Transfer an Enrollment or Reverse a Transfer

You can transfer a student enrollment using the transfer option to an existing enrollment record or a new one. When you transfer a student enrollment, all status history records for the enrollment will be deleted. In addition, all subsidiary ledger transactions will be transferred from the old enrollment to the new enrollment.

You can reverse an enrollment transfer if you did not change the status of the student during the transfer.

The form enables you to select a different, existing enrollment record to which the information is to be transferred and allows you to add a new enrollment record for the transfer. When listing the existing enrollments, only enrollments at status category Enrolled, Active, or Permanent Out are listed.

Tip: To prevent duplicate or incorrect billing charges on the student's ledger card when you transfer an enrollment to another enrollment (and/or campus) within the same term and register/unregister courses (Current/Scheduled) in the new enrollment, make sure that:

  • The Billing Method of the destination enrollment is the same or comparable

  • The Billing Method is associated with both campuses

  • All underlying configurations (Terms, Courses/Sections, Tuition Discounts) are shared between campuses

Note: Refer to Using the Connected Enrollment Billing Option on the Billing Method Configuration if you receive the message "Billing entries exist on the default enrollment as a result of course registrations in the current connected enrollment setup. Enrollment changes may results in incorrect billing entries and require manual adjustments."

If you want to:

Prerequisites

You must have:

  • Common - Student - View authorization

  • Academics - Student Enrollment Period - Edit authorization

The student must be Enrolled or Active.

To reverse a transfer, you must have already transferred the enrollment without changing the status of the student.

You must have one or more of these Academic Records permissions:

  • Allow Access to Transfer Campus OptionClosed Select the check box to give the staff member permission to transfer a student to another campus on their Enrollments page using the To Campus option in the Transfer Type list. (Select the Students tile > select the name in the Students list > expand Academic Records > select the Enrollments tile > More button > Transfer option.)
  • Allow Access to Transfer Enrollment and Campus OptionClosed Select the check box to give the staff member permission to transfer a student to another enrollment and campus on their Enrollments page using the To Enrollment and Campus option in the Transfer Type list. (Select the Students tile > select the name in the Students list > expand Academic Records > select the Enrollments tile > More button > Transfer option.)
  • Allow Access To Transfer Enrollment OptionsClosed Select the check box to give the staff member permission to transfer a student to another campus on their Enrollments page using the To Enrollment option in the Transfer Type list. (Select the Students tile > select the name in the Students list > expand Academic Records > select the Enrollments tile > More button > Transfer option.)

Access Method

Select the Students tile > select the name in the Students list > expand Academic Records > select the Enrollments tile.

Procedure to Transfer an Enrollment

  1. Highlight a record. In the grid toolbar, select More > Transfer.

  2. In the Transfer Enrollment dialog box, select one of the following options, and select the Proceed button.

    CampusClosed The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column.

    New Program VersionClosed Indicates the enrollment must be transferred or reentered into a new program version. A new enrollment record will be created after the transfer or reentry is completed.

    Program VersionClosed The program version associated with the student or item.

    Same Program VersionClosed Indicates the enrollment must be transferred or reentered into the same program version.

    Transfer TypeClosed The type of transfer. The options displayed depend on the permission provided by your institution. The options are: - To Enrollment: Enables you to transfer the student to another enrollment within the same campus. - To Enrollment and Campus: Enables you to transfer the student to another enrollment in another campus. When you complete the transfer, the new enrollment is included in the student's enrollment and changes the Campus value on the Student Profile to the new campus. - To Campus: Enables you to transfer a student to another campus. The new campus value will be reflected in the Campus field on the Student Profile. If a student is enrolled in a non-degree seeking program version and the enrollment status is NDS Cancel, Anthology Student only displays the To Campus option in the transfer type field.

  3. If you select: 

    • New Program Version, the new Enrollment page is displayed

    • Same Program Version, the Transfer page is displayed

  4. In Transfer Information, specify the following values, and select Next.

    Add to Student GroupClosed Adds the student to a group. This activity enables your institution to track the students and send notifications or performing reporting by group.

    Financial Aid Staff UserClosed The advisor name and the group of the financial aid advisor.

    Financial Aid TaskClosed The Financial Aid task for the staff who need to be aware of transfers to correct or adjust the financial aid packing, billing, and outstanding balances.

    Move Budget InformationClosed Indicates that budget information must be moved.

    Move CoursesClosed Indicates the courses must be moved.

    Move Date BilledClosed Indicates the Date Billed value must be moved with the transfer.

    Move Expected/Actual Start DateClosed Indicates the Expected Start Date, Graduation Date and Version Start Date will be copied in the transfer.

    Move Last Date of AttendanceClosed Indicates the last date of attendance must be moved with the transfer.

    Perform Document ReviewClosed Indicates whether a document review must be performed. This action ensures that the student is compliant with whatever standards or requirements for the institution or the specific program.

    ProcessClosed Process the transfer now or later.

    Process DateClosed The date when the transfer will be processed. The process date must not be in the future.

    Student Accounts Staff UserClosed The advisor name and the group of the student account staff member.

    Student Accounts TaskClosed The Student Accounts task for the staff who need to be aware of transfers to correct or adjust the billing and outstanding balances.

  5. In Student Courses, review the courses included in the enrollment, and select Next.

    Course CodeClosed The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique.

    Course NameClosed The name of the course.

    End DateClosed The date when an item ends or the last day it can be used.

    MoveClosed Indicates the course or document must be moved with the transfer.

    RequiredClosed Indicates if the Course is a required course or not.

  6. In Fees, review the current and new fees associated with the enrollment, and select Next.

    AmountClosed The amount in dollars.

    BilledClosed Use the Billed check box to have the fees gathered or not gathered based on the following rules: - If you select both the Billed check box and the One Time Fee check box, fees will not be gathered when you run registration billing. - If you select only the Billed check box and clear the One Time Fee check box, fees will not be gathered when you run registration billing. - If you do not select Billed, fees will be gathered when you run registration billing.

    Bill CodeClosed The Bill Code associated with the student fees.

    Term SequenceClosed The term sequence number associated with the student's SAP evaluation.

  7. In Documents, review the documents that will be moved to the new enrollment, and select Transfer.

    Document (Career Services)Closed The documents submitted by a student, or by persons and organizations connected with the student.

    Due DateClosed The date when the item is due (such as task, document, or message). For a new task, the default is today. If you are specifying the value, specify the value in the format MM/DD/YYYY or select the calendar button to select the date.

    ModuleClosed The various categories that pertain to functional areas within an institution. For example, Academic Records, Financial Aid, and so on. If the list contains All, it includes all areas.

    MoveClosed Indicates the course or document must be moved with the transfer.

    On FileClosed Indicates the document is stored on file.

The transfer will be processed based on the options you select in Process:

  • Now: The transfer will be processed immediately

  • Later: The transfer will be added to a queue and processed on the selected Process Date. The transfer will also be processed later if the enrollment has current or scheduled transfers.

You can view and manage the transfer queue in Processes > Academic Records > Process Transfers.

Procedure to Reverse an Enrollment Transfer

  1. Highlight a record. In the grid toolbar, select More > Reverse Transfer.

  2. In the confirmation dialog box, select Reverse.