Edit an Enrollment

You can manually edit an enrollment for a student.

Your institution can define custom properties that are unique to your institution using the Extended Properties page. (Select the Settings tile > expand System > select Extended Properties.)

The Extended Properties section on this page displays all the fields that your institution has defined so that you can view, complete, and edit them. Because the fields vary by institution, your institution will provide tooltips or additional information you need to complete or edit the fields. If your institution has not configured extended properties, this section is not visible.

Prerequisites

You must have:

• Common - Student - View authorization

• Academics - Student Enrollment Period - Edit authorization

• To preview an application response, Academics - Student Enrollment Period - Preview authorization

To enable Application Response for a student, you must have saved the enrollment.

You should also be familiar with the Background for FA Credits.

Access Method

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

Procedure to Edit an Enrollment

1. If there is:

   • More than one enrollment, select the enrollment in the Program Version list in the header of the Student Profile

   • Only one enrollment, select the enrollment in the list

2. In Date/Status, verify or change the following values.

   Academic Advisor Name of the student's academic advisor. You can change the value, but you cannot delete it. Application Date The date when the application was processed. Campus The campus where the student or students were enrolled. Date Billed The date when the student was billed using the billing method configured for the program version. Determination Date The date when the student dropped the enrollment. Enrollment Date The actual date when the student enrolled in the program version. Enrollment Number The number assigned during enrollment based on the parameters specified by the institution. Enrollment Status The Enrollment Status specifies the credits the student is registered for in the most recently registered term. For example, if the student is Full Time Minimum in the current term but they have already registered for the next term and it is Half Time Minimum, the field displays Half Time Minimum. The Enrollment Status is calculated using the Enrollment Status Credits and/or Enrollment Status Hours configured on the course(s) when a student registers, unregisters, or drops a course in a term. Anthology Student calculates the enrollment status based on the Full Time Minimum, Half Time Minimum, 3/4 Time Minimum, and Less Than Half Time Minimum configured on the program version the student is enrolled in. For more information, see Add or Edit a Program Version topic. Expected Start Date The date the student is expected to start enrollment at your institution. Externship Start Date The start date of the training or externship. Financial Aid Exit Date The date when the Financial Aid Exit Interview was conducted with the student. Graduation Date The date when the student graduated or is scheduled to graduate from the program version. Last Day of Attendance The day the student last attended a class in this program version. In Anthology Student, audit courses are courses that do not require coursework or participation. While you can take attendance for audit courses, they do not update the last day of attendance (LDA) per the guidelines of the U.S. Department of Education. If you want a course to update the LDA for students, a course must take attendance and not be an audit course (such as a course taken, retaken, or repeated). The updated LDA value will be populated immediately in all forms that have the LDA field (Student Profile, Enrollment, Status History, etc.). Midpoint Date The estimated midpoint date for the program version for the listed start date.

   NSLDS Status The National Student Loan Data System (NSLDS) status associated with the System Status. The status is assigned by the National Student Loan Data System (NSLDS) to be used for SSCR Processing. NSLDS Withdrawal Date The effective date, stored in SSCR and Clearinghouse records, when a student withdrew from the institution. Original Expected Graduation Date The original expected graduation date at the time of enrollment. This date cannot be edited. Original Expected Start Date This is the original expected start date of the enrollment. The date is captured when enrolling a student or upon the completion of the application process. If the student has multiple enrollments, then this date will reflect the original expected start date for each enrollment. If the enrollment is transferred then the value for Original Student Expected Start Date and this date will be the same. Original Student Expected Start Date This is the original student expected start date at the time of enrollment. The date is determined at the time of the student's first enrollment. This date is frozen. Program Version Start Date The date when the student started the program version. Reason (Import) Reason for the change in a record or a value in the record. Re-entry Date The date when the student reentered the program version. Refund Process Date The date when the refund was processed. Status Date The date when the status was last changed. Student Status Specifies the status of the prospect or student at your institution. Statuses vary by institution. They are configured by your 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 the tasks to close with the result of canceled. Transfer Date The date when the student was transferred out of the program version. Version Start Date 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.

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

4. In Enrollment Information, specify the following values.

   Admissions Representative 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. Areas of Study 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. Auto Charges Term 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 Method The method used to bill for the student. For example, monthly, term, course, and so on. They are configured by your institution. Campus The campus where the student or students were enrolled. Catalog 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. 2010 CIP Code The Classification of Instructional Program (CIP) code associated with the record. 2020 CIP Code The Classification of Instructional Program (CIP) code associated with the record.

