer a variety of questions like, “Which areas are complete?”, or “Which areas are not complete?”. The Program Area Compliance Summary information includes a list of all areas used by the program. To scroll through the list select Next or Previous Record, use the scroll bar, or perform queries using the Area field.



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Fields Descriptions / Buttons .............. ....................................................... Action Code

Action code. Indicates that an adjustment was performed on the area and the type of adjustment. Display only.

Awarded/Credits The number of credits used toward the requirement. Display only. Awarded/Course The number of courses used toward the requirement. Display only. Area

Area code for an area used by the program. Display only.

Description

Area description. Display only.

Attached

Type of attachments (groups or courses) which make up the area's detail requirements. Display only.

Met and Not Met (Data/No Data) buttons exist for the fields below. If you click the button or press Enter while the button is selected, you can access the corresponding window of the Area Output Inquiry Form (SMIAOUT). When requirements exist and have been met, the Met button is enabled. When requirements exist and have not been met, the Not Met button is enabled. If requirements do not exist, neither of the buttons are enabled. Descriptions / Buttons Fields .............. ....................................................... General Requirements

The General Requirements Met and Not Met buttons reflect the results of analysis of area general requirements. Display only. (lookup)

Group Requirements

The Group Requirements Met and Not Met buttons relate only to areas which have groups attached. They reflect the results of analysis of area group requirements. Display only. (lookup)

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Next Item»EnterArea Output Inquiry Form (SMIAOUT)

Next Block»EnterArea Group Compliance Summary window




Descriptions / Buttons Fields .............. ....................................................... Detail Requirements

The Detail Requirements Met and Not Met buttons relate only to areas which have courses attached. They reflect the results of analysis of area course/attribute detail requirements. Display only. (lookup)

Next Block»EnterCourse/Attribute Attachment Results window of SMIAOUT

More buttons in the Main Window Mouse

Keyboard

Result

General Requirements, Met and Not Met

Select

Area Output Inquiry Form, General Requirements section of main window

Group Requirements, Met and Not Met

Select

Area/Group Compliance Summary window

Detail Requirements, Met and Not Met

Select

Area Output Inquiry Form, Course/ Attribute Attachment Results window

If the active area has groups attached, select Next Block or use the Group Requirements Met/Not Met buttons to access the Area Group Compliance Summary window.

Area Group Compliance Summary Window The Area Group Compliance Summary window displays a brief summary of compliance results for each group attached to an area and provides a quick, at-a-glance status of the compliance results for each group, if group data exists. It also allows you to request additional information. To access the window, select Next Block from the Program Area Compliance Summary information on the main window. Fields Descriptions / Buttons .............. .......................................................


Program

Code and description of program for which groups are displayed. Display only.

Area

Code and description of area for which groups are displayed. Display only.


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Descriptions / Buttons Fields .............. ....................................................... Catalog Term

Code of catalog term for which groups are displayed. Display only.

Met

If the checkbox is checked, then the requirements have been met for the group on which your cursor is positioned. Display only.

Set

Set code. Set code used to define the group attachment, if any. Display only.

Subset

Subset code. Subset code used to define the group attachment, if any. Display only.

Rule

Rule code. Rule code used to define the group attachment, if any. Display only.

Group

Group code and description. Code and description of a group which is attached to and processed for the area. Display only.

Reason Rule/ Group Not Met

Displays the reason the rule or group is not satisfied. Display only

Met and Not Met (Data/No Data) buttons exist for the fields below. If you click the button or select Next Item from the button, you can access the corresponding window of the Group Output Inquiry Form (SMIGOUT). When requirements exist and have been met, the Met button is enabled. When requirements exist and have not been met, the Not Met button is enabled. If requirements do not exist, neither of the buttons are enabled. Fields Descriptions / Buttons .............. ....................................................... General Requirements

The General Requirements Met and Not Met buttons reflect the results of analysis of group general requirements. Display only. (lookup)

Group Detail Requirements

The Group Detail Requirements Met and Not Met buttons relate only to areas which have groups attached. They reflect the results of analysis of group course/attribute detail requirements. Display only. (lookup)

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Next Item»EnterGeneral Requirements section of main window of SMIGOUT

Next Item»EnterCourse/Attribute Attachment window on SMIGOUT




Descriptions / Buttons Fields .............. ....................................................... Rule Requirements

The Rule Requirements Met and Not Met buttons relate only to areas which have groups attached and are using rules. They reflect the results of analysis of group rule requirements. Display only. (lookup)

Next Item»EnterArea Rule Attachment window

Courses Used By Area/Group Window To access the Courses Used by Area/Group window, select Used Courses from the Options Menu. The window displays the courses and/or course attributes used by the program. Note: Some fields in the horizontal scroll box are repeated for clarity, and to reflect a complete view of information in the various portions of the window. Each field is described below. The subject, course number, and course attribute (if any) always display in the detail section. The horizontal scroll contains additional fields. When the window is first accessed, the horizontal scroll displays the field information for the course/ attribute. Descriptions / Buttons Fields .............. .......................................................


Subject

Subject code. Subject code of a course used to fulfill a prerequisite requirement. Display only.

Crse

Course number. Course number for a course used to fulfill a prerequisite requirement. Display only.

Course Attribute

Course attribute code. Course attribute of the course that was needed for the course to fulfill a pre-requisite requirement. Display only.

CRN

Course reference number. Cross reference number for an institutional course used to fulfill a pre-requisite requirement. The field is blank if the course is a planned or a transfer course. Display only.

Title

Title of a course used to fulfill a pre-requisite requirement. Display only.


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Descriptions / Buttons Fields .............. ....................................................... Source

Course source. Source of a course used to fulfill a pre-requisite requirement. Select the source from pull-down list (click the arrow) to the right of the field. Sources can be “History” (institutional courses already rolled to Academic History), “Transfer” (transfer courses), “In Progress” (for in-progress courses in registration which have not been graded and rolled to Academic History), or “Planned” (planned courses associated with the compliance request). Display only.

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Credits Actual

Actual number of credits earned in the course. Display only.

Credits Used

Number of credits earned in the course which were actually used to fulfill the requirement. It is different from actual credits only when the course's credits were “split” because the student reached the maximum number of credits required. Display only.

Grade Code

Current grade assigned to the student in the course. Planned and in-progress courses do not display a grade, because the work has not been graded yet. Display only.

Grade Mode

Grading mode for the current grade assigned to the student in the course. Planned courses do not display a grade mode. Display only.

Term

Term in which the course was taken, the term in which it is planned, or the term to which a transfer course was applied, whichever is appropriate for the course. Display only.

Course Level

Course level associated with the course. Display only.

Campus

Course campus. Campus on which the courses was taken, is enrolled, or is planned. Course campus is not associated with transfer courses. Display only.

College

Course college. College that offered the course, or in which the course is planned. Course college is not associated with transfer courses. Display only.

Dept

Course department. Department that offered the course, or in which the course is planned. Course department is not associated with transfer courses. Display only.




Descriptions / Buttons Fields .............. .......................................................


Trad

Traditional indicator. The checkbox is checked if the current grade assigned to the course is a “traditional” grade, as defined on the Grade Code Maintenance Form (SHAGRDE). The checkbox is never checked for planned or in progress courses, because the work has not been graded yet. Display only.

Repeat

Repeat indicator. The checkbox is checked if the course is a repeated course. Display only.

Area

Area code. Code for the area in which the course was used to fulfill a requirement. Display only.

Group

Group code. Code for the group in which the course was used to fulfill a requirement, if the requirement is attached to a group. If the detail requirement was attached directly to an area, the Group field will be blank. Display only.

Area Reuse Course

Course reuse option under which the course was evaluated for the area. The option used is displayed. The field also includes a pull-down list which shows all available options. Display only.

Area Reuse Attribute

Attribute reuse option under which the course was evaluated for the area. The option used is displayed. The field also includes a pull-down list which shows all available options. Display only.

Credits Used


Cnt in Prog

Count in program. The checkbox is checked if the course counts in the program's totals. Display only.

Area


Group



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Group Reuse Course

Course reuse option under which the course was evaluated for a group, if the requirement is associated within a group. The option used is displayed. The field includes a pull-down list which shows all available options. The list is enabled in Execute Query mode only. Display only.

Group Reuse Attribute

Attribute reuse option under which the course was evaluated for the group, if the requirement is associated within a group. The option used displays. The field includes a pull-down list which displays all available options. The list is enabled in Execute Query mode only. Display only.

Credits Used


Cnt in Prog

Count in program. The checkbox is checked if the course counts in the program's totals. Display only.

Area


Group


Credits Used


Count in Prog

Count in program indicator. The checkbox is checked if the course counts toward the program's general requirement (minimum credits and/or courses, maximum transfer credits and/or courses, etc.). Display only.

Count in Area

Count in area indicator. The checkbox is checked if the course counts toward the area's general requirement (minimum credits and/or courses, maximum transfer credits and/or courses, etc.). Display only.




Descriptions / Buttons Fields .............. ....................................................... Count in Group

Count in group indicator. The checkbox is checked if the course will count toward the group's general requirement (minimum credits and/or courses, maximum transfer credits and/or courses, etc.), if the course is used to fulfill a group's requirements. Display only.

Count in GPA

Count in GPA indicator. The checkbox is checked if the course counts toward grade point averages calculated within the program. Display only.

Area


Group


Compliance Credits

Number of credits accumulated toward group and area general requirements, if a specific number of compliance credits have been defined for the requirement. Display only.

Compliance Courses

Number of courses accumulated toward group and area general requirements, if a specific number of compliance courses have been defined for the requirement. Display only.

Area


Group


Split Course

The split course indicator. The checkbox is checked if the course's credits are split because it exceeds the maximum number of credits allowed toward the requirement. Display only.

Apply to Degree Apply to degree indicator. The checkbox is checked if the course is applied toward the associated degree by the compliance process. Display only.



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Descriptions / Buttons Fields .............. ....................................................... Equiv Course

Equivalent course indicator. The checkbox is checked if the course used to fulfill the requirement is an equivalent course to the one(s) actually listed in the requirement. Display only.

Area


Group


Potential Used

Potential used indicator. The checkbox is checked if the course can potentially be used to fulfill the requirement. It will be checked only when a requirement can not be completely fulfilled by using of the course. Display only.

Catalog Used

Catalog used indicator. The checkbox is checked if the requirement indicated that all courses in the institution's catalog within a specified range were required to fulfill the requirement. Display only.

Action

Action code assigned to an adjusted requirement. Display only.

Adjusted/Credits Adjusted credits, if any. Display only. Adjusted/ Courses

Adjusted courses, if any. Display only.

Source of Adjustment

Source of adjustment, if any.

More buttons in the Courses Used by Area/Group Window Mouse

Keyboard

Result

Return

(none)

Return to starting point

Attributes Used by Area/Group Window The Attributes Used by Area/Group window displays the student and/or course attributes used by the program. The attribute used and the subject and course number of the course (if any) always display.

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To access the Attributes Used by Area/Group window, select Used Attributes by Area/Group from the Options Menu. For more details and more information on how the attribute was used by compliance, use the horizontal scroll to view these fields. Descriptions / Buttons Fields .............. ....................................................... Attribute/ Student

Student attribute code. Student attribute code used to fulfill a detail requirement. Course information is never displayed on the same line as a student attribute code. Display only.

Attribute/Course

Course attribute code. Course attribute code used to fulfill a detail requirement. Display only.

Subj

Subject code. Subject code of a course used to fulfill a requirement in the program. Display only.

Crse

Course number. Course number of a course used to fulfill a requirement in the program. Display only.

The fields in the scroll area are the same as those in the scroll area of the Courses Used by Area/Group window. Descriptions / Buttons Fields .............. ....................................................... Crn

Course reference number. Cross reference number for an institutional course used to fulfill a requirement in the program. The field is blank if the course is a planned or a transfer course. Display only.

Title

Title of a course used to fulfill a requirement in the program. Display only.

Source

Course source. Source of a course used to fulfill a requirement in the program. Select the source from pull-down list (click the arrow) to the right of the field. Sources can be “History” (institutional courses already rolled to Academic History), “Transfer” (transfer courses), “In Progress” (for in-progress courses in registration which have not been graded and rolled to Academic History), or “Planned” (planned courses associated with the compliance request). Display only.

Credits Actual


Actual number of credits earned in the course. Display only.


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Credits Used


Grade Code

Current grade assigned to the student in the course. Planned and in-progress courses do not display a grade, because the work has not been graded yet. Display only.

Grade Mode

Grading mode for the current grade assigned to the student in the course. Planned courses do not display a grade mode. Display only.

Term

Term in which the course was taken, the term in which it is planned, or the term to which a transfer course was applied, whichever is appropriate for the course. Display only.

Course Level

Course level associated with the course. Display only.

Camp

Course campus. Campus on which the courses was taken, is enrolled, or is planned. Course campus is not associated with transfer courses. Display only.

Coll

Course college. College that offered the course, or in which the course is planned. Course college is not associated with transfer courses. Display only.

Dept

Course department. Department that offered the course, or in which the course is planned. Course department is not associated with transfer courses. Display only.

Trad

Traditional indicator. The checkbox is checked if the current grade assigned to the course is a “traditional” grade, as defined on the Grade Code Maintenance Form (SHAGRDE). The checkbox is never checked for planned or in progress courses, because the work has not been graded yet. Display only.

Repeat

Repeat indicator. The checkbox is checked if the course is a repeated course. Display only.

Area







Group


Area Reuse Course

Course reuse option under which the course was evaluated for the area. The option used is displayed. The field also includes a pull-down list which shows all available options. Display only.

Area Reuse Attribute

Attribute reuse option under which the course was evaluated for the area. The option used is displayed. The field also includes a pull-down list which shows all available options. Display only.

Credits Used


Area


Group


Count in Prog

Count in program indicator. The checkbox is checked if the course counts toward the program's general requirement (minimum credits and/or courses, maximum transfer credits and/or courses, etc.). Display only.

Count in Area

Count in area indicator. The checkbox is checked if the course counts toward the area's general requirement (minimum credits and/or courses, maximum transfer credits and/or courses, etc.). Display only.

Count in Group

Count in group indicator. The checkbox is checked if the course will count toward the group's general requirement (minimum credits and/or courses, maximum transfer credits and/or courses, etc.), if the course is used to fulfill a group's requirements. Display only.


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Count in GPA

Count in GPA indicator. The checkbox is checked if the course counts toward grade point averages calculated within the program. Display only.

Area


Group


Compliance Credits

Number of credits accumulated toward group, area, and program general requirements, if a specific number of compliance credits have been defined for the requirement. Display only.

Compliance Courses

Number of courses accumulated toward group, area, and program general requirements, if a specific number of compliance courses have been defined for the requirement. Display only.

Area


Group


Split Course

The split course indicator. The checkbox is checked if the course's credits are split because it exceeds the maximum number of credits allowed toward the requirement. Display only.

Apply to Deg

Apply to degree indicator. The checkbox is checked if the course is applied toward the associated degree by the compliance process. Display only.

Equiv Course

Equivalent course indicator. The checkbox is checked if the course used to fulfill the requirement is an equivalent course to the one(s) actually listed in the requirement. Display only.




Descriptions / Buttons Fields .............. ....................................................... Area


Group


Potential Used

Potential used indicator. The checkbox is checked if the course can potentially be used to fulfill the requirement. It will be checked only when a requirement can not be completely fulfilled by using of the course. Display only.

Catalog Used

Catalog used indicator. The checkbox is checked if the requirement indicated that all courses in the institution's catalog within a specified range were required to fulfill the requirement. Display only.

Adjusted/ Actions

Action code assigned to an adjusted requirement. Display only.

Adjusted/Credits Adjusted credits, if any. Display only. Adjusted/ Courses

Adjusted courses, if any. Display only.

Source of Adjustment

Source of adjustment, if any.

More buttons in the Attributes Used by Area/Group Window Mouse

Keyboard

Result

Return

(none)

Return to starting point

Enrollment Status Query Form (SFQESTS)

The Enrollment Status Query Form provides you with a list of student registration statuses (i.e., eligible to register, withdrawn, etc.) that may be used at a specific point in time during the term. If a status code has a date range that does not include the current date, that status will not appear on the form.



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Prior to viewing data on this form, the status codes must be entered via the Enrollment Status Control Form (SFAESTS). You can access SFQESTS from the SFAREGS form. To do so, use a List function from the Status field.

Course Registration Status Query Form (SFQRSTS)

The Course Registration Status Query Form provides you with a list of course registration status codes (i.e., registered, dropped, waitlisted, etc.) that can be used at a specific point in time during the term. If a status has a date range that does not include the current date, that status will not appear on the form. Prior to viewing the data on this form, the status codes must be entered via the Course Registration Status Form (SFARSTS). You can access SFQRSTS from the SFAREGS form. To do so, use a List function from the (Course) Status field. You can access SFQRSTS from the SFAMASS form. To do so, use a Count Query Hits function from the S (Registration Status) field.

Registration Course Query Form (SFQSECT)

The Registration Course Query Form supplies pertinent information that might assist in registration. The form displays information pertaining to the selected course, including location of classes, what days of the week the course is offered, available seating and wait-listing status. You can access SFQSECT from the SFAREGS form. There are three ways to do so.

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1.

Click on the Search button and select View Section Information, or use a Help function from the CRN field, after a CRN has been entered.

2.

Click on the Search button, or use a List function from the Cred Hrs field, after a CRN has been entered.

3.

Click on the Search button, or use a List function from the Billing Hrs field, after a CRN has been entered.





Keyboard

Result

Course Reference Number

Count Query Hits

SSASECQ

Review Overrides

Duplicate Record

Override Information window

Override Information Window Use this window to view override information for the course being queried. You may access this window using a Duplicate Record function from the main window.

Holds Query-Only Form (SOQHOLD)

This form displays holds a person may have. When this form is called from an application form, it interrogates the values of the globals passed to it, and displays only those holds which are still active, and have been flagged to affect the process being performed. Hold information is used in the Registration, Accounts Receivable, and Academic History modules. You can access SOQHOLD from the SFAREGS form. To do so, use a List function from the Holds field when the flag is set to Y. You can access SOQHOLD from the SFARQST form. To do so, use a List function from the Holds field when the flag is set to Y.

Registration Section Query Form (SFQSECM)

The Registration Section Query Form shows you information that is pertinent to the registration of a section. Prior to querying data on this form, the section course reference number (CRN) must be entered on the Registration Form and the CRN must have been created using the Schedule Form (SSASECT). You can access SFQSECM from the SFAREGS form. To do so, use a List function from the CRN, Subject, Course, Sec(tion) fields.



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Registration Additional Fees Form (SFAEFEE)

The Registration Additional Fees Form provides you with the ability to add additional charges to the student registration fee assessment. This form is accessed through the *REGISTRATION Menu. Before data may be entered on this form, the ID must be that of a registered student. Any fee codes that are entered on this form must have been established on the Registration Additional Fees Control Form (SFAAFEE). Dollar amounts may not be changed on this form. Detail codes that have been entered and saved may not be changed by List or Select functions. These functions may only be performed when a new detail code is being inserted.

Registration Query Form (SFAREGQ)

The Registration Query Form (SFAREGQ) provides you with an online view of a student's schedule. The form is query-only and will display all registered courses and related information for the term or date range and student specified in the Key Information of the form. Use the date range to search on open learning courses. A person must be a student and have registered for courses using the Student Course Registration Form (SFAREGS) or other remote registration (telephone registration processing, web registration, etc.) for this form to be useful. You can access SFAREGQ from the SFAREGS form. To do so, select View Student’s Schedule of Classes from the Options Menu. You may also access the form directly from the *REGISTRATION menu. Use the Registration History Form item in the Options Menu to access SFARHST for an alternative search method. Use the Data/No Data Co-op Education button to navigate to SGACOOP when the cursor is on a CRN which allows co-op assignment (the schedule type for the section is flagged on STVSCHD to allow co-op). Button activation is determined by the CRN your cursor is on. The button has three modes:

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•

Data - A valid co-op is assigned for that student, term, and CRN. The button is enabled, and the message bubble says Data.

•

No Data - A valid co-op record exists for the CRN. The button is enabled, and the message bubble says No Data.

•

Disabled - There is no co-op record attached to the CRN. The button is not enabled. Student Release 6.0 User Guide



Fields Descriptions / Buttons .............. .......................................................


Registration Date Range (From)

The from date allows you to search on registration information based on the original registration date.

To

The to date allows you to search on registration information based on the original registration date. You can access the Calendar Form (GUACALN) from these fields to help select your dates.

Term

This field displays the term for the CRN. The query search may return multiple terms, and you can use the term to avoid confusion.

Part of Term

This is the part of term number for a traditional course. Since open learning sections do not contain a part-of-term, OL is displayed in the Part of Term field in place of a part-of-term number.

Time Begin

This field displays the beginning time from the meeting time record. Please note that open learning courses may or may not be associated with meeting time records.

Time End

This field displays the ending time from the meeting time record. Please note that open learning courses may or may not be associated with meeting time records.

Instruct Method (Instructional Method)

This field displays the course delivery method information associated with the registration record.

Instructor Name

This field is populated by the name of the assigned instructor or tutor defined for the section.

If you enter a registration date range, the start date as recorded in the Additional Registration Information Table (SFRAREG), (or the part-of-term date recorded for the section if records were processed prior to Banner 6.0), is compared to the dates entered in the Key Block to find all registration records, regardless of term, to be displayed in this form. You can access the Calendar Form (GUACALN) from these fields to help select your dates.


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Student Course/Fee Assessment Query Form (SFAREGF)

The Student Course/Fee Assessment Query Form provides you with the ability to query a student's detail data and registration fee assessment online, without having to update the student's detail file. This allows you to enter the registration fee assessment rules and then test the result on specific students. This form is accessed directly through the menu. In order to use this form, you must have set up the registration rules tables, and the student being queried must have been registered. When you tab through a record in the Term Registration Summary information, a Message box will display registration messages. The box is positionally displayed, depending on the type of message being shown, so that data relevant to the message is still displayed in the main window. You may also use the horizontal scroll bar to display the Message box.

Mock Fee Assessment Window Use this window to review the student’s calculated registration fee assessment detail information. This window is accessed from the main window using Next Block and then selecting either Fee Assessment Without Min/Max Applied or Fee Assessment With Min/Max Applied from the Options Menu. When this window is accessed, a mock fee assessment is performed for the student based on the saved registration records.

Registration Mass Drop Form (SFAMASS)

Use the Registration Mass Drop Form to quickly drop students from a section of a course without having to query each student's registration individually. The S (Registration Status) field is updated to reflect the new status for the student. The status entered is validated against the Course Registration Status Code Validation Form (STVRSTS) and must have both the Count in Enrl and Count in Asmt checkboxes unchecked on STVRSTS. The S field can simply be updated or the record can be deleted. Registration information must be entered for the section prior to accessing this form.

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Fields Descriptions / Buttons .............. ....................................................... S

The S (Registration Status) field is updated to reflect the new status for the student. The status entered is validated against the Course Registration Status Code Validation Form (STVRSTS) and must have both the Count in Enrl and Count in Asmt checkboxes unchecked on STVRSTS. The S field can simply be updated or the record can be deleted.

When a student is dropped from a section, a time status calculation is performed and a new time status history record is created if appropriate. You may view the time status history for a student on the Time Status History window of the Student Course Registration Form (SFAREGS).

Section Information Window Use this window to view section detail for the course in the key. This window is accessed by selecting View Summary of Section from the Options Menu or performing a Duplicate Item function from the Course Reference Number field in the Key Information.

Class Roster Form (SFASLST)

The intent of the Class Roster Form is twofold. The first intent is to display the section information and the students enrolled in the course. The records will be ordered by entry into the course. This can be used to monitor sections during registration. Section information must be entered on the Schedule Form (SSASECT) prior to accessing this information. In order to get the student information on the form, the student needs to be registered for the section for the term. Note: Section start and end dates roll to academic history when an enrollment is rolled, regardless of whether the section is a CEU section. Section start and date dates are displayed in Academic History in the Additional Information window (available from the Course Detail information in the main window) found on the three Course Maintenance Forms (SHATCKS, SHATCKC, and SHATCKP). The second purpose of the form is to allow for the entry of mid-term and final grades. The first step of the grade process is to produce the grade rosters. During this process, class roster data will be sorted by name and the files updated. When the form is requeried, it will display in name order and in the order of the grade roster. You are now ready to enter grades. If the Roll Indicator in the Key Information is checked, final grades which have been entered will roll to history files when a Save function is performed. If the Roll Indicator is unchecked, rows are May 2003 Confidential


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written to a collector file which can be processed using the batch Grade Roll to Academic History (SHRROLL). Note: Only final grades are rolled to academic history. The mid-term grades are for reference only and will not appear in academic history or on transcripts. The system provides a warning message "Warning - Student was automatically graded through registration" if you attempt to change a grade on the roster that was entered by the system as an auto-grade associated with the course registration status (as defined on the Course Registration Status Code Validation Form (STVRSTS). However, the updated grade will roll to academic history if the Roll Indicator is checked, or if the Roll Indicator is unchecked and the Grade Roll to Academic History (SHRROLL) is run, provided the original grade was not previously rolled to academic history. Prior to saving, you may correct an erroneous grade when the Key Information Roll Indicator is set. The Roll Indicator on each individual enrollment will not be set until all validation, including grade substitution checking, has occurred, and the enrollment will be able to be rolled. When grade entries are saved, grade validation will begin with the first person in the list and continue until an error is encountered, which will prevent an enrollment from rolling. An error message will then be given, and the cursor will be positioned on that enrollment. The erroneous grade will be able to be corrected, and grade validation will continue when a Save is performed. Roll flags will be set only after grade validation has been completed. Note that grades will not actually be rolled until grade validation has been successfully completed for all enrollments which have not yet been rolled, and if corrections are not made to all grades which fail validation, none of the enrollments which qualify for rolling will be rolled. There is also an optional Degr Awrd Ind field in the Key Information. If used, this indicator will permit entering of grades for only those students with a specific degree status. Valid entries are A - Awarded, P - Pending, and NULL for all statuses. When used in conjunction with Electronic Gradebook processing and Faculty and Advisors Self-Service, the entry of final grades if gradable components have been defined for a CRN will be affected. Any updates to final grades made in this form will not be reflected in the student's final grade record (SHRCMRK) and will only update their registration record (SFRSTCR). This form serves as a grade override and will preserve the audit trail of the calculated final mark based on individual component marks. A message is displayed (if the section has gradable components) informing you that midterm and/or final grades entered here could be overwritten if the grade calculation process is initiated from the Electronic Gradebook. When information is rolled to academic history either online using SFASLST or SFAALST or in batch using the Grade Roll to Academic History (SHRROLL), the section start and end dates are rolled. If the schedule type of the section permits assignment of a CRN to a co-op activity, and the CRN is assigned to a co-op for the

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term, the start and end dates for the co-op are rolled. If no co-op exists or the section’s type does not permit the assignment of a CRN to a co-op activity, then the section dates are rolled.

Fields Descriptions / Buttons .............. ....................................................... Roll Indicator

If the Roll Indicator in the Key Information is checked, final grades which have been entered will roll to history files when a Save function is performed. If the Roll Indicator is unchecked, rows are written to a collector file which can be processed using the batch Grade Roll to Academic History (SHRROLL). Note: Only final grades are rolled to academic history. The mid-term grades are for reference only and will not appear in academic history or on transcripts.

Degr Awrd Ind

There is an optional field in the Key Information. If used, this indicator will permit entering of grades for only those students with a specific degree status. Valid entries are A - Awarded, P Pending, and NULL for all statuses.

Grade Comment The Grade Comment (Code) and Description fields are used with electronic gradebook processing. Use the List of Values for the Grade Comment field to select a valid code from STVGCMT. The comment information is stored in SFRSTCR_GCMT_CODE. Although only one comment can be entered from this form, you have the ability to enter multiple comments on the SectionDependent Course Maintenance Form (SHATCKS) in conjunction with a grade change.


Schedule Section Query Form (SSASECQ)

The Schedule Section Query Form (SSACECQ) is used to display all sections currently on the system. The form is run in query-only mode, and no changes can be made to any fields. This is a stand alone query form, which may be accessed from the menu.



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Fields Descriptions / Buttons .............. ....................................................... Bl

When the Bl (Block Schedule Indicator) is set to Y for a CRN, it shows that a section has been assigned to a block schedule.

You can access SSASECQ from SFAMASS, SFASLST, and SFAALST. To do so, use a Count Query Hits function from the CRN field on each form, or click on the CRN field Search button and select Section Query (SSASECQ) from the Option List.

Class Attendance Roster Form (SFAALST)

This form is used for CEU sections where grades and hours of attendance must be maintained. There are three processes which may be accomplished on this form. The first displays the section information and the students enrolled in the course. The records will be ordered by entry into the course. This can be used to monitor sections during registration. Section information must be entered in the Schedule Form (SSASECT) prior to accessing this information. In order to get the student information on the form, the student needs to be registered for the section for the term. Note: Section start and end dates roll to academic history when an enrollment is rolled, regardless of whether the section is a CEU section. Section start and date dates are displayed in Academic History in the Additional Information window (available from the Course Detail information in the main window) found on the three Course Maintenance Forms (SHATCKS, SHATCKC, and SHATCKP). The second purpose allows for entry of final grades. The first step of the grade process is to produce the grade rosters. During this process, class roster data will be sorted by name and the files updated. When the form is requeried, it will display in name order and in the order of the grade roster. You are now ready to enter grades. If the Roll Indicator in the Key Information is checked, final grades which have been entered will roll to history files when a Save function is performed. If the Roll Indicator is unchecked, rows are written to a collector file which can be processed using the batch Grade Roll to Academic History (SHRROLL). If mid-term grades are to be entered, then the Class Roster Form (SFASLST) should be used. Note: Only final grades are rolled to academic history. The system provides a warning message "Warning - Student was automatically graded through registration" if you attempt to change a grade on the roster that was entered by the system as an auto-grade associated with the course registration status (as defined on the Course Registration Status Code Validation Form (STVRSTS). However, the updated grade will roll to academic history if the Roll Indicator is checked, or if the Roll Indicator is unchecked and the Grade Roll to Academic

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History (SHRROLL) is run, provided the original grade was not previously rolled to academic history. Prior to saving, you may correct an erroneous grade when the Key Information Roll Indicator is set. The Roll Indicator on each individual enrollment will not be set until all validation, including grade substitution checking, has occurred, and the enrollment will be able to be rolled. When grade entries are saved, grade validation will begin with the first person in the list and continue until an error is encountered, which will prevent an enrollment from rolling. An error message will then be given, and the cursor will be positioned on that enrollment. The erroneous grade will be able to be corrected, and grade validation will continue when a Save is performed. Roll flags will be set only after grade validation has been completed. Note that grades will not actually be rolled until grade validation has been successfully completed for all enrollments which have not yet been rolled, and if corrections are not made to all grades which fail validation, none of the enrollments which qualify for rolling will be rolled. There is also an optional Degr Awrd Ind field in the Key Information. If used, this indicator will permit entering of grades for only those students with a specific degree status. Valid entries are A - Awarded, P - Pending, and null for all statuses. The third process allows the entry and maintenance of the attendance hours in the Attended field. This non-required field may be updated with the number of hours the person attended the section. When used in conjunction with Electronic Gradebook processing and Faculty and Advisors Self-Service, the entry of final grades if gradable components have been defined for a CRN will be affected. Any updates to final grades made in this form will not be reflected in the student's final grade record (SHRCMRK) and will only update their registration record (SFRSTCR). This form serves as a grade override and will preserve the audit trail of the calculated final mark based on individual component marks. A message is displayed (if the section has gradable components) informing you that midterm and/or final grades entered here could be overwritten if the grade calculation process is initiated from the Electronic Gradebook. When information is rolled to academic history either online using SFASLST or SFAALST or in batch using the Grade Roll to Academic History (SHRROLL), the section start and end dates are rolled. If the schedule type of the section permits assignment of a CRN to a co-op activity, and the CRN is assigned to a co-op for the term , the start and end dates for the co-op are rolled. If no co-op exists or the section’s type does not permit the assignment of a CRN to a co-op activity, then the section dates are rolled.



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Fields Descriptions / Buttons .............. ....................................................... Roll Indicator

If the Roll Indicator in the Key Information is checked, final grades which have been entered will roll to history files when a Save function is performed. If the Roll Indicator is unchecked, rows are written to a collector file which can be processed using the batch Grade Roll to Academic History (SHRROLL). If midterm grades are to be entered, then the Class Roster Form (SFASLST) should be used. Note: Only final grades are rolled to academic history.

Degr Awrd Ind

There is an optional field in the Key Information. If used, this indicator will permit entering of grades for only those students with a specific degree status. Valid entries are A - Awarded, P Pending, and NULL for all statuses.

Attended

Perform the entry and maintenance of the attendance hours in the Attended field. This non-required field may be updated with the number of hours the person attended the section.

Date Last Attended

The Date Last Attended field allows updates and queries on the last date of attendance in a particular class for a student. This can help institutions determine the last date of attendance for unofficial withdrawals.

Grade Comment The Grade Comment (Code) and Description fields are used with electronic gradebook processing. Use the List of Values for the Grade Comment field to select a valid code from STVGCMT. The comment information is stored in SFRSTCR_GCMT_CODE. Although only one comment can be entered from this form, you have the ability to enter multiple comments on the SectionDependent Course Maintenance Form (SHATCKS) in conjunction with a grade change.


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Student Course Registration Audit Form (SFASTCA)

The Student Course Registration Audit Form (SFASTCA) shows the results of course requests saved to the database through the Student Course Registration Form (SFAREGS), the Registration Mass Drop Form (SFAMASS), telephone registration processing, and through Web registration. All registration transactions are captured, including fatal errors and overrides. Enter a term code or a date range in the Key Block for your query. The date range is used for open learning courses. Use the View Student’s Registration History item in the Options Menu to access SFARHST for an alternative search method for registration information by term or ID to gather additional audit information.



Registration Date Range (From)

The from date allows you to search on registration information based on the original registration date.

To

The to date allows you to search on registration information based on the original registration date. You can access the Calendar Form (GUACALN) from these fields to help select your dates.

Term

This field displays the term for the CRN. The query search may return multiple terms, and you can use the term to avoid confusion.

Message

The Message field will not necessarily be populated for all records in the audit trail. In many cases, the message can be inferred from code in the Crse Stat field (from STVRSTS) associated with the record. Messages about the nature of fatal errors are always captured.

If you enter a registration date range, the start date as recorded in the Additional Registration Information Table (SFRAREG), (or the part-of-term date recorded for the section if records were processed prior to Banner 6.0), is compared to the dates entered in the Key Block to find all registration records, regardless of term, to be displayed in this form. You can access the Calendar Form (GUACALN) from these fields to help select your dates.


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Descriptions / Buttons Fields .............. ....................................................... Final Grade

Final grades posted to the SFRSTCR record in the Final Grade field (sfrstcr_grde_code_final) create registration audit trail records which can be viewed on the Student Course Registration Audit Form (SFASTCA). The audit trail records are written by database triggers on the SFRSTCR table, so any grades posted or changed in SFRSTCR will be reflected in audit trail records. Audit trail records for grades will include the message “Grade update to x”, where “x” is the entered grade value. This message will be issued whether the change is to enter the first final grade, or whether a grade already existing in SFRSTCR is changed to another value. (Grade changes in Academic History will not be reflected in the Registration audit trail, but are audited in the academic history grade table.)

Enrollment Verification Request Form (SFARQST)

The purpose of the Enrollment Verification Request Form is to enable the user to request visual and/or hard copy retrieval of the most commonly requested data for enrolled students. Requests are made to provide students, institution officials, and external agencies (employers, etc.) with current status including registration data, academic standing, fees, GPA, major, etc. Enter a term code or a date range in the Key Block for your query. The date range is used for open learning courses. Use the Registration History Form item in the Options Menu to access SFARHST for an alternative search method to view registration activity across all terms. The student must have at least one General Student record created via the Admissions process. This form will not process verifications for students with verification holds on their records unless password-authorized overrides are entered by the requester. If an academic year is entered in the Enrollment Verification Request Form (SFARQST), the Enrollment Verification Report (SFRENRL) will be produced for all terms associated with the academic year in the Term Code Validation Form (STVTERM), even if the student has no registration and/or academic history for one or more of the terms associated with the academic year. If no academic year is entered in SFARQST, the enrollment verification will be produced only for the term entered in the Key Information. When a valid ZIP or postal code is selected from the ZIP/Postal Code Validation Form (GTVZIPC) and entered in the ZIP/PC field, the combination of City, State/ Province, and Nation information which exists in GTVZIPC will default into the

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appropriate fields. The related information does not default in when the ZIP/ Postal Code is entered manually.

Descriptions / Buttons Fields .............. ....................................................... Date Range (From)

The from date allows you to create enrollment verification requests based on the original registration date. If you enter a registration date range, the start date as recorded in the Additional Registration Information Table (SFRAREG), (or the part-of-term date recorded for the section if records were processed prior to Banner 6.0), is compared to the dates entered in the Key Block to find all registration records, regardless of term, to be displayed in this form. You can access the Calendar Form (GUACALN) from these fields to help select your dates. If the requested registration activity spans multiple terms, one enrollment verification request will be created for each term that is encountered. If a student has a hold that prohibits enrollment verification requests, an error message will be displayed requiring you to generate enrollment verifications on a term-by-term basis. This occurs due to the hold override password defined in SOATERM.

