PeopleSoft Student Records 9.0 PeopleBook

Managing Post Enrollment Requirement Checking

This chapter provides an overview of post enrollment requirement checking setup and discusses how to:

Manage the enrollment requirement roster.
Run batch post enrollment requirement checking.
Print batch enrollment requirement rosters.
Process batch drop requests for post enrollment requirements.
Define enrollment requirement note types.
Purge post enrollment requirement data.

Understanding Post Enrollment Requirement Checking Setup

Complete these steps to set up post enrollment requirement checking:

Define your enrollment requirements (See Setting Up Enrollment Requisites)
Attach enrollment requirements to course offerings and/or class association records.
Define student records installation related to enrollment requirements.
Define enrollment requirement note values.
Enroll students.

If you plan to use communications for post enrollment requirement checking, use the instructions in the following document to set up communications and then use the 3Cs process to create and generate the communication:

See: PERC Communications Setup and Processing.pdf. This document is included in the PERC Documentation Package which is posted to My Oracle Support.

Managing the Enrollment Requirement Roster

This section discusses how to:

Use the Enrollment Requirement Roster (Summary) page
Track post enrollment requirement checking transaction history.

Pages Used to Manage Enrollment Requirement Rosters

Page Name	Definition Name	Navigation	Usage
Enrollment Requirement Roster (Summary)	SSR_REQS_RSTR_SUMM	Curriculum Management, Enrollment Requirements, Post Enroll Req Checking, Enrollment Requirement Roster, Enrollment Requirement Roster (Summary)	View the Enrollment Requirement Roster, track the enrollment requirement status of students, run post enrollment requirement checking, and process drop requests for non-compliance in on-line mode.
Enrollment Requirement Roster (Detail)	SSR_REQS_RSTR_DTL	Select the Detail View option on the Enrollment Requirement Roster (Summary) page.	View detailed information about how the status on the requirement was evaluated.
Enrollment Message Log	SSR_REQS_ENRL_MSG	Click the Process Status link on the Enrollment Requirement Roster (Summary) page.	View messages that are generated by the enrollment for the transaction requested.
Tracking of Key Transactions & User Notes	SSR_REQS_TRACKING	Click the Tracking link in the Audit / Information Links tab on the Enrollment Requirement Roster (Summary) page.	View post enrollment requirement checking transaction history and view and add notes.

Using the Enrollment Requirement Roster (Summary) Page

Access the Enrollment Requirement Roster (Summary) page (Curriculum Management, Enrollment Requirements, Post Enroll Req Checking, Enrollment Requirement Roster, Enrollment Requirement Roster (Summary)).

The Course Information and Enrollment Requirements group boxes can be collapsed and expanded. Use the Student Records Installation-Enrollment Requirement Roster page to select a default appearance for the group boxes.

Click a class link to access the Class Detail page. View the enrollment requirements for the class as defined on Adjust Class Associations, Class Requisites page.

Go To

The Go To links appear for page processing if the related check boxes—Allow Post Enrollment Requirement Checking to be run from Enrollment Requirement Roster and Allow Drop Processing to be run from Enrollment Requirement Roster—are selected on the Student Records Installation-Enrollment Requirement Processing page. Click the Go To links to access the related group boxes further down this page. If the check boxes are not selected on setup, the Go To links are not available.

Review Complete for Batch Drop Processing

This check box appears if the check box for Drop Review for Batch Processing is selected on the Student Records Installation-Enrollment Requirement Roster page. Select the check box to indicate that the post enrollment requirement status has been reviewed for non-compliant students—the batch drop process selects only those classes for which the check box has been selected.

Select Display Option

The Enrollment Requirement Roster is available in two views: a summary view and a detailed view. Select the Summary View option to see the enrollment and post requirement status of students enrolled in the class. The Summary view page is discussed in this documentation.

Select the Detail View option to see detailed information about how a student has or has not met the enrollment requirements for the class. The Post Enrollment Requirement Status area of the page displays status information based on the last time that post enrollment requirement checking was run for the student. The Detail view allows you to access the Audit and Information Links as found on the Summary view. You can also view or set the Drop Request /Approved indicator.

