Enrolling Students 7/12/

C H A P T E R 3 Enrolling Students 7/12/2007 3.1

Introduction Advisors and faculty can play an important role in the registration process for students. Colleges can give these employees access to authorize or deny student access to on-line registration. Faculty/advisors may also create a list of students that are eligible to enroll in a particular class section or sections, so that only students that have been admitted into a program can enroll classes for the program. Faculty/advisors may also enroll students into classes using a variety of enrollment options. On-line/Self Service Enrollment Before a student can use the on-line or self service enrollment process, the student s record must be updated to accommodate this functionality. There are three ways this can be done: Batch Process: When requested by a college/district, KCTCS IT can run a batch process to authorize online registration access to students by home campus and term. These students WILL be subject to the priority window criteria; they will NOT have the override option checked. The following groups of students will be excluded from on-line registration authorization when the batch process runs in PeopleSoft. Student who are not term activated High school students Students who have not earned GPA hours in prior terms Students who are on probationary or suspension status Flat File Upload: This request must be sent via email to Mike Eslinger, KCTCS IT. The upload will accommodate large groups of students who need authorization granted or removed for self service registration. Please refrain from sending numerous small lists. The file must be sent as an email attachment in Excel format and should only include the student ID in column A and the term for the access in column B. Along with the date the file is to be uploaded, the accompanying email message should indicate whether you wish to grant or remove self service enrollment access and whether you want to override the registration priority window. You must submit a separate email and file to Mr. Eslinger for each level or type of enrollment access requested. For example, you may have one file that includes a list of students to be granted enrollment access with an override of the registration priority window and another list granting access without the override. Manually Granting or Removing Self Service Enrollment Authorization: Student records officers and advisors may grant or remove on-line registration authorization each term for individual students by following the steps outlined in the first section of this manual. The priority window or calendar for self service enrollment utilizes the student s cumulative credit hours to determine when the student may register for classes. Students with more credit hours are allowed to enroll earlier. An example of the priority window is as follows: Total Cum Hours Allow Enroll Begin Date Allow Enroll End Date 1 4/09/04 8/22/04 10 4/06/04 8/22/04 20 3/31/04 8/22/04 30 3/26/04 8/22/04 40 3/23/04 8/22/04 7/12/2007 3.2

50 3/18/04 8/22/04 60 3/15/04 8/22/04 Student Specific Enrollment Permissions Student-specific permission allows colleges to restrict class enrollments by requiring consent to enroll. This functionality will be very useful for web-based registration. Colleges can identify the students who are eligible to enroll by linking the student s EmplID to the class section. When a student submits an enrollment request for a class that requires permission PeopleSoft will check the id of the student against the list of eligible ids and will reject or accept the enrollment. If the enrollment is rejected, the student will receive an error message saying that the class requires special consent for enrollment and that he or she must see someone from the student records office for enrollment into the class. Quick Enroll Quick Enroll allows you to enroll students a bit faster than using the traditional Enrollment Request functionality. The Quick Enroll functionality is an alternate way to enroll students in classes. However, this page still follows all rules that have been established within PeopleSoft necessary to guarantee data integrity. Block Enroll The Block Enroll functionality can be used to create a list (student block) of students that all share the schedule of classes. A class list (class block) is then created and the two lists are merged to enroll the students into the class block. Dropping Classes without Recording a Reason Classes may be dropped using either the Quick Enroll or the Enrollment Request components. The instructions included in this chapter utilize the Quick Enroll pages for dropping. When a class is dropped without a recorded reason, PeopleSoft will follow all rules established by KCTCS for refunds and grades. Dropping Classes and Recording a Reason Classes may be dropped using the either the Quick Enroll or the Enrollment Request components. The instructions included in this chapter utilize the Quick Enroll pages for dropping. The reason recorded when dropping a class will affect the standard rules for refunds and grades. Enrollment Request Search This inquiry allows you to track all enrollment request actions taken for a student. This inquiry will include such actions as grade changes, drops, adds, overrides, etc. It will not include any actions taken in the higher-level Enrollment pages. Enrollment Message Inquiry 7/12/2007 3.3

