Managing Student Programs, Plans, and Subplans

This chapter provides overviews of academic program and plan activation, program actions and statuses, and program actions where future enrollments or future active terms with no enrollment exist, and discusses how to maintain student program stacks.

Understanding Academic Program and Plan Activation

A student must be active in an academic program and plan to later be activated into a term for that academic program and plan. You can activate students into academic programs and plans by either of the following methods:

• Transmit the student's academic program and plan data through the Activate Applications matriculation process (ABPCPPRC) in PeopleSoft Recruiting and Admissions, this being the usual method.

• Enter the student's academic program and plan data manually in the Student Program/Plan component.

The system stores the student's academic program and plan data on rows in the academic program table (ACAD_PROG). Collectively, all of a student's rows in the ACAD_PROG table are called the student's program stack. Now the individual is active in an academic program and plan and qualifies for activation into a term.

See Also

Updating Applications

Understanding Program Actions and Statuses

When you execute program actions to change a student's program data, the corresponding program action status often changes. For your reference, the program actions and program statuses relevant to Student Records are explained in the following table:

See Also

Updating Application Program Actions and Statuses

Understanding Program Actions Where Future Enrollments Exist

For certain program actions, if you enter the program action but the student is enrolled in classes where the start date of the term is after the effective date of that program action, the system displays a warning message because these are future enrollments. The program actions affected by future enrollments are the following:

If you receive the warning message for one of these program actions, then perform the appropriate action on the student's future class enrollments. Because each academic institution has different policies, the warning message alerts so that you can take action based on your institution's policies.

For example, if you enter a program action of DISM (Dismissal) and the student has registered and paid tuition for classes in the following term, your institution might require that you drop the student from the courses and issue a full refund.

Or, if you enter a program action of COMP (Completion of Program) and the student has registered for classes in the following term, your institution might require that you activate the student in a nondegree-seeking program by changing the student career number to the new academic program on the Term Activation page. This enables the student to continue attending the academic institution.

Understanding Program Actions Where Future Active Terms with No Enrollment Exist

If you enter certain program actions and a student is active in a future term or terms, where the start date of the term is after the effective date of that program action, and the student has no enrollment in the term or terms, the system displays a warning message. The program actions affected by future active terms with no enrollment are:

You can still save the program action change when you receive the warning message.

If you change the severity of the message (Message Catalog entry 14600, 870) to Error, you cannot save the change to the program action. To access the Message Catalog, select PeopleTools, Utilities, Administration, Message Catalog.

Maintaining Student Program Stacks

This section discusses how to:

• Maintain student academic programs.

• Select a student's career requirement terms.

• Maintain student academic plans.

• Maintain student academic subplans.

• (AUS) Enter Australia-specific student program information.

• (CAN) Enter ESIS student program data.

Pages Used to Manage Student Program Stacks

See Also

Tracking Student Attributes

Verifying and Updating Student Degree Data

Maintaining Student Academic Programs

Access the Student Program page (Records and Enrollment, Career and Program Information, Student Program/Plan, Student Program).