To

The to date allows you to create enrollment verification requests based on the original registration date. You can access the Calendar Form (GUACALN) from these fields to help select your dates. If the requested registration activity spans multiple terms, one enrollment verification request will be created for each term that is encountered. If a student has a hold that prohibits enrollment verification requests, an error message will be displayed requiring you to generate enrollment verifications on a term-by-term basis. This occurs due to the hold override password defined in SOATERM.

Copies

Use this field to specify the number of copies of the enrollment verification request that are required.

Student Information Window Use this window to view detail information for the student in the key. You may use a Previous Block from Request Type field in the main window or select View Student’s Term Information from the Options Menu to access this window.



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Address Summary Form (SOADDRQ)

Use this form to display all address information associated with a person or a nonperson, such as a vendor. Addresses are displayed in the following order: all active or current addresses in type order, then future addresses in type order, followed by all inactive addresses ordered by type, from date, to date, and status. This form is query only, and fields on SOADDRQ cannot be changed.

Pre-requisite An address must exist for the ID. You can add address information for the ID on the Identification Form (SPAIDEN).

Main Window Use this window to query on existing address information for an ID. Key Block Use the Key Block to enter the ID of the person or non-person for the address information query. The form can only be used in query mode, and no updates can be made. Fields Descriptions / Buttons .............. ....................................................... CONFIDENTIAL Displays when the Confidentiality Indicator checkbox is checked (Confidential on the General Person Form (SPAPERS). Confidentiality may be Message) requested by the student or determined by institution policy. Column: Not a base table item DECEASED (Deceased Message)

Displays when the Deceased Indicator checkbox is checked on the General Person Form (SPAPERS). You may process data for a person who is deceased. Column: Not a base table item

ID

ID and name of the person or non-person for the address information query. Choices come from the Person Search Form (SOAIDEN) or the Non-Person Search From (SOACOMP). Use the Options Menu to access the forms, or use List for SOAIDEN or Count Query Hits for SOACOMP. Column: Not base table items (ID and name)

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Address Information block Use the Address Information block to view the existing addresses for the ID in type order. Descriptions / Buttons Fields .............. ....................................................... Code

Displays the code for the type of address associated with the ID. Examples include mailing, billing, business. You cannot update this field, but you may view the Address Type Validation (STVATYP) list to see the address type description for the code in the field. Source: The value comes from the Type field in the Address Information window on the Identification Form (SPAIDEN). Column: SPRADDR_ATYP_CODE

Address

Displays three lines of the street address for the address type for the ID. They cannot be changed. Source: This information comes from the Address (Lines 1, 2, and 3) fields in the Address Information window on the Identification Form (SPAIDEN). Column: SPRADDR_STREET_LINE1 SPRADDR_STREET_LINE2 SPRADDR_STREET_LINE3

City (untitled)

Displays the city in the address for the address type for the ID. It cannot be changed. Source: This value comes from the City field in the Address Information window on the Identification Form (SPAIDEN). Column: SPRADDR_CITY

State (untitled)

Displays the state or province in the address for the address type for the ID. It cannot be changed. Source: This value comes from the State/Prov field in the Address Information window on the Identification Form (SPAIDEN). Column: SPRADDR_STAT_CODE

ZIP/Postal Code (untitled)

Displays the ZIP or postal code in the address for the address type for the ID. It cannot be changed. Source: This value comes from the ZIP/PC field in the Address Information window on the Identification Form (SPAIDEN). Column: SPRADDR_ZIP



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Descriptions / Buttons Fields .............. ....................................................... Nation (untitled) Displays the nation code and description in the address for the address type for the ID. It cannot be changed. Source: These values come from the Nation field in the Address Information window on the Identification Form (SPAIDEN). Column: SPRADDR_NATN_CODE SPRADDR_NATN_DESC

Seq (Sequence Number)

Used to display the internal sequence number that is assigned to each address type associated with the ID. It cannot be changed. Source: This value comes from the Seq # field in the Address Information window on the Identification Form (SPAIDEN). Column: SPRADDR_SEQNO

Source

Displays the source code for the address record. Examples include individual, registrar, phonathon, return mail. It cannot be changed Source: This value comes from the Source field in the Address Information window on the Identification Form (SPAIDEN). Column: SPRADDR_ASRC_CODE

Inactive

Checkbox that indicates whether the status of the address type is inactive or active for the ID. It cannot be changed. Choices are: checked -- Address type is inactive for the ID. unchecked -- Address type is active for the ID. Source: This value comes from the Inactive Indicator checkbox in the Address Information window on the Identification Form (SPAIDEN). Column: SPRADDR_STATUS_IND

From Date

Date from which address type is active or inactive for the ID. If blank, the address type is effective. It cannot be changed. Source: This value comes from the From (Date) field in the Address Information window on the Identification Form (SPAIDEN). Column: SPRADDR_FROM_DATE

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Descriptions / Buttons Fields .............. ....................................................... To Date

Date to which address type is active or inactive for the ID. If blank, the address type is effective. It cannot be changed. Source: This value comes from the To (Date) field in the Address Information window on the Identification Form (SPAIDEN). Column: SPRADDR_TO_DATE

Procedures To query on an address from the Key Block: An address must exist for the ID. You can add address information for the ID on the Identification Form (SPAIDEN). 1.

Enter an ID in SOADDRQ, OR Select one from the Person Search Form (SOAIDEN) or the Non-Person Search Form (SOACOMP).

2.

Go to the next block to view existing address records for the ID. Note: If an expected address record is not displayed, add it on the Identification Form (SPAIDEN).

To query on an address from another form: An address must exist for the ID. You can add address information for the ID on the Identification Form (SPAIDEN). 1.

Access SOADDRQ from the application form you are using, such as SRAQUIK or SAAQUIK.

2.

View the existing address records.

3.

Use Exit with Value to select the record and take it back to the application form. Note: If an expected address record is not displayed, add it on the Identification Form (SPAIDEN).



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Enrollment Verification Request Query Form (SFQRQST)

The Enrollment Verification Request Query Form displays all of the enrollment verification requests which have been processed for either a single person or for all students. Selective queries by ID number, name, term, request number, and date can be performed. This is a query-only form. You can access SFQRQST from the Enrollment Verification Request Form (SFARQST). To do so, use a Count Query Hits function from the ID field.

Student Course Request Form (SFACREQ)

The Student Course Request Form provides an interactive method for capturing student course requests for input to the Course Request and Scheduling module. This form also has a billing hours override which supports block scheduling. Anticipated registration checking errors can also be overridden.

Communication Plan Assignment Form (SOAPLAN)

Use this form to assign a communication plan to a person with a recruiting record, admissions application record, or general student record. A communication plan follows a person through the recruiting and admissions cycle, and may be turned on or off online as processing changes, or as the plan changes according to the communication plan rules. Plans can be inactivated and deleted from this form. A person may have multiple communication plans assigned to them which are differentiated by term code and application or sequence number. The term code is associated with recruiting or admissions status, while the application or sequence number identifies the specific recruiting record or admissions application.

Main Window Use this window to assign a communication plan. Key Block Use the Key Block to select an ID.

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Fields Descriptions / Buttons .............. ....................................................... ID

Identification number and description used to access the person online. This code comes from the ID field on the Identification Form (SPAIDEN). Column: Not a base table item (ID) Note: Perform an extensive name search before creating a new person record.

Assignment Block Use Assignment block to assign a communication plan to the person in the Key Block. Fields Descriptions / Buttons .............. ....................................................... Plan (Communication Plan Code)

Communication plan code and description for the actual plan(s) assigned to the prospect, applicant, or student. Plans are separated by term code and/or application, or by sequence number. Choices come from the Communication Plan Code Validation Form (STVCPLN). To query, add, or delete materials and groups of materials associated with a communication plan, use the Communication Plan Form (SOACPLN). Select Create Materials from the Options Menu or perform a Count Query Hits function from the Plan field to create materials for a new communication plan for the person whose ID is in the Key Information. The message "Material Creation Completed" appears when this is done. Column: Not a base table item (SOBCPLN_CPLN_CODE)

Plan Type

Provides additional information on how a record came to be part of a person's communication plan that is assigned in the Recruiting, Admissions, or General Student module. Choices are: R -- A recruiting plan can originate from the Quick Recruit Form (SRAQUIK) or the Prospect Information Form (SRARECR). A -- An admissions plan can originate from the Quick Entry Form (SAAQUIK) or the Admissions Application Form (SAAADMS). S -- A student plan can originate from the General Student Form (SGASTDN). Column: RECRUIT, ADMIT, STUDENT



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Term code associated with the recruiting record or application. This field defaults based on the term of the recruiting, admissions, and general student record from which the communication plan assignment was made. Choices come from the Term Code Validation (STVTERM) list of values. Column: SOBCPLN_TERM_CODE

Seq No (Application/ Sequence Number)

Sequence number associated with the specific recruiting record or application. This field defaults based on the sequence number of the recruiting, admissions, and general student record from which the communication plan assignment was made. Column: SOBCPLN_SEQNO

Active

Indicates whether the corresponding communication plan is active or not. Multiple communication plans may be active for a person, and multiple communication plans may be active for a person in a single module. Choices are: checked -- The communication plan is active. The person has active materials for the associated communication plan ready to be processed on the Student Mail Form (SUAMAIL) via Letter Generation. This value is stored in the database as Y. Y is the default. unchecked -- The corresponding communication plan is inactive. The person no longer receives materials as part of that plan. This value is stored in the database as N. Column: SOBCPLN_ACTIVE_IND

Mail

Indicates whether mail is pending or not. When a Y appears in the Mail field of the Assignment block, the materials are posted automatically to the Student Mail Form (SUAMAIL) via Letter Generation based on the plan code that generated those materials. (Materials may be sent manually once a plan is assigned to a person, materials are created, and the rules for the materials meet the criteria for addition to SUAMAIL.) Choices are: Y -- Pending Mail N -- No pending mail. N is the default. Source: Based on existence of mail on GURMAIL if the GURMAIL print date is blank, and mail is associated with the communication plan code assigned to the person. Column: Not a base table item

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Procedures To create a communication plan assignment: 1.

Access the Communication Plan Assignment Form (SOAPLAN).

2.

Enter the student's ID.

3.

Go to the Assignment block.

4.

Enter the plan code.

5.

Save. Note: Communication plans can only be created for valid recruiting or application record combinations.

Communication Plan Collector Form (SOACCOL)

This form displays those people who have been added to the collector file for batch processing of communication plans. The Communication Plan Processing Report (SORCPLN) updates these changes for communication plans in the collector file. Update the changes online by performing a Count Query Hits function from the record you want to update. The batch collector file is updated with communication plan information when the Electronic Prospect Load Process (SRTLOAD) is run, when the Student Type Update Report (SHRTYPE) is run, when the Admissions Decision Calculation Report (SARBDSN) is run if student records are created, or when changes are made to the general student information after a registration record exists.

Communication Plan Change Window The user may perform a Count Query Hits function for a recruiting record with an Add New Comm Plan or Change Comm Plan status in the Action field of the main window to display and process communication plan changes in this window. When Generate materials is displayed in the main windows’s Action field for a recruiting record, the Count Query Hits function processes the communication plan changes and generates the materials. The window does not display in this instance.



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Student Registration Group Form (SFARGRP)

Use this form to assign a registration group to individual students on a term-by-term basis. A registration group that has been defined, but not associated with a priority cannot be assigned to a student on this form. Only one registration group can be assigned to a student for a specific term. Registration group assignments cannot be made when the student status for the selected term does not allow registration (i.e., the Allow Registration flag on the Student Status Code Validation Form (STVSTST) is unchecked or N). You cannot create group assignments for a term for which the student record has an inactive status. The ID that assigned the registration group code is stored and displayed on the form, as well as the activity date associated with the most recent change.

Fields Descriptions / Buttons .............. ....................................................... Group

Use a List function from the Group (Code) field to display a list of valid codes from the Registration Group Control Form (SFARCTL).

Student Registration Permit-Override Form (SFASRPO)

Use this form to assign specific permit-override codes to individual students on a term and course or section basis. When a code is assigned to a student for a specific term, the CRN (Course Reference Number), Subj, Crse, and Sec(tion Number) fields are available to specify when assigning the specific permit-override code. At a minimum, a subject and course number must be designated when assigning a code. If a subject and course number are specified, the permit-override registration error checking will apply to any section of that subject and course number when the student registers. If a specific CRN is entered, the subject, course number, and section number will default. If a subject, course number, and section number are entered, the CRN will default. Multiple permit-override codes can be assigned to the same subject and course number combination, or the same CRN. Caution: Caution should be exercised when assigning permit-override codes. If a permit-override code is assigned to a subject and course number combination that is not associated with a CRN, and a different permitoverride code (with a different set of registration error overrides allowed) is assigned to a specific CRN that has the same subject and course number, the logic in the permit-override checking will "combine" the rules in the sense that all of the Y(es) overrides for registration error

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checking will be combined from both rules. This will not be a problem if the Y(es) overrides permitted for the specific CRN are the same, or include more Y(es) overrides than the rule associated with the same subject and course number combination. This will be a problem if the Y(es) overrides permitted for the specific CRN are fewer and/or different from the overrides permitted for the same subject and course number combination. Please see the procedures section of this chapter for examples illustrating the effects of combining overrides when the same subject and course number are specified in more than one permit-override rules. Permit-Override codes are assigned in the Student Registration Permit-Overrides section of the form. Permit-override types can be assigned only when they have been authorized for the term in the Key Information using the Registration PermitOverrides Control Form (SFAROVR). The ID that assigned the override-permit code is stored and displayed on the form, as well as the activity date associated with the most recent change. Student schedule information is also displayed on the form. The information displayed is the same as that in the Student Schedule section of the Registration Section Query Form (SFQSECM).

Student Registration History and Extension Form (SFARHST)

This form is used to view registration (SFRSTCR) records for a student without regard for the term in which the registration took place. This information is useful for students who are registered in a combination of traditional and open learning courses. You can also create an extension for an open learning course, allowing the student to continue past the expected completion date. You can navigate to other registration-related forms using the Options Menu items to add or drop a course, view class roster information (grades), view attendance roster information (CEU courses), and view class section information. The term and CRN are remembered and populated for you.



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Key Block Use the Key Block to enter the ID of the student for whom you wish to view registration records and extension information.


Enter the ID of the desired student. (lookup) (lookup)

List Count Query Hits

Person Search Form (SOAIDEN) SSN/SIN/TFN Alternate ID Search Form (GUIALTI)

Registration History Block Use this block to query on term, CRN, subject, course, level, and course status. Use Enter Query mode to enter query criteria. Use Execute Query to display the results. The records are sorted by CRN within term. Information is retrieved from the registration and extension records.

Fields Descriptions / Buttons .............. ....................................................... Term

This is the term from the registration record. In Enter Query mode, use List to view valid values on the Term Code Validation Form (STVTERM).

P/T (Part-ofTerm)

This is the part-of-term from the registration record (applicable for traditional courses only). In Enter Query mode, use List to view valid values on the Part of Term Code Validation Form (STVPTRM).

CRN

This is the course reference number from the registration record. In Enter Query mode, use List to view valid values on the Schedule Section Query Form (SSASECQ).

Subj (Subject)

This is the subject from the registration record. In Enter Query mode, use List to view valid values on the Subject Code Validation Form (STVSUBJ).

Crse (Course)

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This is the course number from the registration record.




Descriptions / Buttons Fields .............. ....................................................... Lvl (Level)

This is the course level from the registration record. In Enter Query mode, use List to view valid values on the Level Code Validation Form (STVLEVL).

Crse Stat (Course Status)

This is the course status from the registration record.

Start Date

This is the registration start date from the original registration record.

Completion Date

This is the expected completion date from the latest active extension record.

Num Exts (Number of Extensions)

This is the number of extensions the student has been granted to date for the course.

Mid Grde (Mid Term Grade)

This is the mid-term grade from the registration record.

Final Grde (Final Grade)

This is the final grade from the registration record.

Grd Dtl (Grade Detail)

This box is checked when component records exist for the student and section on SHRMRKS.

Roll

This box is checked when the grade date exists on the registration record, indicating that the section has been rolled to academic history.

In Enter Query mode, use List to view valid values on the Course Registration Status Code Validation Form (STVRSTS).

Student Registration Extension Information Window Use this window to extend the current expected completion date of the registration for the course. Registration restrictions do not apply to extensions, because the student has already completed the registration process and is simply adding more time to the course. You can only grant extensions for open learning registration records. A record is created in the Additional Registration Information Table (SFRAREG) each time a new registration record is processed. A new SFRAREG record is also created with each extension that is processed. The registration status code of the



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registration record (SFRSTCR) will also be updated to reflect that the student has purchased additional time in the course. When extensions are dropped or withdrawn from, the appropriate status code is entered and overwrites the current code. To process an extension, insert a new record in the Registration Extension block. The extension rule information defined for the section in SSARULE will be interpreted and used to populate the fields in this record. Note: If the Ovr (Override Indicator) is unchecked on SSARULE, no changes will be permitted to the defaulted information. When the extension record is created, the instructor records associated with the section (SIRASGN) are checked, and the instructor’s PIDM for the primary instructor is entered in the Instructor field.

Extension Processing Restrictions Extensions are not permitted under the following circumstances: •

the student has holds that prevent registration.

•

the student would exceed the maximum number of extensions defined for this section.

•

the student’s current completion date has passed.

•

the registration record has a final grade, regardless of whether that grade has been rolled to academic history.

•

the extension requires special approval, and that approval has not been granted.

•

the course has been dropped or withdrawn from (the registration status code used has been defined with the STVRSTS_WITHDRAW_IND set to Y or the STVRSTS_INCL_SECT_ENRL set to Y).

Extension Refunding Processing Extension withdrawals or drops are not permitted under the following circumstances:

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•

the registration status code has not been defined in SSARULE.

•

the registration status code used has not been defined in STVRSTS with the Ext(ension Indicator) and the W/D Ind (Withdrawal Indicator) checked.

•

the extension is current or completed (i.e., the process date falls between the start or end date of the extension record).

•

the registration record has a final grade, regardless of whether that grade has been rolled to academic history.




Fee Processing If online fee assessment is turned on in SOATERM, the fee assessment processing will perform the necessary calculations to determine the student's indebtedness to your institution. If online fee assessment has not been turned on, you will need to run the Batch Fee Assessment Process (SFRFASC) to update the student's account.

Registration Extensions Block The following fields are populated and are informational only.

Descriptions / Buttons Fields .............. ....................................................... ID

This is the ID of the student from the Key Block.

Registration Holds

This box is checked when the student has holds that affect registration.

Term

This is the term from the Registration History block.

CRN

This is the CRN from the Registration History block.

Subj (Subject)

This is the subject from the Registration History block.

Crse (Course)

This is the course number from the Registration History block.

Sect (Section)

This is the section from the registration record.

Title

This is the section title.

Max Exts (Maximum Number of Extensions)

This is the maximum number of extensions defined in SSASECT that may be used for the section.

Appr Code This is the special approval code for the section used for granting (Approval Code) an extension. The following fields are used to process the extension.



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Fields Descriptions / Buttons .............. ....................................................... Seq (Sequence Number)

This is the number of SFRAREG records processed (not to be confused with the number of extensions that are applicable). The original registration record will be represented with a sequence number of 0.

St (Status)

This is the extension status code that was defined in the Section Extension Processing Rules block of SSARULE, except in the case of the original registration (0) record. When a new extension is created, this field will be populated with the registration status code defined for the extension rule on SSARULE. If multiple extension codes are available, you will be required to enter the applicable code. When an existing extension is updated, only an extension withdrawal/drop registration status code will be permitted. (lookup)

List

Registration Status Codes (STVRSTS)

Extension Start Date

This is the date on which the extension should start.

Extension Granted

This is the amount of time the extension is being granted for. The value populated in this field is a derived number reflecting the extension percentage (as per the extension rule on SSARULE) and the duration defined for the section (as defined in SSASECT).

When a new record is created, this date is populated with a date equal to the expected completion date of the last active extension record plus one day. This date is not overridable.

If an override is permitted, you can change the calculated value. Enter a number between 1 and 999.

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Extension Duration Units (Untitled)

This field is populated with the duration units defined in SSARULE for the extension rule.

Course Completion

This is the new expected completion date for the course and is calculated as follows: new start date + (number of days equivalent of duration unit * number of duration units granted for this extension).

(lookup)


List

Duration Code Validation (GTVDUNT)



Descriptions / Buttons Fields .............. ....................................................... Appr (Approval)

This checkbox is used to signify that special approval has been granted. When this box is checked, the special approval is given, and the extension will be processed. If a special approval has been entered for the section record, the extension processing will display an error message based on the settings of the registration error checking flags on SOATERM.

Instructor

This is the tutor assigned to the student for the course (the primary instructor assigned to the section).

Detail

This is the extension fee detail code specified in the extension rule defined on SSARULE. If an override is permitted, you can use List to view valid values from TSADETC for active detail codes with a category of FEE. (lookup)

Amount

List

Detail Codes (TSADETC)

This field is populated with the dollar amount that the student will be charged for the extension. This value is calculated based on the amount and fee type defined for the extension rule on SSARULE. If the extension rule permits an override, this value may be changed and should represent the charge to appear on the student's account. The fee assessment process views this amount as a flat fee due to the fact that all calculations to derive the amount have been completed. If the fee is to be waived, this amount will be set to zero if the Waive checkbox is checked.

Waive

Use this checkbox to waive extension fees. When this box is checked, the amount calculated will be overwritten with zeroes. As zero fee transactions are not posted on the student’s accounts receivable account, the transaction intent is captured in the extension history for user troubleshooting and reference.

Assess Date

This is the date that the fee assessment or refund was processed. This field is populated by the fee assessment process. If online fee assessment is used based on the SOATERM record, the student’s account and the assessment date will be updated immediately. However, if batch fee assessment is used, the assessment date will be null, and an entry will be placed in the fee assessment collector table. The batch fee assessment process will then create the appropriate charges on the student's account.



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Descriptions / Buttons Fields .............. ....................................................... Last Updated

This is either the date that the extension was processed or the date when updates were last made to the record.

User ID

This is the ID of the person who processed the extension.

Comments

Enter comments in this field related to the course extension. Comments can be up to 32K in size. Use the Comments button to open the SCT Banner Editor window to enter, search on, or edit your text.

Term Control Form (SOATERM)

Use the Term Control Form to establish controls for a specific term. These controls affect the areas of catalog, schedule, registration, registration fee assessment, and telephone registration processing. Prior to entering information on this form, a term must be created on the Term Code Validation Form (STVTERM). This form must be completed before the catalog and schedule can be built and before registration can take place.


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In Progress

Check the In Progress checkbox if courses that are being taken during the current term can be used to fulfill pre-requisite requirements. If you check the box, then an in progress course is treated as if the course is completed. Once a course is graded, it is no longer considered an in-progress course, and it is then checked against the rules in SSAPREQ.

Calc Time Stat

When the Calc(ulate) Time Stat(us Indicator) is checked, the system performs time status calculations online and inserts or updates time status records when an update occurs on the Student Course Registration Form (SFAREGS), the Registration Mass Drop Form (SFAMASS), and in telephone registration processing, if it is in use.




Descriptions / Buttons Fields .............. ....................................................... Incl Att Hrs

Check (set to Y) the Incl(ude) Att(empted) H(ou)rs checkbox to include the attempted hours (which were registered in a prior term) toward the class calculation displayed in the Student window of SFAREGS. Course sections with class restrictions use the class calculation value on SFAREGS to determine registration eligibility. You can select the Update Student’s Term Information item in the Options Menu from the Status or Registration blocks on SFAREGS to access the Student window. Attempted hours are also used in conjunction with class requirements placed on reserve seats on SSASECT. Note: Attempted hours are never included in the class calculation displayed on the General Student Form (SGASTDN). The hours considered as attempted hours in the class calculation for registration include the following: •

courses registered in a prior term,

•

graded or ungraded courses, and

•

graded courses not yet rolled to history.

Once a course in a prior term has been graded and rolled to history, it will not be considered in attempted hours.


Process Web Controls

Check the Process Web Controls checkbox to open the Web Processing Controls window.

Process Grade Book Controls

Check the Process Grade Book Controls checkbox to open the Grade Book Controls window.

Synch Partner Systems

Check the Synch Partner Systems checkbox if Connected Learning Solution information is available for this term.

Orig Chg Cutoff Date

Use the Orig Chg Cutoff Date field in the Fee Assessment section to reflect the date through which all assessments are considered original charges. This is not a null field and is defaulted to the STVTERM_START_DATE when creating a new record. The user can update the field. This information is used in Title IV processing


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Descriptions / Buttons Fields .............. ....................................................... TIV Date Source The TIV Date Source section uses a radio group for Term Dates or Part of Term Dates. The default is Term Dates. Based on how the institution sets this, either the STVTERM_START_DATE and END_DATE will be used on SFAWDRL as the "Enrollment Start" and "Enrollment End" dates, or the min (part-of-term) start_date and max (part-of-term) end_date that go with the student's course registrations for the term will be used for "Enrollment Start" and "Enrollment End" dates. This information is used in Title IV processing.

Part of Term and Web Registration Controls Window Select Next Block from the main window to access the Part of Term and Web Registration Controls window. This window displays part of term records and Web registration start and end date ranges.

Base Part of Term Information Use the Base Part of Term information to define part of term information for the full term in the Key Information. This includes the start and end dates, number of weeks in part of term, and census date. At least one part of term must be established that is equal to the full term. Note: Be very careful when altering part of term information, when scheduling of registration information exists.


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Census 1

This field is used to designate that census one enrollment be calculated for the part of term.

Census 2

This field is used to designate that census two enrollment be calculated for the part of term.

Mid Term Grades

Use this checkbox to display mid-term grades on Web pages in Faculty and Advisors Self-Service.

Final Grades

Use this checkbox to display final grades on Web pages in Faculty and Advisors Self-Service.




Descriptions / Buttons Fields .............. ....................................................... Wait List

Use this checkbox to wait list information on Web pages in Faculty and Advisors Self-Service.

Web Registration Dates Information Use the Web Registration Dates section to specify the date ranges during which registration via the Web is available for the term in the Key Information. Web registration dates are established as follows. Enter one or more start and end dates for Web registration periods. Note that the ability to enter more than one Web registration period allows the institution to turn Web registration access on and off during the term. The start and end dates entered should not fall outside (either before or after) the date ranges that are established for both student enrollment statuses on the Enrollment Status Control Form (SFAESTS) and course registration statuses on the Course Registration Status Form (SFARSTS) for the term, or errors will prevent a student from registering via the Web.

Web Processing Controls Window Four categories of Web Processing Controls are displayed in this window: Web Allow Class Option Controls, Web Schedule Search Controls, Web Faculty & Advisor Controls, and Grade Display Controls. The controls displayed are an extension of the Base Part of Term information. Web Allow Class Option Controls The Web Allow Class Option Controls are used to restrict or enable selected registration-related actions on the Web as follows:



Change Level

Checked indicates that the student may change the level associated with the course when a course has multiple levels available. This field is used by the Change Class Options Web page in the Registration Menu.

Change Grade Mode

Checked indicates that the student may change the grading mode when a course has multiple grading modes available. This field is used by the Change Class Options Web page in the Registration Menu.


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Descriptions / Buttons Fields .............. ....................................................... Change Credit Hours

Checked indicates that the student may change the credit hours when a course has variable credits. This field is used by the Change Class Options Web page in the Registration Menu.

Web Schedule Search Controls The Web Schedule Search Controls are used to restrict or enable selected searching capabilities when a student performs a search for available sections on the Look-up Class to Add Web page in the Registration Menu as follows:


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Search by Schedule Type

Checked indicates that the student is permitted to search for classes by section schedule type.

Search by Campus

Checked indicates that the student is permitted to search for classes by the campus where sections are offered.

Search by Session

Checked indicates that the student is permitted to search for classes by the section session.

Search by Instructor

Checked indicates that the student is permitted to search for classes by primary instructor.

Display Closed Section

Checked indicates that closed sections (sections with zero or fewer remaining seats) will display when a student requests a listing of available sections.

Search by Course Attribute

Checked indicates that course attributes will be used in the search criteria for the Look Up Classes to Add Web search.




Web Faculty & Advisor Controls The Web Faculty & Advisor Controls are used to restrict or enable selected faculty related actions on the Web as follows:

Fields Descriptions / Buttons .............. ....................................................... Display Schedule

Checked indicates that the Faculty Schedule page is displayed on the Web.

Display Class List

Checked indicates that Class List Detail and Summary pages are displayed on the Web.

Allow Approval & Overrides

Checked indicates that the Registration Approval Overrides page is displayed on the Web.

Allow Add/Drop Checked indicates that the Registration Add/Drop page is displayed on the Web to allow faculty registration or add/drop activity. Grade Display Controls The Grade Display Controls are used to restrict or enable selected grade related actions on the Web as follows:



Display Grade Detail

Checked indicates that the grade detail for the selected term is displayed on the Display Grades Web page in the Administrative Functions Menu.

Display Midterm Grades

Checked indicates that the midterm grades for the selected term are available for display on the Display Grades Web page in the Administrative Functions Menu.

Display Final Grade

Checked indicates that the final grade for the selected term is displayed on the on the Display Grades Web page in the Administrative Functions Menu.


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WebCAPP Controls The WebCAPP Controls are used to restrict or enable selected CAPP actions on the Web as follows:

Fields Descriptions / Buttons .............. ....................................................... Web Evaluation Term

Checked indicates whether or not the term in the key should be available for selection on the Web in viewing existing compliance reports or generating new compliance reports. This indicator may need to be updated for each term depending on the institution’s policy on viewing/running older compliance reports.

Web Catalog Term

Checked indicates that the term displayed in the key is a valid term for the dynamic catalog for WebCAPP processing.

Use the Registration Term Control item in the Options Menu to return to the Base Term information in the main window.

Grade Book Controls Window Use this window to set deadline dates for the entry of midterm and final grades. These dates are used in the grade calculation procedure of Electronic Gradebook processing with Faculty and Advisors Self-Service. You can also enter rules for default component and sub-component late penalties and resit caps. To open the Grade Book Controls window, check the Process Grade Book Controls checkbox in the main window. All fields in the window are optional except for the Midterm Score Entry Cut-off Date and the Final Score Entry Cut-off Date fields. Entering data in this window allows you to define global controls or defaults which appear on SHAGCOM. (Note: They will only appear as defaults if they were defined on SOATERM before the subcomponents and components were defined. They will not appear as defaults if they are defined on SOATERM after the sub-components and components were defined). You can use Exit With Value from the List of Values or enter the late rule code directly, if known. The List of Values contains values from SHBGRUL. Component Rules Information This section of the Grade Book Controls block contains the fields for midterm/final deadline date entry capabilities, the midterm score entry cut-off date and the final score entry cut-off date. The rules fields are as follows:

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Fields Descriptions / Buttons .............. ....................................................... Default Component Late Rule

The Default Component Late Rule is the value used as a default when creating component late rules in SHAGCOM. Use List to display valid values for the Grade Component Rules (SHBGRUL).

Default Component Resit Rule

The Default Component Resit Rule is the value used as a default when creating component resit rules in SHAGCOM. Use List to display valid values for the Grade Component Rules (SHBGRUL).

Sub Component Rules Information This section of the Grade Book Controls block contains the following rules fields:

Descriptions / Buttons Fields .............. ....................................................... Default Sub Component Late Rule

The Default Sub Component Late Rule is the value used as a default when creating sub-component late rules in SHAGCOM. Use List to display valid values for the Grade Component Rules (SHBGRUL).

Default Sub Component Resit Rule

The Default Sub Component Resit Rule is the value used as a default when creating sub-component resit rules in SHAGCOM. Use List to display valid values for the Grade Component Rules (SHBGRUL).

Use the Registration Term Control item in the Options Menu to return to the Base Term information in the main window.

Registration Error Checking Window Use this window to view or set the error checking for the term in the key. This window is accessed by selecting Registration Error Checking from the Options Menu. When No Check is selected for the Links radio group, the Unsatisfied Links Report (SRFLINK) can be run after registration is completed to produce a list of students who have unsatisfied or missing section links for the term. The report is a postregistration batch alternative to an online fatal check for unsatisfied or missing links during registration processing.



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Registration Maximum Hours Form (SFAMHRS)

The Registration Maximum Hours Form provides the rules for the maximum hour checking in the registration module. Maximum hour checking is done by student level (i.e., Undergraduate, Graduate, etc.). Prior to entering the data on this form the student levels must be established on the Level Code Validation Form (STVLEVL). Use a Next Primary Key function from SFAMHRS to select maximum hours and return the value to SFAREGS. This is only allowed when SFAMHRS has been called from SFAREGS via a Count Query Hits function from the Max Hrs field.

Enrollment Status Control Form (SFAESTS)

The Enrollment Status Control Form provides the rules associated with a student's status. Status values are user-defined, with the exception of the "EL" status which must be used as the default for registration. While the "EL" status is required, its attributes may be defined according to your institution's policy. Prior to entering data on this form, the status codes must have been entered on the Enrollment Status Code Validation Form (STVESTS). While the validation form spans time, the Enrollment Status Control Form is specific for a term. This allows you to modify status information from one term to the next.

Course Registration Status Form (SFARSTS)

The Course Registration Status Form provides the rules associated with a student's course status. Status values are user-defined, with the exception of the "RE" (Register Course) status, which must be used as the default for a student's course registration. While the "RE" status is required, its attributes may be defined according to your institution's policy. Prior to entering the data on this form, the status codes must have been entered on the Course Registration Status Code Validation Form (STVRSTS). While the validation form spans time, the Course Registration Status Form is specific for a term. This allows you to modify status information from one term to the next. Also note that there is a linkage between the enrollment status and the student's course status. When an enrollment status that affects the course status exists (the Effect by Stu Stat checkbox is checked), that status, along with its attributes, must be included on this form.

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Fields Descriptions / Buttons .............. ....................................................... Effect by Stu Stat When the Effect by Stu Stat checkbox is checked, indicating that an enrollment status that affects the course status exists, that status, along with its attributes, must be included on this form. V/R Ind

When the V/R Ind (Voice Response Indicator) is checked, the associated status code is used in voice response registration as a drop code.

Enrollment Verification Request Rules Form (SFAEPRT)

The Enrollment Verification Request Rules Form enables you to generate the types of information which is to be printed on the Enrollment Verification document. An unlimited number of types of enrollment verification document types may be created and maintained. For example, you may set up a GSL Enrollment Verification Type which lists the schedule of classes and the cumulative hours information and a Military Enrollment Verification Type which will print academic standing and tuition information. The Enrollment Verification Type Code Validation Form (STVEPRT) must be created prior to creating the enrollment verification request rules. The Enrollment Verification Request Rules Form (SFAEPRT) must be created prior to using the Enrollment Verification Request Form (SFARQST). The Select function may only be used to return a value when this form has been called from another form.

Enrollment Verification Message Form (SFAMESG)

Use this form to enter the messages that will appear on statements. Messages can be entered for specific enrollment verification type codes, term codes, or student identification numbers. Use the Resequence button or a Count Query Hits function from the cursor location to insert a blank record, save it, and then resequence the existing messages. Caution: You cannot use an Insert Record function in this instance.



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Keyboard

Result

Resequence

Count Query Hits

Inserts blank record, Saves, resequences messages

Time Status Rules Form (SFATMST)

Use this form to establish the time status rules based on effective term, student level, campus, college, degree, major, and student type. Course level is also used to determine which courses should be used in determining the time status. Using these rules as criteria, you may specify the minimum and maximum credit hours which the student must have for a term to obtain the time code specified in the rule. These new time status rules are used in the Enrollment Verification document when printing the enrollment history for a student. The Time Status Level information allows you to further specify the course levels which are to be used when determining time status. For example, for effective term 199301, Level 01, Undergraduate students (no campus, college, degree, major, or student type specified), the minimum credits to be classified as a full-time student are 12.00, and the maximum credits are 17.99. The Time Status Level information is used to specify that only 01 Level (Undergraduate) courses should be used to determine how many credits the student took that term. The calculation of a student’s enrollment time status is based on the rules established on SFATMST. Each time status code defined by your institution on the Time Status Code Validation Form (STVTMST) with a National Student Clearinghouse (NSC) equivalent will be used in NSC reporting. To build rules for time status calculations for NSC reporting: 1.

Include rules for all valid student levels for time status calculations. Note: Student level is not a required field on the form. If a rule does not include a specific student level, it will apply to all student levels that may exist.

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2.

For each rule, at least one course level is required in the Time Status Level information. Enter the course level(s) that should be included in calculating time status for each individual rule.

3.

Build rules so no gaps exist between hour ranges. For example, if half-time enrollment is at least 6 but not more than 12 credit hours and full-time enrollment is 12 credit hours or more, do not specify the half-time rule minimum and maximum credits as 6 and 11, and the full-time rule minimum and maximum credits as 12 and 99. If a student can take a combination of Student Release 6.0 User Guide



courses that will total to a fractional amount between 11 and 12 (such as 11.5 credits), then the student will not match a rule. To avoid such a problem, designate the half-time rule minimum and maximum credits as 6 and 11.99. Equate each rule to an NSC equivalent of either "F" - full-time, "H" - half-time, or "L" - less than half-time, with the exception below. 4.

