Add an Enrollment

You can enroll a student to a course using the New Enrollment wizard.

Prerequisites

You must have:

  • Common - Student - View authorization

  • Academics - Student Enrollment Period - New authorization

Your institution must have already configured an enrollment with a Course Status set to Future.

Access Method

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

Procedure to Add an Enrollment

  1. To enroll a student, select the New button.

  2. In Student Information, specify the following values, and select the Next button.

    Admissions RepresentativeClosed The Admissions Representative for the student. If a staff member is removed from an Admissions Representative group after having been assigned to a student, Anthology Student retains the name of the former representative on the student record.

    CampusClosed The campus where the student or students were enrolled.

    Previous EducationClosed The education level of the student. Select a value from the drop-down list if the field is not pre-populated based on the Application record. The values available for selection will depend on the policies and procedures at your institution.

  3. In Program Information, specify the following values.

    Area of StudyClosed The various areas such as Major, Minor, or Concentration that the students have taken to complete their degree. The areas of study are configured by your institution.

    CatalogClosed The catalog configured by your institution. The catalog contains the courses required for a program version or area of study. The Default - None catalog should not be used.

    Grade LevelClosed The grade level for the student. Grade levels are configured by your institution and do not have to correspond to the option on the FAFSA or Stafford loan forms. The grade level is assigned to a student under Academic Records > Enrollment > Progress section. For a student to qualify for federal financial aid, a college grade level (1st year, 2nd year, etc.) must be assigned. For a Graduate PLUS loan, the grade level must be configured with the Department of Education ID 7 (Graduate/Professional or beyond).

    Program TypeClosed The type of programs available at the campus - that is either degree or non-degree. If the campus provides non-degree programs (NDS), Non-Degree is displayed. If the campus does not allow NDS enrollments, Degree is displayed, by default.

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

    ShiftClosed The shift during which the student will attend classes (such as days or evenings). Shifts are configured by your institution.

    Student StatusClosed Specifies the status of the prospect or student at your institution (school status). Statuses are configured by your institution and vary by institution. If you change the status for a student, a dialog is displayed so that you can confirm the change. If there are also tasks associated with the previous status, Anthology Student displays a dialog that you can use to select the tasks to keep and tasks to close with the result of canceled. The student’s status (e.g., Active) is determined by their status history and activation units. A populated Version Start Date does not automatically flip a student to Active unless paired with appropriate status progression. You can use the status values to filter student records in lists/grid, processes, and reports.

    Transfer CreditsClosed The number of approved transfer credits applied to the program version.

    Transfer Students (for IPEDS Reporting)Closed The check box is selected only if the student has transfer credits with a transfer type set to "Include as Transfer Student (for IPEDS reporting).

    Version Start DateClosed If the system is configured to Require the Start Date (under Settings > Academic Records > General > Require Start Date), the Version Start Date field will be flagged as required and the user must select a Version Start Date when adding a new enrollment.

  4. In Term and Billing Method, specify the following values.

    Auto Charges TermClosed Populate this field if auto-charges are configured. The term selected in this field will be used to post the auto charges to the student's ledger card. The Auto Charges Term field will display all active terms: - Regular Terms if parent/child terms are not configured - Parent Term if parent/child terms are configured

    Billing MethodClosed The method used to bill for the student. For example, monthly, term, course, and so on. They are configured by your institution.

    Linked SAP EnrollmentClosed The name of the program version for a linked satisfactory academic progress (SAP) enrollment. You can only link to a program version in a permanent out status.

    Start TermClosed If a Start Term is selected, the system will use the weeks configured on the program version to calculate the Mid-Point and Graduation Date for the enrollment.

  5. In Enrollment Dates, specify the following values.

    Application DateClosed The date when the application was processed.

    Enrollment DateClosed The actual date when the student enrolled in the program version.

    Expected Start DateClosed This field represents the student's expected first day of attendance. It is used for planning and reporting purposes. The value may differ from the actual start date if the student delays or defers. The field is often auto-populated based on the Version Start Date selected during application entry. It can also be manually adjusted during enrollment setup.

    Externship Start DateClosed The start date of the training or externship.

    Graduation DateClosed The date when the student graduated or is scheduled to graduate from the program version.

    Mid-Point DateClosed The Mid-Point Date value is the halfway point between the start date and the program’s scheduled end date (such as graduation date), typically calculated as: Mid-Point Date = Start Date + (Total Weeks in Program ÷ 2). The system does not automatically account for holidays or calendar breaks unless those dates have been specifically edited in Configuration > Academic Records > Calendars.

  6. In Enrollment Information, specify the following values and select Enroll.

    Enrollment NumberClosed The number or ID assigned during the enrollment based on the parameters specified by your institution. The next student to enroll will be assigned an enrollment number that is one greater than the number entered here. Anthology Student automatically increments the enrollment numbers as numbers are assigned to students.

    Expected Credits per TermClosed The total number of credits that the student is expected to complete per term.

    Expected Hours per Week for ExternshipClosed The number of hours per week that the student is expected to complete in the training or externship. The number of hours specified must be less than the Total Hours for Externship.

    NoteClosed Area that displays, or that you can use, to specify comments or additional information related to the record or subject.

  7. If your institution has configured extended properties, complete the fields under Extended Properties.

When you enroll a student in a program version and any areas of study, Anthology Student adds the courses and requirement rules configured for the program version and areas of study to their enrollment and displays the courses on their:

  • Course list (Select the Students tile > select the name in the Students list > expand Academic Records > select the Student Courses tile.)

  • Degree progress audit (Select the Students tile > select the name in the Students list > expand Academic Records > select the Degree Progress Audit tile.)

  • If a template is configured, their degree pathway (Select the Students tile > select the name in the Students list > expand Academic Records > select the Degree Pathway tile.)