Housing Move Out/Renewal

You can use the Housing Move Out/Renewal page to create and queue a batch to move out students from housing accommodations or renew housing leases for students.

Use the History tab to review the status of all the batches, review the results of specific batches, and manage the batches.

Prerequisites

You must have:

Common - Processes - View authorization

Student Services – Processes – Housing Move Out/Renewal - Queue authorization

Access Method

Select the Processes tile > locate Student Services > select Housing Move Out/Renewal.

Procedure to Create and Queue the Batch

Select the Process tab.

Specify the values under Selection Criteria to filter the list.

Campuses 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.

Graduation Date The date when the student graduated or is scheduled to graduate from the program version. From and To

Lease End Date The end date of the housing lease for the student. From and To

Lease Start Date The date when the housing lease started for the student. From and To

Process Type The type of process related to housing. The options are "Move Out" and "Renewal".

Student Group The name of the student group. If your institution has configured Anthology Student to limit groups to campuses, you can only select groups for the campus to which you are assigned. The list can also be filtered to display groups where you are the owner, public groups, and private groups to which you have been given access.

If you have selected:

Renewal option in Process Type, Anthology Student displays the following list in Proposed Changes to Student Records.

Specify the values to filter the list.

End Date The last date the item is effective or can be used. Depending on the context of the associated record, the end date can also be the end of a time range, session, or activity (e.g., job, program, course, term, payment period, academic year, enrollment).

Housing Date The date range of housing for a student.

Renewal Type The type of renewal for housing. The options are Academic Year, Housing Dates, and Term.

Start Date The first day the item takes effect or becomes active. Depending on the context of the associated record, the start date can also be the start of a time range, session, or activity (e.g., job, program, course, term, payment period, academic year, enrollment).

Task Template The task that must be performed. It is the name given to the task template when it was configured by your institution.

Term Available terms with start and end dates for each term. This field is enabled only when you select Renewal Type as Term.

Move Out option in Process Type, Anthology Student displays the following list in Proposed Changes to Student Records.

Specify the values to filter the list.

Deposit Subsidiary Code Select the deposit subsidiary code. This field is populated when the process type is set to Move Out.

Move-Out Date The date when the student will move out from housing.

Move-Out Reason The reason for the student to move out of housing. The options are Lease Ended, Evicted, Changing Rooms, Medical Reasons, and Personal Reasons.

Refund Amount Specify the refund amount of the housing deposit. This field is enabled only when you select Yes in the Refund Housing Deposit field.

Refund Housing Deposit Select whether to refund the housing deposit.

Task Template The task that must be performed. It is the name given to the task template when it was configured by your institution.

Term Specifies the term associated with the record. Terms are configured by your institution. The term start date must be before the end date of the award year.

Termination Fee The termination fee will be charged when the lease is broken. The termination Fee is posted in the subsidiary ledger if the transaction code selected is associated with the subsidiary. If it is not posted in the subsidiary ledger, pending charges are created or posted in the ledger card based on the billing method configuration.

Termination Fee Subsidiary Code Select the termination fee subsidiary code from the list of subsidiaries associated with the selected transaction code. This field is only populated when the transaction code selected for Termination Fee is associated with a single or multiple subsidiaries.

Transaction Code The transaction code associated with the record.

Specify the values to filter the list.

Select the Next button. Anthology Student populates the Results list.

In the Results list, review the following values.

Building Name The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file).

Lease End Date The end date of the housing lease for the student.

Lease Start Date The date when the housing lease started for the student.

Room Number The number for the room. The values are configured by your institution.

Student Name The last and first name of the student. In some lists, the name of the student is highlighted. If it is highlighted, you can select the link, and it will display the Student Profile or a page available from the profile (such as their Documents list in Contact Manager). To display the Student Profile, you must have Common - Student - View authorization. If the link takes you to a page available from the profile, you must have authorization for that page. For example, if it displays the Documents list, you must have Contact Manager - Student Document - View authorization.

Student Number If your institution assigns student numbers, the number your institution uses to identify the student. How the number is assigned is specified by your institution. For example, Anthology Student can be configured to assign the number, or your institution can use another method to assign it.

Suite Number The number assigned to the suite of rooms.

Select the Queue Students button.
In the Queue Students dialog, review or change the name of the batch and select the Queue button.

Anthology Student processes the batch.

When the batch completes, Anthology Student displays the results on the History tab so that you can review the results.

If you have moved-out student batches, Anthology Student updates:

The Lease Status The status of the housing lease can be Current, Expired, Lease Broken, or Pending. as Lease Broken on the Housing Lease page (Select the Students tile > select the name in the Students list > expand Student Services > select the Housing Leases tile.)
Any active applications for the student as inactive

Procedure to Review Results

Select the History tab.

Batches on this tab are available for 28 days by default. Anthology Student removes them after 28 days. If you need to keep the information for a batch, use the Export () button on the toolbar.

Review the status and values for the batches in the list.

Batch The name assigned to the batch. The name can include the date when the batch process was started.

Created The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique. Select or assign the code for this item.

Duration The amount of time it took to process the job or batch.

Number of Students The number of students processed in the batch.

Process Type The type of process related to housing. The options are "Move Out" and "Renewal".

Started The date and time when the first job within the batch started executing.

Status Indicates the status of processing for the student or item in the job. If all awards were successfully processed and approved, it displays Succeeded. If one or more awards were not approved, it displays Completed.

Submitted By The name of the staff member who submitted the background job or batch for processing.

Select the name of the batch in the list. Anthology Student displays the details for the job in the Job Results list.

Review the values in the list.

Campus 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.

Job Created The date and time when the job was added to the background job queue.

Job Status The status of the job. Enqueued indicates the job is in the queue waiting to be executed. Scheduled indicates the job is scheduled to run at a future time. Processing indicates the job is running. Succeeded indicates the job was completed with no errors. Deleted indicates the job was completed with errors.

Result Indicates the processing result for the job. If it was successfully processed, it displays Passed or Succeeded. Otherwise, it displays the reason why it was not processed.

Student The last and first name of the student. In some lists, the name of the student is highlighted. If it is highlighted, you can select the link, and it will display the Student Profile or a page available from the profile (such as their Documents list in Contact Manager). To display the Student Profile, you must have Common - Student - View authorization. If the link takes you to a page available from the profile, you must have authorization for that page. For example, if it displays the Documents list, you must have Contact Manager - Student Document - View authorization.