Build a rule that designates both the minimum and maximum credits as 0.00 for every student level. Do not equate the time status code for this rule to an NSC equivalent. This rule is needed to accurately reflect a withdrawal from all courses in the Time Status History window in SFAREGS. A system required value is not dictated so that a meaningful institution specific code and description can be built. If such a rule does not exist, and a student withdraws from all courses, the first record in the display in the Time Status History window will be the system required code "99" - Error Calculating Time Status. (Suggestion: Build one rule, and do not specify a student level, so that the rule will be selected for all students, regardless of their level, if credit hours drop to zero (0).)

5.

Do not build a rule for the system required "99" (Error Calculating Time Status) time status code. This code is reserved for the purpose of updating and inserting time status records with the value of "99" when the system is unable to calculate time status. A current time status code of "99" will alert the user that a problem was encountered when the system attempted to calculate time status.

6.

If necessary, time status rules may be updated in subsequent terms if student enrollment rules change, by adding rules with a new effective term code. For example, in term 199301, a student is considered to be half-time if enrolled for at least 6 but less than 9 credits hours. In term 199601 new rules take effect so that to be considered half-time, a student must be enrolled in less than 12 credit hours. To accommodate the change effective in 199601, a new rule should be added with an effective term of 199601 with the new minimum and maximum credits.

Registration Priority Control Form (SFARCTT)

Use this form to define rules that assign the begin and end dates and times, and priority assignment for each registration time slot for Student Self-Service Web registration and Voice Response telephone registration. Time slots are required to have a begin date and time, end date and time, and a priority. More than one registration time slot can be assigned the same priority. If more than one time slot has the same priority, any group assigned that priority on the Registration Group Control Form (SFARCTL) will have all of those time slots assigned and available for Web and telephone registration. Students who are assigned to the group in the Student Registration Group Form (SFARGRP) will be permitted to register via the Web or telephone during any of the time slots assigned to the priority of the group.



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Registration Group Control Form (SFARCTL)

Use this form to define registration group codes and the assigned registration priorities for those group codes for Student Self-Service Web registration and Voice Response telephone registration. There is no validation for the group code. A group code may be initially defined without a priority, and the priority may be associated with the code after time slots and priorities are established on the Registration Priority Control Form (SFARCTT). Students assigned to registration groups will be permitted access to Web and telephone registration only during the time slot(s) specified by their assigned registration group code and assigned priority on the Student Registration Group Form (SFARGRP). Codes must be established on this form before they can be assigned to students on the Student Registration Group Form (SFARGRP). Procedurally, registration group codes can be defined on SFARCTT without priorities at the same time that registration time slots are defined on SFARCTL. Priorities can then be assigned to the group codes on SFARCTT after the time slots exist with their assigned priorities on SFARCTL.

Student Registration Group Query Form (SFIRGRP)

Use this form to query the registration time slots and the students who have been assigned to those time slots for specific registration group codes. When more than one time slot is assigned the same priority, and that priority has been assigned to a registration group, all of the time slots will display in the Student Registration Group Control section of the form. The cursor cannot be positioned to any fields in the form, but in query mode, registration code, priority, begin/end dates, and begin/ end times can be accessed and used to specify query criteria. Students assigned to the registration group code display in the Student Information section of the form. When the cursor is scrolled through multiple time slot records, if they exist, the list of student names that displays will be the same for each record.

Fields Descriptions / Buttons .............. ....................................................... Group

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Group is an optional Key Information field. If no group code is entered in the Key Information, all existing registration groups and their assigned students, if any exist, will be retrieved for display. Use a List function from the Group (Code) field to display a list of valid codes from the Registration Group Control Form (SFARCTL). The codes display in an LOV window called Registration Group Codes.




Registration Permit-Overrides Control Form (SFAROVR)

Use this form to establish the registration permit-override codes and their associated allowable registration error overrides on a term-by-term basis. When a new permit-override code is added, all overrides for that code will default initially to unchecked or N (no automatic override), but may be updated to checked or Y (registration error checking override automatically allowed). These override codes are then assigned to individual students on a specific term and course or section basis. You cannot make a permit-override entry until a Permit-Override code (defined on the Registration Permit-Override Code Validation Form (STVROVR)) has rules defined for the term in the Key Information of SFAROVR. Entry of a code which is defined only on STVROVR which does not have rules defined on SFAROVR for the Key term is not allowed.

Fields Descriptions / Buttons .............. ....................................................... Permit

Use a List function from the Permit (Registration PermitOverride Code) field to display a list of valid codes from the Registration Permit-Override Code Validation Form (STVROVR).

Open Learning Section Default Rules Form (SOAORUL)

Use this form to create sections and section rules for open learning courses. It is mandatory to enter the registration dates, however, the registration status codes, extension, and refund processing are optional. If extension and refunding rules are not defined here, it will be necessary to manually enter this information in SSARULE after the section has been created. Information in this form does not depend on part-of-term data, and does not rely on static processing dates. Note: If revisions are made to the information in this form, those changes will only be reflected for new sections when they are created and will not impact existing sections that meet the course and/or course/section characteristics as well as the section characteristics.

Key Block Use this block to enter the term for the section default rules.



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Enter the term to be associated with the section default rules, or query on existing open learning sections to see what term to choose. (lookup) (lookup)

List Count Query Hits

Term Code Validation (STVTERM) Schedule Section Query Form (SSASECQ)

Registration Date Defaults Block This block is used to define the course and/or section characteristics, as well as the dates to be defaulted into the Reg(istration From and To) Dates, Start (From and To) Dates, and Census One and Two Dates on SSASECT when a new CRN is created. The default dates are associated with a department, campus, college, schedule type, and/or instructional method to create date range default rules for a distinct population of sections. The rules entered in this block act as a basis for registration status codes, refunding rules, and extension rules. To associate registration status codes, extension rules, and refund rules, position the cursor on the appropriate course and/or section characteristics, and use the Detail button to access the Default Registration Status Code Definition block, Default Extension Processing Rules block, and/or Default Extension Rules block.

Fields Descriptions / Buttons .............. ....................................................... Coll (College)

This is the course college code for the rule. (lookup)

College Validation (STVCOLL)

Dept (Department)

This is the course department code for the rule.

Camp (Campus)

This is the section campus code for the rule.

(lookup)

(lookup)

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List


List

List

Department Validation (STVDEPT)

Campus Validation (STVCAMP)



Descriptions / Buttons Fields .............. ....................................................... Sched Type (Schedule Type)

This is the section schedule type code for the rule.

Instruct Method (Instructional Method)

This is the section instructional method code for the rule. This field is required.

Start

This represents the date for the first day that registration will be open to students.

End

This represents the date for the last day that registration for the section will be accepted.

Census 1

This represents the census one date for the rule. This date is required.

Census 2

This represents the census two date for the rule. This date is not required.

Ovr (Override)

Check this box to allow a user to override the start and end dates defined here when a new section record is created in SSASECT.

(lookup)

(lookup)

List

List

Schedule Type Validation (STVSCHD)

Instructional Method Validation Form (GTVINSM)

Section Default Registration Status and Extension Rules Window This window contains three blocks. The top block (untitled) is used for reference, to ensure that rules are being associated with the desired course and/or section characteristics.



Department

This is the department code entered in the Registration Date Defaults block.

Campus

This is the campus code entered in the Registration Date Defaults block.

College

This is the college code entered in the Registration Date Defaults block.


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Descriptions / Buttons Fields .............. ....................................................... Schedule Type

This is the schedule type code entered in the Registration Date Defaults block.

Instructional Method

This is the instructional method code entered in the Registration Date Defaults block.

Default Registration Status Code Definition Block Use this block to define the various status codes that will be available to the registration processes. The only enterable fields in this block are the Status Code, Usage Cutoff (From Percentage), and Usage Cutoff (To Percentage). The other fields display the corresponding data from the Course Registration Status Code Validation Form (STVRSTS). If extensions are permitted for this section, a status code defined for use in extension processing (where the Ext (Indicator) in STVRSTS is checked and the W/ D Ind(icator) is unchecked) must be defined. If academic policy permits the drop of and/or withdrawal from extensions, it will be necessary to define a separate extension withdrawal code (where the Ext (Indicator) and the W/D Ind(icator) in STVRSTS are checked) and corresponding refunding rules Note: Status codes defined for use with extensions will not be enterable in any of the registration processes. Use the Summary button to return to the main window.

Fields Descriptions / Buttons .............. ....................................................... Status Code

This is the registration status code associated with the identifying criteria. (lookup)

Description

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List

Course Registration Status Validation (STVRSTS)

This is the description for the registration status code.




Descriptions / Buttons Fields .............. ....................................................... Usage Cutoff (From Percentage)

This is the usage cutoff from percentage. This field determines when this status code is available for use. As open learning processing is based on individual student progress in a course, the usage cutoff percentages as a range are used to determine if the status code will be available for use as determined by the elapsed time since the student's start date of the registration. For example, if pre-registration was permitted, and policy only allowed the use of a particular code prior to selected start date, you would enter 0 in this field. Once the student's start date had been reached, this code would no longer be available.


Usage Cutoff (To Percentage)

This field completes the usage cutoff percent range.

Effect by Stu Stat (Effect by Student Status)

This field specifies if this registration status code can be overwritten with a student enrollment status code.

Allow Entry

This is the setting of the Allow to Enter checkbox on STVRSTS for the status code.

Count Enrl

This is the setting of the Count in (Section) Enrl (Enrollment Indicator) checkbox on STVRSTS for the status code.

Web Ind

This is the setting of the Web Ind(icator) checkbox on STVRSTS for the status code.

W/D Ind

This is the setting of the W/D (Withdrawal) Ind(icator) checkbox on STVRSTS for the status code.

Ext

This is the setting of the Ext (Extension Indicator) checkbox on STVRSTS for the status code.

Sched Print

This is the setting of the Print on Sched(ule) checkbox on STVRSTS for the status code.

For example, if a status code was only permitted to be used when the student was under or up to 10% into their registration, the from percentage would be defined as 0 and the to percentage would be 10. Therefore, this code would only be available when the student's completion percentage was between 0 and 10% (inclusively).


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Descriptions / Buttons Fields .............. ....................................................... VR

This is the value of the VR (Status Type for Voice Response) field on STVRSTS for the status code.

Activity Date

This is the date the record was created or updated.

Default Extension Processing Rules Block Use this block to define an extension processing rule. You can only access this block if the Ext checkbox is checked for the status code. To access this block, position the cursor on the applicable registration status code and perform a Next Block, or use the Extension Rules item in the Option List. Use the Summary button to return to the main window.

Fields Descriptions / Buttons .............. ....................................................... Status Code

This is the status code to which the extension rule will be applied. This value is defaulted from the previous block and is not enterable or updatable.

Ext Percent (Extension Percentage)

This field is used to calculate the amount of time the student’s registration will be extended based on the duration and duration unit assigned to the original registration. Enter a number between 0 and 100. For example, a student is registered for a course with a duration of ten weeks. The student’s expected completion date needs to be extended. If the extension rule is expressed as 100%, the student would be granted a ten-week extension. However, if the rule was defined as 50%, the completion date would only be extended by five weeks.

Detail Code

This is the detail code used to assess extension fees on the student’s accounts receivable account. (lookup)

Amount

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List

Detail Code Control Form (TSADETC)

This is the extension fee amount that will be assessed to the student based on the fee type specified on this form. If a detail code has been assigned an amount on TSADETC, that amount is defaulted in and can be overridden.




Descriptions / Buttons Fields .............. ....................................................... Fee Type

This is the fee type to be used when calculating monies for the extension. (lookup)

List

Fee Type Code Validation (STVFTYP)

Ovr (Override Indicator)

This field is used by SSARULE to determine if the values defaulted from this block may be changed.

Activity Date

This is the date the record was created or last updated.

Section Default Refunding Rules Window This window contains two blocks. The top block (untitled) is used as a reference to ensure that rules are being associated with the desired course and/or section characteristics. Note: In the section level rules, there is a second refunding criteria, duration complete, that can be defined in place of the percent complete information entered here. As the duration is defined at the section level, and validation is required to ensure that the duration assigned in the rule corresponds to that defined at the section, the duration complete information cannot be defined at this time.



Department

This is the department code entered in the Registration Date Defaults block.

Campus

This is the campus code entered in the Registration Date Defaults block.

College

This is the college code entered in the Registration Date Defaults block.

Schedule Type

This is the schedule type code entered in the Registration Date Defaults block.

Instructional Method

This is the instructional method code entered in the Registration Date Defaults block.


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Descriptions / Buttons Fields .............. ....................................................... Status Code

This is the status code that was entered in the Registration Status block. This field is display only.

Default Refunding Rules Extension Block This block is used to define refunding rules for status codes that will be available for drop and/or withdrawal processing. To access this block, position the cursor on the applicable registration status code and perform a Next Block, or use the Extension Rules item in the Option List. Use the Summary button to return to the main window.

Fields Descriptions / Buttons .............. ....................................................... Percent Complete

The value defined in this field is used to house the appropriate refund percentage. When applied to the individual registration record, the student’s elapsed time from the start date of the registration will be calculated and compared to this value. Enter a value between 0 and 100 percent. For example, if the institutional policy states that the student is entitled to a 100% tuition refund if they drop the course in the first week, and the course duration is defined as ten weeks, the rule should be developed with a percent complete of 10% and a tuition refund percentage of 100%. Note: Refunding rules for traditional courses are used to control the amount of the refund the student will receive based on the drop/withdrawal being processed between set dates. This is possible because all students in an individual class start on the same date. However, in the case of open learning course registration records, this is not possible, as registration start dates span a date range. To impose a set period of time for processing would penalize some learners. Therefore, using percent complete provides a means of equalizing the refunding rules, as well as providing for flexible course durations.

Tuition Refund

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Enter a value between 0 and 100 percent for the calculation of the tuition refund. This refund percentage will be used in determining the student's financial indebtedness to your institution.




Descriptions / Buttons Fields .............. ....................................................... Fee Refund

Enter value between 0 and 100 percent for the calculation of the fee refund. This refund percentage will be used in determining the student's financial indebtedness to your institution.

Extension Refund

Enter a value between 0 and 100 percent for the calculation of the extension fee refund. This refund percentage will be used in determining the student's financial indebtedness to your institution.

Override

This field is used by SSARULE to determine if you can change the values that are defaulted from this block.

Activity Date

This is the date the record was created or updated.

Registration Fee Assessment Rules Form (SFARGFE)

The Registration Fee Assessment Rules Form (SFARGFE) provides the rules used in the Fee Assessment algorithm. These rules provide you with the ability to apply rules by term, residency, college, major, etc. Prior to entering the data on this form the proper validation forms must be created. The data on this form is necessary to process fee assessment. To review the rules as they apply to a student without updating the database, you may use the Student Course/Fee Assessment Query Form (SFAREGF). Fee assessment rules are displayed in a number of ways, depending on the values entered in the Key Block. Use the settings in the Rule Type and Entry Type fields to see the rules that exist. You can use Next Block to see the rules displayed for each of the four values: ATTR (course attribute), CAMPUS (course campus), LEVEL (course level), or STUDENT (student characteristics). You can also use the Options Menu choices to see the same types of information. The following exceptions exist for rules on SFARGFE:


•

As in traditional assessment, these rules will not be considered in the situation where the Tuit/Fee Waiver flag on SSASECT and the Ovr (Override Indicator) on SFARGFE are checked.

•

If rules are defined in SFARGFE with part-of-term information, they will not be applicable to open learning courses, as these sections will not have a part-ofterm attributed to them.

•

If rules are defined with registration from/to dates, they will not be applicable to open learning courses due to the fact that these dates are static, and each open learning section may be defined with different registration periods.


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Key Block The following fields are in the Key Block.


The registration term code for the term for the fee assessment rules. (lookup)

List


Rule Type

Assessment rule type to group hours by as defined by course attribute, course campus, course level, or student characteristics. Valid values from the pulldown list are ATTR, CAMPUS, LEVEL, STUDENT. Type the first letter of the option to default the value into the field.

Entry Type

Assessment rule entry type to determine if the rule is used for pre-billing assessment or regular assessment. Value values from the pulldown list are REGULAR or PREBILL. Type the first letter of the option to default the value into the field. You can compare pre-bill rules and regular rules on SFARGFE by switching between these two values in the Key. You can also copy rules from pre-bill to regular and regular to pre-bill using Duplicate Record and selecting P or R in the Type radio group in the Registration Charges and Fees block.

Set Copy Ind (Indicator)

Check this box to create a default setting to populate the Cpy (Copy Indicator) for each rule on the form when using the Process Copy Ind Setting button. Checked sets the Cpy (Copy Indicator) for all rules to Yes to be copied. Unchecked sets the Cpy (Copy Indicator) for all rules to No to not be copied.

The following buttons are in the Key Block.

Fields Descriptions / Buttons .............. ....................................................... Copy Rules to New Term

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Use this maintenance button to copy existing rules for a set of data elements to a new term. This button opens a window where you can enter the term you wish to copy the rules to and create a subset of copyable rules using the fields in the Registration Charges and Fees block.




Descriptions / Buttons Fields .............. ....................................................... Process Copy Ind (Indicator) Setting

Select this button to execute the copy of rules to a new term when the Cpy (Copy Indicator) for the rule is checked.

Registration Charges and Fees Block The following fields are in this block.

Descriptions / Buttons Fields .............. ....................................................... Type

The assessment type. Set this radio group to P (pre-billing assessment rules) or R (regular assessment rules).

Cpy (Copy)

The copy indicator. Checkbox that indicates if the rule can be copied when using the Process Copy Ind Setting button. Valid values are checked to copy the rule or unchecked to not copy the rule.

Seq (Sequence Number)

The one-up number assigned to a rule within the term code and rule type when the rule is created. The Registration Fee Assessment Audit History Form (SFAFAUD) displays by sequence number which rule was used to process that assessment and assign the charge to the student.

Detl (Detail Code)

The detail code the charge for this rule will be posted to. Only active detail codes may be recorded. (lookup)


List

Detail Code (TSADETC)

Per Credit Charge

The amount to charge per liable billing hour when calculating charges for this rule.

Min Charge (Minimum Charge)

The minimum charge that can be posted when this rule is applied. Values can have places up to format 9999999999.99.

Max Charge (Maximum Charge)

The maximum charge that can be posted when this rule is applied. Values can have places up to format 9999999999.99.


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Descriptions / Buttons Fields .............. ....................................................... Assess by Course

Checkbox that allows rule qualification and assessment for individual courses within a course grouping. Assess by course processing determines that a particular data element of a course, such as part-of term, grade mode, instructional method, or schedule type should be identified for a CRN being processed by grouping the hours on the student’s record and assessing a charge. For example, if an institution were to assess an additional charge for all courses taken with a part-of-term code of DAY, fee assessment would pass the billing hours for each course with the part-of-term code of DAY (in the student’s registration record where the registration code allows count in assessment), into the process, and then assess the additional charge only on those hours.

Ovr (Override)

Checkbox that indicates whether to override (ignore) this rule if the course was defined with the Tuit/Fee Waiver flag set to Y in SSASECT (prior to registering the student), which creates an entry in the SFRSTCR table where the waiver hours are equal to 0 in registration for the CRN.

Crse Camp (Course Campus)

Course campus code for processing registration records grouped by course campus for this rule. This field is display only when using any other rule type setting other than Charges by Course Campus Rules. (lookup)

Crse Levl (Course Level)

List

Level Code Validation (STVLEVL)

Course attribute code for processing registration records grouped by course attribute for this rule. This field is display only when using any other rule type setting other than Charges by Course Attribute Rules. (lookup)

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Campus Code Validation (STVCAMP)

Course level code for processing registration records grouped by course level for this rule. This field is display only when using any other rule type setting other than Charges by Course Level Rules. (lookup)

Crse Attr (Course Attribute)

List


List

Degree Program Attribute Validation (STVATTR)



Descriptions / Buttons Fields .............. ....................................................... Coll (College)

Student’s college code for the rule. (lookup)

Levl (Level)

List

Class Code Validation (STVCLAS)

List

Part of Term Code Validation (STVPTRM)

List

Student Fee Assessment Rate Validation (STVRATE)

Student’s campus code for the rule. (lookup)


Major Code Validation (STVMAJR)

Student’s rate code for the rule. (lookup)

Camp (Campus)

List

Part-of-term code for the student’s registration record. Use C for combined part-of-term rules. Part-of-term can work in conjunction with assess by course processing. Part-of-term rules cannot be used in conjunction with open learning courses. (lookup)

Rate


Student’s class code for the rule. (lookup)

POT (Part-ofTerm)

List

Student’s major code for the rule. (lookup)

Class


Student’s level code for the rule. (lookup)

Major

List

List


Dept (Department)

Student’s department code for the rule.

Styp (Student Type)

Student’s type code for the rule.

(lookup)

(lookup)

List

List



Student Type Code Validation (STVSTYP)

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Descriptions / Buttons Fields .............. ....................................................... Stud Attr (Student Attribute)

Student’s attribute code for the rule.

Grade Mode

Grade mode attached to the CRN for the student. This can only be used when Assess by Course is checked for the rule.

(lookup)

(lookup)

Insm (Instructional Method)

List

Student Attribute Validation (STVATTS)

Grading Mode Code Validation (STVGMOD)

Instructional method assigned to a CRN for the student. This can only be used when Assess by Course is checked for the rule. This field can be used to define rules for which students registered in the term will receive the fee calculation in that rule. An example would be if an institution had the requirement to assess technology fees to only those sections that had an instructional method of WEB. (lookup)

Schd (Schedule Type)

List

List

Instructional Method Validation (GTVINSM)

Schedule type assigned to a CRN for the student. This can only be used when Assess by Course is checked for the rule. This field can be used to define rules for which students registered in the term will receive the fee calculation in that rule. An example would be if an institution had the requirement to assess technology fees to only those sections that had a schedule type of WEB. (lookup)

Admit Term

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List


Student’s program code for the rule. (lookup)

Resd (Residency)

Schedule Type Validation (STVSCHD)

Student’s admit term for the rule. (lookup)

Program

List

List

Program Codes (SMARPLE)

Student’s residency code for the rule. (lookup)


List

Residence Code Validation (STVRESD)



Descriptions / Buttons Fields .............. ....................................................... Degree

Student’s degree code for the rule. (lookup)


List

Degree Code Validation (STVDEGC)

Liable Bill Hours From

Lowest number of liable billing hours in the range for the course grouping that can be used to determine if a student qualifies for this rule.

Liable Bill Hours To

Highest number of liable billing hours in the range for the course grouping that can be used to determine if a student qualifies for this rule.

Total Student Liable Hours From

Lowest number of student overall liable billing hours to be used to qualify for this rule. This is used only when assessing by course campus, course level, and/or course attribute, when the rule has a total institutionally defined number of part-time hours or fulltime hours qualification for the charge.

Total Student Liable Hours To

Highest number of student overall liable billing hours to be used to qualify for this rule. This is used only when assessing by course campus, course level, and/or course attribute, when the rule has a total institutionally defined number of part-time hours or fulltime hours qualification for the charge.

Registration Dates From

The earliest date in a range for assessing charges based upon a when a student first registers. The rule is based on the student's first registration entry. Valid date format is DD-MMM-YYYY.

Registration Dates To

The latest date in a range for assessing charges based upon a when a student first registers. The rule is based on the student's last registration entry. Valid date format is DD-MMM-YYYY.

Flat Charge Hours Range From

Lowest number of liable billing hours in the range for the course grouping that can be used to determine if a student qualifies for a flat charge. When the liable billing hours falls below the from flat hours, the student's rule qualification may change, and refunding and reversals are affected.

Flat Charge Hours Range To

Highest number of liable billing hours in the range for the course grouping that can be used to determine if a student qualifies for a flat charge.


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Descriptions / Buttons Fields .............. ....................................................... Flat Charge Amount

The flat amount to be charged for students whose liable billing hours for the course grouping fall within the defined flat hour range for the rule.

Crse (Course) Overload Start Hours

The starting hours for overload or flat plus per credit charging. This is used for assessing additional per credit charges when the student’s liable billing hours exceed the defined range for flat charges. The per credit charge on the rule will be applied to the difference between student's hours (for the grouping) and this number of hours.

User

The ID of the user who created or updated the rule. This field is display only.

Activity Date

The date the rule was last updated. This field is display only.

Copy Fee Assessment Rules To a New Term Window Use this window to edit the rule information copied from another term to reflect the new schedule of fees. Select the Copy Rules to New Term button in the Key Block to open this window. Select the Process Rule Copy button to save the changes you make in this window. Select the Return button to go back to the main window. The following fields are in this window.

Fields Descriptions / Buttons .............. ....................................................... From Term

The term code for the term to copy the rules from. (lookup)

To Term

List


College code for the college to copy the rules from. (lookup)

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The term code for the term to copy the rules to. (lookup)

College

List


List




Descriptions / Buttons Fields .............. ....................................................... Level

Level code for the student level to copy the rules from. (lookup)


Stud Attr (Student Attribute)

Student attribute code for the student attribute to copy the rules from.

Camp (Campus)

Campus code for the student campus to copy the rules from.

(lookup)

(lookup)

Dept (Department)

List

List

Student Attribute Validation (STVATTS)


Department code for the student department to copy the rules from. (lookup)

List


Crse Attr (Course Attribute)

Course attribute code for the course attribute to copy the rules from.

GMod (Grade Mode)

Grade mode code for the grade mode to copy the rules from.

Class

Class code for the class to copy the rules from.

(lookup)

(lookup)

(lookup)


List

List

List

List

Degree Program Attribute Validation (STVATTR)

Grading Mode Code Validation (STVGMOD)

Class Code Validation (STVCLAS)

Resd (Residence)

Residence code for the residency to copy the rules from.

Stud Type (Student Type)

Student type code for the student type to copy the rules from.

(lookup)

(lookup)

List

List


Residence Code Validation (STVRESD)

Student Type Code Validation (STVSTYP)

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Descriptions / Buttons Fields .............. ....................................................... Program

Program code for the program to copy the rules from. (lookup)

Program Codes (SMARPLE)

Crse Levl (Course Level)

Course level code for the course level to copy the rules from.

Major

Major code for the major to copy the rules from.

(lookup)

(lookup)

Rate

Admit Term

List

List


Major Code Validation (STVMAJR)

Rate code for the rate to copy the rules from. (lookup)

List

Student Fee Assessment Rate Validation (STVRATE)

Term code to copy the rules from of the term when the student was admitted. (lookup)

List


POT (Part-ofTerm)

Part-of-term code for the part-of-term to copy the rules from.

Degree

Degree code for the degree to copy the rules from.

(lookup)

(lookup)

Crse Camp (Course Campus)

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List

List

List

Part of Term Code Validation (STVPTRM)

Degree Code Validation (STVDEGC)

Course campus code for the course campus to copy the rules from. (lookup)


List

Campus Code Validation (STVCAMP)



Registration Fee Assessment Refund by Total Rules Form (SFARFND)

The Registration Fee Assessment Refund by Total Rules Form (SFARFND) captures the rules used by an institution for refunding registration related charges when refunding by total. You do not have to specify a clearing detail code for the penalties as a result of the refund calculation in refunding by total processing. If no detail code is entered, the penalty charges will revert back to the original detail code for the charge.

Fields Descriptions / Buttons .............. ....................................................... Period

The Period (Refund Period Number) field on SFARFND uses values from the Refund Period field on the Charge/Payment Source Code Validation Form (TTVSRCE). The values on TTVSRCE may be alpha or numeric, but must include 0 - 9 when using refund by total.

Ref by Total

The Ref(und) by Total box on the Term Control Form (SOATERM) must be checked in order for the rules specified by this form to be used.

Registration Fees Min/Max Charge Control Form (SFAFMAX)

The Registration Fees Min/Max Charge Control Form provides maximum and minimum amounts, by fee code, that the registration fee assessment algorithm can calculate. Prior to entering the data on this form, the proper validation forms must be created. To review the rules as they apply to a student without updating the database, you may use the Student Course/Fee Assessment Query Form (SFAREGF).

Registration Additional Fees Control Form (SFAAFEE)

The Registration Additional Fees Control Form provides the fee codes and the amounts that can be used in the Registration Additional Fees Form (SFAEFEE), which may be accessed through the Student Course Registration Form (SFAREGS). These codes and amounts will be included in registration fee assessment. Prior to entering information on this form, the fee codes must be entered on the Student Detail Code Control Form (TSADETC). Only a charge code may be used on this form.



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Registration Fee Assessment Audit History Form (SFAFAUD)

This form is used to assist in fee assessment processing and to record fee assessment records by ID and term. This allows you to see how the charge was placed on a student's accounting record. Fee assessment creates audit records and an audit history. The audit history stores the CRN for track by CRN processing. The Detail Audit Information window separates assessments into per credit, flat, and overload charges, and allows you to see the billing hours used, as well as overload starting hours and the per credit charges applied. Charges applied as a result of assessments from section fees and additional fees are displayed in the Note field. If the minimum or maximum restrictions from the rules or from SFAFMAX have affected the assessment, this is also displayed in the Note field. Key Block Use the Key Block to select the student you wish to audit and the term for which you wish to see fee assessment records. If the Term field is blank, records for all terms will be displayed. The following fields are in the Key Block.


Enter the ID of the student for whom you wish to see an audit. This field is required.

Term

Enter the term for which you wish to see the audit. This field is not required. If left blank, all records for the ID will be displayed. (lookup)

List


Detail Block This block displays the results of the query for the student with records for the term specified in the key or for all terms. These fields are display only. The following fields are in the Detail block.


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The term for which the fee has been charged to the student.




Descriptions / Buttons Fields .............. ....................................................... Activity Date

The date the assessment was entered or last updated.

Time

The time the assessment was entered or last updated.

Seqno (Sequence Number)

The sequence number of the rule from SFARGFE for this record.

Detail Code

The detail code (from TSADETC) for the rule that was applied for the charge.

DCAT (Detail Category Code)

The category of the detail code for the rule that was applied for the charge.

Accd Tran No (Account Transaction Number)

The transaction number from the TBRACCD table record (TBRACCD_TRAN_NUMBER) for this charge.

Amount

The total amount of the charge for the student.

Most Recent Assessment Total

This is the total of the charges for the student for all the terms being displayed.

Detail Audit Information Window Use this window to see additional detail information for a charge record that is displayed in the main window. To open this window, position your cursor on the record and use Next Block or select Fee Assessment Audit Detail from the Options Menu. Use the Return button to go back to the main window. The following fields are in the Detail Audit Information window.

Fields Descriptions / Buttons .............. ....................................................... Rule Type


The rule type from SFARGFE that was used to assess the charge. The rule type is grouped by student, course level, course campus, or course attribute.


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Descriptions / Buttons Fields .............. ....................................................... Rule Seqno (Rule Sequence Number)

The sequence number for the rule from SFARGFE that was used to create the charge.

Assessed by Course

Indicator that shows if the charge was derived from assess by course processing. Valid values are Y or N.

CRN

The course reference number associated with the charge. This field is populated if the Track by CRN checkbox is used on SOATERM, and the charge was generated by section fees.

Rule Student Hrs The overall student hours used to assess this charge.

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Assessment Source

The source object or process for the fee assessment. Choices are SFRFASC, online from SFAREGS, online from Voice Response telephone registration, online from Web self-service, and TSASPAY.

Rule Liable Hrs

The liable billing hours for the student used to assess this charge.

At

The amount to be charged per liable bill hour during rule processing.

Per Hr Chrg

The total per credit charge from SFARGFE calculated by the rule processing.

Rule Flat Hr Range (From)

The from flat hour definition from SFARGFE that was used to calculate the flat amount when the charge was created.

Rule Flat Hr Range (To)

The to flat hour definition from SFARGFE that was used to calculate the flat amount when the charge was created.

Flat Fee Charge

The flat charge amount used from the rule in SFARGFE when the charge was created. The charge amount will appear in this field if the charge was derived from a flat charge rule.

Overload Hrs

The result of a calculation of the student’s liable billing hours. This is the start hours for the overload charge value from SFARGFE for this rule, if the charge was derived from an overload charge rule.




Descriptions / Buttons Fields .............. ....................................................... At

The per credit amount in the rule to be used for the overload hours.

Overload Chrg

The total overload or plus per credit charge calculated by the rule processing, if the charge was derived from an overload charge rule.

Refund By

The source of the refund percentage for the assessment.

RSTS

This is the student registration status code and description from SFARSTS that was used to create the charge, if the charge was the result of refund processing for a specific CRN.

ESTS

This is the overall student status code and description from SFAESTS that was used to create the charge, if charges are derived from overall status codes, and this charge was the result of refund processing by enrollment status code.

Note

This field is used to add text to explain the audit record, such as to note that a minimum/maximum rule was invoked to limit the charge and display charges that were applied as a result of section fees or additional fees processed.

User ID

This is the ID of the person who created or last updated the charge, either online or using batch processing.

Curriculum Rules Control Form (SOACTRL)

Use this form to set various options related to the use of the curriculum rules and to set the severity level of curriculum checking for the associated Student System modules. For more information on using curriculum rules, please refer to please refer to the CAPP Handbook.



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Fields Descriptions / Buttons .............. ....................................................... Use CAPP’s Program Planning

Radio group that indicates whether programs are used in conjunction with curriculum rules. If so, every new and existing curriculum rule most contain a program code. The option cannot be set to Yes unless every curriculum rule contains a program code. Every new curriculum rule must contain a program code. Choices are: Yes -- Programs are used in conjunction with curriculum rules. You have assigned a program to every curriculum rule. You will not be able to build new curriculum rules unless you assign a program to the base rule. No -- Programs are not necessarily used in conjunction with curriculum rules. Consequently, program code is an optional field for new and existing curriculum rules. Column: SOBCTRL_PROGRAM_IND

Use Curriculum Rules

Radio group that indicates whether curriculum rules are enforced. This feature is also referred to as curriculum checking. When you add or update a curriculum record in Recruiting, Admissions, General Student, Academic History, or CAPP, the system validates that the curriculum is in effect on the Curriculum Rules Form (SOACURR). Choices are: Yes --Curriculum rules are applied based upon the Error Severity flags for each module set on SOACTRL and the module controls set for each base curriculum rule on Curriculum Rules Form (SOACURR). No -- Curriculum checking is not performed. Note: If you are using CAPP features (Use CAPP's Program Planning is set to Yes), you must also have curriculum rule checking in effect. When Use CAPP's Program Planning is set to No, Use Curriculum Rules may be either Yes or No. Column: SOBCTRL_CURR_RULE_IND

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Descriptions / Buttons Fields .............. ....................................................... Attach Concentrations to Majors

Radio group that indicates how concentrations can be attached to curriculum rules. Choices are: Yes -- Concentrations can be attached to major/department rules and to base curriculum rules. When attached to a major/ department rule, a concentration is valid only within the specified major/department rule. No -- Concentrations cannot be attached directly to major/ department rules, although they can be attached to base curriculum rules. Also, you cannot access the Major-Dependent Concentrations window from the Majors/Departments Rules window. Concentrations attached directly to base curriculum rules are valid for any majors within the base curriculum rule. Column: SOBCTRL_CONC_IND

Create/Update Degree with Primary Curriculum

Radio group that sets the value of the P (Primary) checkbox default on the Curriculum Rules Form (SOACURR). The Primary checkbox setting in the curriculum rule is the default value for the Create/Update Academic History Degree Record checkbox on the Primary Curriculum window of the General Student Form (SGASTDN). When that checkbox is checked, the system creates or updates a degree record in the Degrees and Other Formal Awards Form (SHADEGR) in Academic History from the primary curriculum in General Student. Choices are: Yes -- Primary checkbox is checked by default on the Curriculum Rules Form (SOACURR). No -- Primary checkbox is unchecked by default on the Curriculum Rules Form (SOACURR). Column: SOBCTRL_PRIM_ROLL_IND



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Descriptions / Buttons Fields .............. ....................................................... Create/Update Degree with Secondary Curriculum

Radio group that sets the value of the S (Secondary) checkbox default on the Curriculum Rules Form (SOACURR). The Secondary field in the curriculum rule is the default value for the Create/Update Academic History Degree Record checkbox on the Secondary Curriculum window of the General Student Form (SGASTDN). As a result, the system creates or updates a degree record in the Degrees and Other Formal Awards Form (SHADEGR) in Academic History from the secondary curriculum in General Student. Choices are: Yes -- Secondary checkbox is checked by default on the Curriculum Rules Form (SOACURR). No -- Secondary checkbox is unchecked by default on the Curriculum Rules Form (SOACURR). Column: SOBCTRL_SECD_ROLL_IND

Error Severity (Recruiting)

Radio group that indicates the severity of curriculum checking in the Recruiting module. Choices are: Fatal -- System does not allow a curriculum combination that is not defined and locked on the Curriculum Rules Form (SOACURR). Warning -- A message is generated that the curriculum combination is invalid, and the user is given the option to continue or cancel. No Checking -- Curriculum rules are not checked, and no message is displayed. Column: SOBCTRL_REC_ERRLVL_IND

Error Severity (Admissions)

Radio group that indicates the severity of curriculum checking in the Admissions module. Choices are: Fatal -- System does not allow a curriculum combination that is not defined and locked on the Curriculum Rules Form (SOACURR). Warning -- A message is generated that the curriculum combination is invalid, and the user is given the option to continue or cancel. No Checking -- Curriculum rules are not checked, and no message is displayed. Column: SOBCTRL_ADM_ERRLVL_IND

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Descriptions / Buttons Fields .............. ....................................................... Error Severity (General Student)

Radio group that indicates the severity of curriculum checking in the General Student module. Choices are: Fatal -- System does not allow a curriculum combination that is not defined and locked on the Curriculum Rules Form (SOACURR). Warning -- A message is generated that the curriculum combination is invalid, and the user is given the option to continue or cancel. No Checking -- Curriculum rules are not checked, and no message is displayed. Column: SOBCTRL_STU_ERRLVL_IND

Error Severity (Academic History)

Radio group that indicates the severity of curriculum checking in the Academic History module. Choices are: Fatal -- System does not allow a curriculum combination that is not defined and locked on the Curriculum Rules Form (SOACURR). Warning -- A message is generated that the curriculum combination is invalid, and the user is given the option to continue or cancel. No Checking -- Curriculum rules are not checked, and no message is displayed. Column: SOBCTRL_HIS_ERRLVL_IND

Error Severity (CAPP Compliance Request)

Error severity of curriculum checking for compliance requests in CAPP has just one value, Fatal. It cannot be changed. Consequently, if the Use Curriculum Rules option is Yes, the system validates that the curriculum combination used for a compliance evaluation is in effect on the Curriculum Rules Form (SOACURR). Otherwise, the system does not permit the compliance evaluation. Column: SOBCTRL_DAU_ERRLVL_IND

Activity Date

Date the settings on the Curriculum Control Form (SOACTRL) were added or last updated. This date is system-controlled. It cannot be changed. Column: SOBCTRL_ACTIVITY_DATE



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Procedures To set the error severity for curriculum checking: 1.

