Understanding Enrollment Request Processing for Drops

When processing enrollment requests with an enrollment action of drop through the Quick Enroll, Enrollment Request, and Block Enroll components or through self-service, the enrollment engine must determine the drop deadlines, reasons, grading bases, and grades with which to update the impacted student enrollment records (STDNT_ENRL).

The enrollment engine determines drop deadlines, grading bases, and grades differently depending on the class enrollment type (traditional, dynamic date, open entry/exit).

When requesting to drop a traditional class enrollment, the enrollment engine:

• Determines the deadlines according to the values set on the Academic Calendar 2 page.

• Determines the grading scheme and grade, if applicable, according to the value set on the Grading Scheme Table page.

  If no grade is set on that page, then the enrollment engine uses the grading schemes and grades set on the Session Calendar 2 page.

When requesting to drop a dynamic date class enrollment, the enrollment engine:

• Determines the deadlines according to the values that the Dynamic Class Dates COBOL/SQL process (SRDYNADT and SRPCDYNP) calculates and displays on the Dynamic Class Data page.

  If you have not calculated the academic calendar dates for the class, the enrollment engine determines the deadlines according to the values set on the Academic Calendar 2 page.

• Determines the grading scheme and grade, if applicable, according to the value set on the Grading Scheme Table page.

  If no grade is set on that page and you have calculated the academic calendar dates for this class, the enrollment engine uses the grading schemes and grades set on the Dynamic Date page of the Academic Program Table component. If no grading scheme and grade are set on that page, the enrollment engine uses the grading scheme and grades set on the Session Calendar 2 page.

  If no grade is set on that page and you have not calculated the academic calendar dates for this class, the enrollment engine uses the grading scheme and grades set on the Session Calendar 2 page.

When requesting to drop an OEE class enrollment, the enrollment engine:

• Determines the deadline, according to the values that it calculates upon enrollment, and displays it on the Student Enroll OEE page.

  If the deadlines have not been calculated, the request fails.

• Determines, if applicable, the grading scheme and grade according to the value set on the Grading Scheme Table page.

  If no grade is set on that page, the enrollment engine uses the grading schemes and grades set on the Dynamic Date page of the Academic Program Table component. If no grading scheme and grade are set on that page, the request fails.

Regardless of the class enrollment type, the enrollment engine determines the reason according to the enrollment action reason that you enter on the enrollment processing page. If you do not enter a value on the enrollment processing page, then, for drop transactions during the drop retain record period only, the enrollment engine uses the reason set on the Session Calendar 2 page. Otherwise, the engine assigns no reason.

If the institution wants to retain student enrollment records during the drop delete period, you can associate time periods to enrollment action reasons on the Enrollment Action Reason Table page. When you create an enrollment request with an enrollment action of drop, you can then select an enrollment action reason that has a time period associated with it. For these requests to drop that are during the drop delete period, the enrollment engine retains the impacted student enrollment records so long as the time period has not passed.