Edit or Delete an Enrollment
You can manually edit or delete 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:
To delete an enrollment, you must have Academics - Student Enrollment Period - Delete authorization.
To preview an application response, you must have Academics - Student Enrollment Period - Preview authorization.
To enable Application Response for a student, you must have saved the enrollment.
You should 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
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If there is:
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More than one enrollment, select the enrollment in the Program Version list in the header of the Student Profile
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Only one enrollment, select the enrollment in the list
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In Date/Status, verify or change the following values.
Academic Advisor Name of the student's academic advisor. You can change the value on the Enrollment page, but you cannot delete it.
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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.
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| Application Date The date when the application was processed.
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NSLDS Withdrawal Date The effective date, stored in SSCR and Clearinghouse records, when a student withdrew from the institution.
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| Campus The campus where the student or students were enrolled.
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Original Expected Graduation Date The original expected graduation date at the time of enrollment. This date cannot be edited.
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| Date Billed The date when the student was billed using the billing method configured for the program version.
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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, the value for Original Student Expected Start Date and this date will be the same.
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| Determination Date The date when the student dropped the enrollment.
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Original Student Expected Start Date This is the original expected start date of the student at the time of enrollment. The date is determined at the time of the student's first enrollment. This date is frozen.
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| Enrollment Date The actual date when the student enrolled in the program version.
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| Enrollment Number The number or ID assigned during 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.
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Program Version Start Date This field represents the official start date of a specific program version for a campus. It drives academic, financial, and regulatory processes. The Program Version Start Date is often populated on the day the student becomes Active, even if the field wasn’t manually set during enrollment. If the Version Start Date field is not flagged as required, the Program Version Start Date may still be auto-populated when the student’s status flips to Active.
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| 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, refer to Add or Edit a Program Version.
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Reason (Import) The reason for the change in a record or the reason why a process failed.
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Re-entry Date The date when the student re-entered the program version.
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| Expected Start Date 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.
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Refund Process Date The date when the refund was processed.
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| Externship Start Date The start date of the training or externship.
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Status Date The date when the status was last changed.
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| Financial Aid Exit Date The date when the Financial Aid Exit Interview was conducted with the student.
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Student Status The prospect or student status at your institution is configurable and may differ by school. When you change a student's status, you must confirm the update in a dialog box, and if there are pending tasks from the previous status, another dialog lets you choose which tasks to keep or close as canceled. A student's current status (like Active) depends on their history and activation units; simply entering a Version Start Date does not automatically activate them without proper status progression. Status values help filter student records in lists, processes, and reports. Alumni statuses include "complete" or "graduated."
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| Graduation Date The date when the student graduated or is scheduled to graduate from the program version.
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Transfer Date The date when the student was transferred out of the program version.
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| Last Day Att The last day of attendance. 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, the course must take attendance and not be an audit course (such as a course taken, retaken, or repeated). The value is stored in the LDA column of the AdEnroll table. The system automatically populates the LDA when staff members post final grades or when a students drops a course.
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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 you must select a Version Start Date when adding a new enrollment.
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| Midpoint Date The estimated midpoint date for the program version for the listed start date.
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If your institution has configured extended properties, complete the fields under Extended Properties.
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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. This property is populated based on the campus selection. This property supports Equals and Starts With as operator options.
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IPEDS State The state included in the permanent address submitted by the student at the time of application.
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| 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.
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Note Area that displays, or that you can use, to specify comments or additional information related to the record or subject.
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| 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.
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Previous Education 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.
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| Billing Method The method used to bill for the student. For example, monthly, term, course, and so on. They are configured by your institution.
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Program The name of the program. Programs are configured by your institution.
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| Campus The campus where the student or students were enrolled.
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Program Version Name The name of the program, program version, or area of study.
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| Catalog The catalog contains the courses required for a program version or area of study. Catalogs are configured by your institution. If all the campuses within a campus group are configured with Enable Catalogs, this field is displayed as required. The Default - None catalog should not be used.
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Shift Select shifts associated with the students. Only students who are associated with the selected shifts will have statements generated.
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| 2010 CIP Code The Name, Code, and Description of the Classification of Instructional Program (CIP) Code that will be associated with the record. The CIP Code assigned to the program will be automatically assigned to the program version. This option enables institutions to accurately report all program-related activity to COD.