Access the Curriculum Rules Control Form (SOACTRL).

2.

Select the appropriate Fatal, Warning, or No Checking radio button for the each of the Recruiting, Admissions, General Student, Academic History, and CAPP Compliance Request Error Severity Indicators.

3.

Save. Note: The Activity Date field is updated when you save your selections.

To enable curriculum checking: 1.


2.

Select the Yes radio button for the Use Curriculum Rules Indicator.

3.


To specify that concentrations can be attached to major/department rules as well as to base curriculum rules: 1.


2.

Select the Yes radio button for the Attach Concentrations To Majors Indicator.

3.


Curriculum Rules Form (SOACURR)

This form is used to view or create curriculum rules. The key to this form is term, which is optional. If you put the term in the key, the form only shows you the rules which are valid for that term; no future term rules are displayed. For more information on using curriculum rules, please refer to please refer to the CAPP Handbook.

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The form is entered in query mode. You may search on term, program, level, campus, college, or degree to display base rule information. This data is sorted in alpha order if a program exists. If not, base rules are sorted in numeric order by rule number. Note: It is important to understand what is meant by "base curriculum information" when you are building curriculum rules. Base curriculum information consists of program, campus, level, college, and degree. These items work on the same concept as catalog base information. The Curriculum Rules Form (SOACURR) checks with the Program Definition Rules Form (SMAPRLE) when you try to attach a program to a rule. The program isn't required unless the Use CAPP's Program Planning radio group on the Curriculum Rules Control Form (SOACTRL) is set to "Yes". When program is used on a rule, the level, campus, college, and degree have to match what has been defined on SMAPRLE. If the campus on SMAPRLE is blank, all campuses are valid for the rule. The information defaults back into SOACURR from the List of Values window for SMAPRLE. . Fields Descriptions / Buttons .............. ....................................................... Untitled

The number displayed to the left of the Program field is the system-assigned rule number.

P

The P checkbox (General Student Primary Curriculum) indicates if you wish to create a degree record for the primary curriculum by displaying checked (set to Y) or unchecked (set to N).

S

The S field (General Student Secondary Curriculum) indicates if you wish to create a degree record for the secondary curriculum by displaying checked (set to Y) or unchecked (set to N). These values default based upon the settings defined on SOACTRL. These fields are updateable.

Lock

The Lock checkbox is used to "lock" a rule. Only rules which are locked may be assigned to a person. The default setting for this field is unlocked or unchecked. If you unlock the rule, it is no longer available to be assigned to a person.

You are permitted to attach majors to base rules or majors/department when the radio group for Attach Concentrations to Majors on SOACTRL on has been set to "Yes". To attach majors to base rules, select the base rule and then select No Attached Concentrations from the Options Menu to access the Rule-Based Concentrations window. To attach concentrations to majors/department, select the rule associated with the major/department in which you are interested. Then select Attached Majors from the Options Menu to access the Majors/Department Rules May 2003 Confidential


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window. Select the major for which you wish to attach a concentration, and then select No Attached Concentrations from the Options Menu. You may navigate among the additional windows of SOACURR using the Options Menu items. Use the Edit function or the Return button from the additional windows to return to the main window.

Module Control Window Use this window to set module control on a base rule. The base rule information displays at the top of the window. Module control is term effective. This window is used to set the validity of a rule in a given module as of the From Term. So, rules can be turned on and off over time by module using the radio group for the selected module(s). You will receive the Fatal or Warning message if you try to assign a rule inappropriately, provided one of those options is set on SOACTRL.

Majors/Department Rules Window Use this window to attach majors to rules. The base rule displays at the top of the window. You can copy attached majors/departments to a new effective term or end them as of a given term. The message "No Effective Terms Found" appears in the window until at least one record is added for an initial term range (e.g., 199501 - 999999). If the record is copied or ended, creating multiple effective term records (e.g, 199501 - 199601 and 199601 - 999999), the message "Multiple Effective Terms Present" will display in the window. A List function from the From Term field will display the major/department rule effective terms which exist. When attempting to copy or end a rule, the list of terms presented will not include terms which have already been used for copying or ending. Even though the base rule to which a major is attached may be valid for a given term and module, only some of the majors attached may be valid. Majors may be turned on and off over time in Recruiting, Admissions, General Student, Academic History, and CAPP using the checkboxes in this window. A major may have concentrations attached. These display in the Conc(entrations) field. Majors are usually formed within departments, and concentrations are usually formed within majors. When "****" is displayed in the Conc(entrations) field, it indicates that multiple concentrations are attached to that major. To view the concentrations for a major, perform a Help function from the Major field, or select Attached Concentrations from the Options Menu. Majors and departments can be set up and used separately. The combination of major and department is also valid.

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Fields Descriptions / Buttons .............. ....................................................... EDI Mapped Indicator

Use the EDI Mapped Indicator to indicate the curricula which have been mapped for Web and EDI processing.

Use the EDI Cross-Reference Curriculum Rules Form (SOAXCUR) to define valid curricula which can be displayed on the Web admissions application and also to define the description which should display. You can access SOAXCUR from the Options Menu on SOACURR. Note: To use Web Admissions Application processing and/or receive EDI admissions applications, the programs of study for which an applicant can apply must be defined on SOACURR, cross-referenced to valid EDI values on the EDI Cross-Reference Curriculum Rules Form (SOAXCUR), be in effect for the term for which the application is submitted, and be valid for Admissions processing. Web and EDI application processing use the college, degree, and major from the curriculum rule to populate these fields in the applications created.

Major-Dependent Concentrations Window Use this window to view concentrations attached to a major. The base rule and specific major display at the top of the window. The concentrations attached to the major can be turned on and off over time, using the checkboxes for the modules. You can copy attached concentrations to a new effective term or end them as of a given term. The message "No Effective Terms Found" appears in the window until at least one record is added for an initial term range (e.g., 199501 - 999999). If the record is copied or ended, creating multiple effective term records (e.g., 199501 199601 and 199601 - 999999), the message "Multiple Effective Terms Present" will display in the window. A List function from the From Term field will display the concentration rule effective terms which exist. When attempting to copy or end a rule, the list of terms presented will not include terms which have already been used for copying or ending. The system will interpret a window with no data as an indicator that ALL concentrations are valid for the major. In order to specify that NO concentrations are valid, a value (e.g., XCON - No Concentrations Valid) should be created on the Major, Minor, Concentration Code Validation Form (STVMAJR) and entered in this window for the specific major where no concentrations are valid. Use an Edit function from the From Term field to access the Major/Department Rules window, or select Return to Major/Department Rules from the Options Menu.



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Rule-Based Concentrations Window Use this window to view concentrations attached to rules. The window is accessible regardless of how the radio group for Attach Concentrations to Majors on the Curriculum Control Form (SOACTRL) has been set. The base rule information is displayed at the top of the window. You can copy concentration rules to a new effective term or end them as of a given term. The message "No Effective Terms Found" appears in the window until at least one record is added for an initial term range (e.g., 199501 - 999999). If the record is copied or ended, creating multiple effective term records (e.g., 199501 - 199601 and 199601 - 999999), the message "Multiple Effective Terms Present" will display in the window. A List function from the From Term field will display the concentration rule effective terms which exist. When attempting to copy or end a rule, the list of terms presented will not include terms which have already been used for copying or ending. The system will interpret a window without data as an indicator that ALL concentrations are valid for the rule. In order to specify that NO concentrations are valid, a value (e.g., XCON - No Concentrations Valid) should be created on the Major, Minor, Concentration Code Validation Form (STVMAJR) and entered in this window for the rule.

Curriculum Minor Rules Window Curriculum minors are attached directly to the base rule. The base rule information displays at the top of the window. You can copy attached minors to a new effective term or end them as of a given term. The message "No Effective Terms Found" appears in the window until at least one record is added for an initial term range (e.g., 199501 - 999999). If the record is copied or ended, creating multiple effective term records (e.g., 199501 - 199601 and 199601 - 999999), the message "Multiple Effective Terms Present" will display in the window. A List function from the From Term field will display the minor rule effective terms which exist. When attempting to copy or end a rule, the list of terms presented will not include terms which have already been used for copying or ending. The system will interpret a window with no data as an indicator that ALL minors are valid for the rule. In order to specify that NO minors are valid, a value (e.g., XMIN - No Minors Valid) should be created on the Major, Minor, Concentration Code Validation Form (STVMAJR) and entered in this window for the specific rule where no minors are valid.

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Student Term Break Form (SOATBRK)

This form is used to provide a method for institutions to define break periods within the period of enrollment or term. A break period less than five calendar days is considered part of the period of enrollment. A break period that is equal to or more than five calendar days is not counted as part of the period of enrollment. SCT Banner uses the break periods defined for the term to determine the percent attended when a student withdraws from the institution. Break days will be determined as entered on SOATBRK and the SORTBRK table on a term basis. All consecutive calendar days (including weekends) must be entered within any vacation period for this feature to function correctly. (Example: Classes do not meet on weekends. Thanksgiving vacation days include Thursday, Friday, and the following Monday. A total of five calendar days – Thursday, Friday, Saturday, Sunday, and Monday – must be entered on SOATBRK.) The form will not: •

permit an overlap in dates for break periods, (that is, the start date cannot be between start and end of another period),

•

allow consecutive break periods (records) to be entered, (that is, the start date cannot be end date plus one of another period), or

•

permit break days to be entered as start and end dates of term.

The Student Withdrawal Form (SFAWDRL), where the Title IV withdrawal date is entered, will display the appropriate break days (greater than or equal to five consecutive days), and this value will be used to calculate the attend percentage.

Key Block Use this block to define the term in which the break rule will be created.


Code of the term as defined on the Term Code Validation Form (STVTERM). (lookup)


List

Term Code Validation list

Start Date

Start date of the term. This field is display-only.

End Date

End date of the term. This field is display-only.


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Term Break Rules Block Use this block to build the rules for the term break periods.

Descriptions / Buttons Fields .............. ....................................................... Description

Description of the break period (for example, Spring Break). This field allows update, insert, and query.

Start

Start Date. First day of the break period. This field allows update, insert, and query.

End

End Date. Last day of the break period. This field allows update, insert, and query.

Total Days

Total number of days of the break period. SCT Banner generates this value based on the values in the Start and End fields. You can change it only by changing the value in the Start and End fields. This is a calculated non-database field, calculated as the END_DATE minus the START_DATE, plus one.

User

ID of the user who created or last modified the break definition. This field is display-only.

Activity Date

Date on which the break period was created or last modified. This field is display-only.

Student Withdrawal Form (SFAWDRL)

Use this form to withdraw a student from enrollment for the term. When you withdraw a student from the term using this form, SCT Banner begins the processing of the student’s Title IV refund information. You can also use this form to update information that SCT Banner will use later to calculate the student’s Title IV refund, such as:

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•

Record a Title IV effective withdrawal date and status, and a start date and end date of enrollment.

•

Record any additional amount for allowable institutional costs not assessed via SCT Banner Accounts Receivable.




•

Record any days for approved leave of absence. The percent of period attended will be calculated based on this data, the start and end of term as recorded in STVTERM or by part-of -term as indicated on SOATERM, and break periods of five or more days as recorded in the Student Term Break Form (SOATBRK) and the SORTBRK table.

•

Be warned if the student still has active enrollment status when a withdrawal code is entered.

•

Calculate the amount of original institutional charges for the term from the TBRACCD records for the term, which have the tbraccd_orig_charge_ind set to Y on records with detail codes where the tbbdetc_inst_charge_ind is set to Y. This form also displays all TBRACCD records for the term with detail codes where the tbbdetc_inst_charge_ind is set to Y with an updatable checkbox for the tbraccd_orig_charge_ind and totals for the sum of original institutional charges and of other institutional charges. If changes are made to the Original Charge Indicators, the new total will be taken back as the amount of original charges on the Title IV withdrawal record. All processing of the enrollment status, course status, and registration fee assessment must be completed before accessing SFAWDRL.

•

View current course information (from SFRSTCR) similar to SFAREGQ, including:

•

•

CRN

•

Part-of term

•

Subject

•

Course number

•

Section

•

Enrollment status

•

Enrollment status date

•

Last date of attendance

Maintain additional withdrawal information such as: •

Enrollment start and end dates

•

Days in enrollment period as well as the days attended

•

The total institutional charges

•

Free form user withdrawal comments

Key Block Use this block to enter the ID and term for the student who is being withdrawn.



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ID of the student. (lookup)

Term

List

Person Search Form (SOAIDEN)

Code of the withdrawal term as defined on the Term Code Validation Form (STVTERM). (lookup)

List


Withdrawal Status Information Block Use this block to enter the withdrawal information.

Fields Descriptions / Buttons .............. ....................................................... Sequence No

Sequence number of the withdrawal record. SCT Banner assigns this value. It cannot be changed. The sequence number exists for each pidm/term, then becomes a one-up number if additional records are created. Tip: You can use this value to cross-reference the student’s withdrawal record when you calculate the student’s Title IV refund on the Return of Title IV Fund Calculation Form (RPATIVC).

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User

ID of the user who created/updated the withdrawal record for the student. SCT Banner assigns this value. It cannot be changed.

Activity Date

Date on which this withdrawal record was created/updated. SCT Banner assigns this value. It cannot be changed.

Current Enrollment Status

Enrollment status of the student. This value comes from the Student Course Registration Form (SFAREGS). It cannot be changed.

Status Date

Date on which the value in the Current Enrollment Status field was assigned. This value comes from the Student Course Registration Form (SFAREGS). It cannot be changed.




Descriptions / Buttons Fields .............. ....................................................... Processed

Checkbox that indicates whether SCT Banner Financial Aid has processed the withdrawal and calculated the Title IV refund. It cannot be changed. This checkbox is set by the SCT Banner Financial Aid process when recalculating awards. Once SCT Banner Financial Aid processes the withdrawal calculation, the process sets this indicator to Y (checked).

WD Code

checked

The withdrawal has been processed in SCT Banner Financial Aid.

unchecked

The withdrawal has not yet been processed in SCT Banner Financial Aid.

Withdrawal status code. This value defaults from the Wdrl Code on STVESTS, (where the (Enrollment Status) Code on STVESTS is equal to the (Enrollment) Status (Code) on SFAREGS and may be null). This field is enterable and is validated against STVWDRL. If the TIV Update Ind(icator) on STVWDRL is Y, then the Wdrl Ind(icator) on STVESTS also is Y for the (Enrollment) Status (Code) on SFAREGS. If not, you will receive an error message "Withdrawal Code not valid in combination with Current Enrollment Status". Also, if the Period Midpoint Ind(icator) on STVWDRL is Y, then the Effective WD Date will be defaulted as the approximated midpoint date of the enrollment period, and Percent Attended will be defaulted to 50%. (lookup)


List

Withdrawal Status list

Effective WD Date

Effective date of the withdrawal, entered by the user, unless it is defaulted to the midpoint date of the enrollment period as specified above. This date must fall between the Enrollment Start and Enrollment End dates.

TIV Record

Check box that indicates whether the student is a Title IV award recipient for the term in the key. checked

The student received Title IV funds for this term.

unchecked

The student did not receive Title IV funds for this term.


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Enrollment Start

Start date of the enrollment period, which defaults to the term start date based on the start date of the term in the key. If the user enters a date, the form will validate it to ensure that the start date is less than the end date.

Enrollment End

End date of the enrollment period, which defaults to the term end date based on the end date of the term in the key. If the user enters a date, the form will validate it to ensure that the start date is less than the end date.

Enrl Break Days

Total number of break days during the enrollment period, which default from data entered on Student Term Break Form (SOATBRK) for the term in the key. It cannot be changed.

Days In Period

Total number of days that classes were held during the enrollment period. SCT Banner calculates this value. It cannot be changed. See the Calculation Information section which follows.

Attend Break Days

Number of break days during the period that the student was enrolled, which defaults in and is calculated as the number of approved break days (from SOATBRK) that fall within the students’ period of attendance. SCT Banner calculates this value. It cannot be changed.

Days Attended

Total number of days that the student attended classes at the institution during the term. SCT Banner calculates this value. It cannot be changed. See the Calculation Information section which follows.

Percent Attended

Percentage of the total number of days that the student attended classes during the term, which is calculated or defaults to 50%. It cannot be changed. See the Calculation Information section which follows.

Original Charges

Total dollar amount of all charges designated as original for the student during the term, which defaults from the key. It cannot be changed.




Descriptions / Buttons Fields .............. ....................................................... Other Costs

Dollar amount of any other costs assessed to the student during the term. You can change the value in this field to reflect any updates to the student’s account by entering an amount in dollars and cents. Note: This field is not used in any calculations on the form. Record any additional amount for Allowable Institutional Costs not assessed via SCT Banner Accounts Receivable.

Comment

Text that you want to associate with this particular withdrawal record.

Calculation Information The Days in Period are calculated as follows: •

Term Dates Calculation (from STVTERM): STVTERM End Date – STVTERM Start Date + 1 = Possible days in term. Possible days in term – vacation (five or more consecutive calendar days) = Days in term for student.

•

Part-of-Term Calculation (from SOATERM): Last day of last part-of-term – First day of first part-of-term + 1 = Possible days in term. Possible days in term – vacation (five or more consecutive calendar days) = Days in term for student.

The Days Attended are calculated as follows: •

For Term: Days Attended equals Withdrawal date – STVTERM Start Date (or manually entered date) – vacation (five or more consecutive calendar days) plus one.

•

For Part-of Term: Days Attended = Withdrawal date – First day of first part-of-term (or manually entered date) – vacation (five or more consecutive calendar days) + 1.

The Percent Attended may be defaulted to 50%. Otherwise, the value is defaulted as follows: % enrolled =


Days attended ------------------------------Days in term for student


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Institutional Charges Detail Information Window Use this window to view detailed information about the institutional charges assessed to the student’s account for the enrollment period and to make any corrections to the charges that should be designated as original during Title IV refund calculations. You may manually change charges to be original or not, using the Original Charge checkbox.

Fields Descriptions / Buttons .............. ....................................................... Detail Code

Detail code of the charge. This field is display-only.

Description

Description of the charge. This field is display-only.

Effective Date

Effective date of the charge. This field is display-only.

Trans Date

Transaction date of the charge. This field is display-only.

Amount

Amount of the charge. This field is display-only.

Original Charge

Checkbox that indicates whether the charge should be considered original for Title IV refund calculations. checked

The charge is considered as original.

unchecked

The charge is not considered as original.

Total Original Charges

Total dollar amount of the charges designated as original on this window. SCT Banner calculates this value based upon the value of the Original Charge checkbox.

Total Other Charges

Total dollar amount of non-original institutional charges that will be included in Title IV refund calculations. This field is displayonly.

Total Net Institutional Charges

Sum of the values in the Total Original Charges field and the Total Other Charges field.

Course Detail Information Window This window is used to view the course registration status records for the student, including the last date that the student attended each course. These fields are display only, except for Last Date Attended, which may be entered or modified.

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Fields Descriptions / Buttons .............. ....................................................... CRN

Course reference number. This field is display-only.

P/T

Part of term. This field is display-only.

Subj

Subject of the course. This field is display-only.

Crse

Number of the course. This field is display-only.

Sec

Course section. This field is display-only.

Status Code

Enrollment status code. This field is display-only.

Status Date

Date the enrollment status was assigned. This field is displayonly.

Last Date Attended

Last date that the student attended the course. This date may be used to determine the last date of attendance.

SFAWDRL and Status Changes If status code, date, or original charges have changed, when accessing the Withdrawal Status Information block from the key, a pop-up window indicates that changes have occurred and displays the old/new values for all three. 1.

If the status code/date have changed, the user has three options: (a) Create a new record. (b) Update the existing status code/date. (c) Exit. If the user chooses to update an existing record, the new status code and date are defaulted into the SFRWDRL block. The user may update other fields only if the SFRWDRL_PROCESSED_IND = N.

2.

If the original charges amount has changed, and if the SFRWDRL_PROCESSED_IND = N, the user has three options:

(a) Create a new record. (b) Update the original charges amount. (c) Exit. May 2003 Confidential


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If a user chooses to update an existing record, the new amount will default in for the original charges. Other fields may be updated by the user, including the Institutional Charges Detail Information window, should the user choose to update the Original Charge Indicators. 3.

If the SFRWDRL_PROCESSED_IND = Y, and if post-withdrawal disbursement is to occur, the user has three options: (a) Update the institutional charges amount. (b) Update the Original Charge Indicators to match institutional charges previously used in the calculation. (c) Exit.

4.

If the SFRWDRL_PROCESSED_IND = Y, and if the return of funds is to occur, the user has three options: (a) Create a new record. (b) Update the Original Charge Indicators to match institutional charges. (c) Exit. If the user chooses to update the institutional charges amount, the new amount will default in, and no other fields will be updatable. If the user chooses to update the Original Charge Indicators, the form will go to the Institutional Charges Detail Information window where the user can update the Original Charge checkbox. Two totals will display: •

Locked original charges

•

Current original charges

As the checkbox is changed, the Current Original Charges field will be updated. The user will be able to save changes only when the two amounts are equal. The user may exit without making changes. 5.

After going from the key to the SFRWDRL block, the following is checked: (a) If the student’s status code has changed (KEY_BLOCK.ESTS_CODE is different than the SFRWDRL_ESTS_CODE). (b) If the student’s status date has changed (KEY_BLOCK.ESTS_DATE is different than the SFRWDRL_ESTS_DATE). (c) If the student’s original charges amount has changed (KEY_BLOCK.TOTAL_ORIG_CHGS is different than the SFRWDRL_ORIGINAL_CHARGES). If any of these three values has changed, a dialogue box stating which fields have changed appears and displays the new values of those fields. A user can compare current values on the form to the new values, to decide on a course

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of action. After the user responds to the dialogue box by selecting OK, the following happens: For scenarios #1 and #2 above, an option window appears with the following options. •

Create new record

•

Update status code and/or date

•

Exit without changes

If the user chooses to update, the status code/date from the key default in. For scenario #3 above, there are three different situations to check for, each having different options: (a) If SFRWDRL_PROCESSED_IND = N: •

Create a new record.

•

Update the original charges amount.

•

Exit without changes.

If the user chooses to update the original charges, the total original charges amount from the key will default in. (b) If SFRWDRL_PROCESSED_IND = Y and there is a post-withdrawal disbursement (check Financial Aid tables for amount-earned > amountdisbursed): •

Update the original charges amount.

•

Adjust the Original Charge Indicators to match institutional charges previously used in the calculation.

•

Exit without changes. If the user chooses to update the original charges, the total original charges amount from the key will default in. If the user chooses to adjust the indicators, access the Institutional Charges Detail Information window.

(c) If SFRWDRL_PROCESSED_IND = Y and there is a return of funds (check Financial Aid tables for amount-disbursed > amount-earned): •

Create a new record.

•

Adjust the Original Charge Indicators to match institutional charges previously used in the calculation.

•

Exit without changes. If the user chooses to adjust the indicators, access the Institutional Charges Detail Information window.



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In any of the above scenarios, if the user opts to "Create a new record", the cursor is placed on WD Code field if null (and it will be null if the STVESTS_WDRL_CODE_DEF is null). If the WD Code is not null (meaning STVESTS_WDRL_CODE_DEF gave it a value), then the cursor is in the Effective WD Date field. If the user chooses to "Exit without changes", a Rollback occurs. (Note: This is the end of the discussion of the three scenarios listed above.) If the SFRWDRL_PROCESSED_IND = Y, the user may not update any other fields on the form. If the SFRWDRL_PROCESSED_IND = N, the user may update all updatable fields.

Student Withdrawal Query Form (SFIWDRL)

Use this form to view and query withdrawal information about a student from SFAWDRL. You can view information for either a single term or all terms. Withdrawal records appear in descending order by term, and within each term, descending order by record sequence. This form is for query purposes only; you cannot make changes to any of the values on this form. You may access this form from SFAREGS using the Options Menu.

Key Block Use this block to enter the ID and term for the student who is being withdrawn.

Descriptions / Buttons Fields .............. ....................................................... ID

ID of the student for which you want to view withdrawal information. (lookup)

Term

Person Search Form (SOAIDEN)

Code of the term of the withdrawal record as defined on the Term Code Validation Form (STVTERM). If a term is entered, only records for that term will be displayed. If no term is entered, all records for all terms for the student will be displayed. (lookup)

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List


List




Withdrawal Information Block Use this block to view detailed withdrawal information for the student. The fields in this block are ordered in descending order by term, and within each term, descending order by record sequence.


Code of the term of the withdrawal record as defined on the Term Code Validation Form (STVTERM).

Seq

Sequence number of the withdrawal record. SCT Banner assigns this value. It cannot be changed. Note: You can use this value to cross-reference the student’s withdrawal record when you calculate the student’s Title IV refund on the Return of Title IV Fund Calculation Form (RPATIVC).

Wdrl Code

Withdrawal status code.

Withdrawal Date

Effective date of the withdrawal.

TIV Ind

Checkbox that indicates whether the student is a Title IV award recipient.

Processed Ind


checked

The student received Title IV funds for this term.

unchecked

The student did not receive Title IV funds for this term.

Checkbox that indicates whether SCT Banner Financial Aid has processed the withdrawal and calculated the Title IV refund. checked

The withdrawal has been processed in SCT Banner Financial Aid.

unchecked

The withdrawal has not yet been processed in SCT Banner Financial Aid.

Enrollment Start Date

Start date of the enrollment period.

Enrollment End Date

End date of the enrollment period.


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Descriptions / Buttons Fields .............. ....................................................... Days in Period

Number of days that the student could have attended class during the enrollment period.

Days Attended

Total number of days that the student attended classes during the enrollment period.

Percent Attended

Percentage of the total number of days that the student attended classes during the enrollment period.

Original Charges

Total dollar amount of all charges designated as original for the student during the enrollment period.

Other Costs

Dollar amount of any other costs assessed to the student during the enrollment period.

Comments Window Use this window to view comments about the student’s withdrawal, which were entered on SFAWDRL. The Comment window is accessed using the Comments Data/No Data button.

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13 Registration Registration Procedures

Registration Procedures 13

Registration

Registration Tables to be Updated Each Semester The following list is of validation and control forms that need to be updated each semester before registration can occur.

Validation Table/Control/Rules Form

Information Required for Update

STVTERM

Term Validation Form

Need start and end dates for the semester. Also helpful to have housing and financial aid dates.

SSAEXCL

Schedule Exclusion Rules Form

Determine holidays and vacation periods.

SOATERM

Term Control Form

Determine starting course reference number. Set the Permit (Registration) flag to checked. Enter the registration readmit term—the last semester a student must have attended in order to register. Need start and end dates, number of weeks, and census dates for each part of term. Set registration errors.

SFAMHRS

Registration Maximum Hours Form

For each student level, enter the maximum hours for which a student can register.

SFAESTS

Enrollment Status Control Form

For each enrollment status (as determined on STVESTS), enter the status start and end dates. Note: EL (Eligible to Register) must refer to the start of advance registration, not the first day of classes.

SFARSTS

Course Registration Status Form

For each part of term (as determined on SOATERM), enter the course status (as determined on STVRSTS), the effected by student enrollment status, and the start and end dates. Note: Any code that can be used during advance registration needs advance registration start dates.

SOACTRM


Continuant Term Rules Form

For each student type (as determined on STVSTYP), enter terms which constitute consecutive enrollment.


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Mainline Edit Registration Overview The following registration functionality works consistently: processing multiple registration records for a person for the same term, processing enrollment counts, and using common program procedures for registration processing in baseline, Web, and Voice Response. When you begin registration processing, you are logged into the Registration Access Control Table (SFRRACL). If another current entry exists in that table for ID and term, you will be denied access. Registration records are recorded in the Registration Temporary Table (SFTREGS), and when all errors are corrected, the registration is saved to the Student Course Registration Repeating Table (SFRSTCR). Enrollment counts are updated only when the registration is finalized and saved to SFRSTCR. If you shut down registration before the final save process, the registration record will not be recorded, and the enrollment counts will not be updated. All edits on registration are located in or called from common procedures in SFKEDIT. Caution: It is necessary to truncate and reorganize the SFRRACL and SFTREGS tables as part of regular database maintenance performed when registration is not available.

Registration Access Control Table (SFRRACL) This table is used to control simultaneous access to registration records for the same person. Please see the Registration Processing section for more information.

Registration Temporary Table (SFTREGS) The SFTREGS table is used as a workpad for registration processing. Once all issues/ errors have been addressed and the registration record has been finalized, the temporary table entries are moved to SFRSTCR, and all enrollment counts are updated. If the registration record is never finalized, the counts are not updated, and the person is not enrolled in the requested courses. Note: Records are not automatically deleted from SFTREGS. It is expected that they will be deleted during normal database maintenance such as when the table is truncated and reorganized. Entries are created in SFRSTCA that reflect the changes to the registration record on the workpad.

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Registration Processing Starting Registration When you begin processing a student’s registration, a function is called to check registration access activity. If another active registration session is found for the ID and term, a value of FALSE is returned, and you will receive the message “Another registration session is in progress for this ID and TERM. Please try again later.” If an expired access record exists, it is updated by the function with the current user’s information, and registration is allowed to continue. The length of time that a registration session remains active is determined by the number of minutes entered in the External Code field in the GTVSDAX rule for Internal Code value of REGACCTIME. Saving Registration When you save the registration record, a function is called to determine whether the current user is still in control of the registration session. The function checks the access table to determine whether another registration session has been initiated against the same ID and term, which may happen if the first user’s registration session remains idle for a period longer than the time out limit. If the registration access is no longer valid for the first user, you will receive the message “Another registration session intervened for this ID and TERM while your session was idle. Please try again later.” when you try to perform any registration-related activity. The registration session will be rolled back, and any changes not previously saved will be lost. Ending Registration When you are finished with the registration process, a function is executed to inactivate the access record.

GTVSDAX Rule The rule for the Internal Code of REGACCTIME and the Group Code of REGISTRATION is used to control the length of time left to enter registration data for a student after the last activity has occurred. The rule on GTVSDAX is delivered by SCT in a script. External Code

Internal Code

Internal Code Sequence Number

Internal Code Group

Description

Activity Date

UPDATEME

REGACCTIME

1

REGISTRATION

Reg Access Time Out

Sysdate

The GTVSDAX entry for Registration Access Time Out must contain a numeric value that represents the number of minutes a session may remain idle before the session is considered to be timed out. The delivered value is UPDATEME, which must be modified at your institution. Change this value to a numeric value, for example, 15 for 15 minutes. If no value is entered, the default time of 60 minutes will be used.



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When the session times out, it is not terminated. Another user is now permitted to initiate a registration session for the same ID and term. In this instance, the second user is then in control of the student’s registration records. The message “Another registration session intervened for this ID and TERM while your session was idle. Please try again later.” will be displayed when the original user resumes work on the student’s registration records, and a Rollback will take place. If a registration session is idle and then is timed out, and no other registration sessions are initiated for the same ID and term, the user’s time limit will be reset to the GTVSDAX limit when they next perform a task against the registration records. It is necessary to use registration access control in this way, due to the use of the workpad and the fact that no changes are saved to SFRSTCR until all errors have been resolved. An example of how access control works would be: A student begins telephone registration using Voice Response. An administrator attempts to initiate a separate baseline registration for the same ID and term on SFAREGS. The administrator will be locked out of the student’s record until the student has concluded their telephone registration.

Common Procedures Common procedures are used for registration edits for baseline, Web, and Voice Response telephone processing. SFKEDIT.sql, Packaged Procedures for Registration Edits and Base-Table Updates/Insert All edit processing is performed from the procedure SFKEDIT.sql and uses the procedures P_PRE_EDIT and P_FINAL_EDIT. The P_PRE_EDIT procedure is executed before the registration records are saved. When an error is found, the course is flagged with a fatal error and is not included in the final processing when the record is saved. Edits are performed on a single course, in the order shown below. The following elements are checked:

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•

approval code restrictions

•

level restrictions

•

college restrictions

•

degree restrictions

•

program restrictions

•

major restrictions

•

campus restrictions

•

class restrictions

•

repeat restriction

•

capacity




The P_FINAL_EDIT procedure checks all courses in SFTREGS in the order shown below. •

duplicate courses

•

time conflicts

•

pre-requisites

•

co-requisites

•

links

•

max hours

All errors are written to the SFTREGS_MESSAGE and SFTREGS_ERROR_FLAG fields. When all the errors are resolved, registration records are processed as follows: 1.

Capacity is rechecked.

2.

Section hours are updated.

3.

Changes are transferred from SFTREGS to SFTSTCR, where records are inserted or updated.

4.

Time status records are inserted.

5.

SFBETRM is updated.

The following procedures are also used with SFKEDIT.sql: •

SFKFUNC.sql, Registration Functions and Procedures

•

SFKMODS.sql, Registration Insert, Update, and Delete Procedures

•

SSKFUNC.sql, Registration Section Functions and Procedures

•

SSKMODS.sql, Registration Section Insert, Update, and Delete

•

SSKSELS.sql, Registration Section Query Procedures

Create Term Controls The first step in the registration process is to create the attributes specific to a registration term. These attributes include the registration error radio group switches on the Term Control Form (SOATERM) which determine the type of error checking to be done at registration (time conflict, prerequisites, repeat limit, repeat hours, test score, campus, etc.). This form is also used to control online fee assessment during registration, whether courses are to be tracked by CRN, and whether refund by total is to be used in fee assessment. The Registration Maximum Hours Form (SFAMHRS) is used to provide the rules for the maximum hour checking done at registration.



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Define Registration Statuses for Student and Course The Student Registration Status Form (SFAESTS) provides the rules associated with user defined Student Statuses for the registration term. This form allows the user to control, by date ranges, the actions that may be taken on a student at registration and the refund percentages associated with the action. For example: student eligible to register, or student withdrawn. The Course Registration Status Form (SFARSTS) provides the rules associated with the user defined Course Statuses for the registration term. This form allows the user to control, by date ranges, the actions that may be taken on the courses a student is registering for and the refund percentages associated with the actions. For example: an add course, a drop course at 100% refund, a withdraw course at 80% refund with a "W" grade.

Student Registration Status and Course Registration Status Define Codes STVESTS

Enrollment Status Code Validation Form

STVRSTS

Course Registration Status Code Validation Form

Student In A Term May Be:

Student In A Course May Be:

–eligible to register –withdrawn –canceled –dismissed

–registered –dropped/added –withdrawn –canceled

Should This Status:

Should This Status:

–affect headcount for term –override (affect) course status* –prevent registration

–be keyed by a user –affect enrollment figures –be assessed charges –be graded in academic history –be assigned as automatic grade

*In the case where a student status should affect/override a course status, the following must apply:

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•

Affect Course is checked on STVESTS

•

same status must appear on STVRSTS

•

Allow To Enter is unchecked on STVRSTS

•

Effect By Student Status for the system-required value of RE is checked on SFARSTS




Define Rules

SFAESTS

Student Registration Status Form

SFARSTS

Define valid student registration statuses which are valid during a term, the dates and refunds associated with each status. EL

Eligible to register Required Value

Define valid course registration statuses which are valid during a term (and within parts of a term), the dates and refunds associated with each status. RE

–status start and end dates –status/refunds with start /end dates

Course Registration Status Form

Registered Required Value

–part of term –status/start and end dates –effect by student status –status/refunds with start/end dates DD

Drop/Delete Required Value

Flags on STVRSTS You should not change the settings of the flags on STVRSTS after registration records have been completed. These flags are critical to many Student processes, and they must be set correctly before registration begins. However, if a data entry error occurs, and the flags are discovered to be set incorrectly, the following must be done in order for enrollment counts to remain accurate:


1.

When you discover an incorrect setting on STVRSTS, do not change the flags. Leave all the flags set as they were when registration commenced.