Academic Career	The academic career to which the student's academic program belongs. Students can be active in multiple academic careers, either consecutively or concurrently.
Career Requirement Term	Click to access the Career Requirement Term page.
Student Career Number	Differentiates a student's multiple academic programs within the same academic career. The default value is zero. For students with multiple academic careers, you can keep the default value. For students with multiple academic programs within the same academic career, you must select a unique academic career number for each academic program that you add. The lowest career number designates the student's primary academic program within the academic career. A student's primary academic program controls the values of various fields on the student's career term record (STDNT_CAR_TERM).
Status	Indicates the high-level relationship that the student has with the academic program specified on a given row as of the effective date of the row.
Effective Date	Enter the date on which the program action and the other field values on the row becomes effective. If a term has begun and you must update a student's academic program so that a new academic program is the primary one, you must use an effective date that is prior to the maximum program effective date for that term.
Effective Sequence	Determines the sequencing of changes to a student's program. The system increments this number whenever you enter new effective-dated changes to a student's academic program data for a given academic career.
Program Action	A change to a student's academic program data. Select the program action that you want to execute. If a student has future enrollments and you enter certain program actions, the system displays a warning message informing you that the student is enrolled in classes after the effective date of the program action. If the program change affects the student's primary academic program, the system resets the FA_ELIGIBILITY field on the STDNT_CAR_TERM table to the appropriate value of the newly assigned academic program, as defined in the Financial Aid Eligible field on the Academic Program page. Plus, the system selects the FA_STATS_CALC field on the STDNT_CAR_TERM table. This indicates to PeopleSoft Financial Aid that a relevant change has been made to the student's career term record and that the FA Term Build process should be rerun for the student.
Action Date	The date that the program action was executed. It can be different from the effective date. The system records and displays the action date for tracking purposes.
Action Reason	Indicates why a particular program action was taken or offers a further description of the program action. For example, you can record that a student withdrew from an academic program. The reason that you enter could be Medical Reasons or Change of Program. Select the reason for the program action.
Academic Institution	The system automatically populates the academic institution, which refers to the academic institution that owns the student's academic program.
Academic Program	Select the student's academic program. To change this value as a student changes academic programs, insert a row, select a program action of PRGC, and select a new value for this field.
From Application, Program Number, and Admissions Application Number	If the student's information on the ACAD_PROG table was transmitted into the table through the Activate Applications matriculation process (ABPCPPRC), the From Application check box is selected and the system displays the admissions application number and program number.
Joint Program Approved	Select to track that a student is in a dual academic program. When you select this check box the system activates the Dual Academic Program field, where you must enter the other academic program in which the student is active for this academic career.
Admit Term	Determines the earliest term in which you can activate a student into a term for this academic career. The field value appears by default according to the value transmitted onto the student's record in the ACAD_PROG table through the Activate Applications matriculation process (ABPCPPRC). If you have not run the matriculation process and are performing a quick activation for the student, enter the admit term for the academic program. The admit term you enter must be greater than or equal to the first term valid for the specified program (or plan or subplan). Also, the student's admit term must be less than or equal to the last admit term for the program (or plan or subplan). When you run the Term Activation process, it validates the term in which you are activating the student against the admit term. If the admit term occurs after the activation term, you cannot complete the term activation.
Requirement Term	Indicates the term in which academic advisement degree progress requirements apply to the student for this academic program. The field value appears by default according to the value transmitted onto the student's record in the ACAD_PROG table through the Activate Applications matriculation process (ABPCPPRC). If you have not run the matriculation process and are performing a quick activation for the student, enter the admit term for the academic program.
Campus	Select the campus on which the student will be active in the specified academic program.
Expected Graduation Term	Select the term in which the student expects to graduate from the specified academic program. Expected graduation term is also used in financial aid need analysis.
Academic Load	Select the academic load that the student will carry within the specified academic program.
(NZL) Funding Source	Select the funding source for this student program. This is the funding source applicable to the student and reported to the Ministry of Education Single Data Return (SDR). It defaults to the enrollment record. The value is inherited from the Admissions application when the student is matriculated. If admissions is bypassed, select the value during the quick admit or manual program addition process. This field is mandatory. Note. This field appears only for students in New Zealand institutions.

See Also

Understanding Program Actions and Statuses

Understanding Program Actions Where Future Enrollments Exist

Selecting a Student's Career Requirements Terms

Access the Career Requirement Term page (click the Career Requirement Term link on the Student Program page).

Maintaining Student Academic Plans

Access the Student Plan page (Records and Enrollment, Career and Program Information, Student Program/Plan, Student Plan).