Set Filter Options

The Set Filter Options group box can be collapsed and expanded. Use the Student Records Installation-Enrollment Requirement Roster page to select a default appearance for the group box.

The selections in this group box appear by default based on the setup page. You can change the selections here.

Enrollment Status and Most Recent Requirement Status	Select the statuses that you want to view in the Enrollment Requirement Roster student grid.
OEE Start Date	The OEE Start Date field appears when a class is scheduled within an OEE session. It is an optional field. Enter the date for which you want to filter students who have an OEE start date equal to or later than the defined date.
Most Recent Requirement Status: Display students in non-compliance and Most Recent Requirement Status: Display other students	The count for each status is shown in parentheses next to the status. Although the Enrollment Status count includes all students, the Most Recent Requirement Status count is based on the number of students with the selected Enrollment Status—for example, if you are viewing only Enrolled Students, the count shown for Most Recent Requirement Status includes only those students with an Enrollment Status of Enrolled. The statuses are: Not Satisfied: The student has not met the enrollment requirement status for the class. Conditionally Satisfied: The student has conditionally met the enrollment requirement using in-progress course work. After the course work is completed and grades are posted, post enrollment requirement checking should be run to determine if the student has satisfied the enrollment requirement. Enrollment Component: The student was enrolled using the enrollment component, which does not check for enrollment requirements. Permitted: The enrollment requirement for the class was satisfied through a permission. Note. If the process is run for students with this status, the permission is not considered as part of the post enrollment requirement checking process. The student is re-evaluated. Overridden: The enrollment requirement for this class was satisfied by using an enrollment requirement override. Note. If the process is run for students with this status, the override is not considered as part of the post enrollment requirement checking process. The student is re-evaluated. Satisfied: The student has met the enrollment requirement for this class. Unknown: No requirement status exists. This value typically appears when a requirement was added to the class after the student was enrolled or the student was enrolled in the class before post enrollment requirement processing was implemented. Note. Students who enrolled in classes before the implementation of the Post Enrollment Requirement Checking feature will not have an enrollment requirement status and will appear as Unknown on the Enrollment Requirement Roster. If you choose to run Post Enrollment Requirement Checking for the roster, the appropriate post enrollment requirement status will be assigned.
Filter	Click the filter button to refresh the Enrollment Requirement Roster student grid.

Enrollment Requirement Roster Student Grid: Requirement Data Tab

Select the Requirement Data tab.

Select	Use this check box to: Select students to whom a notification is to be sent. Select students to be included in page processing—run post enrollment requirement checking or process drops for non-compliance of enrollment requirements.
Process Status	Sometimes a Process Status column appears between the Select and ID columns. Click the Process Status link to access the Enrollment Message Log page. Examples include when post enrollment requirement checking is run and the message displays information about the new status—for example, Enrollment Requirement is met conditionally. It is likely that this is due to a pending grade from a previous term. Another example is Enrollment Requirement is not met for the Class, action required. Enrollment Requirements for the class have not been met. The student may need to be administratively dropped from the class for non-compliance of enrollment requirements.
Drop/Approved Indicator	This is an optional field. The field is available after post enrollment requirement checking has been run. The field is available only for students who have a non-compliant post enrollment requirement status of Conditional or Not Satisfied and an enrollment status of Enrolled or Waitlisted. Decision makers can set the indicator value to Approved for enrolled students if they consider the student should remain enrolled in the class even if the student's post enrollment status is non-compliant. An example might be if a cumulative GPA of 3.0 is required for the course and as a result of the student's grades from the previous term, the student now has a 2.9 GPA. Set the indicator value to Drop Request if an enrolled student is to be dropped from the class for non-compliance of enrollment requirements. If a student is wait listed, and the student should be dropped from the waitlist for non-compliance, set the value to Drop Request. Use the indicator if you will be dropping students using the option: when Drop Request Indicator is selected.
Enrollment Req Status (Enrollment Requirement Status)	Displays the enrollment requirement status of a student at the point of registration. Click on the Enrollment Req Status link for a student to access the Enrollment Requirement Roster–Detail View with the enrollment requirement status information area expanded.
Post Enroll Req Status (Post Enrollment Requirement Status)	The post enrollment requirement status appears after the post enrollment requirement status checking process has been run. The process can be run multiple times. The value shown is the most current post enrollment requirement status. Click on the Post Enroll Req Status link for a student to access the Enrollment Requirement Roster–Detail View with the post enrollment requirement status information area expanded.
Status	This column appears only if more than one enrollment status is selected within the Set Filter Options group box. When more than one status is selected, the student's enrollment status appears in this field.
Status Note	This column displays additional information such as a student's wait list position, penalty grade, graded, previously waitlisted, withdrawn, and if the drop was initiated by PERC. For example, if a student is dropped through the Post Enrollment Requisite Checking process the status note reads PERC Drop. Note. When a class is dropped using the action reason code of PERC, the enrollment record is retained regardless of the Academic Calendar date for the drop delete deadline.
notify selected students	Click the Notify Selected Students button to access the Send Notification (SSS_NOTIFY) page to send email notifications to selected students. If a notification failure occurs, the sender receives a message indicating the type of failure, for example, host unknown. If no email account exists for a selected student, then on the Enrollment Requirement Roster, a Process Status column appears with the message No Email Address next to the student.