2.

Run an SQL script to report all students and/or CRNs that have the "bad" RSTS (registration status) code for the term.

3.

Access SFAREGS, and set all those courses that were found to DD. (This must be done via SFAREGS, so that enrollment counts are processed correctly. Do not use an SQL script to make these changes.)

4.

After all the affected courses have been changed to DD, reset the flags on STVRSTS.

5.

Reapply the changed RSTS code on SFAREGS for all the affected courses. (This must be done via SFAREGS, not using an SQL script.)

6.

You must access SFAREGS, and change the DD back to the original code that was just fixed on STVRSTS. (This must be done using SFAREGS, not using an SQL script).


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Student Levels Versus Course Levels in Registration The student level is stored in the general student record on the General Student Form (SGASTDN), and the course levels are stored on the Student Course Registration Form (SFAREGS). When a student registers for a course or a section of a course, registration looks at the Schedule module to see if the section is offered at the student level. If it is, the student level is defaulted to the course. If multiple levels are valid for the course, the student level defaults to the course. If the student level is not included in the list of valid values, the message "ERROR Invalid Code, Press LIST key for valid codes" will be displayed. You should then override the defaulting level with a valid level from the list. If only one level is valid for the course, and it is different from the student level, the valid course level will be defaulted, no error message will display, and no message will indicate that the course level does not match the student level.

Registration Course Error Flags The following values may be displayed in the Err (Course Registration Error) field of Registration Section Query Form (SFQSECM). These values are automatically generated by the system if the student's course meets the criteria as specified by each value. Note: These values may not be entered in SFQSECM by the user. L

Course status is designated as a waitlist status.

D

Course has been dropped.

O

Override was used in registration of this course.

W

Warning error. (This value never remains in the database permanently; it is used as a part of temporary processing when warning errors are detected that require online user intervention. Once the warning error is fixed, the "W" goes away.)

F

Fatal error. (This value never remains in the database permanently; it is used as a part of temporary processing when fatal errors are detected that require online user intervention. Once the fatal error is fixed, the "F" goes away.)

Build Tuition and Fees The institution's tuition and fee policy is built for a registration term using the Registration Fee Assessment Rules Form (SFARGFE). This form allows your institution to define the rules to be used in the registration fee assessment algorithm.

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•

The rules provide you with the ability to assess fees based on student criteria of campus, residency, level, college, major, class, rate, department, student attribute, student type, degree code, admit term, residency, program, and/or course criteria of part of term, grade mode, schedule type, and instructional method.

•

Rule can be further limited by range of billing hours for the minimum and maximum charges for the rule, original registration dates, and flat hour ranges.

•

In addition, the rules or charging can be grouped by course level, course campus, and course attribute using all of the above criteria.

Special Part of Term Processing If part of term is entered on the Course Registration Status Form (SFARSTS) for either student, course, or campus processing, special logic is used. When a student is registered in courses that exist in more than one part of term, the registration fee assessment process looks for a registration fee assessment rule on the Registration Fee Assessment Rules Form (SFARGFE) that has a part of term code of "C" (combined). The registration fee assessment process will combine the billing hours from courses in all parts of term and will use that total with the "C" part of term rule. If no "C" rule exists, no registration fee assessment will be calculated. If the student is registered in courses in only one part of term, the rule for that part of term is used for the registration fee assessment. Example:

Detail Code

Per Credit

Part - Of - Term

Billing Hours

Rule

SSF-Student Svc. Fee

15.00

1

1—99

Rule # 1


15.00

2

1—99

Rule # 2


25.00

C

1—99

Rule # 3

If a student is registered for: 3 billing hours in part of term 1 Assessment = 3 hours x $15 = $45(Rule # 1 is used) If a student is registered for: 3 billing hours for part of term 2 Assessment = 3 hours x $15 = $45(Rule # 2 is used) If a student is registered for: 3 billing hours for part of term 1



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and 3 billing hours for part of term 2 Assessment = 6 hours x $25 = $150(Rule # 3 is used) The Registration Additional Fees Control Form (SFAAFEE) is used to establish the fee codes and amounts for which a student may be accessed, on an individual basis. The Registration Fees Min/Max Charge Control Form (SFAFMAX) is used to set up minimum and maximum amounts that can be assessed by detail code for the registration fee assessment process. Please refer to the information on assess by course processing in the Fee Assessment Using the Assess by Course Indicator section of the Registration Fee Assessment Processing procedures for an explanation of and examples for additional use of part-of-term.

Assess Additional Fees The Registration Additional Fees Form (SFAEFEE) is used to enter additional charges for a student to be calculated in the registration fee assessment process. The only fees that may be assessed here are fees that are set up on the Registration Additional Fees Control Form (SFAAFEE). Additional fees can be assessed online only by accessing the Registration Additional Fees Form (SFAEFEE) from the Student Course Registration Form (SFAREGS). (Select the Change Optional Registration Fees item from the Options Menu on SFAREGS.) The Fee Assessment On-line box on the Term Control Form (SOATERM) must be checked. When the user returns to the Student Course Registration Form (SFAREGS) after processing additional fees, processing fees online in SFAREGS will include the assessment of additional fees. Additional charges entered on the Registration Additional Fees Form (SFAEFEE) as a standalone form are not assessed online. To assess these fees, batch registration fee assessment should be run.

Assess Tuition and Fees If your institution chooses not to assess fees online for each individual student, your institution may run the Registration Fee Assessment Process (SFRFASC). This may be done after pre-registration time when the fee structure for the new term is set. This process has the options of assessing all students for a term or assessing only those who did not have an assessment done online. All charges assessed are immediately posted to the student's account in the Accounts Receivable module. When any change is made to the Student Information window of SFAREGS that affects registration fee assessment, a batch registration fee assessment record is written. This will be used by the Registration Fee Assessment Process (SFRFASC) to correctly assess the student.

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Registration Fee Assessment Processing Overview The Registration Fee Assessment process is used to assess fees for traditional or open learning registration records. An audit history is available so you can see how charges have been derived. You can copy registration fee assessment rules to new terms, and you can assess fees using per credit hour (using course liable billing hours), flat fee, and flat plus overload rules. When using fee assessment at the section level, you can use per billing hour, per credit hour, flat fee, and per duration unit rules. Note: The registration fee assessment rules currently in use at your institution will continue to work for fee assessment processing. However, your rules can be updated as new terms are opened at your institution. The fee assessment process accommodates section level rules defined for open learning courses. User-defined codes are applied in the Registration Fee Assessment Rules Form (SFARGFE) to assess fees for open learning courses based on the schedule type and instructional method. The following conditions apply when using fee assessment with open learning registration: •

Open learning sections are identified by the following characteristics: no partof-term, an instructional method, registration from/to dates, student start from/to dates, duration units, and number of units. Section level status codes, extension rules (if registration extensions are permitted), and refunding rules must be defined to process the registration of students into open learning courses. This data defaults from the information established in the Open Learning Rules Form (SOAORUL) when a new section is created. The registration from and to dates will reflect the most appropriate registration dates as per SOAORUL, based on course and/or section characteristics. These rules are accessible via the Section Registration Status Codes Form (SSARULE).

•

When registration takes place, charges are placed on the student's account based on section fees defined in the Section Detail Information Form (SSADETL) and/or fee rules established in the Registration Fee Assessment Rules Form (SFARGFE). The Track by CRN function housed in the Term Control Form (SOATERM) adds the CRN number to all fee assessment transactions on the student’s accounts receivable records, and the Track by Course function follows suit in the refunding process (if Track by CRN and Track by Course have been established at the section level). This capability facilitates the tracking of fees to an individual registration record.



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•

As an alternative to defaulting fees from the course level, registration fees can be defined in the Section Fee Assessment Control Form (SSADFEE) and will populate the section fees (SSRFEES table) based on course and/or section characteristics. This is a set-up process only and will not physically write the new records to the table until a new section has been created. When new sections are created, the fee rules defined here will default automatically. If the updating of existing sections with no existing fee rules is required, a batch process (SSPMFEE) is available to examine the set-up information and apply the fee rules to the appropriate sections.

•

If fee assessment rules are required in addition to section level fees, they should be constructed in the Registration Fee Assessment Rules Form (SFARGFE) as in traditional fee assessment. Note: These charges will be assessed using the billing hours from SFAREGS as in the traditional registration fee assessment calculations.

•

If your institution does not wish to use the section fees method for assessment, rules that incorporate open learning courses must be added to the Registration Fee Assessment Rules Form (SFARGFE). The expanded data elements in the registration fee assessment rules provide the ability to assess by instructional method and schedule type.

Define Charges Based on Course Registration Records Charges can be defined in three ways: 1.

Section Fees You can establish and apply rules assigned to individual courses using the course fees information (in the Fee Code/Degree Program Attribute window of SCADETL) or the sections fees information (in the Section Fees/Degree Program Attribute window of SSADETL).

2.

Registration Fee Assessment Rules You can establish and apply rules based on student characteristics, course campus, course level, and/or course attributes, using SFARGFE for pre-billing and/or regular billing rules.

3.

Registration Additional Fees You can manually add optional fees using SFAEFEE. This form can be accessed from the *REGISTRATION menu or from SFAREGS during registration using the Charge Optional Registration Fees item in the Options Menu.

Assessment Methods Once you have built your rules and students have been enrolled, the charges can be applied immediately to a student’s account using online assessment or through job submission.

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You can run assessment five ways: 1.

Online through SFAREGS baseline registration.

2.

Online through Student Self-Service Web registration.

3.

Online through Voice Response telephone registration.

4.

Online through TSASPAY baseline accounts receivable.

5.

Online through job submission for a term using SFRFASC: (a) For a single ID, (b) For a population selection. (c) For batch collector records created in registration, or (d) For batch enrollment status.

Reporting, Viewing, and Auditing Fee Assessment You can review charges that have been placed on a student’s account in a variety of ways. 1.

Use the Student Course/Fee Assessment Query Form (SFAREGF). Review the data that is displayed in the Term Registration Summary block and the Mock Fee Assessment window for the student for the term.

2.

View student account detail on the Account Detail Review Form (TSAAREV). You can access this form from the *TSTUDENT menu or using the Review Account Detail item in the Options Menu on SFAREGS or on SFAFAUD.

3.

View student account detail on the Student Account Detail Form (TSADETL). You can access this form from the *TSTUDENT menu or using the Student Account Detail item in the Options Menu on SFAFAUD.

4.

Use the Registration Fee Assessment Audit History Form (SFAFAUD). The main window displays all the items that have been entered into the audit table to calculate the student’s charges. Items that have been used to create a TBRACCD record display the associated transaction number from that table. The Audit Detail Information window displays the details for the audit record.

5.

Run the Registration Fee Assessment Process (SFRFASC). Run this process to: print accounting records, print audit information, print both accounting records and audit information, view audit records before updating student accounts, and sort in name or ID order.



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Course Catalog To assure that fee assessment processing will access all the rules and information needed to calculate charges correctly, set-up is required in the Catalog module. The following information from the Basic Course Information Form (SCACRSE) and the Course Detail Information Form (SCADETL) is pulled into the Schedule module and is used in fee assessment: •

billing hours

•

credit hours (for section fees only)

•

tuition waiver

•

course levels

•

grade mode

•

schedule type

•

instructional method

•

course degree attributes

•

fee codes

•

duration type (for section fees only)

•

duration units (for section fees only)

Schedule To assure that fee assessment processing will access all the rules and information needed to calculate charges correctly, set-up is required in the Schedule module. The following information from the Schedule Form (SSASECT) and the Schedule Detail Form (SSADETL) is pulled into the Registration module and is used in fee assessment:

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•

course campus

•

schedule type

•

instructional method

•

part-of-term (These dates default from SOATERM.)

•

tuition/fee waiver

•

billing hours (These default from the course but may be changed as sections are created.)

•

sections fees

•

degree program attributes

•

duration type

•

duration units




Term Control To assure that fee assessment processing will access all the rules and information needed to calculate charges correctly, set-up is required in the Registration module. The following fields in the Fee Assessment section of the Term Control Form (SOATERM) are used in fee assessment: •

On-line - When this box is checked, fee assessment will run in baseline when registration records are saved and in self-service when students use the View Fee Assessment link.

•

Track by CRN - When this box is checked, courses with assigned section fees and tuition and fee waiver flags set will have the CRN for that section recorded in accounting records when assessment takes place.

•

Ref. by Total - Check this box to use refund calculations that are processed by special refund by total calculations and registration refunding by total rules in SFARFND.

•

Effective Date - Enter the date you want charges to become effective in accounts receivable, when using post-dated fees for a future date.

•

Orig Chg Cutoff Date - This is the last date on which charges can be considered as original for purposes of SCT Banner Financial Aid.

Registration and Enrollment Status Course Registration Status Code Validation Form (STVRSTS) The following fields on STVRSTS need to be set up for use in fee assessment: •

Count in Asmt - This indicator is used for any course with a registration status which should have an impact on fee assessment. Check this box so the billing hours for the course with this registration status code will be considered in fee assessment. Uncheck this box if the billing hours for the course with this registration status code are not to be considered in fee assessment.

•

W/D Ind - This indicator is used for any course with a registration status that should be considered a dropped course. Check this box so the billing hours for the course with this registration status code will be considered in fee assessment, and the refund rules will be applied that are in effect for the date the code was assigned to the course. This is the only way a course can be considered a dropped course and be processed by refund calculations in fee assessment. The billing hours are adjusted based on the defined refund information (from either SFARSTS or SFARFND), if applicable, to calculate the student’s liable hours for the course that they have dropped. If no refund period is defined, and no refund information is found for the dropped course, the student is 100% liable for the course.



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Uncheck this box when fee assessment is not to apply refund percentages to the billing hours associated with a course with this registration status code. The course is considered an enrolled or registered course. The student is automatically considered 100% liable for the charge for the course if the Count in Asmt checkbox is also checked. Enrollment Status Code Validation Form (STVESTS) The following field on STVESTS needs to be set up for use in fee assessment: •

Wdrl Ind - This indicator is used in fee assessment to define an enrollment status as a drop for refund calculation. Check this box so fee assessment will use the enrollment status code as a refund status code. The refund percentages and date ranges in the rules on the Enrollment Status Control Form (SFAESTS) are referenced in fee assessment. Uncheck this box so the student is seen as enrolled for this enrollment status code. No refunds will be processed based on this enrollment status code when fee assessment is run.

Course Registration Status Form (SFARSTS) Fee assessment checks the registration status code and the date it was applied to the student’s SFRRFCR record. If that date falls within a range that has a refund period associated with a detail code that has a category of TUI or FEE, the liability for the student’s assessment will be processed according to the refund percentages associated with that code on SFARSTS. The registration status code must be set to count in assessment. Enrollment Status Controls Form (SFAESTS) Fee assessment checks the enrollment status code and the date it was applied to the student’s SFBRFST record. If that date falls within a range that has a refund percent associated with a detail code that has a category of TUI or FEE, assessment will calculate the percentage of the refund according to the refund percentages associated with that code.

Maximum Limits Use the Registration Fees Min/Max Charge Control Form (SFAFMAX) to set upper limits for the amount a student can be charged overall for a specific detail code for a term. This does not include processing using Track by CRN. A course that has the Tuition Waiver (Indicator) set on SCACRSE in a term that is using Track by CRN will not count toward the maximum allowed for a detail code for the term. Please refer to the topic Definition and Use of Registration in SFAFMAX later in this section for more information.

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Registration Fee Assessment Rules Use the Registration Fee Assessment Rules Form (SFARGFE) to build your rules for fee assessment processing. Please refer to the Forms Reference section of this chapter for full form, functional, and field information on SFARGFE. On SFARGFE you can do the following in the Key Block: •

Use the pulldown list in the Rule Type field to select valid rule type values such as ATTR, CAMPUS, LEVEL, or STUDENT.

•

Use the Entry Type field to build rules for pre-billing and regular billing. Use the pulldown list to select PREBILL or REGULAR as the value.

•

Use the Copy Rules to New Term button to copy existing rules to a new term. This button opens a window where you can enter the rule information and then select the Process Rule Copy button to insert the copied rules into a new term and save the changes.

•

Use the Set Copy Ind(icator) checkbox to set the Cpy (Indicator) for each rule on SFARGFE to checked (copy) or unchecked (do not copy).

•

Use the Process Copy Ind Setting button to default each Cpy (Indicator) in the form for that rule type to the setting chosen (checked or unchecked) by the Set Copy Ind(icator) checkbox.

On SFARGFE you can do the following in the Registration Charges and Fees block. •

The Seq (Sequence Number) field is automatically assigned a one-up number to each rule within the term code and rule type when the rule is created and saved. In the Registration Fee Assessment Audit History Form (SFAFAUD), you can identify exactly which rule was used to process that assessment by referring to the sequence number and then viewing the registration fee assessment rules for that term and rule type.

•

Use the Assess by Course checkbox to apply charges to a specific CRN when rules exist based upon part-of-term, grade mode, instructional method, and schedule type.

•

Use the Crse Camp, Crse Levl, and Crse Attr fields only when you are working with rules of that type, as they have associated data entry restrictions.

•

Use the fields in the scrollable window pane to build rules to your specifications.

Copying Rules to New Term Use the Copy Fee Assessment Rules To A New Term window on SFARGFE to copy rules by term and the associated data to a new term. This window is accessed from the Key Block using the Copy Rules to New Term button. You may also select rules to copy by using the rule data elements. For example, you may copy one department's rules at a time or copy only those rules for non-resident students before copying rules for resident students. Use the data elements to restrict the rules to be copied. Only rules with the Set Copy Ind checked will be copied to the new term. (When entering data elements to restrict rule copying, the rule uses May 2003 Confidential


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an AND condition between the data elements you select.) Rules may be copied back to previous terms or forward to future terms. Detail codes that are inactive in TSADETC will not be copied in this process.

Audit History Use the Registration Fee Assessment Audit History Form (SFAFAUD) to assist in fee assessment processing and to view the history of assessments by ID and term. Use the data on the form to understand how the charge was calculated by the fee assessment process. The Detail block displays the term code, activity date, time of the assessment, the SFARGFE rule sequence number, detail code, detail category code, TBRACCD transaction number, and the amount of the charge. You can view expanded detail on the audit record using Next Block or the Options Menu. The Detail Audit Information window displays the pertinent information from SFARGFE and the fee assessment process to explain how the charge was derived. The window separates assessments into per credit, flat, and overload and allows you to see the billing hours used, as well as the overload starting hours, overload hours, and the per credit charges applied. The audit history also stores the CRN for both Track by CRN processing and for assess by course processing. When you are assessing by course or tracking by CRN, the audit detail record displays the source of the refunding information, as well as the registration status code or the enrollment status code used to calculate the refund. Charges applied as a result of assessments from the section fees portion of the Section Detail Form (SSADETL) and from additional fees are displayed in the Notes field in the window. If minimum or maximum restrictions from the registration fee assessment rules or from SFAFMAX have affected the assessment, this is also displayed as notes information.

Fee Assessment Audit History Records from Batch The fee assessment process run from job submission (SFRFASC) provides output options to print either the entries that are made to the audit history table, the student accounting record (TBRACCD) update only, or both audit and student accounting record information. Output is distinguished between fee assessment audit history records under the subheading of Audit and student accounting records (TBRACCD) under the subheading of Accounting. Here is a sample of the output for a student in which charges have been back-dated in the Student Course Registration Form (SFAREGS). The audit information records the actual date of assessment, and the student accounting records display the effective date the charges were posted to TBRACCD. This represents the option to print both audit and student accounting information for the current assessment.

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550000030

Student, Sample Audit: 3 T101 1 TA 2 TF

Accounting: 3 T101 1 TA 2 TF

Tuition Charge Tuition Rules by Level Non-Resident Tuition

400.00 40.00 240.00

Net Assessment:

680.00

Tuition Charge Tuition Rules by Level Non-Resident Tuition

400.00 40.00 240.00

Net Change:

680.00

20-NOV-2002 20-NOV-2002 20-NOV-2002

20-NOV-2002 01-OCT-2002 01-OCT-2002

Per Credit, Flat, and Flat Plus Per Credit (Overload) Processing Rules for fee assessment processing are defined in one of three ways: •

Per credit charging rules (uses billing hours)

•

Flat charging rules

•

Overload charging rules

Rules that have already been defined for previous terms will calculate the appropriate fees. When the audit history detail records are created for a previous term, fee assessment will place all charges in the Per Credit field, since this was the only method used to create charges in the previous versions of registration fee assessment. Flat charging rules must be developed for institutions using plateau refunding. The flat and overload charging elements can be used to set up new rules for a term. Understanding this processing allows you to build rules that will provide more useful information from the registration fee assessment audit history records. Users can more readily see how a charge was derived in fee assessment. The best way to demonstrate the differences in set-up and when it is necessary to update an institution’s rules to use these new data elements is to provide several examples. Per Credit Per credit processing functions as follows. You enter the per credit amount and use the minimum and maximum ranges to control the limits. The fee assessment audit history shows the per credit amount for the rule and the billing hours used to calculate the charge. If the minimum or maximum was invoked to limit the charge, that information is displayed in the notes. An example of the use of per credit charges and the results in the audit history is provided in the scenarios that follow.



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Flat and Flat Plus Per Credit (Overload) Processing Flat plus per credit charges will be referred to as overload charges from here on. For overload processing, the From and To Liable Billing Hours fields are used to define how a student qualifies for or enters the rule. Other fields are also additionally used to define flat rules and overload rules. The From Flat Hours field is used to define the minimum credits for the flat charge. The To Flat Hours field defines the point at which the flat rule charge is no longer in effect, and the Flat Charge field defines the actual amount to be applied to the student's assessment. The Course Overload Start Hours field determines the liable billing hours the student must have to begin assessing a per credit calculation over the flat charge. Therefore, a single rule can be used to set up the flat and overload charges. Conversely, single rules for per credit and flat processing can be broken out into two rules to allow for easier identification of how charges were derived using the audit history detail. Note: These fields must be used when plateau refunding is needed at your institution. Flat fee processing uses a flat hours range and a defined flat fee amount to generate flat fee charges. This works with the assessment process to identify the starting point for the flat rule. The from flat hours is referred to during the plateau refund process. Expanded decimal places are not required to calculate correct refunds when dropping into and out of flat charge ranges. The course overload start hours is referred to when overload rules are in effect. Any credits over a particular range are charged a per credit rate plus the flat charge. For example, you may have a rule that says: Charge $1000.00 to any student with 12 or more credits and an additional $100.00 per credit to students who have more than 15 credits. You do not need to use a negative rule to back out the difference between the flat and per credit over flat amounts. A detailed example is provided in the scenarios that follow. Per Credit Charging Previously, per credit charging was the only way fee assessment was able to calculate charges. Per credit charging was used to create both flat and flat plus per credit charges by manipulating the use of the minimum and maximum charge values in SFARGFE. This method will continue to calculate the correct results. Please review the following example.

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Scenario 1: Flat Charges versus Per Credit with a Maximum Charge Old Rule Set-Up Charges 1.

Any undergraduate student who is registered in 1-11.99 credits (billing hours) is charged $80.00 per credit.

2.

Any undergraduate student who registers in more than 12 credits is charged a flat fee of $1000.00. 12 X 80.00 per credit = $960.00 Therefore, these charging rules mean that full-time students pay a $40.00 premium for going to full-time status, which allows them a higher range of hours for the same flat charge.

A single rule such as the following can be created: Seq Detl

Per Credit

Min

Max

Level

From Liable Billing Hours

To From Liable Flat Billing Hours Hours

1

$80.00

$80.00

$1000.00

UG

1.00

99.00

T101

To Flat Hours

Flat Charge

Course Overload Start Hours

New Data Elements on SFARGFE

This rule creates the correct charges and refunds for students in fee assessment processing. The results in SFAFAUD will show what fee assessment has done to calculate the charge. All charges are recorded as per credit charges in the audit table. As a result, the audit history records for every student who is charged using a rule such as the one above will display the per credit calculation in the Per (Credit) Hr field in the Detail Audit Information window of SFAFAUD. The total per credit calculation and the number of liable hours used to derive the charge are displayed in those data fields. If the student exceeds the $1,000.00 limit, the total calculation is displayed, but the Notes field explains that the per credit calculation exceeded the rule maximum. Fee Assessment actually calculates the per credit charge and then invokes the maximum charge defined for the rule. A student who registered for 21 credits in a term in which the above rule is defined, would have the information in the Note field in the Detail Audit Information window of SFAFAUD explaining that the per credit calculation of: 21 liable billing hours X 80.00 per hour = $1680.00, which exceeds the rule maximum of $1,000.00 (by displaying in the Note field) 1680 > rule max of 1000, reset to max



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Fee assessment rules and processing allow the user to move the $1,000.00 flat rate into the Flat Fee Chrg field, indicating that the charge was not derived just as a maximum that was invoked on a per credit rule, but that it was in fact a flat charge. Please see the next example. Alternative Rule Set-Up for Flat Charging Using the same example as above, a new rule can be established. As an alternative to fee assessment performing the work to calculate per credit charges, when in fact the user really is creating a flat charge, use the set of flat charging elements in SFARGFE. The charge posted to the accounting records in TBRACCD will be the same using this set-up, however what is displayed to the user in the Audit Detail Information window will differ. To accomplish this you can break the above rule into two separate rules using the fields on SFARGFE for flat and overload charging. Seq Detl

Per Credit

Min

Max

Level



1

T101

$80.00

$80.00

$959.20

UG

1.00

11.99

2

T101

$0.00

$0.00

$9999.99

UG

12.00

99.00

12.00

To Flat Hours

Flat Charge

99.00

$1000.00


A student who is registered in 21.00 credits receives a $1,000.00 charge. This time, the flat charge of $1,000 displays in the Flat Fee Chrg field in the Audit Detail Information window. The range of credits that apply to the flat rule are also displayed in the Rule Flat Hr Range fields as 12.00 - 99.00. Fee assessment does not multiply the student’s billing hours by the per credit charge and then invoke the maximum limit. There is no information in the Notes field in this case. The new rules on SFARGFE in the Registration Charges and Fees block will be displayed as follows: •

The value for the From Flat Charge Hours Range is 12.00.

•

The value for the To Flat Charge Hours Range is 99.00.

•

The value for the Flat Charge Amount is $1000.00.

Fee assessment will calculate refunds when a student drops below the from flat hours range. Please refer to the topic Refunding Using Combined Flat and Overload Rules (Plateau Refunds) later in this section.

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Scenario 2: Overload Charging An “overload” situation may exist when: •

The institution decides that the flat charge applies to a specific range of credits (billing hours), and there is a maximum number of hours allowed for that flat charge.

•

If a student exceeds the maximum hours allowed for the flat charge, the institution charges per credit for the difference between the maximum allowed for the flat range and the actual number of credits for which the student is registered.

SFARGFE uses a Crse Overload Start Hours field to determine when that overload charge should begin. Please review the following example. Any undergraduate student who is registered in 1-11.99 credits is charged $100.00 per credit. When an undergraduate student reaches 12.00 credits, a flat fee of $1000.00 is applied. (In this case, the institution provides an incentive to register as a full-time student.) The flat fee applies to all students registered in 12 or more credits, but if the student registers in more than 15 credits, the institution begins charging an additional $100.00 for each credit in excess of that 15 credit maximum. Old Rule Set-Up for Overload Charges The former rule set-up required four lines of rules. One line of rules was set up using a negative charge to compensate for the per credit limitations of old fee assessment processing. These rules will continue to calculate the correct assessment. The * indicates fields that have been added to SFARGFE. The ** indicates fields that have been removed from SFARGFE. Seq Detl

Per Credit

Min

*

Max

Plat Plat Hrs

**

Lvl


To From To Liable Flat Flat Billing Hrs Hrs Hours

**

*

1

T101

$100.00

$100.00

$1199.00 Y

12

UG

1.00

11.99

2

T101

$100.00

$1000.00

$1000.00 Y

12

UG

12.00

99.00

3

T101

$100.00

$0.00

$9999.00 Y

12

UG

15.00

99.00

4

T101

$0.00

- $1500.00 - $1500.00 Y

12

UG

15.00

99.00

*

Flat Crse Chrg Ovrld Start Hrs *

*

The work done by fee assessment when a student with 19 credits registers and is assessed for these rules is: Determine the student's liable hours = 19, and therefore rules 2, 3 and 4 apply. May 2003 Confidential


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Rule 2 charge = 19 X 100.00 per credit = $1900.00, but the maximum allowed for the rule is $1,000.00; therefore the Rule 2 charge = $1,000.00. Rule 3 charge = 19 X 100.00 per credit = $1900.00. Rule 4 charge = 19 X 0 per credit = 0, and the minimum charge = - $1500.00. The total of Rules 2, 3, and 4 = ($1,000.00 + $1900.00) - $1500.00 = $1,400.00. Alternative Rule Set-Up for Overload Charges Seq Detl

Per Credit

1

T101

2

T101

Min

Max


Level


$100.00 $100.00 $1199.00

UG

1.00

11.99

$100.00

UG

12.00

99.00

$0.00

$9999.00

12.00

To Flat Hours

Flat Charge


99.00

$1000.00

15.00

The $100.00 per credit charge will be used when the student reaches the course overload start hours (in this case 15.00 hours). Only students who are liable for 12.00 or more billing hours use this rule (sequence number 2). Once it is determined that the student has more than 12.00 liable billing hours, fee assessment then looks to see if the liable billing hours are also greater than or equal to 15.00, the value of the course overload start hours. If that is the case, as with a student who has 19 credits, fee assessment performs this calculation: Flat Charge + (Billing Liable hours – Course Overload Start Hours) X Per Credit Charge A student with 19 credits will be charged: 1000.00 + (19 Liable Billing Hours -15 Course Overload Start Hours for the rule) X 100.00 = 1000 + (4 Overload Hours X 100.00) = $1400.00 The Detail Audit Information window on SFAFAUD displays the flat charge amount and the overload charge amount based on the rule above for a student who registers in 19.00 hours. Based on the overload start hours of 15.00, the flat fee charge of $1000.000 is still in effect and is displayed in the Flat Fee Chrg field. The hours used for the overload calculation (4.00) are displayed in the Overload Hrs field, and the $100.00 per credit charge that applies to the overload hours displays in the At field with the calculated charge displayed to the right.

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Fee Assessment Using the Assess by Course Indicator Fee assessment processing can assess a course with certain course-specific data elements. These data elements that apply to assess by course are part-of-term, grade mode, instructional method, and schedule type. The Assess by Course (Indicator) allows fee assessment to return to the grouped courses (whether by student, level, campus, or course attribute) and check for CRNs that satisfy a rule with a specified part-of-term, grade mode, instructional method, and schedule type. Rules can also be assessed using C (combined parts-of-term). Using Assess By Course With Part-of-Term Processing When a rule is specified as being assessed by course, fee assessment processes the student's registered courses in two steps for the available rule groupings in SFARGFE (student characteristics, course level, course campus, and course attribute). 1.

The order of processing within groups is determined. (a) Course hours for that rule grouping are summed. (b) While the total hours are being summed, part-of-term is tracked for that group. If more than one part-of-term is found, C (combined) becomes the part-of-term for the group. If the part-of-term for the group is not greater than one, the code remains set to that unique part-of-term.

2.

The group hours are totalled. (a) The rule evaluation is called. (b) The part-of-term code determined in step 1 during the totalling process is used. If found to be C, fee assessment will use the rule that is specified as C for the part-of-term. (c) Only rules not marked assess by course will be considered in this step.

3.

Assess by course processing begins. (a) Each course is processed within the course grouping. (b) The rule evaluation is called for each course within the grouping. (c) Only courses marked assess by course will be considered. (d) The part-of-term code used in the rule will be the part-of-term code (or grade mode) attached to the course being processed. (e) The hours used for the rule for that specific part-of-term will be the hours for the course.



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Examples of Part-of-Term Processing Here are some examples of part-of-term processing. Example 1 - Ken Jones For this example, assess by course is turned off in all rules. The rule type is Charge By Student Characteristics. SFARGFE is set up as follows: Part-of-Term Part-of-Term Part-of-Term

C 2 blank

T102 @ T103 @ T101 @

10.00 pc 100.00 pc 125.00 pc

Ken Jones is registered in two courses: CRN 1 CRN 2

4 credits defined as Part-of-Term 1 2 credits defined as Part-of-Term 2

The total credits for grouping by student are six (6). The SFARGFE rules for both C and Blank apply to this student’s registration. The calculation would be: (6 X 10.00) for Part-of-Term C = T102 + (6 X 125.00) for Part-of-Term Blank = 810.00 The rule for Part-of-Term 2 does not use T103 for processing, because assess by course is turned off. The student’s accounting entries (TBRACCD) would be: 1 2

T101 T102

Tuition Charge Undergraduate Tuition Net Change

750.00 60.00 810.00

Example 2 - Ken Samuels For this example, assess by course is turned on in one rule. The rule type is Charge By Student Characteristics. SFARGFE is set up as follows: Part-of-Term Part-of-Term Part-of-Term

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C 2 blank

T102 @ T103 @ T101 @


10.00 pc 100.00 pc 125.00 pc

Assess by Course is N Assess by Course is Y Assess by Course is N



Ken Samuels is registered in two courses: CRN 1 CRN 2

4 credits defined as Part-of-Term 1 2 credits defined as Part-of-Term 2

The total credits for the grouping by student are six (6). Assess by Course is checked for the rule with the detail code of T103. Therefore the SFARGFE rules for both C and Blank apply, and Part-of-Term 2 will apply to this student for the hours within Part-of-Term 2. The credits to assess by course equal two (2). The calculation would be: (6 X 10.00) for Part-of-Term C = T102 + (6 X 125.00) for Part-of-Term Blank = T101 + (2 X 100.00) for Part-of-Term 2, assess by course = T103 = 1010.00 The student’s accounting entries (TBRACCD) would be: 1 2 3

T101 T102 T103

Tuition Charge Undergraduate Tuition Tuition Charge Net Change

750.00 60.00 200.00 1010.00

If the above students were to drop courses during a 100% refund period or using a drop code that is not counted in assessment, and the remaining CRN(s) exist in a single part-of-term, fee assessment assesses the student as though they are in a single part-of-term. Fee assessment sees the change from multiple parts-of-term to a single part-of-term and use the correct rules for the student.

Track by CRN Track by CRN processing works as follows. The CRN is stored in the audit history record (SFAFAUD), and section fee information is retained in the notes of the audit history record. The CRN can be viewed on TSADETL. You can navigate to TSADETL from SFAFAUD to see the CRN in Accounts Receivable. This is enabled in SOATERM using the Track by CRN checkbox. Track by CRN also allows institutions to realize or total the revenue generated from students registering for specific CRNs. Note: The view SFVTFAN and the script SFRTFAN.sql are also part of this fee assessment processing. The Student Course/Fee Assessment Query Form (SFAREGF) provides fee assessment detail in the Mock Fee Assessment window and also displays the CRN for any courses with section fees when the Track by CRN checkbox is checked in SOATERM. The mock assessment takes place for the current saved registration May 2003 Confidential


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record when you view these charges with the SFAFMAX minimum/maximum applied or without the SFAFMAX minimum/maximum applied using the Options Menu.

Definition and Use of Registration in SFAFMAX The Registration Fees Min/Max Charge Control Form (SFAFMAX) allows institutions to define minimum and maximum charges for a given detail code for a given term. When a minimum/maximum range is established for a detail code for a term, fee assessment refers to the rules built for the term in this form and imposes the minimum or maximum as defined for the grouped detail code charges. When tracking by CRN is not used, the assessment charges determined for the student for the term are grouped by detail code. Prior to the creation of the accounting record, the SFRFMAX table is checked to see if a defined minimum/ maximum exists for the detail code and term. If an SFRFMAX record is defined for the detail code and term being processed, the total generated charge (the aggregate charge) for the detail code is evaluated to see if it falls within the minimum/ maximum charge range that is defined for that detail code in SFAFMAX. If the aggregate charge is outside of the minimum/maximum charge range, the aggregate charge is adjusted, and the adjustment amount is recorded in the Registration Fee Assessment Audit History Form (SFAFAUD). The audit history record that is created brings the determined liability for the student into agreement with the amount the student was charged in accounting. The audit history and the student's account charges will agree. This processing can be seen in the Note field in the Detail Audit Information window on SFAFAUD. In registration fee assessment, the SFRFMAX table is consistently checked prior to the creation of accounting records in TBRACCD. This is true regardless of whether the Tracking by CRN checkbox is turned on (checked) or off (unchecked) in Term Control Form (SOATERM). When tracking by CRN is used for a term, the scope of the registration minimum/ maximum rules changes.

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1.

Each course-specific charge will be evaluated against the defined minimum/ maximum charge range for the term and detail code as defined in SFAFMAX.

2.

As part of the registration fee assessment processing when using tracking by CRN, the determined charges are grouped by detail code and CRN. The generated charges will include recording the CRN in the student’s accounting record if the charge is for a particular course, i.e., a section fee or a charge determined by a registration fee assessment rule (from SFARGFE) where the Assess by Course (Indicator) is checked (SFRRGFE_ASSESS_BY_COURSE_IND is Y).

3.

Prior to creating the accounting record in TBRACCD for the course-specific charge, the SFRFMAX table is checked to determine if a defined minimum/ maximum charge range exists for the term and detail code. If the generated Student Release 6.0 User Guide



course-specific charge is outside of the minimum/maximum range as defined in SFRFMAX, the generated charge is adjusted, and the adjustment amount is recorded in registration fee assessment audit history (SFRFAUD).