   IPEDS State The state included in the permanent address submitted by the student at the time of application. Note Area that displays, or that you can use, to specify comments or additional information. Previous Education The education level of the student. They are configured by your institution. The value you select will depend on the policies and procedures at your institution. Program The name of the program. Programs are configured by your institution. Program Version Name The name of the program version. Shift The shift during which the student will attend classes (such as days or evenings). Shifts are configured by your institution. Start Term 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. Transfer Student (for IPEDS reporting) 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).

5. In Areas of Study review the following values.

   Area of Study Code The code specified for the area of study. Area of Study is configured by your institution. Area of Study Name The name of the area of study. Areas of study are configured by your institution.

   Effective Date Specifies the date when the Area of Study (AOS) is added or removed. It defaults to the current date and is editable. The Effective Date entered on the Enrollments page is included in the AOS Audit.

   Take the appropriate action.

   Task	Action to Take
   Add	1.  If you want to: Add a new area of study, select the Add button on the toolbar. Anthology Student displays select areas of study dialog box. You can add more than one areas of study at a time. Select the Select button. The areas of study get added.
   Remove	1.  Select the area of study records in the list. 2.   Select the Remove button. Anthology Student displays the remove area of study dialog box. You can remove more than one areas of study at a time. 3.  Specify the Effective Date Specifies the date when the Area of Study (AOS) is added or removed. It defaults to the current date and is editable. The Effective Date entered on the Enrollments page is included in the AOS Audit. and select Select. The selected areas of study get removed.

6. In Progress, specify the following values for Credits/Hours, Cumulative Grade Averages, and Attendance.

   Credits Attempted The number of credits attempted by the student to date. Credits Earned The number of credits earned by the student to date. Credits Required The number of credits or hours required for the course or enrollment. Credit Scheduled The total number of credits for courses in the current term with a status of Scheduled, Current, Grade Posted, or LOA. Days Absent The number of complete days that the student was absent from the campus or institution. Enrollment Cumulative GPA The overall GPA for the student's current enrollment. Expected Credits per Term The total number of credits that the student is expected to complete per term. Expected Hours per Week for Externship 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. Grade Level 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). Grade Scale The grading parameters used by your institution to evaluate the academic achievements of the students. Hours Attempted The number of hours attempted by the student to date. Hours Earned The total hours earned by the student for the course.

   Hours Required The number of credits or hours required for the course or enrollment. House Scheduled The total number of hours for courses in the current term with a status of Scheduled, Current, Grade Posted, or LOA. Linked SAP Enrollment The name of the program version for a linked satisfactory academic progress (SAP) enrollment. Numeric Avg The current numeric average of class sections graded for the specified student. If the institution does not use numeric grading, this value will be zero. Outside Course Work Hours The number of hours invested in outside coursework. SAP The status assigned to the student during the SAP evaluation process. Time Absent The number of hours that the student was absent from class. Time Attended The number of hours attended by the student. Hours must be posted or these fields are blank. Total Financial Aid Hours The total number of hours specified in the student financial aid. It is a read-only field that displays the total of the academic hours or enrollment statuses and outside coursework hours. Total Makeup Hours The number of makeup hours accumulated by the student. Transfer Credits The number of approved transfer credits applied to the program version.