This inquiry will allow you to view any messages received when students were enrolled via enrollment request, quick enroll, or online. Tuition Calculation Within Student Records you have been given the capability to process Tuition Calculations on a student-bystudent basis. This is especially beneficial when you have changes to a student s academic status which affect charges for tuition and fees. However, the batch tuition calculation process will still run nightly. Printing a Schedule One way to print a student s class schedule and/or bill is to use the SR Report menu item. This report menu will allow you print the student s schedule quickly. 7/12/2007 3.4

Manually Granting or Removing Self Service Enrollment Access Colleges determine individually which students are authorized to use on-line registration through the self service module of PeopleSoft. Once the students have been identified, colleges can grant access manually on a studentby-student basis by following the instructions within this section. If a college requires its students to see advisers before being granted access to on-line registration, the advisor may also grant access following the instructions in this section. However, most colleges will grant access by using the batch process or by requesting a flat file upload as described in the introduction page of this chapter. Even if either of these methods are utilized, colleges may still authorize or remove access for individual students by following the instructions below. To manually authorize or remove on-line registration access, follow these steps: 1. From the Home page, select KCTCS Student Administration. 2. Select Advisors. 7/12/2007 3.5

3. Select Self Service enroll permission. 4. Enter the student s EmplID in the ID field and press the Tab key. If the EmplID is unknown, you may enter the National ID (Social Security number) or the Last Name and First Name and click the Search button. Select the student from the resulting list. Do NOT click on the Add a New Value link. You should never be adding a new student using this functionality. 7/12/2007 3.6

5. Complete the Self service enroll permission page according to these instructions: Enter the correct Term. To see a list of terms the student is termactivated for, click the Lookup Term icon and click the Lookup button. Select the correct term from the list. The Authorized checkbox must be checked if the student is to be able to enroll in classes on-line. If the student should not be able to enroll on-line make sure the box is not checked. Check the Manual Override checkbox to exclude students from the criteria of the priority registration window (based on cumulative units and specific dates). See the introduction page of this chapter for details. Click on the Insert a New Row icon or ALT + 7 to add additional terms and repeat the above steps. 6. Click on the Save icon to save the data. 7. Click the Home link to return to the Home page. 7/12/2007 3.7

Student Specific Enrollment Permission Student-specific permission allows colleges to restrict class enrollments by requiring consent to enroll. This functionality will be very useful for web-based registration. Colleges can identify the students who are eligible to enroll by linking the student s EmplID to the class section. When a student submits an enrollment request for that class, PeopleSoft will check the id of the student against the list of eligible ids and will reject or accept the enrollment. If the enrollment is rejected, the student will receive an error message saying that the class requires special consent for enrollment and that he or she must see someone from the student records office for enrollment into the class. To use student specific permissions, follow these steps: 1. From the Home page, select Curriculum Management. 2. Select Maintain Schedule of Classes under the Schedule of Classes folder. This may also be done when adding a new class. 7/12/2007 3.8

3. To search for the course, follow the instructions below: The Academic Institution will always be KCTCS. Do not change. Enter the Term. This is a required field. Enter a Catalog Nbr. This is the number by which the course has been set up within the PeopleSoft course catalog. For example, Human Anatomy and Physiology I is 137BIO, formerly 110BSL. Enter a Campus. Click on the Search button. 7/12/2007 3.9

4. Select the row in the Search Results that contains the correct Course Offering Number for the class that you want. 5. Click the Find link. 7/12/2007 3.10

6. Enter the PeopleSoft class number or the section number into the text field and click the OK button. This is an easy way to find a class within an offering number. It will take you directly to the Basic Data page of the class that you are needing. 7. On the Basic Data page, check the Student Specific Permissions checkbox. 8. Click on the Enrollment Cntrl tab. 9. On the Enrollment Cntrl page, select either Dept Cnst or Inst Cnst from the Consent drop down box. Either choice requires consent for a student to enroll in the class. 10. Click the Save icon or press Alt + 1 and then the Enter key to save the data. 7/12/2007 3.11

