Enrollment Settings for Campuses

You can use the Enrollment tab from the Academic Records tile on the Campuses page to configure enrollment-related information.

Prerequisites

You must have System - Settings - Campuses - Manage authorization.

Access Method

Select the Settings tile > expand System > select Campuses > add or select a campus > select the Academic Records tile.)

Procedure to Edit Items

  1. Select the Enrollment tab.

  2. Review, specify, or change the following values.

    Add/Drop Number of DaysClosed Enter the number of calendar days or class meeting days (depending on the Number of Days in Units (Add/Drop)), starting with the course section's start date, that are allowed for Add/Drop. This field is enabled only when you select the Course Section Enforced option in the Add/Drop Flag field.

    Add/Drop FlagClosed Select the option for the Add/Drop flag. The options are: - Not Enforced: Campus does not enforce an Add/Drop date (default). - Campus Enforced: Enables the number of days after the start date for the Add/Drop date for all terms for the campus location where the staff member enters the number. - Term Enforced: The Add/Drop date for the campus (specified during Term) is enforced on a Term basis (each term defines a date). - Course Section Enforced: The Add/Drop date for the campus is enforced based on the course section.

    All Non-Degree ProgramsClosed Select whether your institution will offer non-degree-seeking courses or programs to students. The default value is No when you add a campus.

    Auto Update LOA/SPN Status to Active Upon ReturnClosed Select this check box to automatically update a student's status from a Leave of Absence (LOA) or a Standard Period of Non-Enrollment (SPN) to the student's last active status when attendance is posted. This update will not occur unless the student's LOA period has ended.

    Compare Course Contact Hours with Class Scheduled HoursClosed Select this check box to compare class hours scheduled to the contact hours configured at the course level.

    Course Status for Prerequisite EvaluationClosed Without override permission, a staff member can register and unregister courses that have prerequisites with these statuses. The status options are Complete, Complete/Current, and Complete/Current/Scheduled. If configured, Anthology Student also evaluates equivalent courses and the minimum GPA for completed prerequisites. For example, if you select Complete/Current/Scheduled and you do not require a minimum GPA, the prerequisite course for the student can be completed with any grade, the student can be currently taking the course, or the course can be scheduled for a staff member to register or unregister the course. If you select Complete and you configured a minimum GPA for the prerequisite, the student must have completed the course with the minimum GPA specified for the staff member to register or unregister the course.

    Days in Between LOAClosed Enter the minimum number of days between Leave of Absences. 0 = unlimited.

    Default Active StatusClosed Select the default active status for degree-seeking students. This is the status to which students are automatically moved to an Active/Attending status.

    Default NDS Active StatusClosed Select the default active status for NDS students. This is the status to which students are automatically moved to an NDS Active/NDS Attending status.

    Default Retake MethodologyClosed Select the default retake method for the courses that have been retaken by which Anthology Student calculates grades in the GPA. The options are Average Retakes, Include All, Use Highest, and Use Most Recent.

    Enforce Add/Drop Date for Current/LOA Courses during Drop Student Status ChangesClosed Select this check box to restrict the unregistration of Current/LOA courses if the Add/Drop Date of the course sections has passed. This setting only applies when processing a student status change to any new student status that belongs to a system status of Drop.

    Enforce Add/Drop Date for Scheduled Courses during Drop Student Status ChangesClosed Select this check box to restrict the unregistration of scheduled courses if the Add/Drop Date of the class section has passed. This setting only applies when processing a student status change to any new student status that belongs to a system status of Drop. When determining if the student's status change occurs before or after a scheduled status course’s Add/Drop Date, Anthology Student uses the NSLDS Withdrawal Date.

    Grade Entry Required for Dropped CourseClosed Select whether final grades will be required for your institution before allowing a student to drop a course. The default value is No when you add a campus.

    Maximum LOA Duration in DaysClosed Enter the maximum number of days allowed for each Leave of Absence. 0 = unlimited.

    Number of Days for Status ChangesClosed Enter the number of days allowed to go back when setting the effective date for any status change.

    Number of Days in Units (Add/Drop)Closed Select the unit for the number of days (Add/Drop). This field is enabled only when you select the Course Section Enforced option in the Add/Drop Flag field. The options are Calendar Days or Class Meeting Days.