Use of View Students Classes and Charges on SFAREGF The Student Course/Fee Assessment Query Form (SFAREGF) performs a mock fee assessment when the you select Fee Assessment Without Min/Max Applied or Fee Assessment With Min/Max Applied from the Options Menu. Fee assessment detail in the Mock Fee Assessment window displays the CRN for any courses with section fees when the Track by CRN checkbox is checked in SOATERM, along with the detail code and charge calculated based on the student's current saved registration record. You may view these charges with the SFAFMAX minimum/maximum applied or without the SFAFMAX minimum/maximum applied.

Fee Assessment Processing Steps - Refunding by Course The fee assessment process always works with the student’s liability at the specific time that the process is run. Comparisons to previous assessments for accurate charging, refunding, and reversals are aided in certain processing by the use of the audit history table. It is critical to create the first set of audit history records. Fee assessment does the following during processing: 1.

Determines the liable amount by detail code. Fee assessment looks at registration status information for the course and determines what the student is liable for in terms of billing hours, using the Liable Billing Hours field on SFARGFE. For example, a student is registered in 12 hours. CRN

Hours

Status

CRN 001 CRN 002 CRN 003 CRN 004

4 2 3 3

RE RE RE RE

The fee assessment rule the student qualifies for is: Detail Code

Amount

Field

T101

$10.00 per credit

Minimum Maximum From Liable Hours To Liable Hours



Value 0.00 1,000.00 1.00 99.00

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•

The registration status code used is RE (Registered).

•

On STVRSTS the following settings are used. The Count in Enrl (Indicator) is checked. The Count in Asmt (Indicator) is checked. The W/ D Ind(icator) is not checked.

•

In SFARSTS, there are no refund periods associated with the RE status.

•

Fee assessment uses the per credit charge and the RE status, because it does not mean a drop (W/D Ind(icator) is not checked), and no refund percentages apply. Therefore liability for each CRN is interpreted as 100%. (For the calculation, the liability multiplier is 1.0.)

The calculation used is (liable hours X liability multiplier) X charge per the rule qualification. CRN

Calculation

CRN 001 CRN 002 CRN 003 CRN 004

(4.00 X 1.0) X 10.00 (2.00 X 1.0) X 10.00 (3.00 X 1.0) X 10.00 (3.00 X 1.0) X 10.00

The total charge will be $120.00 for the detail code (T101) associated with this rule. If this scenario is modified by performing a drop of one CRN, there is a different result. •

The registration status code for CRN 001 is changed to DC (Drop Course).

•

On STVRSTS the following settings are used. The Count in Asmt (Indicator) is checked. The W/D Ind(icator) is checked.

•

When setting up registration status controls on SFARSTS, DC is defined with a refund percentage of 90% for category codes of TUI.

•

A 90% refund means 10% liability to fee assessment, thus the multiplier changes from 1.00 to .10.

This is how fee assessment calculates the new assessment: CRN

Calculation

CRN 001 CRN 002 CRN 003 CRN 004

(4.00 X .10) X 10.00 = 4.00 (2.00 X 1.0) X 10.00 = 20.00 (3.00 X 1.0) X 10.00 = 30.0 (3.00 X 1.0) X 10.00 = 30.00

The total new assessment will be $84.00 for the detail code (T101) associated with this rule. Step 2 explains what is done in the student’s accounting record as a result of this registration change from the first assessment. 2.

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Compares the current assessment to the current student accounting records using currency amounts and the last set of charges for the student.




(a) Compares the liable amount to what is in the student accounting records for the detail code and term. (In the example above, this is T101 for $120.00.) (b) Posts the difference (the charge or refund) if the current assessment liable amount is different than what is in the student accounting records (for non-refund by total processing). In the above instance, $120.00 (which exists in TBRACCD for detail code T101 for the term) is compared to $84.00 for the same detail code for the current assessment. The difference is $36.00. A charge of - $36.00 is posted to detail code T101 for the student for the term in the TBRACCD (student accounting) record. 3.

Reverses any detail codes or amounts that are no longer applicable. (a) Consults the previous student accounting records for detail codes and amounts that are not applicable in the current assessment and reverses these amounts. If a student no longer qualifies for a rule because of a change either to the student's general student data or to the student's course registration records, fee assessment reverses the amount charged to that detail code. For instance, if a detail code and rule are used to charge a $75.00 parking fee to a non-resident student, and the student changes from non-resident status to resident status, when fee assessment is run again, the parking fee is reversed.

Refunding by course is used when the Ref(und) by Total checkbox is unchecked for the term in the Term Control Form (SOATERM). For refunding by course processing, the above explanation of processing is a basic description of what is done when a per credit rule has been used. Since there are options to process rules in three ways (per credit, flat, and overload), the following steps describe in more detail what occurs: 1.

The student’s previous accounting record is always consulted.

2.

The method used to create the charge is determined. If there was a flat charge or an overload charge, refunding will account for that (without the use of plateau hours and plateau indicators), because flat hours are stored in the audit history record and are itemized there. (a) The audit trail itemizes the currency amounts for per credit, flat fee, and plus per credit, checking for overload charges. Please refer to the topic Refunding Using Combined Flat and Overload Rules (Plateau Refunds) later in this section for further information about plateau refunds.

3.


Refunding then looks at the charge for that course and processes the refund according to the rules established on SFARSTS or SFAESTS. Refunding using enrollment status is discussed in more detail below. Student Release 6.0 User Guide

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Refunding By Registration Enrollment Status Your institution may use enrollment status codes to determine refunds by establishing the refund periods in the Enrollment Status Control Form (SFAESTS). To be sure that refunding by enrollment status will calculate a percentage refund when the enrollment status code is used, check the Wdrl Ind(icator) on the Enrollment Status Code Validation Form (STVESTS) to designate that the enrollment status code is to be processed as a drop by fee assessment. Please be aware that if valid refund periods and percentages exist on both SFAESTS and SFARSTS, and the institution changes the registration status codes to match the enrollment status codes (either manually or using the effect by enrollment status process), the fee assessment process will apply the refunds twice, once for the enrollment status and then again for the registration status. The fee assessment code process is consistent with refunding using registration status codes, therefore the Refundable (Indicator) on TSADETC is not used when refunding is being processed. (Institutions have used detail codes with detail categories other than TUI or FEE in SFARGFE rules to prevent refunding of charges.) This functionality is consistent in the two methods of refunding. Note: The Refundable (Indicator) is used in the Location Management/ Housing fee assessment process, where you cannot add detail codes other than HOU, MEA, and PHO. The Enrollment Status Control Form (SFAESTS) allows you to determine a refund based upon the total flat charge assessed and with the total current liable hours based on the enrollment status code entered in the student's registration record on SFAREGS for the term. Minimum/Maximum Rules Functionality Minimum/maximum rules function consistently with previous releases of fee assessment processing when refunding by enrollment status is used. 1.

Minimum charges defined in the Registration Fees Min/Max Charge Control Form (SFAFMAX) are not honored when refunding is processed using refund by enrollment status.

2.

Registration fee assessment rules minimum/maximum definitions for a rule are not honored when refunding is processed using refund by enrollment status.

3.

The minimum/maximum functions control refunding when refunding uses registration status codes.

How Fee Assessment Processes Refunds by Enrollment Status Any registration status codes that the institution wishes to be updated by a changed enrollment status code must be set up accordingly using the controls available in the Enrollment Status Code Validation Form (STVESTS) and the Course Registration Status Form (SFARSTS).

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Prior to the registration fee assessment processing of the CRNs, the student's enrollment status will be evaluated to see if the student is withdrawing from enrollment. This is determined by whether the enrollment status code (SFBETRM_ESTS_CODE) for the student has the Wdrl Ind checked (STVESTS_WD_IND is Y) on STVESTS. If the enrollment status code used has the Wdrl Ind checked, the process will check for a valid date range and refund rule in the Enrollment Status Control Form (SFAESTS). The SFBRSTS table houses the code, date range, and refund percent. The process uses the values in the SFBETRM_ESTS_CODE and SFBETRM_ESTS_DATE fields for the student. If no refund rule is found in SFAESTS, assessment will continue by processing the registration records using conventional course refunding based on registration status codes. Refunds are calculated by applying the refund percentage to what is currently owed by the student for detail codes in their account that have a category of either TUI or FEE. Note: As discussed above, you must be careful when establishing the refund date ranges in both SFAESTS and SFARSTS. Any registration record processed in one of these forms has the potential to have a course refund applied, as well as an enrollment status refund. You must establish your date ranges carefully to be sure that the rules on the two forms do not overlap.

Refunding by Total Refunding by total works as follows:


•

The Ref(und) by Total checkbox must be checked on the Term Control Form (SOATERM).

•

The Registration Fee Assessment Refund by Total Rules Form (SFARFND) must have rules entered for the term.

•

When a detail code is specified in SFARFND, the penalty will always go to that detail code. An institution that wants to define the clearing account to be used for the penalty posting may wish to set up separate detail codes using special GL entries for the penalty charges. If a detail code is not specified, the penalty will post to the detail code of the original charge.

•

It is strongly recommended that institutions using refunding by total plan to migrate to this fee assessment process at the start of a new term of assessments rather than in the middle of a term. Please see the examples that follow.

•

Set-up for registration rules in SFARSTS is not required for refunding by total processing to work properly. Refund by total consults the SFARFND table for refund periods. It is not necessary to define a refund status code as being 100% or 0% refundable in SFARSTS to make the refund by total process function correctly.


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Special Migration Considerations For Institutions Using Refunding By Total Institutions using refunding by total must perform the migration processing using SFRFASC after installing the fee assessment code. All assessments must be current prior to performing the migration processing. When performing the migration processing, your institution must specify the correct refund by total refund date that would apply for the term being processed. This is accomplished using the Refund by Total Refund Date parameter in SFRFASC. Migration to the fee assessment code should occur only after it has been determined that there are no outstanding refunds to be processed. Calculation Differences For Refunding by Total Refunds Refunding by total is different from refunding by course in that fee assessment assumes the student is either 100% liable or 0% liable for the hours in the registration record, (depending upon whether the registration status code is defined in STVRSTS as able to be used for a course withdrawal or not). If the registration status code is defined in STVRSTS with the Count in Asmt (Indicator) and the W/D Ind(icator) checked, the student is not liable for those hours at all when refunding by total is applied. Instead, SFARFND calculates a penalty charge based upon the refund status code and date and adds that charge to the student's accounting record. Fee assessment differences using the example provided above would appear as follows with two pre-requisites: 1.

The Ref(und) by Total (Indicator) must be checked on SOATERM.

2.

The Registration Fee Assessment Refund by Total Rules Form (SFARFND) must have refund periods and percentages established.

For this example, the scenario is as follows: •

SFARFND has a 90% refund period established.

•

The registration status code of DC (Drop Course) has the W/D Ind(icator) and the Count in Asmt (Indicator) checked on STVRSTS.

The student is registered in 12 hours. CRN

Hours

Status

CRN 001 CRN 002 CRN 003 CRN 004

4 2 3 3

RE RE RE RE

The fee assessment rule the student qualifies for is based on a per credit rule:

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Detail Code

Amount

T101

$10.00 per credit Student Release 6.0 User Guide



•

The registration status code used is RE (Registered).

•

On STVRSTS the following settings are used. The Count in Enrl (Indicator) is checked. The Count in Asmt (Indicator) is checked. The W/D Ind(icator) is not checked.

•

Fee assessment uses the per credit charge and the RE status, because it does not mean a drop (W/D Ind(icator) is not checked), and no refund percentages apply. Therefore, liability for each CRN is interpreted as 100%. (For the calculation, the liability multiplier is 1.0.)

The student’s charge equals (liable hours X liability multiplier) X charge per the rule qualification. CRN

Calculation

CRN 001 CRN 002 CRN 003 CRN 004

(4.00 X 1.0) X 10.00 (2.00 X 1.0) X 10.00 (3.00 X 1.0) X 10.00 (3.00 X 1.0) X 10.00

The total charge will be $120.00 for the detail code (T101) associated with this rule. If this scenario is modified by performing a drop of one CRN, there is a different result. •

The registration status code for CRN 001 is changed to DC (Drop Course).

•

On STVRSTS, the following settings are used. The Count in Asmt (Indicator) is checked. The W/D Ind(icator) is checked.

•

On SFARFND there is a 90% refund using the detail code TRFD for category codes of TUI that are in effect for the date of the drop. CRN

Calculation

CRN 001 CRN 002 CRN 003 CRN 004

(4.00 X 0.0) X 10.00 = 0.00 (2.00 X 1.0) X 10.00 = 20.00 (3.00 X 1.0) X 10.00 = 30.0 (3.00 X 1.0) X 10.00 = 30.00

Notice that since refunding by total is being used, the refund multiplier becomes 0 for the dropped course. The total new assessment would be $80.00 for the detail code (T101) associated with this rule. Fee assessment then performs the following checks and calculations for refunding by total:


•

The previous assessment charge for detail code T101 is $120.00.

•

The new assessment charge for detail code T101 is $80.00.

•

The difference between the two assessments is $40.00.

•

The refund percentage period is 90%.

•

This translates to a penalty charge of 10% (or a multiplier of .1) for the penalty calculation. Student Release 6.0 User Guide

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•

The 10% penalty is applied to the difference between the first assessment and the new assessment, which equals $40.00 X .1 = $4.00 penalty.

The accounting transactions in the student’s accounting record (TBRACCD) would be as follows: Detail Code

Amount

T101 T101 TRFD (penalty) T101 (new charge)

-

120.00 120.00 4.00 80.00

Assessment Date First assessment date New assessment date New assessment date New assessment date

The student's total charges after the drop are $84.00. If the student had paid in full for the original assessment of $120.00, they would be eligible for a credit of $36.00. The important thing to note in refunding by total processing is that a penalty charge is assessed on the student’s account, rather that assessing a new charge based upon liability hours for the registration status codes on the student's record and posting a difference. That penalty is based upon the difference between the currency amount charged to the student in the new assessment and the currency amount in the previous student accounting record for the detail code and term. In refunding by total, fee assessment interprets all liability on the student's hours as either 100% liable or 0% liable to determine the new assessment. It then calculates the new charges after the dropped courses, finds the difference from the last recorded student accounting for that detail code and term, and assesses the penalty based upon the rules defined in SFARFND.

Refunding Using Combined Flat and Overload Rules (Plateau Refunds) The process corrects errors in the rules used when students drop registration hours into and out of per credit, flat rate ranges, and overload rules. Fee assessment determines which rules to use when a student changes their liable hours into or out of a flat range, per credit range, or overload rules by using the Flat Charge Hours Range From field and the Course Start Hours Overload field. The Flat Charge Hours Range From field functions as the starting point to determine the change in liable hours for the student when dropping from a flat range into a per credit range. Note: If you currently use plateau hours to manage your refunds, you must migrate the correct starting point for your flat hours range into the Flat Charge Hours Range From field. SCT is providing a script to determine the from flat hours using the rules you had established for plateau charging at your institution. You do not need an extended decimal range to create an accurate refund in these situations, so the use of plateau hours is not required.

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A base number of liable hours must be used to use to determine the dropped hours that will then determine the new qualifying rule in SFARGFE, instead of using plateau hours. When converting to this version of fee assessment, rules for previous terms should be adjusted by moving the plateau hours to the Flat Charge Hours Range From field. The extended decimal places that were required in the Plateau Hours field are not required in the Flat Charge Hours Range From field. If the flat range began with 12.00 hours, then 12.00 hours should be entered into the Flat Charge Hours Range From field for the flat rule. For example, if you adjusted your plateau hours to 12.0574 to correct for calculation errors in the old processing, but your from credit hours for the rule were 12.00, you would enter 12.00 in the Flat Charge Hours Range From field. The hours in the Flat Charge Hours Range From field will also be the same as the hours in the Liable Billing Hours From field on any rule where a flat charge has been defined. Since the plateau information no longer exists, these rules must be identified, and the Flat Charge Hours Range From field must be populated to be sure refunding will work correctly. Fee Assessment must subtract the current liable hours from the Flat Charge Hours Range From field to yield the resulting dropped hours, then the refund percentage is applied. Once the refund percentage is applied to the dropped hours, and the adjusted dropped hours are added to the current hours, fee assessment determines the correct rule to be used to set the student’s new financial liability. When processing the course registration records for a student, fee assessment must determine whether the student has dropped the course and whether the drop occurred during a defined refund period on Registration Status Control Form (SFARSTS). When a drop is processed for a student's registration, the previous assessment is consulted by referring to the registration audit history records to see if rule qualification occurred based on flat hour requirements having been met for that last assessment. If a flat hour rule was met in the previous assessment, the starting point for the flat hours (or the from flat hours) for the previous qualified rule is stored for use in the current assessment process. These from flat hours become the benchmark hours to be used in determining whether the dropped course causes the student to fall below the flat hour range qualified for in the previous assessment. The checking of the previous assessment for flat hour rule qualification is done for each rule type that is used as part of fee assessment i.e., charge by student characteristics, course level, course campus, and course attribute. If the drop does not cause the student to fall below the flat hour range met in the previous assessment, no change in assessment will be realized. The student's liable course hours will still be within the flat hour range, and therefore the student is considered unchanged in terms of their registration fee assessment. If the drop does cause the student to fall below the flat hour range met in the previous assessment, fee assessment moves on to the next phase of processing.



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The approach for determining the student's liability is slightly different here than in a conventional assessment. Rather than determine the liability by factoring in the percent refund for the registration status code(s) up front, the processing first refers back to the last assessment and determines the total number of non-dropped hours. Since this information is needed for further processing, a record is written to the audit history table that holds this information. That row is displayed with a 0.00 charge in SFAFAUD and is informational only. For each registration record processed for the student that involves a drop or withdrawal, the number of dropped hours are deducted from the total non-dropped hours determined from the last assessment. For this processing, fee assessment refers to the dropped hours, rather than the liable hours used in other fee assessment processes. The dropped hours are deducted from the total non-dropped hours from the last assessment, because the process needs to identify whether the student has fallen below the starting point for flat hour range from the last assessment. After determining what will now be referred to as the student's enrollment liable hours, these hours are compared to the starting point for the flat hour range from the last assessment. If the enrollment liable hours are not less than the starting hours for the flat hour range, there is no change in assessment. If the enrollment liable hours are less, the rule evaluation is called using the enrollment liable hours to determine what rule the student now qualifies for. Please refer to examples of these calculations which follow. Here is a sample of registration activity for a student who registered for courses and performed a series of drops across multiple refund periods. In this example, assessment was not run until all the dropping activity had been completed for the term. The student registered in 22 hours of courses on the first day of registration. Based on the rules shown below, the student was assessed the flat charge of $5,000.00, and this was posted to the student's account records with the detail code of FLAT. The from flat hours for the first assessment for this rule is 12.00. This information is stored in the fee assessment audit history record for this student for the term. The student then elected to drop several courses at different points in the registration period on the dates shown below. CRN

Registration Status Code

Hours

Refund % defined for RSTS code/date

Liability % based on refund rule

Date of activity

1001 1002 1003 1005 1006 1004

RE DC DC DC DC DC

4 4 4 3 4 3

0 75 75 10 10 0

100 25 25 90 90 100

15-DEC-02 18-JAN-03 18-JAN-03 23-JAN-03 23-JAN-03 15-FEB-03

The following refund periods and % refunds are in effect for the registration status of DC (Drop Course):

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From Date

To Date

Refund %

Liability %

Multiplication Factor

01-JAN-03 16-JAN-03 23-JAN-03

15-JAN-03 22-JAN-03 29-JAN-03

90 25 10

10 75 90

.10 .25 .90

The following registration fee assessment rules are used for this example: From Liable Hrs

To Liable Hrs

Detail Code

Per Credit Charge

From Flat Hrs

To Flat Hrs

Flat Charge Amount

1.00 7.00 12.00

6.99 11.99 99.99

T1 T2 FLAT

450.00 420.00 0.00

12.00

30.00

5,000.00

Fee assessment then processes the student’s record to determine the charges. 1.

The from flat hours from last assessment are determined to be 12.

2.

The total non-dropped hours from previous assessment are determined to be 22. (These total non-dropped hours will be referred to as starting hours as the discussion of processing continues.)

3.

Registration records are processed in order of status date. •

If the W/D Ind(icator) for the registration status code in STVRSTS is not checked, the student is 100% liable for all the registration hours.

•

If the W/D Ind(icator) for the registration status code in STVRSTS is checked, the dropped hours are deducted from the starting hours to determine a new total hours. (These total hours will be referred to as enrolled hours for the remainder of the processing.)

This is done to determine when the student's enrolled hours fall below the from flat hours from the previous assessment. When the enrolled hours fall below the from flat hours for the rule, the student no longer qualifies for the flat hour rule. 4.

Liability processing takes place. Fee assessment systematically processes the courses and determines the liability % for the hours to be processed. Each CRN is listed below in the order that fee assessment performs the processing, which is in ascending order by date of the transactions.

CRN


Hours



Date of activity

1001

RE

4

0

100

15-DEC-02

(a) CRN 1001 is processed. The W/D Ind(icator) for the registration status code in STVRSTS is not checked, so all 4 hours have 100% liability. May 2003 Confidential


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4 hours * 1 = 4 liable hours. (Liability is expressed in decimal form, so 1 equals 100%.) Add 4 to the total liable hours. The total liable hours equal 4. (This is stored for later use.) The next registration/refund interim period and corresponding CRNs are processed. CRN


Hours



Date of activity

1002 1003

DC DC

4 4

75 75

25 25

18-JAN-03 18-JAN-03

(b) CRN 1002 is processed. The W/D Ind(icator) for the registration status code in STVRSTS is checked, so dropped hour processing is performed. Dropped Hour Processing Starting hours - registration hours for the drop = new starting hours. 22 - 4 hours dropped = new starting hours of 18 (new starting hours are saved for next CRN processing). Determine Enrolled Hours New starting hours - previous from flat hours = enrolled hours. 18 - 12 = enrolled hours of 6. Fee assessment checks to see if the student is still enrolled in more hours than the previous from flat hours for the rule. If they are, this indicates that the student still qualifies for the previous flat hour rule. Since 6 hours are greater than zero, there is no change in the flat hour qualification. (c) CRN 1003 is processed. The W/D Ind(icator) for the registration status code in STVRSTS is checked, so dropped hour processing is performed. Dropped Hour Processing Starting hours (saved from previous CRN processing) - registration hours for the drop = new starting hours. 18 - 4 hours dropped = new starting hours of 14 (new starting hours are saved for next CRN processing).

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Determine Enrolled Hours New starting hours - previous from flat hours = enrolled hours. 14 - 12 = enrolled hours of 2. Fee assessment checks to see if the student is still enrolled in more hours than the previous from flat hours for the rule. If they are, this indicates that the student still qualifies for the previous flat hour rule. Since 2 hours are greater than zero, there is no change in the flat hour qualification. The next registration/refund interim period and corresponding CRNs are processed. CRN


Hours



Date of activity

1005 1006

DC DC

3 4

10 10

90 90

03-JAN-03 03-JAN-03

(d) CRN 1005 is processed. The W/D Ind(icator) for the registration status code in STVRSTS is checked, so dropped hour processing is performed. Dropped Hour Processing Starting hours - registration hours for the drop = new starting hours. 14 - 3 hours dropped = new starting hours of 11 (new starting hours are saved for next CRN processing). Determine Enrolled Hours New starting hours - previous from flat hours = enrolled hours. 11 - 12 = enrolled hours of - 1. Fee assessment checks to see if the student is still enrolled in more hours than the previous from flat hours for the rule. If they are, this indicates that the student still qualifies for the previous flat hour rule. Since - 1 hours are not greater than zero, there is a change in the flat hour qualification. New Formula Registration hours + enrolled hours = dropped hours. 3 registered hours + -1 enrolled hour = 2 dropped hours. (The student has dropped 3 hours, but only 1 of those hours brings the student below the from flat hours point.) The dropped hours are not less than 0. Deduct the dropped hours from the registered hours. May 2003 Confidential


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3 registered hours - 2 dropped hours = 1 liable hour. Multiply the liable hours by the liability percent expressed as a decimal. 1 hour * .9 = .9 liable hours. Add .9 to the total liable hours. The liable hours saved from first CRN processed equal 4.0. The total liable hours now equal 4.9. (e) CRN 1006 is processed. The W/D Ind(icator) for the registration status code in STVRSTS is checked, so dropped hour processing is performed. Dropped Hour Processing Starting hours - registration hours for the drop = new starting hours. 11 - 4 hours dropped = new starting hours of 7 (new starting hours are saved for next CRN processing). Determine Enrolled Hours New starting hours - previous from flat hours = enrolled hours. 7 - 12 = enrolled hours of - 5. Fee assessment checks to see if the student is still enrolled in more hours than the previous from flat hours for the rule. If they are, this indicates that the student still qualifies for the previous flat hour rule. Since - 5 hours are not greater than zero, there is a change in the flat hour qualification. New Formula Registration hours + enrolled hours = dropped hours. 4 registered hours + - 5 enrolled hour = - 1 dropped hours. The dropped hours are less than 0. Therefore all 4 registered hours are 90% liable. Multiply the liable hours by the liability percent expressed as a decimal. 4 hours * .9 = 3.6 liable hours. Add 3.6 to the total liable hours. The liable hours saved from first CRN processed equal 4.9. The total liable hours now equal 8.5.

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The next registration/refund interim period and corresponding CRN are processed. CRN


Hours



Date of activity

1004

DC

3

0

100

15-FEB-03

(f) CRN 1004 is processed. The W/D Ind(icator) for the registration status code in STVRSTS is checked, so dropped hour processing is performed. Dropped Hour Processing Starting hours - registration hours for the drop = new starting hours. 7 - 3 hours dropped = new starting hours of 4 (new starting hours are saved for next CRN processing). Determine Enrolled Hours New starting hours - previous from flat hours = enrolled hours. 4 - 12 = enrolled hours of - 8. Fee assessment checks to see if the student is still enrolled in more hours than the previous from flat hours for the rule. If they are, this indicates that the student still qualifies for the previous flat hour rule. Since - 8 hours are not greater than zero, there is a change in the flat hour qualification. New Formula Registration hours + enrolled hours = dropped hours. 3 registered hours + - 8 enrolled hour = - 5 dropped hours. The dropped hours are not greater than 0. Therefore, all 3 registered hours are liable. Multiply the liable hours by the liability percent expressed as a decimal. 3 hours * 1.00 = 3 liable hours. Add 3 to the total liable hours. The liable hours saved from first CRN processed equal 8.5. The total liable hours now equal 11.5. Processing is complete for all courses.



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5.

Rule evaluation is performed using the determined total new liable hours. •

New liable hours = 11.5.

•

The rule qualification for 11.5 liable hours is detail code T2.

•

T2 is a per credit charge of $420.00 per hour.

•

420 X 11.5 liable hours = $4830.00.

•

The new charge in TBRACCD will be T2 4830.00.

•

The charge in TBRACCD for last assessment is FLAT 5000.00.

The student’s accounting record will show a reversal of the detail code FLAT for $5,000.00, since the student no longer qualifies for that rule. A charge will be posted for $4830.00 with the Detail Code of T2. If a single detail code of T2 were used for all three rules, there would be a transaction of - 170.00 (the difference between $5,000.00 and $4,830.00) posted to detail code T2 for the date the fee assessment was run. Refunding When Overload Rules Are Used When refunding is performed using overload hour rules, fee assessment will use the straight liability hours processing (for refunding by course) for the hours up to the point when the student's liable hours drop below the start hours for overload charge. When the student's liable hours drop into the flat charge range based upon the flat hour charge range that is defined for the rule, the refunding process described above for flat hour refunding will be used.

Batch Fee Assessment - Creating the First Audit History Records The Registration Fee Assessment Process (SFRFASC) is used to process batch fee assessment. The processing prevents the printing of IDs if no updates took place, eliminating long output files. SFRFASC allows you to: •

Process assessments using a single ID which is very useful for testing of rules.

•

Process assessment in audit mode.

•

Process assessments using a population selection.

•

Use a separate date parameter for refunding by total processing.

•

Choose your output format (audit and/or accounting records).

•

Create the last audit records for migration purposes.

•

Process in collector mode and with an enrollment status.

•

Create student accounting records in TBRACCD to assist in migration steps.

Using the Purge Process Use the Purge Fee Assessment Audit Process (SFPFAUD) to purge audit history records from the database. You can delete unnecessary records and use a reporting option to review individual accounts when researching possible accounting or assessment errors.

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You can run the purge process for range of dates for transactions, for a specific term, or for an ID. You can choose to keep only the last assessment records. You can print summary or detail information, and you can run the purge in audit or update mode.

Registration Fee Assessment and Open Learning Courses Refunding Rule Setup Before setting up refunding rules for use with open learning courses and fee assessment, create the term in the Term Control Form (SOATERM), and define the required registration dates, census dates, and status codes on SOAORUL. Then consider the following recommendations: •

To default the appropriate registration, extension, and refunding rules to the section, the CRNs must be created either through the Term Roll Report (SSRROLL) or directly through the Schedule Form (SSASECT). All new open learning sections (those sections defined with no part-of-term, with an instructional method, registration from/to dates, student start from/to dates, duration units, and number of units) will be given section level registration dates, registration status codes, and extension rule and refunding rule records, based on the information established in the Open Learning Rules Form (SOAORUL) for the course and/or section characteristics. The registration from and to dates will reflect the most appropriate registration dates as per SOAORUL, based on course and/or section characteristics. These rules are accessible via the Section Registration Status Codes Form (SSARULE).

•

Modifications to the registration dates, registration status codes, extension rules, and refunding rules are permitted if the original open learning rule has been denoted as overrideable.

•

It is strongly suggested that fee assessment be established in the Schedule Detail Form (SSADETL). Once established at the section level, the Track by CRN function on in the Term Control Form (SOATERM) will add the CRN number to all fee assessment transactions on the student’s accounts receivable records, and the Track by Course function will follow suit in the refunding process. This will facilitate the tracking of fees to an individual registration.

•

As an alternative to defaulting fees from the course level, registration fees can be defined in the Section Fee Assessment Control Form (SSADFEE) and will populate the section fees (SSRMEET table) based on course and/or section characteristics. This is a set-up process only and will not physically write the new records to the table until a new section has been created. When new sections are created, the fee rules defined here will default automatically. If the updating of existing sections with no existing fee rules is required, use the batch process (SSPMFEE) to examine the set-up information and apply the fee rules to the appropriate sections.

•


If fee assessment rules are required in addition to section level fees, they should be constructed in the Registration Fee Assessment Rules Form (SFARGFE). Student Release 6.0 User Guide

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Note: These charges will be assessed per credit hour only, and the section will not be appended to the TBRACCD record.

Examples of Simple Section Level Fee Assessment Section Setup CRN 10001 characteristics: •

Open Learning Course

•

10 week duration

•

3 billing hours

•

4 credit hours

CRN 10002 characteristics: •

Traditional section defined with part-of-term

•

3 billing hours

•

4 credit hours

1 2 3 4 5

Detail Code

Amount

Fee Type

T100 T100 T100 T200 COMP T200 TECH

900.00 300.00 90.00 100.00 25.00 100.00 50.00

FLAT CRED DURN DURN FLAT BILL FLAT

Duration

Week Week

The following represents the TBRACCD entries that would be placed on the learner’s account: CRN 10001 Scenario 1 Scenario 2 Scenario 3 Scenario 4 Scenario 5

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T100 T100 T100 T200 COMP T200 TECH


900.00 900.00 900.00 1000.00 25.00 300.00 50.00

300.00 X 4 90.00 X 10 100.00 X 10 100.00 X 3



CRN 10002 Scenario 1 Scenario 2 Scenario 3

T100 900.00 T100 900.00 300.00 X 4 Fee assessment would not be accomplished on a duration basis (entry of this scenario would be prohibited in SSADETL). Fee assessment would not be accomplished on a duration basis (entry of this scenario would be prohibited in SSADETL). T200 300.00 100.00 X 3 TECH 50.00

Scenario 4 Scenario 5

Examples of Simple Section Level Refunding Section Setup CRN 10001 characteristics:

1

2

•


•

10 week duration Reg Code

%Complete Duration Complete

DC DC DC DC DC DC DC

10 20 30 40 1 3 5

Duration

WEEK WEEK WEEK

Tuition Refund

Fee Refund

100% 90 70 50 100 75 50

100% 90 70 0 100 75 0

Extn Refund

The following represents the TBRACCD entries that would be placed on the learner’s account. Refunding by Percent Complete (Rule Set 1) Scenario 1: Learner A started course on April 1 paying $100.00 tuition (no fees) and drops on April 5. The learner was active in the course for 5 days which constitutes 7.1429% complete - between 0 and 10% complete [5 days / (10 weeks * 7 days) * 100]. T100

- 100.00

Scenario 2: Learner B started course on April 1 paying $100.00 tuition (no fees) and drops on April 15. The learner was active in the course for 15 days which constitutes 21% complete – between 20 and 30% [15 days / (10 weeks * 7 days) * 100]. T100 May 2003 Confidential

- 70.00 Student Release 6.0 User Guide

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Scenario 3: Learner B started course on April 1 paying $100.00 tuition (no fees) and drops on May 15. The learner was active in the course for 45 days which constitutes 64% complete - more than 50% complete [31 days / (10 weeks * 7 days) * 100]. No refund processed. Refunding by Duration Complete (Rule Set 2) Scenario 4: Learner A started course on April 1 paying $100.00 tuition (no fees) and drops on April 5. The learner is in the first week of the course - between 0 and 1 week complete. T100

- 100.00

Scenario 5: Learner B started course on April 1 paying $100.00 tuition (no fees) and drops on April 22. The learner is in the fourth week of the course - between 3 and 5 weeks complete. T100

- 50.00

Scenario 6: Learner B started course on April 1 paying $100.00 tuition (no fees) and drops on May 6. The learner is in the sixth week of the course – more than 5 weeks complete. No refund processed.

Examples of Section Level Refunding for Traditional Type Courses The following is an example of how a traditional course, defined as an open learning course, can be structured to use open learning refunding rules. A continuing education course meets every Tuesday between August 21 and October 16 – 9 classroom meetings.

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•

The refund deadline date is August 23.

•

The withdrawal deadline date is October 2.




The Banner setup would be:

Refunding Rules by % Complete

Refunding Rules by Duration Complete

•

Registration from and to dates could be structured to allow students to register in any timeframe that is convenient prior to first classroom meeting date of August 21.

•

Start from and to dates could be defined as the same date of August 21, thereby ensuring that all students have the same start date.

•

Refunding rules could be established for the section defining a duration complete or percent complete as follows. Reg Code


DC DC DC

10 75 100

DC DC DC

1 7 9

Duration

WEEK WEEK WEEK

Tuition Refund

Fee Refund

100% 50 0

100% 50 0

100 50 0

100 50 0

Extn Refund

Refunding by Percent Complete Scenario 1: Student drops the class on August 23 after the first class. If determined by duration, they would receive a full refund as they fall within the range of 0 to 1 week. By percentage, they would also get a 100% refund ((3 days completed / 56 days in total period) * 100 = 5.35714 or 5% which is between 0% and 10%). Refunding by Duration Complete Scenario 2: Student drops the class on September 25. If determined by duration, they would receive a 50% refund as they fall within the range of 2 to 7 weeks. By percentage, they would also get a 100% refund ((35 days completed / 56 days in total period) * 100 = 62.5 or 62% which is between 10% and 75%). Scenario 3: Student drops the class on October 9.



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If determined by duration, they would not receive a refund as they fall within the range of 8 to 9 weeks. By percentage, they would also get no refund ((49 days completed / 56 days in total period) * 100 = 87.5 or 87% which is between 75% and 100%).

Extension Fee Processing For open learning courses, you may require the assessment of fees if the student’s expected completion has been extended. In effect, the student will be able to “buy” additional time in the course. Rules are established at the section level (SSARULE) to allow the definition of how those rules should be assessed. To apply the extension to an individual learner, access SFARHST, where the extension rules established for the section are defaulted and may be altered (based on whether overrides are permitted). Therefore, fees will need to be assessed to the student’s account reflecting this transaction. Extension fees are processed similarly to registration fees: •

Extension fees are processed from common extension fee assessment procedures.

•

Extension fees are processed from the form if the On-line (Fee Assessment) checkbox is checked on SOATERM.

•

Extension fees are processed from batch if the On-line (Fee Assessment) checkbox is not checked on SOATERM.

•

The CRN should be appended to the TBRACCD record if the Track by CRN checkbox is checked on SOATERM.

The differences from registration fee assessment are as follows: •

Fees are pre-calculated based on the extension rule defined in SSARULE and SFARHST (by duration) and will therefore be treated as flat fees in the fee assessment process.

•

The date assessed is captured in the Additional Registration Information Table (SFRAREG) after the student’s account record (TBRACCD) has been generated either online or through the batch fee assessment process. Note: It is possible for the extension fees to be waived. In that case, the extension fee amount will be zero. In the case where there are zero fees, no record is inserted in the TBRACCD table.