11. Select Records and Enrollment from the menu. Click the Expand Menu icon if the menu is not visible. 12. Select Class Permissions under the Term Processing folder. 7/12/2007 3.12

13. Select Class Permission Numbers. 14. To search for the course, follow the instructions below: The Academic Institution will always be KCTCS. Do not change. Enter the Term. This is a required field. Enter a Catalog Nbr. This is the number by which the course has been set up within the PeopleSoft course catalog. For example, Human Anatomy and Physiology I is 137BIO, formerly 110BSL. Enter the Campus. 7/12/2007 3.13

Click on the Search button. 15. Click on the course that you want to use. If more than one Course Offering Nbr populates the Search Results list, select the offering number that you would like to use. 16. Click the View All link if available. Use the scroll bar on the right to locate the course you want to use. You may also use the Find link to go to the class directly. 7/12/2007 3.14

17. Complete the Class Permission Numbers page according to these instructions: Make sure you are working with the correct Class No. Enter an Expire Date. This should be the last day the student may enroll in the class. If the student does not enroll by the Expire Date, the student will no longer have permission to enroll. The Perm Type will default to A. Do NOT change. Enter the student s emplid in the ID field. Click on the Add a New Row icon or press ALT + 7 to insert a new row and enter the Expire Date and ID for the next student. Continue until all students have been entered. Each row entered will display Not Used until the student actually enrolls. Once the student has enrolled, it will then display Used and the Use Date will be populated with the date of the enrollment. 18. Click the Save icon or press Alt + 1 and then the Enter key to save the data. 19. Click the Home link to return to the Home page. 7/12/2007 3.15

Quick Enroll The Quick Enroll functionality will allow you to enroll a student in a slightly faster manner than the Enrollment Request component. However, it still follows all rules that have been established within PeopleSoft to guarantee data integrity. Drops, grade changes, and other student schedule changes may be entered using Quick Enroll. To enroll a student using quick enroll, follow these steps: 1. From the Home page, select Records and Enrollment. 2. Select Quick Enroll a Student under the Enroll Students folder. 3. Complete the search page according to these instructions: Enter the student s EmplID in the field ID and press the Tab key. If 7/12/2007 3.16

the EmplID is unknown, click on the Lookup ID icon. Search for the student by National ID (Social Security number) or by Last Name and First Name and click the Lookup button. Select the student from the resulting list. Enter UGRD in the Academic Career field. The Academic Institution field should default to KCTCS. Enter a term in the Term field. To see a list of terms the student is term activated for, click the Lookup Term icon and click the Lookup button. Select the correct term from the list. 4. Click the Add button. 5. Complete the Quick Enrollment page according to these directions: The Action field will populate with Enroll. Do NOT change. Enter the class number in the Class Nbr field. If you need to search for a class number, follow the steps below. o Click the Search icon. 7/12/2007 3.17

o Click on the Additional Search Criteria link. o o Enter data into any of the available fields. Click the Search button to retrieve the results of the search. 7/12/2007 3.18

o o Use the scroll area to view all the classes. Click the Section link to view detailed information about the classes that are available. For example, E001-LEC. o Click the Select Class button to select the correct Class Nbr and to return you to the Quick Enrollment page. If the class has an additional component, enter the first related class number in the Related 1 field. For example, a biology lecture class could have an associated lab, so the Related 1 field would contain the class number for the lab that has been linked to the course through the Associated Class numbers. Click the Lookup Related icon and select the class from the resulting list. If the class has more than one additional component, enter the second related class number for the Related 2 field. For example, a lecture 7/12/2007 3.19