Enrollment Requirement Student Grid: Audit / Information Links Tab

Select the Audit / Information Links tab.

The Select check box and the ID, Name, Drop / Approved Indicator fields are carried over to this tab from the Requirement Data tab.

Tracking

Click this link to access the Tracking of Key Transactions & User Notes page and view post enrollment requirement checking transaction history.

Course History

This link is available if the Provide link to student Course History check box is selected on the Student Records Installation-Enrollment Requirement Roster page.

Click to access the My Course History page as viewed from Student Self Service. Access is based on user security.

See Using Self-Service Academic Services.

Statistics

This link is available if the Provide link to Student Statistics check box is selected on the Student Records Installation-Enrollment Requirement Roster page.

Click to access the Academics page as viewed from the Student Services Center or the administrative Term History component as defined on the Student Records Installation - Enrollment Requirement Roster page. Access is based on user security.

See Using the Student Services Center Component.

See Viewing Student Statistics.

Run Post Enrollment Requirement Checking

This group box is available if the Allow Post Enrollment Requirement Checking to be run from Enrollment Requirement Roster check box is selected for Page Processing on the Student Records Installation-Enrollment Requirement Processing page.

Set Drop Request Indicator for Students in Non-Compliance

If the Allow Drop Request Indicator to be set for Students in Non-Compliance check box is selected on the setup page, use the options here to specify the circumstances under which a drop request indicator should be set for a student in non-compliance as a result of running post enrollment requirement checking.

The check box settings appear by default from the setup page but you can change them here.

If process results in a status of Conditionally Satisfied and If process results in a status of Not Satisfied

If the check box is selected, and post enrollment requirement checking results in a status of Conditionally Satisfied or Not Satisfied for a student, the process sets the drop request indicator for the student. If the check box is cleared, no indicator value is set.

Process Drops for Non-Compliance

This group box is available if the Allow Drop Processing to be run from Enrollment Requirement Roster check box is selected for Page Processing on the Student Records Installation-Enrollment Requirement Processing page.

For student listed above, process drops for	Use these options to specify the selection criteria for dropping students for non-compliance of enrollment requirements. The post enrollment requirement checking process must be run before you process drops. The option settings appear by default from the setup page but you can change them here.
selected students	Select this option to drop only the selected students in the student grid.
students where Drop Request Indicator is selected	Select this option to drop only students in the student grid for whom the indicator is set to Drop Request.
students with a post enrollment requirement status of	Select this option for drops to be based on the post enrollment requirement status of the student. Select the Conditionally Satisfied check box to drop students in the student grid who have a post enrollment requirement status of Conditionally Satisfied. Select the Not Satisfied check box to drop students in the student grid who have a post enrollment requirement status of Not Satisfied. You can select one or both check boxes.
Override Action Date to	This check box is available if the Allow Override of Action Date check box is selected on the setup page. Select this check box and enter the action date for the transaction(s). You must have the relevant enrollment security to access this check box.

