Configure and Manage System Status Changes

You can use the System Status Change tab from the Status Changes page to control which status changes can occur in your institution and which groups of staff members can initiate them.

Prerequisites

You must have System - Settings - Manage authorization

You should also be familiar with the Background for Status Changes.

Access Method

Select the Settings tile > expand System > select Status Changes.

Procedure to Edit Items

1. Select the System Status Changes tab.

2. If you want to filter the list, specify the following values.

   Status Category The category for the status. It can include more than one student status. They are defined by the system and selected for the student statuses configured by your institution.

   System Status The status of the system. For additional information about system statuses, see the background information for status changes.

   Anthology Student populates the list.

3. Select the name in the list.

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

   Account Status Select an account status that will be automatically applied when the student status changes to the selected system status. This field is enabled only when you select Allow Account Status Change check box. Allow Account Status Change Select this check box to allow account status changes automatically. If you select this check box, it enables the Account Status field. Allow Placement Status Change Select this check box if you want the student's placement to automatically change to the defined status even if the student is currently in a system status of Placed. When you select this check box, the 'Placement Status' and 'Override Placed Status' fields are enabled. Allow Undo Status Change Select this check box to reverse a particular status change. When you select this check box, the Number of Days Allowed field is enabled. Default Number of Days Elapsed from Last Status Change Enter the number of days from the student's last status change that have had to elapse before this status transition is allowed. If the number of days elapsed from the last status change is less than this setting, this status transition will not be allowed. A zero in this field indicates that this criteria is not used on this transition. Default Number of Days from Last Status Change Enter the number of days from the student's last status change in which this status transition is allowed. Once the number of days elapsed from the last status change has exceeded this setting, this status transition is no longer allowed. A zero in this field indicates that this criteria is not used on this transition. Enabled(Active) Indicates whether the system status change is enabled or disabled. If Yes is set, the Student Status grid is enabled.

   Number of Days Allowed Enter the number of days during which a status may be undone. A zero in this field indicates that the undo functionality is available indefinitely. This field is enabled only when you have selected Allow Undo Status Change check box. Override Placed Status Select the option whether or not you want to override the placed status that a student is in. Placement Status Select a Placement Status from the drop-down menu to enable the following: - A placement status to automatically change when an enrollment record is changed to the school status. - The student enrollment record's placement status to automatically change to the specified placement status. This field is enabled only when you have selected Allow Placement Status Change check box. Staff Groups The staff groups that can make this status change. You can select more than one. Trigger Refund Calculation Select the option whether or not you want to trigger a hypothetical refund calculation record to be added to the student. This field is enabled only when you have selected No in the Use Student Status Grid field. Use Student Status Grid Indicates whether or not you want to use student status grid to base the possible changes on your school-defined statuses rather than the system statuses. This field is enabled only when you have set Yes in the Enabled(Active) field.

5. If you have selected Yes in Use Student Status Grid Indicates whether or not you want to use student status grid to base the possible changes on your school-defined statuses rather than the system statuses. This field is enabled only when you have set Yes in the Enabled(Active) field., Anthology Student displays the grid.

   Review the following values.

   Account Status The account status on the student accounts ledger. Allow Account Status Change Specifies whether or not you want to allow account status change automatically. Allow Placement Status Change Specifies whether or not you want to student's placement to automatically change to the defined status even if the student is currently in a system status of Placed. Days Elapsed From Last Status Change The number of days elapsed from the student's last status change that have had to elapse before this status transition is allowed. For additional information about the days elapsed from the last status change, see background for status change. Days From Last Status Change The number of days from the student's last status change in which this status transition is allowed. For additional information about the days from last status change, see background for status change. Enabled(Active) Indicates whether the system status change is enabled or disabled. If Yes is set, the Student Status grid is enabled.

   Placement Status The placement status of the student. Override Placed Status Specifies whether or not you want to override the placed status that a student is in. System Status Change From The system status to be changed from. System Status Change To The system status to be changed to. Use Student Status Grid Indicates whether or not you want to use student status grid to base the possible changes on your school-defined statuses rather than the system statuses. This field is enabled only when you have set Yes in the Enabled(Active) field.

6. If you want to edit student status, select the name in the list. Anthology Student displays the edit student status change dialog box.

   Review, specify, or change the following values and select the Save button.

   Account Status Select an account status that will be automatically applied when the student status changes to the selected system status. This field is enabled only when you select Allow Account Status Change check box. Allow Account Status Change Select this check box to allow account status changes automatically. If you select this check box, it enables the Account Status field. Allow Placement Status Change Select this check box if you want the student's placement to automatically change to the defined status even if the student is currently in a system status of Placed. When you select this check box, the 'Placement Status' and 'Override Placed Status' fields are enabled. Allow Undo Status Change Select this check box to reverse a particular status change. When you select this check box, the Number of Days Allowed field is enabled. Default Number of Days Elapsed from Last Status Change Enter the number of days from the student's last status change that have had to elapse before this status transition is allowed. If the number of days elapsed from the last status change is less than this setting, this status transition will not be allowed. A zero in this field indicates that this criteria is not used on this transition. Default Number of Days from Last Status Change Enter the number of days from the student's last status change in which this status transition is allowed. Once the number of days elapsed from the last status change has exceeded this setting, this status transition is no longer allowed. A zero in this field indicates that this criteria is not used on this transition. Enabled(Active) Indicates whether the system status change is enabled or disabled. If Yes is set, the Student Status grid is enabled.

   Number of Days Allowed Enter the number of days during which a status may be undone. A zero in this field indicates that the undo functionality is available indefinitely. This field is enabled only when you have selected Allow Undo Status Change check box. Override Placed Status Select the option whether or not you want to override the placed status that a student is in. Placement Status Select a Placement Status from the drop-down menu to enable the following: - A placement status to automatically change when an enrollment record is changed to the school status. - The student enrollment record's placement status to automatically change to the specified placement status. This field is enabled only when you have selected Allow Placement Status Change check box. Staff Groups The staff groups that can make this status change. You can select more than one. Trigger Refund Calculation Select the option whether or not you want to trigger a hypothetical refund calculation record to be added to the student. This field is enabled only when you have selected No in the Use Student Status Grid field.

7. If you want to save and: 

   • Continue making changes, select the Save button

   • Continue to add another item to the list, select the Save & New button

   • Close, select the Save & Close button

Procedure to Enable or Disable Items

1. Select the System Status Changes tab.

2. If you want to filter the list, specify the following values.

   Status Category The category for the status. It can include more than one student status. They are defined by the system and selected for the student statuses configured by your institution.

   System Status The status of the system. For additional information about system statuses, see the background information for status changes.

   Anthology Student populates the list.

3. If you want, take the appropriate action in the list.

   Task	Action to Take
   Enable System Status Change / Disable System Status Change	1.  Select the record in the list. 2.  In the list, if the value in Enabled Indicates whether the system status change is enabled or disabled. If Yes is set, the Student Status grid is enabled. column is: No, then select the Enable System Status Change button on the toolbar. Anthology Student enables the status change. Yes, then select the Disable System Status Change button on the toolbar. Anthology Student disables the status change.
   Enable Student Status Grid / Disable Student Status Grid	1.  Select the record in the list. 2.  In the list, if the value in Use Student Status Grid Indicates whether or not you want to use student status grid to base the possible changes on your school-defined statuses rather than the system statuses. This field is enabled only when you have set Yes in the Enabled(Active) field. column is: No, then select the Enable Student Status Grid button on the toolbar. Anthology Student enables the student status grid. Yes, then select the Disable Student Status Grid button on the toolbar. Anthology Student disables the student status grid.