class could have an associated lab and a clinical, so the Related 1 field would contain the class number for the lab, and the Related 2 field would contain the class number for the clinical. Click the Lookup Related icon and select the class from the resulting list. To enroll the student into multiple classes, click the Add a new row icon or press ALT + 7 and follow the above steps to complete the quick enrollment for any additional classes. If necessary, click the Delete Row icon or ALT + 8 to remove a row. After all courses have been entered, click the Submit button to enroll the student. Variable credit courses may now have a specific number of credit hours assigned to them. Your college may wish to determine the amount of credit awarded for a specific class section and require all students to enroll for that number of units. Before requesting that a default credit hour be set for a variable credit class, the college should determine whether or not you wish to allow students to enroll in any amount of credit approved for the course. For example, the variable credit course is offered for 1 to 6 credit hours and students can enroll for any number of credits. If so, do not set a default and instruct the student to select the appropriate number of units as part of the enrollment request. If the college does wish to determine the amount of credit awarded for a specific class section and require all students to enroll for that number of units, a default should be set. For example, the variable credit course is offered for 3 credit hours and all students within the class will be enrolled for 3 credit hours. If a default is to be set, provide the following information for the class: o o o Term Session Catalog Number o Course Offering Number ( if other than Offering 1) o o Associated Class Number (must be an associated class number from the college s list) Offering Units/Credits (Must be offered for at least one credit hour. If the college wants students to enroll for the minimum credits in the course, no further action is needed.) Submit this information to KCTCS System Registrar Suzanne McGurk by February 1 for Summer and Fall classes and by September 1 for Spring classes. Suzanne will then adjust the classes as necessary. After the adjustments are done, students may be enrolled into the classes. The chosen credits/units will become the default during enrollment. 7/12/2007 3.20

If the system encounters an error during the posting process, you will see the word Errors next to the class with the error. When an error occurs, follow the steps below: Click the Errors link to view the error. Click the Return button. Make adjustments to the class entries that contain the errors messages.. If the error message identifies a schedule conflict, you can select New Window, Records and Enrollment, Enrollment Summaries, Enrollment Summary to see the class meeting patterns for the classes that the student has been successfully enrolled in. Then use the Lookup icon to view the meeting pattern for the class that conflicted and/or add a new class to the student s schedule. 7/12/2007 3.21

If the error is a Waitlist message, you may check the Wait List Okay override located under the Class Overrides tab so that the student can be added to the waitlist for the class. If you receive the error message stating that the course being taken previously, the student will need to receive permission to repeat the course. You will have to send this student to the student records office to enroll the student in the course. KCTCS Senate Rules indicate that permission from the department chair or advisor is required. Click the Submit button to enroll the student. The following links at the bottom of the Quick Enrollment page may be used to view or to input additional information: Calculate Tuition: This link will take you to the Tuition Calculation page. Study List: Shows the classes the student has enrolled in for the selected term. I don t see the study list on the screen 7/12/2007 3.22

Wait List Position: This link will show the position the student is holds on a wait list. Any enrollment messages received during enrollment or during waitlist processes may be viewed using the Enrollment Message Inquiry covered later in this chapter. 6. After all enrollments have been completed, click the Home link to return to the Home page. 7/12/2007 3.23

Block Enroll The Block Enroll functionality can be used to create a list (student block) of students that all share the same schedule of classes. The class list (class block) is then created, and the two lists are merged to enroll the students into the class block. Before classes can be used in a class block, you must first create them, using the Schedule of Classes pages. Use the Block Enroll functionality for enrollment action only. Grade entry/changes or individual student drops should be entered using Enrollment Request or Quick Enroll functionality. Block Enroll is designed to perform the same action on a group of students. 1. From the Home page, select Records and Enrollment. 2. Select Enroll Students. 3. Select Block Enroll Merge under the Block Enrollment folder. 7/12/2007 3.24

4. Select Add a New Value. To edit a previous Block Enrollment, do NOT select Add a New Value. Instead, enter the Enrollment Request ID or enter the EmplID of the student you wish to work with in the ID field and click the Search button. Select the appropriate item from the list. 5. Complete the Merge Blocks area of the Block Enroll Merge page according to these instructions: The Academic Institution should default to KCTCS. Create a Student Block by clicking on the Detail/Create link directly below the Student Block field. 7/12/2007 3.25