Tracking Post Enrollment Requirement Checking Transaction History

Access the Tracking of Key Transaction & User Notes page (click the Tracking link in the Audit / Information Links tab on the Enrollment Requirement Roster (Summary) page.)

Use this page to view the post enrollment requirement checking transaction history for a student, including when a student enrolled, when post enrollment checking was run for the student, when a drop request/approved indicator was set for the student, when an administrative drop was processed and communications generated through 3Cs using the PERC communication category.

You can also add PERC related notes for a student. If the Enable notes to be deleted check box is selected on the Enrollment Requirement Roster setup page, you can delete notes.

Running Batch Post Enrollment Requirement Checking

This section discusses how to run batch post enrollment requirement checking for multiple classes.

Page Used to Run Batch Post Enrollment Requirement Checking for Multiple Classes

Page Name	Definition Name	Navigation	Usage
Run Post Enrollment Requirement Checking	SSR_REQS_RC_PER	Curriculum Management, Enrollment Requirements, Post Enroll Req Checking, Run Post Enrollment Req, Run Post Enrollment Requirement Checking	In batch mode, run post enrollment requirement checking for multiple classes.

Running Batch Post Enrollment Requirement Checking for Multiple Classes

Access the Run Post Enrollment Requirement Checking page (Curriculum Management, Enrollment Requirements, Post Enroll Req Checking, Run Post Enrollment Req, Run Post Enrollment Requirement Checking).

Select students with the following status

The check box settings appear by default from the Roster and Batch Processing Filter Default Settings group box on the Student Records Installation-Enrollment Requirement Roster page but you can change them here.

Note. Because post enrollment requirement checking cannot be run for dropped students, an enrollment status of Dropped is not available for selection on this page.

Enrollment Status

Select the enrollment statuses for which you are running post enrollment requirement checking.

Most Recent Requirement Status

Select the most requirement statuses for which you are running post enrollment requirement checking. Typically the process is run for students with a status of Not Satisfied and Conditionally Satisfied.

For documentation about the status values, refer to the previous documentation about the Enrollment Requirement Roster (Summary) page.

Action

The Action group box is available if the Allow Drop Request Indicator to be set for Students in Non-Compliance check box is selected for batch processing on the Student Records Installation-Enrollment Requirement Processing page. The check box settings appear by default from the setup page but you can change them here. Select one or both check boxes to indicate the statuses for which the batch process should set the Drop Request Indicator for non-compliant students.

Population Selection

Select this check box to run post enrollment requirement checking using population selection. Population selection is a method for selecting the IDs and/or courses to process for a specific transaction. The Population Selection group box is a standard group box that appears on run control pages when the Population Selection process is available or required for the transaction. Selection tools are available based on the selection tools that your institution selected in the setup of the Population Selection process for the application process and on your user security. Fields in the group box appear based on the selection tool that you select. The fields behave the same way from within the group box on all run control pages and application processes. If your institution uses a specific delivered selection tool (PS Query, Equation Engine equation, or external file) to identify IDs and/or courses for a specific transaction, you must use it.

See Using the Population Selection Process.

Note. If you select the query using the catalog number, use wild cards to assist you with the query. For example, to search for all SOC 100 level courses, enter %1__ or _1%.

If the Enforce Academic Organization Security check box is selected on the Student Records Installation-Enrollment Requirement Roster page, academic organization security is also enforced for population selection.

Note. You can use population selection and/or class select. By default, the Population Selection and Use Class Select check boxes are cleared.