    Number of Times on LOAClosed Enter the maximum number of times a student can take a Leave of Absence (LOA) from the school in each enrollment. 0 = unlimited.

    Reentry Active StatusClosed Select an active student status for students upon reentry after attendance is first taken by selecting Set Status to Campus Active or Revert to Last Status.

    Upon Status Change to LOA/SPN, Only Courses Registered Between LOA/SPN Boundaries Should be AffectedClosed Select this check box if you want only courses registered between the LOA/SPN boundaries to be affected upon the status change to LOA/SPN.

    Use Floating TermsClosed Select if your institution will use floating term scheduling; by default, this is set to No. The selection you make here is saved in SyCampus.FloatingTerm. If floating term is enabled, a campus can link one class to multiple terms. If not, each scheduled class connects to just one term.

    The settings allow campuses to define configurations that are applicable to National Student Loan Data System (NSLDS) reporting, particularly regarding reporting withdrawal dates. Student status data is reported to the NSLDS via the SSCR or Clearinghouse reports. The Department of Education sets guidelines for how withdrawal dates should be determined. The Attendance Required by Outside Entity and Status Date for Withdrawals settings are critical to ensuring accurate withdrawal dates in Anthology Student. These two fields drive the logic for calculating the NSLDS Withdrawal Date for students who are withdrawn from school.

    Although it is not as common for an institution to be mandated to take attendance, the Attendance Required by Outside Entity option is available for configuration at the campus level. This setting can also be configured for individual program versions and/or fund sources. Regardless of the location of this setting, the option allows institutions to report the Last Date of Attendance (LDA) as the NSLDS Withdrawal Date on all withdrawing students, regardless of the Official or Unofficial withdrawal designation. This also applies to students who do not return from an LOA and are subsequently dropped (instead of the date that a student began the LOA if a student attending one of these institutions fails to return from that LOA, the LDA is reported as the NSLDS Withdrawal Date).

    It is important to consider that if an institution has an internal policy requiring to take attendance, this does not meet the definition as applied to the regulation. An institution is considered to be required to take attendance only if an outside entity, such as an accrediting agency requires it. Only institutions that meet this criterion should use the Attendance Required by Outside Entity check box configuration.

    The Department of Education mandates that a student’s withdrawal date be treated differently in scenarios where attendance is NOT required to be taken. In this scenario, institutions can still opt to use an LDA as the NSLDS Withdrawal Date if they can document attendance was related to an academic activity. In many cases, institutions do take attendance (despite not being mandated to do so) and have published attendance and withdrawal policies within their school catalog. Institutions that do not take attendance, or only do so based on an internal policy, should rely on the Status Date for Withdrawals setting to dictate the NSLDS Withdrawal Date logic.

    If a campus is not required, but opts to take attendance per a published attendance and withdrawal policy, the recommended Status Date for Withdrawals setting is L-LDA. This ensures that the default NSLDS Withdrawal Date calculation on Unofficial withdrawals are in relation to the LDA. Campuses with this configuration can use an additional field to define the number of days that should be added to the LDA to comply with their policy.

    If a campus is a non-attendance taking Institution (may take attendance periodically, but not regularly and has no established attendance withdrawal policies), the Status Date for Withdrawals setting should be U-Use Drop Type to Determine. With this configuration, the NSLDS Withdrawal Date for Unofficial withdrawals is calculated using Financial Aid Academic Calendar and Return of Title IV period definition settings.

    For students who fail to return from an LOA at an institution that is not required by an outside entity to take attendance, the NSLDS Withdrawal Date continues to calculate the LOA Begin Date as the NSLDS Withdrawal Date.

    For more information, refer toBackground for Status Changes and Drop and Withdrawal Statuses in Anthology Student

  3. In Student Status Reporting and Default Withdrawal Date Settings, select the following settings:

    Allow EnrollmentsClosed Select this check box to allow enrollments. If you do not select this check box, no students can be enrolled at the selected campus.

    Attendance Required by Outside EntityClosed Select this check box if you want all students enrolled at the campus to be reported to the SSCR (NSLDS). This check box must be selected to report to the SSCR (NSLDS). If you select this check box, this disables the Status Date for Withdrawals and Number of Days to Add to LDA on Unofficial Withdrawal fields.