If a student block is to be used over again, you may want to create a student block according to the following instructions: Select Records and Enrollment, Enroll Students, Create Student Block, and select Add a New Value. Enter a name for the Student Enrollment Block, then use the directions below to enter the student block. Click the Save icon to save the component data. Enter the EmplID of the first student to be added to the block in the ID field. If the EmplID is unknown, click on the Lookup ID icon and search for the student by National ID (Social Security number) or by LastName and FirstName and click the Lookup button. Select the student from the resulting list. Enter UGRD as the Academic Career. Click on the Insert a New Row icon or ALT + 7 to add additional students and repeat the above steps. Click the Delete Row icon or ALT + 8 to remove a row. Click the OK button when finished adding students. If the Student Block has already been created, enter the Student Block ID. If the Student Block is unknown, click the Lookup Student Block icon and click the Lookup button. Select the correct Student Block ID from the list. To create the Class Block, click the Detail/Create link directly below the Class Block field. Be sure that you have already created the classes that you plan to use in the Class Block as you will be asked for the PeopleSoft number of the classes to be used in the block. 7/12/2007 3.26

If a class block is to be used over again, you may want to create a class block according to the following instructions: Select Records and Enrollment, Enroll Students, Create Class Block, and select Add a New Value. Enter a name for the Class Block, then use the directions below to enter the class block. Click the Save icon to save the component data. Enter the correct Term. Enter the Class Number of the first class in the class block. Do NOT enter anything in the Grade In field. The Units Taken field will populate with a value based on the information entered in the course catalog and should be grayed out unless the class is a variable unit class. If it is a variable unit class, the field will be active, and you can change the units taken. However, MAKE SURE that the units here match those assigned to the topic of the variable credit course. If they do not, the units will have to be adjusted for each student in the Enrollment Request pages. Variable credit courses may now have a specific number of credit hours assigned to them. Your college may wish to determine the amount of credit awarded for a specific class section and require all students to enroll for that number of units. Before requesting that a default credit hour be set for a variable credit class, the college should determine whether or not you wish to allow students to enroll in any amount of credit approved for the course. For example, the variable credit course is offered for 1 to 6 credit hours and students can enroll for any number of credits. If so, do not set a default and instruct the student to select the appropriate number of units as part of the enrollment request. 7/12/2007 3.27

If the college does wish to determine the amount of credit awarded for a specific class section and require all students to enroll for that number of units, a default should be set. For example, the variable credit course is offered for 3 credit hours and all students within the class will be enrolled for 3 credit hours. If a default is to be set, provide the following information for the class: o o o Term Session Catalog Number o Course Offering Number ( if other than Offering 1) o o Associated Class Number (must be an associated class number from the college s list) Offering Units/Credits (Must be offered for at least one credit hour. If the college wants students to enroll for the minimum credits in the course, no further action is needed.) Submit this information to KCTCS System Registrar Suzanne McGurk by February 1 for Summer and Fall classes and by September 1 for Spring classes. Suzanne will then adjust the classes as necessary. After the adjustments are done, students may be enrolled into the classes. The chosen credits/units will become the default during enrollment. If the class has an additional component, enter the first related class number in the Related 1 field. For example, a biology lecture class could have an associated lab, so the Related 1 field would contain the class number for the lab that has been linked to the course through the Associated Class numbers. Click the Lookup Related icon and press the Lookup button to get a list of related classes. If the class has more than one additional component, enter the second related class number for the Related 2 field. For example, a lecture class could have an associated lab and a clinical, so the Related 1 field would contain the class number for the lab, and the Related 2 field would contain the class number for the clinical. Click the Lookup Related icon and press the Lookup button to get a list of related classes. The Overrides area is used to override the rules that have been set up for enrolling a student into a class. Depending upon your security level in PeopleSoft, you may or may not have access to all of the override checkboxes. If you have been given the access, you can check the box for the area or item that you want to override, and then make the necessary changes. When enrolling students in Fire & Rescue, Workforce and Corrections classes, the Override Permission checkbox must be checked. Click on the Insert a New Row icon or ALT + 7 to add additional 7/12/2007 3.28

students and repeat the above steps. Click the Delete Row ALT + 8 to remove a row. icon or Click the OK button when finished adding classes. If the Class Block has already been created, enter the Class Block ID. If the Class Block is unknown, click the Lookup Class Block icon and click the Lookup button. Select the correct Class Block ID from the list. If you need to search for a class number, follow the steps below: Click the Enter Search Criteria icon. o Click on the Additional Search Criteria link. o Enter data into any of the available fields. The Subject code is no longer a required field 7/12/2007 3.29