Query Name

These predefined queries are delivered:

SSR_REQS_ACAD_GRP
SSR_REQS_ACAD_ORG
SSR_REQS_CAMPUS
SSR_REQS_CAREER
SSR_REQS_SESSION
SSR_REQS_SUBJECT
SSR_REQS_SUBJECT_CATNBR
SSR_REQS_TERM

Manual entry by class

Use Class Select

Select this check box to run post enrollment requirement checking using class select.

Class Nbr class number

Enter the class number for each class that is to be included in post enrollment requirement checking.

Note. To search for the catalog number using the look up prompt, use wild cards to assist you. For example, to search for Biology 100, enter %100% or _100.

Transaction

After the process has completed, select the Get/Refresh Last Request button to access information about the process that was just run. Information includes the Enrollment Request ID (from Block Enrollment), the Request Status, the time that the process ran, the total number of transactions, the number of transactions in error, and the number of transactions with messages. You can click on the Enrollment Request ID to go directly to the Block Enrollment component for this group of transactions. This is of more importance when you run the drop process. The post enrollment requirement checking process just updates or assigns the students post enrollment requirement status.

Here is an example:

Printing Batch Enrollment Requirement Rosters

This section discusses how to print enrollment requirement rosters in batch.

Page Used to Print Enrollment Requirement Rosters in Batch

Page Name	Definition Name	Navigation	Usage
Print Enrollment Requirement Rosters	SSR_REQS_RC_RPT	Curriculum Management, Enrollment Requirements, Post Enrollment Req Checking, Print Enrollment Req Roster, Print Enrollment Requirement Rosters	In batch mode, print enrollment requirement rosters for multiple classes.

Printing Enrollment Requirement Rosters in Batch

Access the Print Enrollment Requirement Rosters page (Curriculum Management, Enrollment Requirements, Post Enrollment Req Checking, Print Enrollment Req Roster, Print Enrollment Requirement Rosters).

Select Display Option

Select Summary View to display the enrollment and post requirement status of the students in the class. Select Detail View to display detailed information about how a student has or has not met the enrollment requirements for the class. Select Combined View, to display first the summary view, followed by the detail view for each class.

Sort Option

Select the sort option to be used to display students within each class.

Note. The sort is always within a class, not across classes.

1- Name: Sort students in a class by name order.

2 - Enrollment Status, Name: Sort students in a class by their enrollment status and then in name order within enrollment status.

3 - Enrollment Status, Status Group, Name: Sort students in a class by their enrollment status, then by their status group (non-compliant versus other students) within the enrollment status, and then by student name within the status group.

Note. Status Group is non-compliant students versus other students.

4 - Enrollment Status, Status Group, Requirement Status, Name: Sort students in a class by their enrollment status, then by their status group (non-compliant versus other students) within the enrollment status, then by requirement status within each status group, and lastly by student name within each requirement status.

5 - Status Group, Requirement Status, Name: Sort students in a class by their status group (non-compliant versus other students), then by their requirement status within their status group, and then by student name within each requirement status.

For documentation about the Select students with the following status, Population Selection, and Manual Entry by Class group boxes, refer to similar documentation in an earlier section: Running Batch Post Enrollment Requirement Checking for Multiple Classes.

Processing Batch Drop Requests for Post Enrollment Requirements

This section discusses how to drop students in batch for non-compliance of enrollment requirements.

Page Used to Drop Non-Compliant Students in Batch

Page Name	Definition Name	Navigation	Usage
Process Drop Requests for Post Enrollment Requirements	SSR_REQS_RC_DRP	Curriculum Management, Enrollment Requirements, Post Enrollment Req Checking, Process Drop Requests, Process Drop Requests for Post Enrollment Requirement	In batch mode, process drops for students in non-compliance of enrollment requirements.

Dropping Non-Compliant Students in Batch

Access the Process Drop Requests for Post Enrollment Requirements page (Curriculum Management, Enrollment Requirements, Post Enrollment Req Checking, Process Drop Requests, Process Drop Requests for Post Enrollment Requirement).

Non-Compliance Selection

The check box settings appear by default from the Student Records Installation setup pages but you can change the settings here.

Note. Because there is no need to process drops for students who have already dropped the class, the Dropped enrollment status is not available here.