    Include New Students on SSCRClosed Select this check box to add all attending enrollments that are not already included in the SSCR roster file, regardless of whether they are receiving Title IV aid. A student who does not have a Title IV loan at your institution might have received Title IV elsewhere; therefore, current enrollment status information is used to assess that student’s potential deferment privileges.

    Number of Days to Add to LDA on Unofficial WithdrawalClosed Enter a value to correspond with the campus's institutional attendance withdrawal policy. This option is enabled only when you select the LDA option in the Status Date for Withdrawals field.

    Status Date for WithdrawalsClosed Select an option for the Status Date for on Withdrawals. This option is enabled only when you do not select the Attendance Required by Outside Entity check box. The options are LDA (Last Date of Attendance) and Use Drop Type to Determine.

  4. In Enforce Last Day to Withdraw, select the following settings:

    Calculated Weeks UsageClosed You can select the option to configure how your institution defines weeks, and more specifically, how your institution wants Anthology Student to calculate the total number of weeks in the course. If Start Day is selected, the second week of the course starts on the 7th day after the course section’s start date. Using the example course section noted above, if the course section’s start date is Wednesday, 4/1/09, and Start Day is selected, then week 2 starts on Wednesday, 4/8/09. This also means that the last day of week 1 is Tuesday, 4/7/09. With this information, Anthology Student can then calculate the total course length as exactly 20 weeks. If Standard Weeks is selected, the next week starts the day after the selected Last Day of Week. So in this case, if the course section's start date is Wednesday, 4/1/09, and the Last Day of Week is selected as Sunday, then week 1 ends on Sunday, 4/5/09, and week 2 starts on Monday, 4/6/09. With this information, Anthology Student can then calculate the total course length as 20 weeks and 2 days, which is rounded to 21 weeks.

    Enforce Last Day to Withdraw (LDW)Closed You can select this check box to enforce the last day to withdraw dates. If you select this check box, a last day to withdraw date is calculated for each course section offered at this campus. This does not mean the last day to withdraw and receive a non-punitive drop grade. The last day to withdraw date, once it has passed, will restrict staff users (who do not have override permission) and students from withdrawing from a course (moving a course from scheduled or current status to dropped). By default, this option is not selected. Before this feature can be turned on, you must ensure all Grade Scales associated with the campus have at least one general grade configured as a default After LDW Grade and one Pass/Fail grade with a default After LDW Grade. These grade settings are required to ensure that when school status changes to a dropped system status occur (if a course’s LDW date is in the past), an appropriate non-drop grade will be posted to the course. If Anthology Student finds at least one grade scale without these two grades, then Anthology Student displays a message to enable this setting, all grade scales associated with this campus must be configured with an After LDW Grade. There must be at least one After LDW Grade for standard courses and one for pass/fail courses configured. This ensures that the student who has withdrawn from school after the LDW receives the appropriate grades.

    Last Day of WeekClosed Select the day to be used as the last day of the week when calculating the LDW date.

    LDW Course Length Percentage (in weeks)Closed Enter the percentage of the course duration allocated for withdrawals as a numeric value. For example, if you input 80, the LDW date will be calculated to occur after 80% of the course (measured in weeks) has elapsed, at which point course withdrawals are no longer permitted.

    Set LDW ToClosed You can select the option to select how Anthology Student sets the LDW date. If Calculated Day is selected, Anthology Student sets the course section’s LDW date to the exact date calculated based on the LDW Course Length Percentage (in weeks) and Calculate Weeks Usage on settings. Again, using the example course, this would translate to an LDW date of Tuesday, 7/21/09 (80% of the weeks based on start day = 16 weeks which equates to an exact LDW date based on the end of the 15th week), or Saturday, 7/25/09 (80% of the standard weeks = 16.8 weeks which equates to an exact LDW date on the 6th day after the 16th week). If Last Day of Week is selected, Anthology Student sets the course section’s LDW date to the last day of the week (selected by the user in the next configuration option), following the exact calculated LDW date. So, if the exact calculated LDW date is Tuesday, 7/21/09, and the Set LDW to setting is Last Day of Week and the Last Day of the Week setting is Sunday, then the LDW date set on the course section will be Sunday, 7/26/09. Or, if the exact calculated LDW date is Saturday, 7/25/09, and the Last Day of the Week setting is Sunday, then the LDW date set on the course section will also be Sunday, 7/26/09.

  5. Select Save to save the changes.