o Click the Search button to retrieve the results of the search. o o Use the right scroll bar to view all the classes. Click the Section link to view detailed information about the classes that are available. For example, E001-LEC. o Click the Select Class button to select the correct Class Nbr and to return you to the Quick Enrollment page. 6. Click the Merge button to save page data. 7. Click the Retrieve button. This will take you to the Block Enroll Detail page where the students who are to be enrolled can be viewed. 7/12/2007 3.30

8. Review the Block Enroll Detail page. 9. Click on the Block Enroll Merge tab. 10. Click the Submit button to enroll the Student Block students into the Class Block classes. If the Request Status says Errors, follow the instructions below: Click the Retrieve button. Click the DETAIL link on any line that has the status of Errors. 7/12/2007 3.31

View the error message displayed in the Messages area of the page. Make adjustments to the class entry. Click the Save icon or press Alt + 1 and then the Enter key to save the data. Return to the Block Enroll Detail page and repeat the above steps for any other errors. Once all errors have been fixed, return to the Block Enroll Merge page and repeat step 10. 11. When finished, click the Home link to return to the Home page. 7/12/2007 3.32

Dropping Classes without Recording a Reason A student s schedule may change several times within a term or session as students will add and drop classes. If you want to add a class to the student s schedule, follow the steps in the Quick Enroll section of this chapter. If you want to drop a class for a student, you will select drop as the action on the Quick Enroll page. If you want to follow the rules set up in the session calendar for refunding tuition and awarding a W grade for a dropped, you will not need to record a reason to drop the class. However, if you do not want to follow the rules set up in the session s calendar, you will need to select a reason for the drop so that the student s record is affected accordingly. This section will focus on dropping without a reason. If the student is withdrawing from all classes, you should have someone from the Student Records Department of your college to withdraw them. You should never use the Quick Enroll page to completely withdraw the student from his/her classes. important; needs to be highlighted some way. To drop a class without recording the reason, follow these steps: 1. From the Home page, select Records and Enrollment. 2. Select Quick Enroll a Student under the Enroll Students folder. 7/12/2007 3.33

3. Complete the search page according to these instructions: Enter the student s EmplID in the field ID and press the Tab key. If the EmplID is unknown, click on the Lookup ID icon. Search for the student by National ID (Social Security number) or by Last Name and First Name and click the Lookup button. Select the student from the resulting list. Enter UGRD in the Academic Career field. The Academic Institution field should default to KCTCS. Enter a term in the Term field. To see a list of terms the student is term activated for, click the Lookup Term icon and click the Lookup button. Select the correct term from the list. 4. Click the Add button. 7/12/2007 3.34

5. Complete the Quick Enrollment page according to these directions: Select Drop as the Action. Enter the class number to be dropped in the Class Nbr field. If you do not know the Class Nbr, use the following directions to identify the class: o Click the icon to the right of the Class Nbr field. o Locate the correct class by using the scroll area to the right. If all classes are not visible, use the View All link to view all classes. o Click the icon to select the class to be dropped. To drop the student from multiple classes, click the Add a new row icon or press ALT + 7 and repeat the above instructions. 6. Click the Submit button. If Errors appears to the right of the class or classes to be dropped, the student was not dropped from the class/es. Click on the Errors link to identify the problem. It may be necessary to contact the Student Records Office in order to fix the error. Press the Return button when finished viewing the error. 7/12/2007 3.35

You must re-calculate tuition after you make any changes to the student s schedule. Tuition Calculation is covered in another chapter of this manual. If backdating drops after the term has started and waivers have been applied, always to a manual tuition calc after dropping. The overnight tuition calc process may wipe out waivers, but a manual tuition calc right after the drop will not. 7. Click the Home link when finished. 7/12/2007 3.36