Extension Refunding Processing The processing for extension refunding is similar to that accomplished for open learning registration. Rules are attached to the status code and subsequently assigned to the extension that has been deemed as a withdrawal

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(STVRSTS_WITHDRAW_IND) and has been allocated to extension processing (STVRSTS_EXTENSION_IND). The drop or withdrawal of an individual extension is processed through the Registration Extensions block of the Student Registration History and Extension Form (SFARHST). If the course is withdrawn from or dropped via the Student Course Registration Form (SFAREGS), all extensions for that course will also be withdrawn from or dropped. This form permits the user to define the process date in the Key Block, and it should be this date that is used to determine the current date. Processing Algorithms Example: The student was granted a 5-week extension, and on January 28, 2002, wants to drop the extension. The extension start date is January 15, 2002, with an expected completion date of February 19, 2002. A week is defined as having 7 days. Percent Complete Calculation Number of days elapsed in the registration: Calculate the number of days between the current extension start date (SFRAREG_START_DATE) and the current date (or the process date in the event that the total course is dropped). Example: Difference between January 15, 2002 and January 28, 2002 = 13 days Number of days available in the registration: Calculate the number of days between the current extension start date (SFAREG_START_DATE) and the current expected completion date (SFAREG_END_DATE). Example: Difference between January 15, 2002 and February 19, 2002 = 35 days Calculate the percent complete: (Number of days elapsed in registration / number of days available in the registration) * 100 Example: (13 / 35) * 100 = 37.14285% This percentage would be compared to the percent complete rule defined for the registration code (rules defined in the SSRRFND table) to ascertain the refund percentage to use in the calculation of the refund amount. May 2003 Confidential


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Duration Complete Calculation Number of duration units elapsed in the registration: Calculate the number of days between the current extension start date (SFRAREG_START_DATE) and the current date (or the process date in the event that the total course is dropped), and divide by the number of days defined for the duration code (SFRAREG_DUNT_CODE) assigned to the section (GTVDUNT_NUMBER_OF_DAYS). Example: Difference between January 15, 2002 and January 28, 2002 = 13 days Translate to duration unit of week = 13 days / 7 days = 1.8571428 weeks The elapsed duration units would be compared to the duration complete rule defined for the registration code (rules defined in the SSRRFND table) to ascertain the refund percentage to use in the calculation of the refund amount.

Examples of Individual Extension Refunding Extensions are granted for an open learning course as follows:

Refunding Rules by % Complete Refunding Rules by Duration Complete

•

Original Duration: 10 weeks

•

Extension: 5 weeks

•

Extension Fee: $150.00 Reg Code


WX WX

50 100

WX WX

Duration

Tuition Refund

Fee Refund

Extn Refund

50% 0

2 5

WEEK WEEK

50% 0

Refunding by Percent Complete Scenario 1: Student has been granted a 5 week extension, and on January 28, 2002, wants to withdraw from the extension. The extension start date is January 15, 2002, with an expected completion date of February 18, 2002. They would receive a 50% refund (13 days completed / 35 days in total period) * 100 = 37.1429 or 37% which is between 0% and 50%).

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Refunding by Duration Complete Scenario 2: Student has been granted a 5 week extension, and on February 2, 2002, wants to withdraw. The original extension date is January 15, 2002, and their expected completion date is February 18, 2002. They would receive no refund, as they fall within the range of 2 to 5 weeks.

Examples of Extension Refunding for Dropped/Withdrawn Course Section Setup CRN 10001 characteristics:

1

2

•


•

10 week duration Reg Code


DC DC DC DC DC DC DC

10 20 30 40 1 3 5

Duration

WEEK WEEK WEEK

Tuition Refund

Fee Refund

Extn Refund

100% 90 70 50 100 75 50

100% 90 70 0 100 75 0

100% 50% 0% 0% 0% 0% 0%

Refunding by Percent Complete with Extensions (Rule Set 1) Scenario 1: Learner B started course on April 1 paying $100.00 tuition (no fees), and drops the course (by default all extensions) on May 15. A registration extension was granted for a 5 week period commencing on June 10 at a cost of $50.00 (charged to the same detail code as the original registration). The learner was active in the course for 45 days which constitutes 64% complete - more than 50% complete [31 days / (10 weeks * 7 days) * 100]. No refund processed. The extension refund is processed. As the extension was not in effect yet, 0% completed, the learner would receive a full refund of the cost of the extension. T100


- 50.00


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Refunding by Duration Complete with Extensions (Rule Set 2) Scenario 2: Learner B started the course on April 1 paying $100.00 tuition (no fees), and drops the course (by default all extensions) on May 6. A registration extension was granted for a 5 week period commencing on June 10 at a cost of $50.00 (charged to the same detail code as the original registration). The learner is in the sixth week of the course - more than 5 weeks complete. No refund processed. The extension refund is processed. Although the extension was not in effect yet - 0 weeks complete, the learner, based on the rules that were set up, would receive no refund of the cost of the extension. No refund processed.

Registration Fee Assessment Combined Fee Assessment Process Fee Assessment Functionality Processing supports the use of the section schedule type and section instructional method on SFARFGE. For example, you may have the requirement to assess technology fees to only those sections that have an instructional method of WEB. This fee would be inappropriate for students registered in a traditional classroom setting. •

These rules are not considered in the situation where Tuit/Fee Waiver flag on SSASECT and Ovr (Override Indicator) on SFARGFE are checked.

•

If rules are defined in SFARGFE with part-of-term information, they will not be applicable to open learning courses, as these sections will not have a part-ofterm attributed to them.

•

If rules are defined with registration from/to dates, they will not be applicable to open learning courses due to the fact that these dates are static, and potentially, each open learning section may be defined with different registration periods.

For those fees calculated from the section level fee rules defined in SSADETL, the accounting records (TBRACCD) incorporate the CRN if Track by CRN is checked on SOATERM. Processing Algorithms The following applies to processing algorithms:

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•

If SSRFEES_FEE_IND = FLAT, calculation is necessary.

•

If SSRFEES_FEE_IND = CRED, SSRFEES_AMOUNT * SFRSTCR_CREDIT_HR.




•

If SSRFEES_FEE_IND = BILL, SSRFEES_AMOUNT * SFRSTCR_BILL_HR.

•

If SSRFEES_FEE_IND = DURN, SSRFEES_AMOUNT * SFRAREG_NUMBER_OF_UNITS.

Extreme care should be taken when creating section level (SSADETL) and term level (SFARGFE) fee rules, as term level rules will not have the same flexibility of fee type as the section level rules. Also, term level rules can be developed for part-ofterm and/or registration from/to dates which will not be applicable to open learning courses.

Tuition and Fee Refunding Functionality This refunding should only be invoked for open learning section registration records (no part-of-term is defined for the section), if no extensions have been processed for this registration record (SFRAREG_EXTENSION_NUMBER = 0 of the most current (maximum) SFRAREG records), and the Ext(ension Indicator) (STVRSTS_EXTENSION_IND) of the registration status code used for the drop contains a value of N. Otherwise, the extension refund processing should be invoked. At the section level, criteria for refunding fees is defined in the section level rule processing. Refunds are based on the elapsed time. Open learning courses can be identified as those courses where no part of term information is contained on the SSBSECT record. You need to determine how to calculate the amount of time elapsed since the individual student started the course. Students registered in the same section will have individualized start dates. Therefore the traditional means of refunding based on static dates is not possible. The registration start and end dates reside in the SFRAREG table. This functionality should not be dependant upon how the original fees were assessed. Therefore, if section level fees or fees assessed through SFARGFE were used in the calculation of the original charge, there should be no change in refunding protocol. Note: Refunding rules are tied to a registration status and would be invoked whenever that status was applied to a registration record. Note: SFARFND, SFARSTS, and SFAESTS refund processing is not applicable for open learning courses. Percent complete is based on the amount of time given to the student to complete the course, and monies would be refunded on the percentage of used or elapsed time. This elapsed time is calculated specifically for the individual student’s start date and represents a percentage of the total course duration.



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Duration complete is based on the duration units and duration period assigned to the section in SSASECT. Refunding rules can be developed to assess the number of duration periods that have passed with the student’s start date and refund monies based on rules established in SSARULE for that section. Processing Algorithms Example: The student started a 15-week course and on April 22, 2002 wants to drop. The registration start date is April 1, 2002 with an expected completion date of July 15, 2002. A week is defined as having 7 days. Percent Complete Calculation Number of days elapsed in the registration: Calculate the number of days between the registration start date (SFRAREG_START_DATE) and the current date. Example: Difference between April 1, 2002 and April 22, 2002 = 21 days Number of days available in the registration: Calculate the number of days between the current extension start date (SFAREG_START_DATE) and the current expected completion date (SFAREG_END_DATE). Example: Difference between April 1, 2002 and July 15, 2002 = 105 days Calculate the percent complete: (Number of days elapsed in registration / number of days available in the registration) * 100 Example: (21 / 105) * 100 = 20.00% This percentage would be compared to the percent complete rule defined for the registration code (rules defined in the SSRRFND table) to ascertain the refund percentage to use in the calculation of the refund amount. Duration Complete Calculation Number of duration units elapsed in the registration:

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Calculate the number of days between the current extension start date (SFRAREG_START_DATE) and the current date, and divide by the number of days defined for the duration code (SFRAREG_DUNT_CODE) assigned to the section (GTVDUNT_NUMBER_OF_DAYS). Example: Difference between April 1, 2002 and April 22, 2002 = 21 days Translate to duration unit of week = 21 days / 7 days = 3.00 weeks The elapsed duration units would be compared to the duration complete rule defined for the registration code (rules defined in the SSRRFND table) to ascertain the refund percentage to use in the calculation of the refund amount. Ensure that the CRN is captured on the student’s account record (TBRACCD) when the Track by CRN flag is checked on SOATERM.

Register Students The Student Course Registration Form (SFAREGS) provides an automated mechanism for registering students into sections created in the Schedule module. This form also assesses the tuition and fee charges related to the registration and passes them to the Accounts Receivable module. This form further allows for student maintenance, performs the functions necessary for add/drop activity, and provides the ability to print a student's schedule and bill. The form contains the logic to check the repeat limit or repeat maximum hours, which is controlled by the flags set on the Term Control Form (SOATERM). The repeat checking process examines the courses which are in progress and exist in academic history to determine if the repeat rules are violated. Equivalent courses that are specified at the Catalog module are also examined when determining repeats. SFAREGS contains the logic to check the pre-requisite and test score restrictions; this logic is controlled by the registration error flag on SOATERM. The form also contains the logic to check the campus restrictions; this logic is also controlled by the registration error flag on SOATERM. All changes made in the Registration information must be saved before the user is permitted to exit the form. Users are not permitted to exit the registration form if fatal errors exist. This form supports block scheduling via the use the Delete all CRNS? checkbox, and Process Block? checkbox, and the Block (Code) field. Select Update Student’s Term Information from the Options Menu to open the Student Information window where the Block (Code) field is located. SFAREGS displays the following messages in the circumstances described below:



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1.

When the course status is not defined for part of term, the message will display "Course registration status rules not defined for part of term."

2.

When the course status is defined, but is out of the date range, the message will display "Course status dates not within range for part of term."

3.

If enrollment statuses have not been created for the term on the Enrollment Status Control Form (SFAESTS), the message will display "Status undefined or date range invalid; press KEY-CLRBLK OR KEY-CLRFRM to exit."

4.

A warning message is generated if the user attempts to change a student's major or college, if that student's degree record has been updated to pending graduation status.

5.

Test score and pre-requisite checking are combined, and generate the message "Preq & Test Score - Error." if the student does not meet the pre-requisite requirements for a course. The message "PREQ in progress." will display if the student is currently registered for a pre-requisite in a prior term, and it has not been graded, and the In Progress Indicator for that term has been unchecked (set to N) on SOATERM.

6.

The Maximum Hours check only updates those records which bring the student over the Maximum Hours Allowed with a "Maximum hours exceeded." message. Maximum Hours errors cannot be overridden, but the Maximum Hours may be increased in the Registration information section of the form.

7.

If the user attempts to perform an Exit or Rollback function from the Registration section when changes have been made to this section which may affect registration fee assessment, the message “*ERROR* Invalid Key. Must SAVE registration changes before exiting.” will be generated.

8.

If the user attempts to perform an Exit or Rollback function from the Student Information window when changes have been made to this window, the message “*ERROR* Invalid Key. Must SAVE student AND registration changes before exiting.” will be generated.

9.

If the user attempts to perform an Exit or Rollback function from the Registration section when changes have been made to this section, the message “*ERROR* Invalid Key. Must SAVE student AND registration changes before exiting.” will be generated.

The Registration Section Query Form (SFQSECM) is used to assist the registration user in resolving registration problems if they occur. The user may request specific queries against the section data and compare the results to the student's current schedule. Also used in the registration process is the Registration Course Query Form (SFQSECT), which displays information pertaining to the registration of a course, as well as override fields for repeat checking, campus restrictions, and test score restrictions.

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Open Learning Registration Open learning registration provides learners with the ability to register for a class based on start/end dates rather than a term. This open learning approach is optional and works with Banner Student’s registration processing for enrollment and administrative purposes. Open learning allows you to do the following in the Registration module: •

Run reports (such as student schedules, schedule/bills, transcripts, and enrollment verifications) using date ranges in place of term.

•

Permit students to select, as part of the registration process, either the date they wish to start their course or the date they wish to finish the course.

•

Calculate either the start and/or expected completion dates of the class based on the duration of the section in conjunction with the date the student selected at the time of registration.

•

Permit the student to buy more time in a class, thereby extending their expected completion date.

•

Use the section level rules defined through the section creation process.

•

View all registration activity for a student, irrespective of term.

•

Process withdrawals or drops based on the individual student's progress in the course versus static date ranges for the term or part-of-term.

•

Create rules for registration and fee assessment processing that will provide the appropriate level of flexibility for open learning courses. These rules are defined outside the traditional part-of-term and static date registration processing.

•

Specify dates when registration will be accepted (outside of the usual term definitions on SOATERM) to lay the foundation for non-term based registration.

Set Up Open Learning Rules Before setting up open learning rules, make sure all section-related rules and validation codes have been defined in Banner. 1.

Access the Open Learning Section Default Rules Form (SOAORUL), and enter the term in the Key Block.

2.

Use Next Block to access the Registration Date Defaults block, and enter the course/section criteria for the rule (college, department, campus, schedule type, instructional method). This criteria will be used to associate the registration default information to the section or group of sections. For example, if all Web-based nursing sections will be available for registration between a particular range of dates, the department should be set to the nursing department code, and the instructional method should be set to the code that represents Web-based delivery.



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3.

Enter the registration start and end dates for the period of time that the students are allowed to register for a section. These dates will default to all new section records created, matching the identifying criteria defined here. These dates will also default to the start from and to dates on the section record. Both of these date ranges are updatable in SSASECT, if the Ovr (Indicator) is checked.

4.

Enter the census dates to be defaulted to the corresponding fields in the Enrollment Data block of the Schedule Form (SSASECT).

5.

Save the records.

6.

Define the registration status codes that will be allowable for the rule. (a) To do this, position the cursor on the record with the appropriate criteria, and use the Detail button or the Registration Status Codes item in the Options Menu to access the Default Registration Status Code Definitions block. (b) Enter all the registration status codes and usage cutoff percentages that apply for this set of course characteristics. The description and indicator settings from STVRSTS are displayed.

7.

Save the records.

8.

Define extension rules for the term using extension registration status codes with the Ext checkbox checked on STVRSTS. (a) To do this, position the cursor on the extension status code, and select the Extension Rules item in the Options Menu. You will see an error message if the code you chose is not defined as an extension code. This rule defines the default information that will be displayed when granting extensions in SFARHST.

9.

Enter the percentage of the original duration period for the various sections that meet the identifying criteria to be used to extend the learner’s expected completion date.

10. Define the rate per duration unit. 11. Check the Ovr (Indicator) if the defined values can be overridden after the information has been defaulted to the section (SSARULE). 12. Define refunding rules. Refunding rule definitions are required for each registration code that will be used to drop, withdraw, or cancel a registration record. Unlike the refunding rules defined for registration codes in SFARSTS, refunding is accomplished based on the elapsed time from the student’s individual start date based on the duration of the section. This elapsed time is defined as a completion percentage. At the section level, rules may be defined

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based on the duration complete. This functionality was not provided here due to the fact that these are general default rules, and the duration is set at the section level. For example, the original duration of the section is ten weeks, and institutional policy states that a 100% tuition refund will be granted in the first week of the student’s registration. A rule should be defined with a completion percentage of 10% and a tuition refund rate of 100%. Multiple refunding rules can be defined for an individual registration status. After all refunding rules have been defined, save the records. The process of defining registration status codes, refunding rules, and extension rules must be completed for all required department, college, campus, schedule type, and instructional method combinations prior to the creation of section records. If this task has not been completed before CRNs are generated, a batch process (SSPRDEF) may be used to default these rules to all open learning sections (in the term) that do not have processing rules.

Register for an Open Learning Course Before processing registration records for an open learning course, make sure all open learning rules and course sections have been defined in Banner.


1.

Access the Student Course Registration Form (SFAREGS).

2.

Enter the ID of the student who is registering for the course.

3.

Use Next Block to access the Registration Information block, and enter the CRN number in the CRN field, (or search for appropriate sections using the Search button for the CRN field). You may also enter the subject, course number, and section directly if the CRN is unknown.

4.

Save the record, and fix any errors.

5.

A new Start/End Date Entry window will be displayed for open learning courses. Enter the start or end date selected by the student in the window. •

If the start date is entered, the expected completion date of the course will be calculated based on the duration defined for the section.

•

If the student has chosen the date they wish to finish the course, the start date will be calculated. The start date, regardless of how derived, will be checked against the start from and to dates on the section record.

6.

Save the date information. You will be returned to the Registration Information block where you must save again to trigger the checking for registration restrictions (i.e., pre-requisites, time conflicts, etc.).

7.

Save the record so that fee assessment processing can take place.


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8.

An entry is created in the Additional Registration Information Table (SFRAREG) for the start and end dates and the information for the instructor or tutor assigned to the student for the section. The number of extensions field will be populated with a zero to signify the original registration record. Note: Entries are created in this table or traditional and open learning course registration records. This information is then available for Financial Aid processing.

Create an Extension for an Open Learning Course Before creating an extension for an open learning course, make sure all open learning rules and course sections have been defined in Banner. 1.

Access the Student Registration History and Extension Information Form (SFARHST), and enter the ID of the student for whom you wish to process the extension.

2.

Use Next Block to access the Registration History block, and select the record for the course to be extended.

3.

Position the cursor on the desired course and use Next Block, or select the Course Extension item from the Options Menu to access the Registration Extensions Block. Note: You will not be allowed to proceed if: a final grade has already been processed for the course, the selected course has not been defined as open learning (evidenced by lack of part-of-term and start/end date information), the class has been dropped or withdrawn, or the section has not been set up to allow extensions.

4.

Insert a record in the Registration Extension block. The contents of the extension rule defined for the section in SSARULE will be interpreted and used to populate the fields in this record. The transaction amount will be calculated and represents the charge that will be applied to the student's account. Note: Extension processing will not be possible if: the student has passed their expected completion date, the student will exceed the maximum number of extensions allowed for the section, or the student has registration holds.

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5.

If the section requires pre-approval, use the Appr checkbox to signify that special approval requirement has been granted.

6.

If, in the case of an administrative extension, the charge amount should be waived, check the Waive checkbox, and the Amount field will be set to zero.




7.

Save the record when you are satisfied that the correct information exists. A new entry will be entered in the Additional Registration Information Table (SFRAREG).

8.

If online fee assessment is turned on in SOATERM, the fee assessment processing can take place for the extension fees (evidenced by the assess date). If online fee assessment has not been turned on, you will need to run the Batch Fee Assessment Process (SFRFASC) to update the student's account.

Drop or Withdraw from an Open Learning Course Before dropping out of or withdrawing from an open learning course, make sure all open learning rules and course sections have been defined in Banner. 1.

Access the Student Course Registration Form (SFAREGS).

2.

Enter the required term and student ID.

3.

Use Next Block to access the Registration Information block, and enter the appropriate drop or withdrawal code in the Status field. Note: If extensions have been processed for the registration, they will also be dropped.

4.

Save your changes. This updates the existing registration record and the most current and future records in the Additional Registration Information Table (SFRAREG). The status code of withdrawn extensions will not be affected.

5.

Save again. (Your cursor will now be in the Fees field.) This generates the appropriate refunds based on the open learning refunding rules, if online fee assessment has been turned on in SOATERM. Otherwise, you will need to run the Batch Fee Assessment Process (SFRFASC) to update the student's account.

Drop or Withdraw from an Extension Before dropping out of or withdrawing from an extension, make sure all open learning rules and course sections have been defined in Banner.


1.

Access the Student Registration History and Extension Information Form (SFARHST), and enter the ID for the required student.

2.

Use Next Block to access the Registration History block, and select the course to be dropped or withdrawn from.

3.

Position the cursor on the required course, then use Next Block or select the Course Extension item in the Options Menu.

4.

Use Next Record to locate the extension to be dropped or withdrawn from.


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5.

Enter an appropriate registration status code.(The status code must be defined in STVRSTS with both the W/D Ind and Ext checkboxes checked.) Note: Only active, future-dated extensions may be dropped or withdrawn from. This process does not drop or withdraw the student entirely from the course. Extension records may not be removed.

6.

Save your changes. Only the dropped or withdrawn from entry in the Additional Registration Information Table (SFRAREG) will be affected. If online fee assessment is turned on in SOATERM, fee assessment processing will perform the necessary calculations to determine the student's indebtedness to your institution. If online fee assessment has not been turned on, you will need to run the Batch Fee Assessment Process (SFRFASC) to update the student's account.

Enrollment Verification The Enrollment Verification Request Form (SFARQST) allows the user to request retrieval of the most commonly requested data such as registration information, academic standing, GPA, etc., for enrolled students. The student must have at least one general student record created via the Admissions process. This form will not process verifications for students with verification holds on their records unless password-authorized overrides are entered by the requester. Select Term Summary (SHQTERM) from the Option List or perform a Duplicate Record function from the Term field in the Key Information to return the Term Summary Form (SHQTERM). This query form displays the valid history terms associated with the student. The Enrollment Verification Request Rules Form (SFAEPRT) allows the user to generate the types of information to be printed on the Enrollment Verification Document. An unlimited number of enrollment verification document types may be created and maintained by the user. SFAEPRT has a Messages checkbox which controls the printing of messages on enrollment verification documents. The Enrollment Verification Message Form (SFAMESG) is used to enter specific enrollment verification type codes, term codes, or student identification numbers and the messages related to them. Specify the Enrollment Verification Distribution printer parameter on the Student System Distribution Initialization Form (SOADEST) in the Enrollments field when requesting enrollment verification. This same printer parameter should be specified when running the Enrollment Verification Report (SFRENRL), so that the output is routed to the correct printer. The Student Distribution Initialization Form (SOADEST) will be returned prior to the Enrollment Verification Request Form (SFARQST) being displayed, if it has not been processed prior to SFARQST being accessed. Once SOADEST has been processed by a user during a session, any printer changes or additions will need to be made by accessing the form through a menu Direct Access field.

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Use the Time Status Rules Form (SFATMST) to print the enrollment summary information on the Enrollment Verification Document and list the student's actual time status based on their course work for the term. This form allows the user to specify the rules associated with the calculation of the time status information. These rules include effective term, student level, campus, college, degree, major, and student type. A course level is also used to determine which courses should be used in calculating the time status. Using these rules criteria, the user may specify the minimum and maximum credit hours which the student must have for a term to obtain the time code specified in the rule. The following are some examples of time status rules: For effective term 199301, level 01 students (undergraduates), the minimum credits to be classified as a full time student are 12.00, and the maximum credits are 17.99. (No campus, college, degree, major, or student type are specified in the rule.) Only undergraduate credits are to be included in the calculation. If an undergraduate student has 9.00 credits of graduate work (level 02) and 6.00 credits of undergraduate work, then they do not meet the rule specified, and another rule must be found. If no rule can be found for the student, then the user-entered time status that exists on the student's record will display on the report, and an asterisk "*" will display to indicate that the time status does not reflect the student's actual course work. The Enrollment Verification Report (SFRENRL) uses population selection parameters to produce the enrollment verification requests which were processed on the Enrollment Verification Request Form (SFARQST). Students must have had an enrollment verification request processed on the Enrollment Verification Request Form (SFARQST), or they will not be processed. There is a message area on the report where messages which are user defined by person, term, and/or enrollment request type on the Enrollment Verification Message Form (SFAMESG) will appear. The enrollment history portion of the report includes the student's calculated full-time/part-time status information on a term-by-term basis. Graduation term and year are also shown on the report.

Schedule/Invoice/Statement Options On the Student Course Registration Form (SFAREGS) there are options to request an individual student's bill and/or schedule. The bill refers to the printing of a student bill in "INVOICING" mode via the Student Invoice/Billing Statement (TSRCBIL), and the schedule refers to the printing of a Student Schedule Report (SFRSCHD). The printing of either or both of these documents can occur in any of the following ways:


•

Requested online and printed by the Sleep/Wake process.

•

Requested online and printed when the batch process is run.


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•

Requested when the batch process is run using the parameters which include population selection.

To request either or both documents to print online via TSRCBIL and SFRSCHD, the Sleep/Wake process must have been defined. The request may be entered online and the batch process(es) run without defining the Sleep/Wake process. The first set of options which follows describes the choices regarding the printing of bills, and the second set describes the choices for the printing of schedules. Any combination may be used to print one or both documents. For example, the Student Schedule Report (SFRSCHD) can be defined to the Sleep/Wake process and requested online and printed, while the Student Invoice/Billing Statement (TSRCBIL) can be requested online without the Sleep/Wake process defined and then be printed later through the batch process. Reference

Name

Description

Collector Tables Used

SFRCBRQ TBRCBRQ

Registration Student Schedule Collector Table Invoice/Statement Collector Table

Form Used

SFAREGS

Student Course Registration Form

Reports Used

SFRSCHD TSRCBIL

Student Schedule Report Student Invoice/Billing Statement

Process Used

Sleep/Wake

N/A

Printing of Bills The Print Bill box on the Student Course Registration Form (SFAREGS) automatically defaults to checked when the Fee Assessment On-line box is checked on the Term Control Form (SOATERM) and defaults to unchecked when the Fee Assessment On-line box is unchecked on SOATERM. Whichever value defaults, the opposite value may be entered and saved. Option 1:

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Form/Process

Field/Parameter

Value

SFAREGS

Print Bill box

Checked

Sleep/Wake

Set up and executed

Yes for TSRCBIL

TSRCBIL

ID Printer Run Mode

COLLECTOR % or value from SOADEST INVOICING




If a Save function is performed when this field is checked, a record is written to the Invoice/Statement Collector Table (TBRCBRQ). If the Sleep/Wake process is set up to process these requests, the student invoice is printed, and the system automatically clears out the Invoice/Statement Collector Table (TBRCBRQ). The report process that needs to be set up with the Sleep/Wake process is the Student Invoice/Billing Statement (TSRCBIL). This report should have the Run Mode parameter set to "INVOICING". Option 2: Form/Process

Field/Parameter

Value

SFAREGS

Print Bill box

Checked

Sleep/Wake

Set up and executed

No for TSRCBIL

TSRCBIL

ID Printer Run Mode

COLLECTOR % or value from SOADEST INVOICING

If a Save function is performed when this field is checked, a record is written to the Invoice/Statement Collector Table (TBRCBRQ). If the Sleep/Wake process is not set up to process these requests, the student invoice can be printed when the Student Invoice/Billing Statement (TSRCBIL) is run from the host or through job submission. This report should have the Run Mode parameter set to "INVOICING". When the process is run, the system automatically clears out the Invoice/Statement Collector Table (TBRCBRQ). Option 3: Form/Process

Field/Parameter

Value

SFAREGS

Print Bill box

Unchecked

Sleep/Wake

Set up and executed

Yes or No for TSRCBIL

TSRCBIL

ID Printer Run Mode

N/A* N/A INVOICING or STATEMENT * (COLLECTOR would not be used for this scenario)

If the operator unchecks this field, or the Fee Assessment On-line box is unchecked on the Term Control Form (SOATERM), nothing happens when a Save function is performed. No record is written to the Invoice/Statement Collector Table (TBRCBRQ). The student invoice or bill statement can be printed when the Student Invoice/ Billing Statement (TSRCBIL) is run from the host or through job submission.



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Printing of Student Schedule The Print Sched(ule) box on the Student Course Registration Form (SFAREGS) automatically defaults to checked It may be manually unchecked. Option 1: Form/Process

Field/Parameter

Value

SFAREGS

Print Schedule box

Checked (default)

Sleep/Wake

Set up and executed

Yes for SFRSCHD

SFRSCHD

ID Printer

COLLECTOR % or value from SOADEST

If a Save function is performed when this field is checked, a record is written to the Registration Student Schedule Collector Table (SFRCBRQ). If the Sleep/Wake process is set up to process these requests, the student schedule is printed, and the system automatically clears out the Registration Student Schedule Collector Table (SFRCBRQ). The Student Schedule Report (SFRSCHD) needs to be set up with the Sleep/Wake process. Option 2: Form/Process

Field/Parameter

Value

SFAREGS

Print Schedule box

Checked (default)

Sleep/Wake

Set up and executed

No for SFRSCHD

SFRSCHD

ID Printer

COLLECTOR % or value from SOADEST

If a Save function is performed when this field is checked, a record is written to the Registration Student Schedule Collector Table (SFRCBRQ). If the Sleep/Wake process is not set up to process these requests, the Student Schedule Report (SFRSCHD) can be run from the host or through job submission. This report can have the Printer parameter designated for the collector printer set in the Sleep/ Wake process. When the process is run, the system automatically clears out the Registration Student Schedule Collector Table (SFRCBRQ). Option 3:

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Form/Process

Field/Parameter

Value

SFAREGS

Print Bill box

Unchecked

Sleep/Wake

Set up and executed

Yes or No for SFRSCHD




Form/Process

Field/Parameter

Value

SFRSCHD

ID Printer

N/A * N/A * (COLLECTOR would not be used for this scenario)

The Print Sched(ule) field on the Student Course Registration Form (SFAREGS) is manually unchecked. If a Save function is performed when this field is unchecked, nothing happens. No record is written to the Registration Student Schedule Collector Table (SFRCBRQ). The Student Schedule Report (SFRSCHD) can be printed when the Student Schedule Report (SFRSCHD) is run from the host or through job submission. Note: Requests to print bills or schedules always add records to the collector tables. These tables should be monitored, and SQL scripts can be used to delete records that are no longer needed.

Produce Student's Schedule A student's schedule of classes listing meeting times, places, instructors, and campuses may be produced immediately from the Student Course Registration Form (SFAREGS). It may also be produced through a batch process, SFRSCHD, for all students.

Unsatisfied Links The Unsatisfied Links Report (SFRLINK) lists students and CRNs for which they have registered, which have unsatisfied links for the term. The only parameter for this report is a single term. The report will produce unsatisfied link results regardless of whether link section security is a fatal registration error on the Term Control Form (SOATERM). When No Check is selected for the Links radio group in the Registration Error Checking window of the Term Control Form (SOATERM), the Unsatisfied Links Report (SRFLINK) can be run after registration is completed to produce a list of students who have unsatisfied or missing section links for the term. The report is a post-registration batch alternative to an online fatal check for unsatisfied or missing links during registration processing.

Produce Student's Bill Student bills listing all their charges for the term, any past due amount, any future charges, and any current payment may be produced immediately from the Student Course Registration Form (SFAREGS) if fees are assessed. It may also be produced for all students through a batch process (TSRCBIL). May 2003 Confidential


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View Student's Registration The Registration Query Form (SFAREGQ) is used to view a student's registration. It lists all the classes for which a student is registered, the meeting times, the building and room of each class, and the course campus code. If the student is not registered for the term, the user will not be able to leave the Key Information of SFAREGQ.

Produce Course Request Edit The Course Request Edit Report (SFPCREQ) lists all course request transactions that contain an error along with an appropriate error message. This process updates the valid transactions so they can be used in course request. Please see the Course Request and Scheduling Handbook for more information on using this report.

Produce Course Request Update The Course Request Update (SFPFREQ) is used to list all course request transactions that contain errors (i.e., ID not on database, invalid CRN, etc.) along with an appropriate error message. This process updates the database to ready the transactions for processing. Time status history records may also be inserted, if requested. The billing hours associated with a course when Course Request and Scheduling is run will default when the Course Request Update (SFPFREQ) is run. These hours will be defaulted from the section information or from overrides entered on the student's Course Request Form (SFACREQ). Please see the Time Status Calculations section of the National Student Clearinghouse (NSC) Reporting Procedures later in this chapter for more information on using this report.

Produce Class Roster The Class Roster Report (SFRSLST) produces an alphabetical list of all students within a section and may be requested for all sections or one particular section.

Produce Headcount The Unduplicated Headcount Report (SFRHCNT) is used to produce an actual headcount for a term.

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View Class Roster/Enter Grades The Class Roster Form (SFASLST) displays the section information and the students enrolled for a particular section. It may be used during registration to monitor a section. This form is also used to enter both mid-term and final grades. The section override values, specified on the Schedule Override Form (SSAOVRR), are used when rolling the courses to academic history. The Class Attendance Roster Form (SFAALST), the Class Roster Form (SFASLST), and the Grade Roll to Academic History (SHRROLL) support this functionality. The SFAALST and SFASLST forms have an optional Degr Awrd Indicator in their Key Information sections. The system will look at the Status Indicator for the student's degree status on the Degrees and Other Formal Awards Form (SHADEGR). The Awarded Indicator is validated on the Degree Status Code Validation Form (STVDEGS). Placing an Awarded Indicator of P (Pending) in the Key Information will display only those students in the class with an Awarded Indicator of "Pending". Placing an Awarded Indicator of A (Awarded) in the Key Information will display only those students in the class with an Awarded Indicator of "Awarded". If this indicator is NULL, all students are returned. By utilizing these fields, the user may query and grade only those students which are selected. This will allow instructors to grade only those students in the class who are eligible to graduate.

Handle Student's Registered, Not Paid The Registered, Not Paid Process (SFRRNOP) is executed in batch to produce a report of all students who have registered but who have not had their charges accepted in the Accounts Receivable module. This process also has an option to delete the registration of the students selected. This process also maintains census two enrollment based on the user-supplied parameter date. The Registered, Not Paid Process (SFRRNOP) supports Third Party Processing. The T/P Exempt Indicator parameter is used to indicate whether or not a student may be exempt from deletion when a potential third party payment exists. If the parameter is set to Y, and third party contract memos exist for the student, the student would be bypassed in the registration deletion process.

Process Canceled Classes The Registration Mass Drop Form (SFAMASS) can be used to delete registrations of students from a canceled section.

Waitlisting Prior to adding a student to a waitlist, the waitlist seating information must be specified on the Schedule Form (SSASECT). The waitlist maximum number of seats must be entered or a waitlist cannot be created.



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A student can be placed on the waitlist by using a waitlist registration status code which is created on the Course Registration Status Code Validation Form (STVRSTS). Note: Caution should be used when setting the Count in Enrl and Count in Asmt flags for the Waitlist status. If checked, they will update the section enrollment counts as well as the waitlist counts and assess the student for any waitlisted sections. It is recommended that these values are set to unchecked. You must specify, on the Course Registration Status Control Form (SFARSTS), the period in which the waitlist status code may be used. Students are placed on the waitlist via the Student Course Registration Form (SFAREGS) by entering the waitlist course status specified on STVRSTS in the Status field for the course for which the student is being waitlisted. Students can be placed on the waitlist prior to or after the section capacity is filled. However, if a student is to be waitlisted for a course prior to it being filled, it may be necessary to first register the student (RE), and then change the course status to waitlist after saving the changes on the Student Course Registration Form (SFAREGS). Once the number of students enrolled plus the number on the waitlist exceeds the capacity, error messages will inform the user that a waitlist exists. Consider the following waitlisting example steps:

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1.

Section 10010, Senior Thesis in Economics, has a section maximum of 7 and a waitlist maximum of 3. There are six students registered. John has asked for special permission to take the section. The professor will only let John into the section if no other eligible student wants the seat. So John is placed on the waitlist. The section now shows 6 actually enrolled and 1 on the waitlist.

2.

When the next student enrolls for the section, the message OPEN - n WAITLISTED (where n equals the number of students waitlisted) will be displayed to indicate that a waitlist exists and to show the number of students on the waitlist. The section is now filled, and there are two available seats on the waitlist. An override must be used to place the student into the "closed" section. The section is closed, because the number of students already enrolled plus the number on the waitlist is greater than the capacity.

3.

The next student to register for the section will get the message CLOSED - n WAITLIST (where n equals the number of students waitlisted). This indicates that the number of available seats is zero and that one person already exists on the waitlist. The entry operator can choose to override the section capacity by entering a Y in the Ovr field. Or, the Course Registration Status can be changed to a waitlist status. Using the waitlist status will increase the waitlist enrollment to two.

4.

If a student enrolled in the section drops, then the user can go to the Class Roster Form (SFASLST) to see who is on the waitlist and determine which student is to be registered. Then, using the Student Course Registration Form




(SFAREGS), the student's course status can be changed from waitlist to registered. However, a new student attempting to register may do so. Note: No automatic movement of students from the waitlist to a registered status occurs in the Student Course Registration Form (SFAREGS) when seats become available. 5.

