Using the Term Activation Component

This field displays all of a student's career term records by academic career.

The system supplies an academic institution from the User Defaults component. You can specify any valid academic institution here, but you can add a record only if the student is active in an academic program at that academic institution as of the start date of the specified term.

The system displays all active terms for a student. If you are performing a quick activation, enter the term in which to activate the student.

By default, the system sets the student career number to zero, which is the first academic program in the student's program stack and identifies the student's primary academic program. The system uses the student career number to perform various calculations, including the calculation of the student's academic level and load. You can override the student career number, for instance, for students in dual programs. After you override the student career number in one term, it rolls from term to term.

Select to modify all academic level fields on this page. This selection carries over to the next term, so when you add a new row to activate the student in the next term, this check box is selected by default. Also, when you override all academic levels, the system sets all academic levels for the next term to the end of term level for the prior term row. You should select this check box sparingly, because doing so prevents the system from automatically determining the student's academic levels.

If you clear this check box, the system uses the academic level defaults that are established on the Academic Level Table page.

Select to modify the student's projected academic level. When you select this check box the Academic Level - Projected field becomes available to edit. If you clear this check box, the system recalculates the academic level projected if the level rule uses units or term progression.

The system displays the student's projected academic level at the start of the term, which is the student's actual academic level, provided that the student passes all in-progress units from previous terms. The system uses this field for enrollment restriction checking and tuition calculation, among other things.

You can override this field value if you select either the Override Projected Level check box or the Override All Academic Levels check box. You might override a student's projected academic level when you know that your academic institution will be receiving the student's transfer credit, but the credit has not yet been entered into the student's official record. When you override all academic levels, the system sets by default the academic levels for the next term to the value that is in the Academic Level - Term End field for the prior term row.

By default, the system displays the level determination value from the Level/Load Rules Table component, based on the level load rule that is attached to the student's primary academic program for the current career and term row

By default, the system displays the load determination value from the Level/Load Rules Table component, based on the level load rule that is attached to the student's primary academic program for the current career and term row.

By default, the system displays the student's academic level at the beginning of the term, based on cumulative completed units from previous terms or transfer units. You can override this field value if you select the Override All Academic Levels check box. When you override all academic levels, the system sets by default the academic levels for the next term to the value that is in the Academic Level - Term End field for the prior term row.

By default, the system displays the student's academic level at the end of the term, based on cumulative completed units, including work completed in this term and transfer units. You can override this field value if you select the Override All Academic Levels check box. When you override all academic levels, the system sets by default the academic levels for the next term to the value that is in the Academic Level - Term End field for the prior term row.

By default, the system displays the academic year, based upon the term that you enter.

The system displays the student's academic load, which is calculated in units enrolled if the level load rule is set to determine load based on units. Alternatively, the rule could determine load using a default value—assigned on the level load rule itself—or the load could be determined manually.

The system, by default, sets the student's form of study to Enrollment, but you can override this default value. The value of Enrollment tells the system that this form of study is unit-based. You can modify these translate values, with the exception of the Enrollment value.

The system, by default, selects this check box, which informs the enrollment engine that the student is eligible to enroll in classes for the specified term. Clear this check box to prevent the student from enrolling in classes for the specified term.

You might clear this check box when posting transfer credit to a student's career term record in which the student will not be eligible to enroll until a later date. The transfer credit posting process requires that a student is active in the term to which you are posting transfer credit.

The system, by default, sets the student's billing career to the academic career in the student's career term record. The tuition calculation process uses the student's billing career to calculate the student's tuition.

If the student is active in more than one academic career in the same term, you might want to consolidate tuition calculation and billing under a single academic career. If so, then point the billing career for all of the student's career term records to the same academic career. For example, a student might be enrolled in a term as both a graduate student and an undergraduate student. If you want to consolidate tuition calculation to just the undergraduate career, you would select undergraduate as the billing career for both the student's undergraduate term record and graduate term record.

If you decide to use a single billing career for all of a student's academic careers within a term, note that to perform a term or session withdrawal, the student must be enrolled in at least one class within the academic career that you select as the student's billing career. Otherwise, the term withdrawal and session withdrawal processes halt processing and instruct you to change the student's billing career to an academic career in which the student has enrollments for the term.

Click to go to the Tuition Calc (tuition calculation) page so that you can calculate tuition and fees for this student.

Select a career number for the student. You can enter multiple rows when the student has multiple programs/career numbers.

Enter a liability status. This value defaults to the enrollment pages.

Select if the student qualifies to pay the fixed HECS fee for class enrollment.

Select the appropriate scholarship type for this student.

When you generate the DIISRTE Commonwealth Learning Scholarship file, the system includes all students who have a scholarship type of 3, 4, or 5. Type 5 scholarships have two records, one for CECS and one for CAS.

Generating the Student Data Files that Allow Revision

Enter any overseas fees for the student.

Select a career number for the student.

Enter any foreign fee for the student.

Enter the sum of all non-maxima fees charged to this student.

The system, by default, displays the student's approved academic load for their primary academic program for the term. You can override this value.

The student's approved academic program is set on the Student Program page select (Records and Enrollment, then select Career and Program Information, then select Student Program/Plan, then select Student Program).