7. In Enrollment Based Term Summary, verify the displayed information.

   Blind Grade ID The blind grade ID generated by Anthology Student to conceal the student names for the class. This value is generated when a student registers for the first course that requires blind grading within a term. Credits Attempted This is the number of credits attempted by the student during this term. For clock-hour schools, this column will show hours attempted. Credits Audited The number of credits or hours for audited courses in the term. Credits Earned The number of credits earned by the student to date. Credits Per Term The number of credits registered for the specified term and enrollment. Cumulative GPA The cumulative grade point average (GPA) for the benchmark. The cumulated GPA for an enrollment is calculated from the time the student entered the institution under that enrollment. The Cumulative GPA column includes all courses taken that are selected to be included in the GPA calculation. In the case of a cumulative GPA displayed on a term, it consists of all the courses taken up to and within the terms that are also selected to be included in the GPA calculation. The current GPA is made up of only the courses that occurred in that term. Curriculum GPA The grade point average (GPA) for the specified curriculum. Enrollment Intensity Enrollment intensity is the percentage of full-time enrollment at which a student is enrolled, rounded to the nearest whole percent. For example, if full-time enrollment is 12 credit hours and the student is enrolled in 12 credit hours, the enrollment intensity would be 100%. If the student is enrolled in 7 credit hours, the enrollment intensity would be 7 ÷ 12 × 100% = 58%. Pell grants are prorated according to the student’s enrollment intensity rounded to the nearest whole percent. The Enrollment Intensity field will be presented for every financial aid term, however, for FA terms falling in an award year prior to 2024-25, the field may not have a value. A value could be populated for prior terms if enrollments are unregistered or dropped.  See Note. Note: The Enrollment Intensity (EI) on the Term Summary is relevant for term-based programs. The actions that populate the Enrollment Status will also populate the (EI). This will happen on Financial Aid (FA) terms where a corresponding registration action occurs regardless of the Award Year where the term is intended. The Pell Calculations will only use it in Pell Calculations for 2024-25 and beyond. Note that non-term programs will have the EI column, but it will be empty. Enrollment Status The Enrollment Status specifies the credits the student is registered for a term. The Enrollment Status is calculated using the Enrollment Status Credits and/or Enrollment Status Hours configured on the course(s) when a student registers, unregisters, or drops a course in a term. Anthology Student calculates the enrollment status based on the Full Time Minimum, Half Time Minimum, 3/4 Time Minimum, and Less Than Half Time Minimum configured on the program version the student is enrolled in. For more information, see Add or Edit a Program Version topic.

   FA Indicates that the student receives financial aid for the specified term. FA Credits (EI) Indicates Enrollment Intensity associated with the FA Credits. For example, for an enrollment with 12 FA Credits, the EI value is 100%. The EI value is stored in the database as a decimal value and displayed on the form as a percent value. This item is displayed only if the Advanced Feature "Enable FA Credits for Enrollment Status and Enrollment Intensity" is enabled. FA Credits Per Term The FA Credits Per Term are based on the registered courses that are on the student's program version course list, including elective pools. These are the eligible FA Credits per term for the student. This item is displayed only if the Advanced Feature "Enable FA Credits for Enrollment Status and Enrollment Intensity" is enabled. FA Enrollment Status The FA Enrollment Status is based on the FA Credits Per Term and the Full Time Minimum, Half Time Minimum, 3/4 Time Minimum, and Less Than Half Time Minimum configured on the program version. This item is displayed only if the Advanced Feature "Enable FA Credits for Enrollment Status and Enrollment Intensity" is enabled. Honors The honors and badges awarded to the student during the selected term. For example, Dean's list. SAP Status The status assigned to the student during the SAP evaluation process. Term Code The code for the term. Term Confirmation Specifies the term confirmation status for that student in a term. If your institution has configured to automatically unconfirm a term when a student unregisters for all of the courses in the term, Anthology Student changes the term to unconfirmed when all the courses are unregistered. Otherwise, a term remains confirmed when a student unregisters for all of the courses in the term unless it is manually unconfirmed. Term Group The group created to connect terms that are not shared.

8. In Application Responses, review the following values.

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

   Name The descriptive name of the item.

   Take the appropriate action.

   Task	Action to Take
   Add or edit a application response	1.  If you want to: Add a new list item, select the Add button on the toolbar. Anthology Student displays add application response dialog box. In the dialog box, specify the following value: Application Displays only the applications which have at least one question configured by your institution. Students use these applications during the admission process. Select the OK button. Anthology Student displays the add application response dialog box. Edit an existing list item, select the name in the list 2.  In Add Application Response dialog box, review, specify, or change the values. The values depend on the selected application. 3.  If you want to: Save and close, select the Save & Close button Clear, select the Clear Answers button If you want to delete application response, you can select the records in the grid and select the Remove button.
   Preview or print the application response	1.  Select the application in the list. 2.  Select the Preview button. Anthology Student displays the preview dialog box. 3.  If you also want to print the application, select the Print button. Review the print settings and select the Print button to complete the print.

9. If your changes cause the GPA or attendance to change, select the Recalculate GPA and Attendance button. For example, if you have the Students Courses page for the student open in another browser window and you change the GPA or attendance, you can select the Recalculate GPA and Attendance button to update the Enrollment page with the changes.

10. If you want to save and: 

• Continue making changes, select the Save button

• Close, select the Save & Close button

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.)