Dropping a Class and Recording the Reason A student s schedule may change several times within a term or session as students will add and drop classes. If you want to add a class to the student s schedule, follow the steps in the Quick Enroll section of this chapter. If you want to follow the rules set up in the session calendar for refunding tuition and awarding a W grade for a dropeped class, you will not need to record a reason. However, if you do not want to follow the rules set up in the session s calendar, you will need to select a reason for the drop so that the student s record is affected accordingly. This section will focus on dropping a class and recording the appropriate reason. If the student is withdrawing from all classes, you should have someone from the Student Records Department of your college to withdraw him/her. You should never use the Quick Enroll page to completely withdraw the student from his/her classes. To drop a class and record the reason, follow these steps: 1. From the Home page, select Records and Enrollment. 2. Select Quick Enroll a Student under the Enroll Students folder. 7/12/2007 3.37

3. Complete the search page according to these instructions: Enter the student s EmplID in the field ID and press the Tab key. If the EmplID is unknown, click on the Lookup ID icon. Search for the student by National ID (Social Security number) or by Last Name and First Name and click the Lookup button. Select the student from the resulting list. Enter UGRD in the Academic Career field. The Academic Institution field should default to KCTCS. Enter a term in the Term field. To see a list of terms the student is term activated for, click the Lookup Term icon and click the Lookup button. Select the correct term from the list. 4. Click the Add button. 7/12/2007 3.38

5. Complete the Quick Enrollment page according to these directions: Select Drop as the Action. Enter the class number in the Class Nbr field. If you do not know the Class Nbr, use the following directions to identify the class: o Click the icon to the right of the Class Nbr field o Locate the correct class by using the right scroll bar. If all classes are not visible, use the View All link to view all classes. o Click the icon to select the class to be dropped. 6. Click on the Other Class Info tab. 7/12/2007 3.39

7. Complete the Other Class Info page according to these directions: Enter the appropriate Action Reason. ADMD will allow you to drop the class and give the student 100% refund on tuition. ADMD will not assign a W grade to the student s record. 8. Click the Submit button. To drop the student from multiple classes, click the Add a new row icon or press ALT + 7 and repeat the above instructions. You must re-calculate tuition after you make any changes to the student schedule. Tuition Calculation is covered in another chapter this manual. If backdating drops after the term has started and waivers have been applied, always to a manual tuition calc after dropping. The overnight tuition calc process may wipe out waivers, but a manual tuition calc right after the drop will not. If Errors appears to the right of the class or classes to be dropped, the student was not dropped from the class. Click on the Errors link to identify the problem. It may be necessary to contact the Student Records office to fix the error. Press the Return button when finished viewing the error. 9. Click the Home link when finished. 7/12/2007 3.40

Enrollment Request Search This inquiry will allow you to view enrollment actions, overrides used, grading basis entered, and other information dealing with classes a student has taken. Activities from Quick Enroll, Enrollment Requests, and Block Enroll components will be displayed. To view this inquiry, follow these steps: 1. From the Home page, select Records and Enrollment. 2. Select Enroll Students. 3. Select Enrollment Request Search. 7/12/2007 3.41

4. Click the Search button. 5. You may use many of the fields available in order to narrow your search on the Enrollment Request Search page. Follow these guidelines for your search: Academic Career is not necessary as it will always be Undergraduate. You should enter a Term. This is an important field to enter so that your search is narrowed to the term in question and you don t retrieve more records than you need. Do NOT enter an Enrollment Request ID. If desired, enter an Enrollment Request Source. If narrowing a search to a particular type of action, such as adding or dropping a course, select an action from the Enrollment Request 7/12/2007 3.42

Action dropdown box. Do NOT enter an Enrollment Action Reason. This is not used on this inquiry. If you want to search by the user who initially created the enrollment record, enter the EmplID of that person in the User ID field. If searching by student, enter the Student ID in the ID field. If the student ID is unknown, click on the Lookup ID icon. Enter the student s last name and first name in the Name field, using the following naming convention: lastname,firstname with no spaces. For example, haydon,kim. Click the Lookup button and select the student from the resulting list. If searching by class, enter the class number in the Class Nbr field. If you enter a class number, you may wish to enter a Term as well so that you don t get results for different classes from different terms that may have the same class number. Refresh Previous Search Result should always remain checked. This will clear any previous inquiry results and allow only the results of the current search to be displayed in the page. Do NOT use the Enrollment Action Range From Date and Thru Date fields. Do NOT use the Last Update Range From Date Time and Thru Date Time fields. 6. Click the Search button. 7. Review the information as necessary. Use the right scroll bar to scroll up and down the list. 7/12/2007 3.43