Select to override the student's term enrollment limits for the approved academic load that you selected. The unit limit fields become available for entry. When processing enrollment requests with this override, the enrollment engine uses the term enrollment limits that you define on this page rather than the ones that are defined on the Enrollment page of the Academic Program Table component. When using this override, the enrollment engine does not include the wait list units in the maximum total unit limit. For example, assume that you limit the student to 18 maximum total units, 3 maximum no GPA units, 3 maximum audit units, and 9 maximum wait list units. The student can enroll in a maximum of 18 units for the term. Of these 18 units, the student can take 9 no GPA units (including 3 audit units). In addition to the 18 maximum total units, the student can take an additional 9 wait list units.

Clear this check box to have the enrollment engine use the term enrollment limits that are set on the Enrollment page of the Academic Program Table component.

Enter the maximum number of units that the student can enroll in for the term.

Enter the maximum number of units that the student can take with an audit-grading basis for the term.

Enter the maximum number of units that the student can enroll in with a non-GPA-grading basis for the term.

Enter the maximum number of wait list units that the student can have for enrollment for the term.

Enter the minimum number of units that the student must enroll in for the term. The enrollment engine references this value only when a student attempts to drop a class or make a units adjustment for a class.

The system displays by default the maximum number of courses in which a student can enroll for the term according to the value set on the Course Count Limits page.

Select the type of session in which the student will enroll into classes for the specified academic program and term.

By default, the system displays the student's academic load for the term. You can change the value for an individual session within the term. The system calculates academic load based on the number of units for which the student is enrolled. This field is unavailable for edit if the form of study for the session is Enrollment.

By default, the system displays the same form of study as defined for the term on the Term Activation page of this component. You can change the form of study for sessions that differ from the term value. For example, a student's form of study for the term is Enrollment, but the student is studying abroad for one session of that term. Values are Abroad, Candidacy, Detached, and Enrollment. You can modify these translate values with the exception of the Enrollment value.

By default, the system displays the student's approved academic load according to the value that is set on the Term Enrollment Limits page of the Academic Program Table component. You can override this field for an individual session within the term.

The date that the system considers the student fully enrolled for financial aid load calculations and billing purposes. The system, by default, sets the student's fully enrolled date to the corresponding date for the session, as defined in the academic calendar. You can override this date.

If you override the fully enrolled date because the student's account is due a refund, you must recalculate the student's tuition. You can calculate a student's tuition through the Tuition Calculation page in Student Financials.

Enter the student's approved academic load, such as Full-Time or Part-Time.

Select if want to calculate the student's tuition bill with criteria other than the number of units in which the student enrolls. If you set billing units as a part of tuition calculation, the system displays the number of the student's projected billing units.

The system, by default, displays the current number of terms in which the student is in residence within his or her primary academic program and term. If the level load rule that applies to the student has a resident terms adjustment factor, the system uses the student's approved academic load and the resident terms adjustment factor to determine the default value. Otherwise, the system displays 1 as the default value. You can override the value in this field.

Enter the number of terms that the student has transferred from another organization.

The system displays the student's total number of current, past, and transfer terms. The value is the cumulative total of residency terms.

When you save this component, the system assigns the student to an academic level by adding up the student's transfer credit—for careers in which academic level is determined by units—and subtracting the value that is entered here. This enables you to decrease a student's transfer credit for the purposes of assigning the student to a lower academic level. This calculation does not affect the student's term or cumulative statistics, and the recalculated unit total is not displayed or stored in the system. The calculated sum affects only this student's academic level.

For example, you might allow a student to transfer in a total of 75 units for degree progress purposes, even though the student must remain a sophomore, which means she cannot have more than 59 units based on your level rule setup. To adjust the student's transfer credit units and assign the student to the appropriate academic level, enter 16 in this field. You can view the student's projected academic level, academic level at term start, and academic level at term end, on the Term Activation page. The system uses the value in the TC Units Adjustment field to calculate all of these levels.

Additionally, a field edit prevents you from entering more units in this field than the student has transfer units. So if the student has 10 transfer units, you cannot enter 11 in this field. Therefore, the TC Units Adjustment field subtracts only from transfer units.

Click to complete the transfer credit posting process. When you try to post transfer credit statistics for a student in a particular academic program and for a particular articulation term, the system checks whether the student is active in the term and academic program that you select. If the student is not active in either the academic program or the articulation term, the system sets the status to Complete. This enables you to evaluate transfer credit and store the statistical information for a student prior to the completion of the Activate Applications matriculation process (ABPCPPRC) in PeopleSoft Recruiting and Admissions.

After you activate a student in the appropriate academic program and in the articulation term that you selected, you must click this button to transfer the student's transfer credit to the STDNT_CAR_TERM table in Student Records, thereby completing the transfer credit posting process. If you do not copy transfer credit units after term activation, the student's career term record will not reflect the student's transfer credit units for the term. Remember to save your changes after you click this button. The system does not update the STDNT_CAR_TERM table until the save is performed.

If you select a term without a transfer credit model status of Complete, the system displays a message informing you that there is nothing to update.

Enter the date on which this student is considered fully enrolled in the specified term. As of this date, the student's coursework appears on the student's transcripts. This date is also used for financial aid load calculations and billing purposes. The system, by default, displays the corresponding value from the Term Calendar 3 page for the specified term based on the student's primary academic program for the term.

Enter the date on which the system displays the student's work in progress on the transcript.

Enter the date on which the system displays the student's academic statistics on the transcript.

Enter the date on which the system considers this student's enrollment record for the specified term as fully graded. This value comes from the academic calendar by default. When you define transcript types, you can indicate whether the transcript processes should use this date and display grade information.

Select the identification number of the external organization that is sponsoring the student's external study program.

Select the country in which the external organization resides.

Select the study agreement that describes the student's external study program.

Enter the dates on which the student's external study program begins and ends.