Enrollment Status	Select only the enrollment statuses that you want included in the processing for non-compliance of enrollment requirements.
Drops will only be processed for classes where Drop Review is set to Complete	If the Enrollment Requirement Rosters must be reviewed prior to batch processing of drops check box is selected on the Student Records Installation-Enrollment Requirement Roster page, this message appears.
Process Drops for	Select the option for which you want to process drops: either students for whom the Drop Request Indicator is selected or students with a non-compliant post enrollment requirement status. If you select the status option, the Conditionally Satisfied and Not Satisfied check boxes become available and you can select one or both.

For documentation about the Action, Population Selection, and Manual Entry by Class group boxes, refer to similar documentation in the earlier section: Running Batch Post Enrollment Requirement Checking for Multiple Classes.

Running the Batch Drop Process

From the Process Scheduler Request page, you can select one of two options:

Generate and Process Drops (SRRQDROP): Full processing in which the drop transactions are generated and then the drops are processed.
Generate Drop Transactions (SSR_REQS_DRP): The drop transactions are generated but the drops are not processed—use this option if you want to review the transactions in the Block Enroll component before processing drops.

Transaction

Click on the Enrollment Request ID to go directly to the Block Enrollment component for this group of transactions. You are taken to the Block Enroll Detail page. View the Status column for any transactions in error. Or, to view only errors, click on the Block Enroll Merge tab and under Filtering Criteria, set Detail Status to Errors, and click the Retrieve button. You are taken back to the Block Enroll Detail page—however only those transactions with errors appear. Click on the detail link for further information and decide if you want to resolve any transaction issues.

You can view an example of the Transaction group box in the earlier section: Running Batch Post Enrollment Requirement Checking for Multiple Classes.

Defining Enrollment Requirement Note Types

This section discusses how to define enrollment requirement note types.

Page Used to Define Enrollment Requirement Note Types

Page Name	Definition Name	Navigation	Usage
Define Enrollment Requirement Note Type	SSR_REQS_COMTYP	Curriculum Management, Enrollment Requirements, Post Enrollment Req Checking, Define Enrollment Req Note, Define Enrollment Requirement Note Type	Define note types to be used on the Enrollment Requirement Roster-Tracking of Key Transactions & User Notes page.

Defining Enrollment Requirement Note Types

Access the Define Enrollment Requirement Note Type page (Curriculum Management, Enrollment Requirements, Post Enrollment Req Checking, Define Enrollment Req Note, Define Enrollment Requirement Note Type).

Purging Post Enrollment Requirement Data

This section discusses how to purge post enrollment requirement data.

Page Used to Purge Post Enrollment Requirement Data

Page Name	Definition Name	Navigation	Usage
Purge Post Enrollment Requirement Data	SSR_REQS_RC_PRG	Curriculum Management, Enrollment Requirements, Post Enrollment Req Checking, Purge Post Enroll Req Data, Purge Post Enrollment Requirement Data	Use population selection or manual entry by class to purge post enrollment requirement data that is no longer necessary to store within the system.

Purging Post Enrollment Requirement Data

Access the Purge Post Enrollment Requirement Data page (Curriculum Management, Enrollment Requirements, Post Enrollment Req Checking, Purge Post Enroll Req Data, Purge Post Enrollment Requirement Data).

Note. Purging should be done with caution. If you purge post enrollment requirement data for previous terms, the affected records will be deleted from the following tables:

SSR_REQS_HEADR: holds the enrollment requirement status and post enrollment requirement status.
SSR_REQS_RSLTS: holds the requirement status of the requirement group line and requirement line level.
SSR_REQS_CRSEU: holds the course work that was used to identify the status of the requirement group line or requirement line.
SSR_REQS_COMM: holds the notes data.
SSR_REQS_ACTN: holds the drop request or approval action.
SSR_REQS_CLASS: holds the drop review flag.

For documentation about the fields on this page, refer to the documentation about similar fields in the earlier section: Running Batch Post Enrollment Requirement Checking for Multiple Classes.