Requirement Term	Indicates the term in which academic advisement degree progress requirements apply to the student for the given academic program.
Academic Plan	A valid academic plan is required to activate a student into a term. Select the academic plan for the student. A student can have any number of academic plans within an academic program.
Plan Sequence	The sequence in which degree progress evaluates a student's academic plans. The system increments the plan sequence number each time that you add an academic plan. You can override this value.
Degree	The degree associated with the academic plan.
Declare Date	The date that the student declares the academic plan. The system, by default, displays a date equal to the effective date of the latest program action with a status of Active in Program. You can override this value.
Requirement Term	Indicates the term in which academic advisement degree progress requirements apply to the student for this academic plan. Select the requirement term for the academic plan.
Degree Checkout Status	The degree checkout status when you graduate the student.
Student Degree Number	The system displays this number sequentially after you complete the graduation process. This number also indicates the printing order if multiple degrees are conferred on the same date. The system prints degree information associated with the lowest number first.
Completion Term	The term that the degree requirements were met. The system displays the completion term after you complete the graduation process.
Advisement Status	Determines how the advisement engine processes the academic requirements groups that you have linked to the student's program structure. Select an academic advisement status for the student from the following values: Include: Ensures that all requirement groups that match this structure are pulled into an audit. Not Include: Ensures that all requirement groups that match this structure are not pulled into an audit. Optional: Pulls in requirement groups that match this structure, but will not prevent the overall audit from going complete if unsatisfied.

Maintaining Student Academic Subplans

Access the Student Sub-Plan page (Records and Enrollment, Career and Program Information, Student Program/Plan, Student Sub-Plan).

Academic Sub-Plan	Select the academic subplan for the student. A student can have any number of subplans within an academic plan. You can activate students into terms without the student having an academic subplan.
Academic Sub-Plan Type	When you select an academic subplan, the system displays its corresponding type.
Declare Date	The date that the student declares the academic subplan. The system, by default, displays a date equal to the effective date of the latest program action with a status of Active in Program. You can override this value.
Requirement Term	Indicates the term in which academic advisement degree progress requirements apply to the student for this academic subplan. Select the requirement term for the academic subplan.

(AUS) Entering Australia-Specific Student Program Information

Access the AUS Student Program page (Records and Enrollment, Career and Program Information, Student Program/Plan, AUS Student Program).

Mode of Attendance	Assign a mode of attendance for reporting element 329 to DEEWR in the Load Liability, Past Course Completions, Offer Details, and Preference Details Files. Values are: Completed Course - OLAA External Mode of Attendance Internal Mode of Attendance Multi-modal Mode of Attendance Submission of Original Work
Total previous RTS EFTSL (total previous research training scheme equivalent full-time student load)	Enter any EFTSL amount for the student from a previous institution. This field is used only for research students who require a prior Research Training Scheme EFTSL to be reported to DEEWR as element 460 in the student enrollment file.
Separation Status Code	Select the separation status code for higher degree research students. This code is reported in the DEEWR Enrollment file as element 465. If the field is blank, element 465 is reported as 9. Values are: Downgrade Doctorate to Masters Other Same level transfer Upgrade Masters to Doctorate
Cohort	Select a cohort for the student that the system will use as the default value when you enroll the student. The system populates this value by default on the Australian regional enrollment data and the field is available to tuition calculation for HECS or tuition fees if the Australian Regional Installation Settings are selected.
Funding Source	Select a funding source for the applicant to indicate the type of place being offered. The funding source can be mapped to the code reportable as element 724 in the DEEWR Applications & Offers Collection. See Generating the Applications and Offers Files.
Research Comm Date (research commencement date)	Enter the beginning date for a research student. This date works as an override for the Course of Study commencement date (element 534) in the DEEWR Load Liability file. If this field is blank, the system determines the date from the admit term begin date.

See Defining Cohort Years.

(CAN) Entering ESIS Student Program Data

Access the Cdn Student Program page (Records and Enrollment, Career and Program Information, Student Program/Plan, Cdn Student Program).

See Defining PSIS Student Program Data.