Once the maximum number of seats and the waitlist maximum have been reached, any student attempting to register will be prohibited from registering or being placed on the waitlist. So, using the same course outlined above, if the number of students registered is 7 and the number of students on the waitlist is 3, the next student attempting to register will receive the following message: “Closed—Waitlist Full”.

6.

If a seat becomes available in a section which has a waitlist, then the OPEN WAITLIST message will be displayed when a student tries to register for the section. This indicates to the operator that a waitlisted student may be eligible for the seat before the student trying to register. The waitlist enrollment can also be overridden if the user enters a waitlist status code in the Status field and a Y in the Ovr field.

7.

To process a Remove function on a waitlisted course on the Student Course Registration Form (SFAREGS), the system requires that a DD (Drop/Delete) function from the Course Registration Status Code Validation Form (STVRSTS) be performed on a waitlisted course, which will remove the student from the waitlist enrollment count. A Remove function may be performed after the DD function.

The Section Query Form (SSQSECT) and the Registration Section Query Form (SFQSECM) allow the user to query all sections which have students on the waitlist where seats are currently available. The Registered, Not Paid Process (SFRRNOP) removes all students on the waitlist and modifies the waitlist counters. The Waitlist Enrollment Purge (SFPWAIT) removes all waitlist enrollment information for those students who could not be placed in a specific class section.

Reserved Seating & Waitlist Processing Waitlisting can also be used with Reserved Seating. Waitlist maximums can be established on the Enrollment Data window on SSASECT. If waitlist maximums are established for reserved seats during registration, then the error messages will indicate that reserved seating is being used for the section. For example, the message RESERVE CLOSED - WL FILLED indicates that the reserved seating is filled, and the reserved seating waitlist is filled for the section. An override of the registration status will over-enroll the reserved seating and leave the waitlist alone. Entering a waitlist status and a Y in the Ovr field of SFAREGS will over-enroll the waitlist. May 2003 Confidential


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Drop Last Class Students can be dropped from the last class for which they registered or from all classes. If a student is registered for a single class, use one of the drop codes defined on the Course Registration Status Code Validation Form (STVRSTS) or the Course Registration Status Form (SFARSTS) to drop the last class. If there are no registration errors, the last class should be dropped. If the student is registered for multiple classes, use one or more of the drop codes defined on STVRSTS or SFARSTS to drop all classes. If there are no registration errors, all classes (which would include the last class) should be dropped.

Rules and Use of the Term Control Form (SOATERM) in Repeat Processing Repeat processing in registration uses the schedule type, level, title, and transfer courses when checking for a repeat condition. Registration repeat checking functions in the same way as academic history repeat checking and considers all academic history (courses graded and rolled to history), as well as in-progress courses that are either graded or unrolled and ungraded. Please review the settings of the Key Block fields on SHARPTR in the Academic History chapter for more information on how to set up registration repeat checking limits by schedule type, level, title, and transfer courses. When a student's record is assessed for registration repeat instances, the process will specifically count the following: •

The total number of times the course has been taken (in rolled and unrolled registration records).

•

The total credits taken by the student (in rolled and unrolled registration records).

•

Both transfer and history records, including the current registration attempt.

Repeat Limit Note: The Repeat Limit and Repeat Max(imum) Hours fields referred to in this section are set up on the Basic Course Information Form (SCACRSE) for use on SOATERM in repeat processing. Using Repeat Limit only as a fatal error on SOATERM: Note: Use these rules if your institution checks Repeat Limit but not Repeat Maximum Hours.

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When the user designates via the Repeat Limit flag on SOATERM that the Repeat Limit is to be checked as a fatal error, the following rules apply: •

If the Repeat Limit is null or zero, regardless of the value in the Repeat Maximum Hours field, the course may not be repeated.

•

If the Repeat Limit has a value, regardless of the value in the Repeat Maximum Hours field, then the course may be repeated as follows: Repeat Limit = 2 Repeat Maximum Hours = any value

The course may be taken three times for an unlimited number of credits; that is, after the course has been taken the first time, it may be repeated twice. Using Repeat Maximum Hours only as a fatal error on SOATERM: Note: Use these rules if your institution checks Repeat Maximum Hours but not Repeat Limit. When the user designates via the Repeat Hours flag on SOATERM that the Repeat Hours are to be checked as a fatal error, the following rules apply: •

Regardless of the value in the Repeat Limit, if the Repeat Maximum Hours is null, the course can be repeated for an unlimited number of credits.

•

Regardless of the value in the Repeat Limit, if the Repeat Maximum Hours is zero, the course cannot be taken at all.

•

Regardless of the value in the Repeat Limit, if the Repeat Maximum Hours has a value, the course may be taken as many times as desired, as long as the credit hours do not exceed those specified in the Repeat Maximum Hours field. Repeat Limit = any value Repeat Maximum Hours = 10

If a three credit course is attempted to be taken four times, the fourth will not be allowed, because it exceeds the Repeat Maximum Hours. Using both Repeat Limit and Repeat Maximum Hours as fatal errors on SOATERM: Note: Use these rules if your institution checks both Repeat Maximum Hours and Repeat Limit.


•

If both the Repeat Limit and Repeat Maximum Hours are null, the course cannot be repeated.

•

If the Repeat Limit is zero and the Repeat Maximum Hours is zero, the course cannot be repeated because of the Repeat Maximum Hours rules.

•

If the Repeat Limit has a value and Repeat Maximum Hours is zero, the course cannot be repeated because of the Repeat Maximum Hours rules.

•

If the Repeat Limit is zero and Repeat Maximum Hours has a value, the course cannot be repeated because of the Repeat Limit rules.


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•

If the Repeat Limit is null and Repeat Maximum Hours has a value, the rules for Repeat Maximum Hours are used: Repeat Limit = null Repeat Maximum Hours = 7

•

If a three credit course is taken more than two times, it will exceed the Repeat Maximum Hours rule and may not be repeated.

•

If the Repeat Limit has a value and Repeat Maximum Hours is null, the Repeat Limit rules are used: Repeat Limit = 1 Repeat Maximum Hours = null A course can only be repeated once here, regardless of credits.

•

If the Repeat Limit and Repeat Maximum Hours each have values, and if either rule fails the test, repeat checking will prevent registration. Repeat Limit = 3 Repeat Maximum Hours = 10

•

Taking a three credit course for the fourth time, as allowed by the Repeat Limit, would exceed the Repeat Maximum Hours of ten, and therefore this repeat would not be allowed.

•

Taking a two credit course for the fifth time, as allowed by the Repeat Maximum Hours, would exceed the Repeat Limit of three, and therefore this repeat would not be allowed.

All errors received in registration because of Repeat Limit or Repeat Maximum Hour constraints can be overridden, and students are then able to register for those courses.

Selection Rules Repeat/equivalent course processing is controlled by the Repeat Limit and the Repeat Maximum Hours fields on the Basic Course Information Form (SCACRSE). These fields are used in the Registration Module according to the status of the registration error flags on SOATERM and are calculated in Academic History according to the rules on the Repeat/Multiple Course Rules Form (SHARPTR). Note: The Repeat Status (Code) field on SCACRSE is informational only and is not used in Repeat Processing.

Repeat Policies The Repeat/Multiple Course Rules Form (SHARPTR) is used to establish the institution's repeat policy. It allows for repeated courses to be treated in two different ways (repeat limit rule or repeat hours rule) with three different course selections (last, highest, or first passing).

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The Using Repeat Limit Selection Rule field is used when the number of times a may student take a course is limited. Repetition of the course will invoke the specified repeat rules. This is defined on the Basic Course Information Form (SCACRSE) in the Repeat Limit field. The Using Repeat Hours Selection Rule field is used when there is a maximum number of hours that may be earned before the course is considered to be a repeat. Each rule has an associated evaluation grade that determines the minimum grade a course must have to be considered for repeat processing evaluation. Registration repeat checking uses the evaluation grade to determine if a course should be considered in repeat checking, based upon whether repeat hours or repeat limit rules are to be used. The value in the Evaluation Grade field is the minimum grade that will be used for repeat checking, for the term, level, and selection rule. Once this grade is set, courses with a numeric value less than the evaluation grade will not be considered in repeat checking.

National Student Clearinghouse (NSC) Reporting Procedures Overview of Processing for Clearinghouse Reporting Your institution has the option to report student enrollment information to the National Student Clearinghouse (NSC), which then tracks and reports that information to lenders and guarantors of student loans at no cost to the reporting institution. The following sections outline the processing requirements and procedures for submitting information extracted from the SCT Banner Student System to the Clearinghouse. Reporting of student enrollment information is based on calculating and storing a student's time status, where the time status is associated with any online or batch processing, when the processing results in the creation or modification of registration records and the credit hours (non-CEU hours) associated with those records. By design, a student is considered for reporting during a given term only if a registration term header record exists for the student. The calculation of a student's enrollment time status is based on rules established in the existing Time Status Rules Form (SFATMST). Each time status code defined by an institution in the Time Status Code Validation Form (STVTMST) must include an NSC equivalent for Clearinghouse reporting purposes. Specific data elements are required in the extract file that is transmitted to the Clearinghouse. To assist end users in identifying any missing or invalid data prior to processing the file that will be transmitted to the Clearinghouse, an option is provided in the Clearinghouse Extract Report (SFRNSLC) that will produce a listing of invalid or missing data. In addition, the Time Status Calculation Update Process (SFRTMST) includes comments in the output which will assist in identifying May 2003 Confidential


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potentially invalid data. No invalid or missing data should exist prior to processing and producing the extract output file, or some of the data that is transmitted to the Clearinghouse will be inaccurate or misrepresented.

Sources of Data for Clearinghouse Reporting The validity of the data reported by the Clearinghouse Extract Report (SFRNSLC) depends on specific data entry requirements and procedural consistencies. A registration term header record must exist for a student to be included in the reporting for a term. Note: The record is represented by the enrollment status information in the Registration section of the Student Course Registration Form (SFAREGS). This record is created when a Save function is performed for the first time in the form, even if no registration for CRNs exists. Students who are considered to be "enrolled" by an institution, but who have not been officially registered in courses in the Student Course Registration Form (SFAREGS), will not be included in the group of students reported to the Clearinghouse. Students who are enrolled in courses, but for institutionally specific reasons should not be reported to the Clearinghouse, should be assigned a student attribute which will be input as a value to the Student Attributes to Exclude parameter when processing the report. For all students enrolled for the term, an enrollment status is determined. For all enrollment statuses, with the exception of a withdrawn student, the Affect Headcount flag on the Enrollment Status Code Validation Form (STVESTS) must have a value of Y or checked for the enrollment status code that exists in the Registration section of the Student Course Registration Form (SFAREGS). In some specific cases, start dates for enrollment statuses must be reported. The statuses are checked for in the order listed below, and the data requirements (form field, source of status date, if required) for each status are indicated: 1.

D - Deceased (requires status date) A value of Y or checked must exist in the General Person Form (SPAPERS) Deceased Indicator. The status date is selected from the Deceased Date field on the same form.

2.

G - Graduated (requires status date) A degree with a status code that has an Awarded Indicator of A on the Degree Status Code Validation Form (STVDEGS) must exist in the Degrees and Other Formal Awards Form (SHADEGR). In addition, the level of the degree code must match the level of the current general student record (the maximum term that is less than or equal to the reporting term). The level check is included so that a student who is currently enrolled in a graduate program, but previously has been awarded an undergraduate degree from the same institution, will not be erroneously reported as graduated. The status date is selected from the (Graduation) Date field on the same form.

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3.

A - Approved Leave of Absence (status date not required) A leave code exists in the General Student Form (SGASTDN) for the current effective term (the maximum term that is less than or equal to the reporting term) which includes the reporting date between the leave from and to dates on the same form. For example, a student is on a medical leave of absence from February 1 through March 15, 1995. The Clearinghouse Extract report date of March 1, 1995 will identify this student as on an approved leave of absence.

4.

W - Withdrawn (requires status date) A student enrollment status code exists for the term where the Affect Headcount flag is N or unchecked on the Enrollment Status Code Validation Form (STVESTS). The status date is selected from the Enrollment Status Date (untitled field) on the Student Course Registration Form (SFAREGS). Note: Students who have not attended the current reporting term, but attended in a previous term, will be reported as withdrawn (W), and not as never attended (X). If the student enrollment status was Y (checked) for the most recent previous term, then the status change date reported will be the term end date for that previous term (term end date from STVTERM). If the student enrollment status was N (unchecked) for the most recent previous term, then the status change date will be reported as the activity date on the registration term header record.

5.

F - Full-time; H - Half-time; or L - Less than Half-time (conditionally requires status date) A student who has a registration term header record, but is not deceased, graduated, on an approved leave of absence, or withdrawn, is considered to be actively enrolled, and their maximum time status history record that is less than or equal to the reporting date will be examined to determine the enrollment status. A status date is reported when a student drops from a "higher" status to a "lower" status in a subsequent report to the Clearinghouse during the same term. A drop from a higher to a lower status would include: from full-time to halftime; from full-time to less than half-time; and from half-time to less than halftime. When a drop in enrollment is determined, the status date is selected from the Time Status Date in the Time Status History window in SFAREGS for the maximum time status history record that is less than or equal to the date of the report currently being submitted to the Clearinghouse. A status date is not reported if a student increases from a lower status to a higher status in a subsequent report to the Clearinghouse during the same term.

Overall Data Requirements The following are set-up requirements which only need to be completed once.



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Establish Time Status Codes Codes and descriptions for institutionally defined student time statuses should be established on the Time Status Code Validation Form (STVTMST). For each code, a National Student Clearinghouse (NSC) equivalent value must be designated. Note: An exception to this is a code and a rule which must be built for 0.00 minimum and 0.00 maximum credit hours applicable to each student level and a system required code of 99 - Error Calculating Time Status refer to the section on establishing Time Status Rules below for more detailed information. The NSC equivalents are limited to three specific values: F for full-time, H for halftime, and L for less than half-time. It is possible that an institution may have multiple time status codes that would equate to the same NSC equivalent. For example, an institution may wish to distinguish between three-quarters and halftime enrollment with separate codes. For purposes of reporting to the Clearinghouse, both of these codes would be equivalent to H - half-time. Establish Time Status Rules Institutionally specific student enrollment time status rules should be defined on the Time Status Rules Form (SFATMST). When establishing rules, the following guidelines are recommended. 1.

Include rules for all valid student levels for time status calculations. Note: (Student) Level is not a required field on the form. If a rule does not include a specific student level, it will apply to all student levels that may exist.

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2.

For each rule, at least one course level is required in the Time Status Level section. Enter the course level(s) that should be included in calculating time status for each individual rule.

3.

Build rules so no gaps exist between hour ranges. For example, if half-time enrollment is at least 6 but not more than 12 credit hours, and full-time enrollment is 12 credit hours or more, do not specify the half-time rule minimum and maximum credits as 6 and 11, and the full-time rule minimum and maximum credits as 12 and 99. If a student can take a combination of courses that will total to a fractional amount between 11 and 12 (such as 11.5 credits), then the student will not match a rule. To avoid such a problem, designate the half-time rule minimum and maximum credits as 6 and 11.99. Equate each rule to an NSC equivalent of either F - full-time, H - half-time, or L - less than half-time, with the exception noted in item 4) below.

4.

Build a rule that designates both the minimum and maximum credits as 0.00 for every student level. Do not equate the time status code for this rule to an NSC equivalent. This rule is needed to accurately reflect a withdrawal from all courses in the Time Status History window in SFAREGS. A system-required value is not dictated so that a meaningful institution specific code and description can be built. If such a rule does not exist, and a student withdraws Student Release 6.0 User Guide



from all courses, the first record in the display in the Time Status History window will be the system required code 99 - Error Calculating Time Status. (Suggestion: Build one rule, and do not specify a student level, so that the rule will be selected for all students, regardless of their level, if credit hours drop to zero (0).) 5.

Do not build a rule for the system required 99 (Error Calculating Time Status) time status code. This code is reserved for the purpose of updating and inserting time status records with the value of 99 when the system is unable to calculate time status. A current time status code of 99 will alert the user that a problem was encountered when the system attempted to calculate time status. Please refer to error messages in the Time Status Calculations section below.

6.

If necessary, time status rules may be updated in subsequent terms if student enrollment rules change, by adding rules with a new effective term code. For example, in term 199301, a student is considered to be half-time if enrolled for at least 6 but less than 9 credits hours. In term 199601, new rules take effect so that to be considered half-time, a student must be enrolled in less than 12 credit hours. To accommodate the change effective in 199601, a new rule should be added with an effective term of 199601 with the new minimum and maximum credits.

Establish Institution FICE Code for Reporting Enter the correct FICE code for your institution in the Institution FICE Code field on the the Academic History Control Form (SHACTRL). The FICE code entered is reported in the extract file that is sent to the Clearinghouse. This field is not currently used for any other purpose in the Student system. Establish Term Control for Time Status Calculation The following is a set-up requirement which needs to be completed on a term-byterm basis. For each term that student enrollment information should be reported to the Clearinghouse, set the Calc(ulate) Time Stat(us) Indicator on the Term Control Form (SOATERM) to Y or checked if dynamic time status calculations should be performed in online forms that add or update credit hour (non-CEU hour) enrollment. As an alternative to performing time status calculations dynamically, time status records can be created in batch with the Time Status Calculation Update Process (SFRTMST). (See additional information about the SFRTMST process in the Time Status Calculations section below.) This indicator defaults to N or unchecked when controls are initially created for a new term.

Time Status Calculations Update and Insert Time Status Records As listed in the previous step, the value of Y or checked for the Calc(ulate) Time Stat(us) Indicator on the Term Control Form (SOATERM) results in dynamic time status calculations and update and insert of time status records on the Student May 2003 Confidential


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Course Registration Form (SFAREGS), the Registration Mass Drop Form (SFAMASS), and in the Telephone Registration processing. These time status calculations write a time status history record when a time status is calculated for the first time in the term, and also when a change in time status has been calculated. The history of status changes is stored in the time status history table. In addition, the most recently calculated time status is updated and stored on the registration term header record. User overrides to calculated time statuses are permitted in the Student Course Registration Form (SFAREGS). Detailed time status processing information on the individual forms is described below. Dynamic Calculation of Time Status and Update/Insert of Records Note: Time status calculations occur in SFAREGS, SFAMASS, and Telephone Registration processing only when the Calc(ulate) Time Stat(us) Indicator on SOATERM has been set to Y or checked. No messages are included in those forms to inform the user that the indicator is set either to Y (checked) or N (unchecked) on SOATERM. In SFAREGS, SFAMASS, and Telephone Registration processing, in which processing can affect a student's total credit hours enrollment (CEU credit hours are not included in Clearinghouse processing and reporting), the existing time status code is "remembered" in the form prior to the occurrence of any processing. After processing has been completed in each form and you perform either an Exit or Rollback function, the total credit hours as a result of processing are read from the database, and the current/new time status is retrieved from the database. Within each form, the previously existing ("remembered") and the current/new time status codes are compared, and if they are different, a time status history record is inserted, and the registration term header record is updated. The calculation uses the time status rules on the Time Status Rules Form (SFATMST) and determines the time status code that matches the qualifying credit hours enrollment. SFAREGS - System Time Status Calculations, Functionality, and Error Messages During student course registration processing, a student's enrollment time status is calculated after additions and/or changes have been completed and saved in the form, and you perform an Exit or Rollback function. Changes in student information, such as college, campus, degree, major, or student type, may or may not result in a change to a previously calculated time status, depending on whether institution-specific rules exist for differences in any one or more of those characteristics. Changes in course registration and/or student information may or may not cause a new time status to be calculated, depending on the rules that have been established. The autohelp message "*WARNING* Unable to calculate time status. Check rules on SFATMST" displays if time status calculations have been enabled on the Term Control Form (SFATMST), but no time status rule can be found which matches the range of hours, student characteristics, and course levels that exist in the student's registration record. When this message displays, the system inserts a time status history record with the system required code of 99 - Error Calculating Time Status, and also updates the registration term header record with the code of 99. The error should be investigated by examining the rules on SFATMST. After the problem has

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been found and corrected, the student registration where the error occurred should be accessed again on SFAREGS. Performing two Next Block functions (cursor will be in the Course Registration section), Save, then a Rollback or Exit function will update the time status calculation, if appropriate. Correcting the problem will not delete the time status history record of 99. That record remains as an historical record, and the new record will be inserted. Note: Refer to the Time Status Calculation Update Process (SFRTMST) in the Reports section of this chapter for an alternative to online reprocessing when problems with the Time Status Rules have been found and corrected. To view the history of student enrollment time statuses that have been calculated, select View Time Status Information from the Options Menu or perform a Duplicate Item function from the ID or Date fields when you are in the Key Information of the form. This displays the Time Status History window. The time status records are displayed in reverse chronological order (most recent changes first). An Edit function can be performed on the Time Status Date field in the window to display the full date and time that the time status calculation was performed, in the format DD-MON-YYYY HH24:MI:SS. No fields in the display are updateable, and existing records cannot be deleted. The Time Status History window cannot be accessed unless registration exists for the term (at minimum a registration term header record). If you attempt to access the Time Status History window when no registration exists, the message "*ERROR* Registration MUST exist for term before updating time status history" displays. The source of the calculation, either SYSTEM or USER will display. The SCT Banner userid (Oracle ID) of the user associated with both SYSTEM and USER calculations is stored in the time status history table, but is not currently displayed online. For auditing purposes, access to that information is available by authorized personnel through SQL*Plus. When a time status history record is added, the registration term header record is also updated with the new/current time status code, time status date, time status maintenance indicator (either "S" -SYSTEM or "U" - USER), and the SCT Banner userid (Oracle ID) responsible for the update to the record. The SCT Banner userid field from the time status history record, as well as from the registration term header record, is not displayed from any existing form in the Student System, but for auditing purposes, access to that information is available by authorized personnel through SQL*Plus. The other fields are displayed in the Time Status History window on SFAREGS. (The values actually displayed are from the time status history table, and not from the registration term header table, but they would be the same.) Overriding System Time Status Calculations Time statuses that have been calculated by the SYSTEM can be overridden by the USER. To override a previously calculated time status, first access the Time Status History window in the Key Information of SFAREGS. Next, perform an Insert Record function, and add the override time status code that is appropriate. If desired, the List function can be performed from the Time (Status Code) field to display the valid time status codes from the Time Status Code Validation Form (STVTMST). The time status date on the added record will default to the current May 2003 Confidential


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date, but may be overridden. The Source will default to USER. After the USER record has been added and saved, it cannot be modified or deleted. If an incorrect time status was entered, either a new record should immediately be added with the correct time status, or the existing record should be updated in the time status history table by authorized personnel through SQL*Plus. Note: Once a USER override time status history record exists, subsequent SYSTEM time status calculations will not occur for the student for that particular term. If registration changes after a USER time status history record exists, the message "*WARNING* Time status information MUST be updated manually" is displayed on autohelp line of the Student Course Registration Form (SFAREGS). Users who have access to add and/or update registration information on SFAREGS also have access to add manual (USER) time status history records in the Time Status History window. There is no separate form level security access for the window. Users can selectively be prevented from being able to add manual (USER) time status history records by controlling grants to the time status history table. Back Dating Registration If you back date the date in the Key Information of SFAREGS, be aware that the time status history record that may be calculated and inserted will be date stamped with the current date (Time Status Date). If desired, a user-added time status record may be added with the back-date. Also note that if a user time status record is added with a time status date that is chronologically earlier than the system calculated record, no future system calculations will occur, because an indicator has been set on the registration term header record. SFAMASS - System Time Status Calculations, Functionality, and Error Messages A time status calculation is performed for each student dropped from the section, and a new time status history record is created if appropriate. If an appropriate rule cannot be found to calculate a new time status for a student the message "*WARNING* Unable to calculate time status for ID . Check SFATMST rules" displays on the autohelp line. Note: The user should note the ID number that was displayed in the warning message, and then acknowledge the message to allow processing to continue to the next student. Performing a Print function to capture the error message with the ID on the screen will not be successful. Because of the way SQL*Forms is handling the acknowledgment that is required for the error message, the function keystroke for Print acts as the acknowledgment and removes the error message from display. The resulting screen print does not contain the error. When this message displays, the system inserts a time status history record with the system required code of 99 - Error Calculating Time Status, and also updates the registration term header record with the code of 99. Each problem should be investigated and resolved by examining the rules on the Time Status Rules Form

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(SFATMST). After each problem has been corrected, the student(s) with the error(s) should have their time statuses updated properly. Correcting the problem and recalculating time status will not delete the time status history record of 99. The 99 record remains as an historical record, and the new record will be inserted. How this is done depends on whether the course that was dropped was also deleted, and also on the user's preference for updating dynamically online or in batch at a later date. Note: Refer to the Time Status Calculation Update Process (SFRTMST) in the Reports section of this chapter for detailed information about batch time status processing. If the course was removed (delete record) in SFAMASS, online recalculation of the time status must be performed in SFAREGS. To do so, enter the term and student ID in the Key Information of SFAREGS, then perform two Next Block functions to position the cursor in the Registration section, and perform a Save function. (Please note that no changes are needed in the form.) Either an Exit or Rollback function will update/insert the time status, if appropriate. If the course was not removed in SFAMASS, online recalculation of the time status can be performed by accessing SFAMASS. To do so, enter the term and course reference number in the Key Information, perform a Next Block function, followed by a Save function. Either an Exit or Rollback function will update/insert the time status, if appropriate. If desired, updates in batch can be performed by the Time Status Calculation Process (SFRTMST) at an appropriate time. If a manual (USER) time status history record exists for a student being processed on SFAMASS, the message "*WARNING* Time status history for ID MUST be updated manually" displays in the autohelp line. When this warning message displays, institutional policies and procedures will determine if the user should update the time status history manually in the Time Status History window in the Student Course Registration Form (SFAREGS). Note: The user should note the ID number that was displayed in the warning message if a manual update may be needed. Performing a Print function to capture the error message with the ID on the screen will not be successful. Because of the way SQL*Forms is handling the acknowledgment that is required for the error message, the function keystroke for Print acts as the acknowledgment and removes the error message from display. The resulting screen print does not contain the error. Note: The warnings that are detected by the Student Course Registration Form (SFAREGS) and the Mass Drop Form (SFAMASS) are not considered to be fatal errors, and do not stop or interfere with processing of course registrations. Telephone Registration Processing - System Time Status Calculations, Functionality, and Error Messages Please refer to the Voice Response user documentation for more information on Telephone Registration processing. May 2003 Confidential


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Because of technical and procedural issues, checks for the warning conditions in SFAREGS and SFAMASS are performed in Telephone Registration processing for either a rule that cannot be found, or a time status that must be updated manually, but the display of the warning messages has been inactivated. These messages are not displayed in the form processing, because the calculations and error checking cannot be performed until the user either Exits or performs a Rollback after Saving. You may hang up the phone after receiving confirmation of registration and are not technically required to perform an Exit or a Rollback. Therefore, there is no guarantee that a warning message would be consistently conveyed and appropriate follow-up would occur. As with SFAREGS and SFAMASS, if an error is encountered in attempting to calculate time status, a time status history record with the system required value of 99 - Error Calculating Time Status is inserted into the time status history table, and the registration term header is updated with the 99 code. These errors will be identified later by either the Time Status Calculation Update Process (SFRTMST) and/or the Clearinghouse Extract Report (SFRNSLC). As is the same case with SFAREGS and SFAMASS, the warnings are not considered to be fatal errors, and do not stop or interfere with the processing of course registrations. SFPFREQ - System Time Status Calculations, Functionality, and Error Messages The Course Request Update Process (SFPFREQ) inserts course registration records via a parameter which optionally calculates and adds a time status history record for the processing term. If this process was run without calculating and adding time status history records initially, the Time Status Calculation Update Process (SFRTMST) could be run at a later time to create and update the time status records. Batch Calculation and Update/Insert of Time Status Records The Time Status Calculation Update Process (SFRTMST) calculates time status and updates/inserts time status records if appropriate in a batch mode. If dynamic time status calculations have not been enabled for the term by setting the Calc(ulate) Time Stat(us) Indicator on SOATERM to Y or checked, or if the indicator has been turned on and off one or more times during the term, this process must be executed to calculate students' time statuses and update/insert time status records that are needed for the Clearinghouse Extract Report (SFRNSLC). The purpose and processing consequences of the parameters are described as follows: 1.

Term Code - This is required and is the term code for the time status calculation and update/insert of time status records.

2.

Level Code - This is optional and allows you to select one specific level or all levels for processing. *

3.

Campus Code - This is optional and allows you to select one specific campus or all campuses for processing. * *

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The process can be run multiple times in Audit mode for different combinations of campus and/or level so that individual outputs can be directed to appropriate offices, departments, or individuals for review. Student Release 6.0 User Guide



After necessary corrections have been made, it is recommended that the Update mode should be processed for all levels and campuses, so that all students are updated simultaneously. 4.

Run Mode - This is required and allows you to select either an audit report (A - Audit Mode) of time status calculations that would occur and conditions that exist that would prevent time status from being updated/inserted, or select an update/insert of database time status records (U - Update Mode). The process should be run in audit mode first to review any error conditions that may need to be resolved before making permanent changes to the database in update mode. The process can be run in audit mode as many times as desired without any adverse effects on the data. When executed from the command line, an A will default if you do not enter a value. The default protects against updating the database when no value is entered. Valid values for the run mode parameter are A, a, U, and u.

If you accidentally type an invalid value for either the term code or the run mode, a message displays indicating that an invalid value has been entered. The process then prompts the user to re-enter the parameter value. The process selects all students registered for the term, and determines if the existing time status in the database is the same as the time status that is calculated when the process is run. If the calculated time status would be different, the student is selected for printing on the report. For each selected student, the existing time status code (if one exists), the revised time status code (what the current calculated time status would be), and an appropriate comment are printed on the report. The following is a list of all of the possible comments which could be included in the output, and a description of what each indicates. The comments fall in two groups: 1) comments indicating that the status of a student is different from one of the "enrolled" statuses (either F - full-time, H - half-time, or L - less than half-time) and that they do not have a time status reported; and 2) comments pertinent to enrolled students who require a time status to be reported. Comments for students with statuses that do not have a time status reported: 1.

Deceased

-

Student is deceased

2.

Withdrawn

-

Student has withdrawn

3.

Graduated

-

Student has graduated

4.

Leave of Absence

-

Student is on a leave of absence

Comments for enrolled students who require a time status to be reported: 1.

"MUST be updated manually " This indicates that the most recent time status history record for the student is a USER-entered override time status. These students should be reviewed to determine if the USER time status code is still appropriate. If any student with a USER time status should be updated, the update could be performed by



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adding another USER (manual) time status in the Time Status window in SFAREGS, or the existing registration term header record could be updated in SQL*Plus by authorized personnel. If the registration term header record is updated to allow SYSTEM time status calculations to resume, the existing USER time status history record remains as a historical record, but subsequent changes, if any, to the student's enrollment may result in additional (future) SYSTEM time status records. 2.

"ERROR - Must be resolved " This message appears when an error is encountered when the process attempts to calculate the student's current time status. The system required 99 (Error Calculating Time Status) displays as the revised code on the printed output. You must diagnose and resolve the problem. It is likely that a problem exists in the Time Status rules. You should investigate the student's current registration, and compare the student's characteristics and levels of the registered courses against the existing Time Status Rules to determine the problem. After correcting any problems with the Time Status Rules, the SFRTMST process can be run again. If the changes have successfully resolved the problems that caused the 99 codes to display on the report, the 99 codes should now be replaced by other "real" calculated time status codes.

3.

"**" A legend centered at the beginning of the report output indicates that the students will have their time status updated if the process is run in update mode. The number of students in this group may be significantly large if dynamic time status calculations have not been enabled for all or part of the term. When the Calc(ulate) Time Stat(us) Indicator on SOATERM has been set to N prior to running this process, there will be no value in the column displaying the existing time status on the report output.

If all enrolled students for the term have time status records that are current, and there are no students who are deceased, graduated, withdrawn, or on leave of absence, and if there are no enrolled students with USER (manual) time status records, the output of SFRTMST will print the statement "No Time Status Records to be Updated". The process can be used to serve several purposes. First, it can be used to update/ insert time status records after certain errors, such as gaps or other types of errors in Time Status Rules, have been corrected. If the process does update/insert time status records, the value of "SFRTMST" will be inserted in the USER field in both the registration term header record and the time status history record. Second, it can be used to verify that students with USER (manual) time statuses are valid. Third, it can be used to detect procedural inconsistencies. An example of a procedural inconsistency would be when a student has a time status that equates to the institution rule where minimum and maximum credit hours are zero (0), and has actually withdrawn from the institution, but displays on the output. This would be an indication that the student's enrollment status had not been changed to a status (SFAESTS for the registration term) where the Affect Headcount flag was set to N or unchecked (STVESTS).

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Warning: The timing of the execution of this batch process is critical. Time statuses are calculated and time status history records updated/inserted with an activity date that is equal to the day the process is executed. If, for example, your institution determines time statuses will always be processed in batch, careful consideration must be given to the dates when the batch process should be executed so that the information that is reported to the Clearinghouse is accurate as of the intended reporting dates. It is not possible to calculate time status and insert time status history records as of a point in time in the past, because a complete historical audit of course registration changes is not available in the database. If a report needs to be submitted to the Clearinghouse on September 10, the batch process would need to be executed prior to September 10. The batch process allows you to control the frequency of the calculation of time status and update/insert of time status history records. Depending on the frequency of execution, some historical changes may not be reflected when reviewing a student's time status history online in SFAREGS. For example, consider the following registration history for a student, and assume that the Calc(ulate) Time Stat(us) Indicator on SOATERM has been set to N or unchecked: Example registration changes: September 1

13 credit hours

Full-time status

September 6

8 credit hours

Half-time status

September 15

12 credit hours

Full-time status

Example batch processing and update of time status history: September 2

Full-time status

September 10

Half-time status

If the batch process was run for the first time on September 2nd, this student would have a time status history record indicating full-time status inserted for that date. If the next batch process was run on September 10th, this student would now have a new time status history record inserted, because their current time status is halftime. The batch process provides point-in-time updates to time status history, but would not reflect changes that may have occurred between the distinct points in time of batch updates. If the date of the first report to the Clearinghouse was September 20, the student would be reported as half-time. This would not be correct, because the student had actually added additional courses on the 15th of September which returned them to full-time status. Because the batch time status update was not run after September 15th, the time status was not updated/inserted properly. Caution: Time status cannot be calculated for a point in time in the past, because a complete history of all registration changes is not available in the



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database. The Clearinghouse report depends on timely and accurate information in the time status history table. It is critical that batch time status calculations are planned, so that time status history data is current and accurate for Clearinghouse reporting.

Reporting to the Clearinghouse (SFRNSLC) Your institution should contact the Clearinghouse directly to arrange for transmission of EDI or EDI.Smart™ extract files. The Clearinghouse can accept files that are ftp'd, as well as files sent on diskette. The Clearinghouse can be contacted as follows: National Student Clearinghouse 13100 Worldgate Drive, Suite 245 Herndon, VA 22070 Phone number: (703) 742-7791 Fax number: (703) 742-7792 Report Processing Overview The Clearinghouse Extract Report (SFRNSLC) includes three run mode options: 1.

report of missing or invalid data,

2.

EDI output, and

3.

EDI.Smart output.

Prior to extracting and submitting the extract file to the Clearinghouse, the report should be run in the missing or invalid data mode as many times as needed to detect and then correct certain types of errors, as described in the next section. In addition, if the Calc(ulate) Time Stat(us) Indicator on SOATERM has been set to Y or checked, the Time Status Calculation Update Process (SFRTMST) should be run to update/insert time history records prior to creating the extract file so that students' time statuses are current. Either the EDI or EDI.Smart output run mode options will produce the extract file of student enrollment information which is submitted to the Clearinghouse. Identifying and Correcting Missing or Invalid Data The report of missing or invalid data detects the following problems with data, which must be fixed by users or authorized technical personnel either online or through updating the database through SQL*Plus, or other programmatic means. The following are the error messages that may print on the report, the source of the error, and what is required to fix the error: •

"No Institution FICE code on SHACTRL" This message indicates that the Institution FICE Code field on the Academic History Control Form (SHACTRL) is blank. The correct institution FICE code should be entered online in the form.

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•

"No SSN Number on SPAPERS" This message indicates that the SSN/SIN/TFN (Social Security Number, Social Insurance Number, Tax File Number) field on the General Person Form (SPAPERS) is blank. The social security number is required for all students that are reported to the Clearinghouse. A social security number must be entered in this field, even if it is used as the student’s ID number.

•

“No Date of Birth on SPAPERS” This message indicates that the Date of Birth field on the General Person Form (SPAPERS) is blank. The date of birth is required for all students that are reported to the Clearinghouse. A DMG segment exists in the records after the IN2 segment with 7 segments, where only the second segment needs to be populated with the date of birth from SPAPERS (SPBPERS_BIRTH_DATE). For example, for Daniel Earp ( ID is @00000976), with birthdate of Feb. 27, 1934, with format CCYYMMDD: ST|190|000000126 BGN|11|000000126|000228|1350|ES ENR|EB4|UN||||||||Y|Y|D8|20000228 DTP|382|RD8|19970901-19971215 DTP|007|D8|19981219 ENT|01|S2|34| IN2|02|Daniel IN2|05|Earp DMG||19340227||||||