Click the Fields buttons to view other information about the enrollment request actions. 8. Click the Home link when finished. 7/12/2007 3.44

Enrollment Message Inquiry This inquiry will allow you to view enrollment messages generated when students are enrolled via enrollment request, quick enroll, or online. This will also show messages created from waitlist processes. To view this inquiry, follow these steps: 1. From the Home page, select KCTCS Student Administration. 2. Select KCTCS Student Records. 3. Select Enrollment Message under the Inquire folder. 7/12/2007 3.45

4. Enter the student s EmplID and click the Search button. If the EmplID is unknown, you may search for it by entering data in the Name field, using the following naming convention: lastname,firstname with no spaces. For example, howard,cynthia. 5. Review the student information on the Enrollment Messsage page. Click the View All link to show all messages. 6. Click the Home link when finished to return to the Home page. 7/12/2007 3.46

Tuition Calculation By using the Tuition Calculation page, you can calculate the tuition and fees for a student. Anytime that the enrollment for a student changes, the tuition calculation process must be performed. However, tuition calculation will be performed nightly in a batch process for all records with enrollment changes. Unless the student s account needs to be updated immediately, you may let the batch process calculate the tuition and fees. You will also notice that the Tuition Calc link appears on all of the pages where enrollments are performed. To calculate tuition, follow these steps: 1. From the Home screen, select Student Financials. 2. Select Tuition Calculation under the Tuition and Fees folder. 3. Enter the student s EmplID in the ID field and click the Search button. Or 7/12/2007 3.47

enter the student s name in the Last Name and First Name fields and then click the Search button. You can then select the student from the resulting list. 4. Locate the correct term for tuition calculation. Use the View All link to view all available terms for this student, or click the Show Previous Row or Show Next Row icons to navigate to the correct term. 5. Click the Calculate Tuition and Fees button to calculate the amount due for tuition and fees. If the Tuition Calc Required checkbox is checked, tuition calc is required for this student for that term. 6. Click the Academic Information link if you want to view the student s Bio/Demo information including term, career, program, residency, number of units taken or earned and academic load. 7. Click Return. 7/12/2007 3.48

8. Click the Display Student s Accounts link to view the student s account and account summary. 9. Click Return. 10. Click the Display Tuition and Fees link to view the total amount of tuition and fees that was calculated for the student. 11. Click Return. 12. Click Display Errors /Warnings to view any errors that may have occurred during the tuition calculation process. 7/12/2007 3.49

13. Click Return. 14. Click the Home link when finished. 7/12/2007 3.50

Printing the Online Schedule This report menu will allow you to print a schedule very quickly. You can keep this window open while you are registering students so that you can toggle back and forth to register and then print the schedule. This report generates the student schedule in grid form similar to the Crystal report K0173C. The home campus box is populated if the student has been term activated prior to the day he or she registers. Classes that are added to the college s schedule the day the student is registered will not show up on the schedule However, the student enrollment in the class is real-time. To print this schedule, follow these steps: 1. From the Home page, select KCTCS Student Administration. 2. Select Online Schedule under the Report folder. 7/12/2007 3.51

3. Enter the student s EmplID, Term, and press the Search button. 4. Click the Print icon on your Internet Explorer toolbar to print the schedule. This schedule will not include all information that was contained in the mailable schedule. It is just a means to print a schedule for the student on the spot. The schedule will print to your local printer. See the section of this chapter entitled Printing using Internet Explorer. 5. To print a schedule for another student, just replace this student s EmplID and Term on this active page with the new EmplID and Term and press the Refresh button. The page will be refreshed with the schedule for the next student. Print as instructed above. 6. Click the Home link to return to the Home page. 7/12/2007 3.52