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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.
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| 2020 CIP Code The Name, Code, and Description of the Classification of Instructional Program (CIP) Code that will be associated with the record. The CIP Code assigned to the program will be automatically assigned to the program version. This option enables institutions to accurately report all program-related activity to COD.
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Transfer Student (for IPEDS reporting) Designates that the transfer type is not to affect a student's transfer status in IPEDS reporting.
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In Areas of Study, review the following values.
| Area of Study Code 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.
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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.
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| Area of Study Name The name of the program, program version, or area of study.
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Take the appropriate action.
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In Progress, specify the following values for Credits/Hours, Cumulative Grade Averages, and Attendance.
| 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.
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Hours Required The number of credits or hours required for the course, program version, or enrollment.
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| Credits Earned The number of credits earned by the student to date.
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House Scheduled The total number of credits for courses in the current term with a status of Scheduled, Current, Grade Posted, or LOA.
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| Credits Required The number of credits or hours required for the course, program version, or enrollment.
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Linked SAP Enrollment 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. The previous permanent out enrollment records from the Linked SAP Enroll list will be linked with the current enrollment.
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| Credit Scheduled The total number of credits for courses in the current term with a status of Scheduled, Current, Grade Posted, or LOA.
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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.
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| Days Absent The number of complete days that the student was absent from the campus or institution.
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Outside Course Work Hours The value of out-of-class hours. Specify the value in five-minute increments as expressed in hour decimals. For example, 10 minutes is 0.17 hours.
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| Enrollment Cumulative GPA The overall GPA for the student's current enrollment.
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SAP The status assigned to the student during the SAP evaluation process. The options are Show All, Show None, Show Pass SAP statuses only, Show Fail SAP statuses only, and Show SAP category.
If a student exceeds the maximum time frame of required credit or clock hours, specifies the SAP status that is assigned to the student.
If the detailed criteria are evaluated and the student is not making SAP, specifies the SAP status that is assigned to the student.
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| Expected Credits per Term The total number of credits that the student is expected to complete per term.
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Time Absent The number of hours that the student was absent from class.
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| 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.
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Time Attended The number of hours attended by the student. Hours must be posted, or these fields are blank.
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| 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).
For award year 2026-27 and forward, graduate and professional students are reported to COD using new two-character Student Level Codes. The prior codes (6 and 7 for Graduate/Professional) are retired for 2026-27 forward. Undergraduate codes 0 through 5 are unchanged for all award years. Codes 6 and 7 remain valid for prior award years. COD Reject Edit 208 fires for any 2026-27 record submitted with Student Level Code 6 or 7. The new codes are:
• 8 (GNP - Graduate Never Professional)
• 9 (GwP - Graduate was Professional)
• 10 (PNG - Professional Never Graduate)
• 11 (PwG - Professional was Graduate)
• 12 (GCE - Graduate Concurrent Enrollment)
• 13 (PCE - Professional Concurrent Enrollment)
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Total Financial Aid Hours The total number of hours specified in the student's financial aid. It is a read-only field that displays the total of the academic hours or enrollment statuses and outside coursework hours.
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| Grade Scale The grading parameters used by your institution to evaluate the academic achievements of the students.
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Total Makeup Hours The number of makeup hours accumulated by the student.
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| Hours Attempted The number of hours (or credits) attempted by the student during a specified period.
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Transfer Credits The number of approved transfer credits applied to the program version.
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| Hours Earned The total hours earned by the student for the course or during a specified period (e.g., term, period).
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In Enrollment Based Term Summary, verify the displayed information.
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FA Indicates that the student receives financial aid for the specified term.
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| 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.
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FA Credits (EI) Indicates Enrollment Intensity (EI) 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.
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| 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.
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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.
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| Credits Audited The number of credits or hours for audited courses in the term.
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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.
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| Credits Earned The number of credits earned by the student to date.
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Honors Honors are recognitions given to students for outstanding academic achievements. Badges are awarded to recognize specific achievements, skills, or milestones, which may be academic or co-curricular. Badges are more granular and can be assigned for various purposes at the institution’s discretion. Honors and Badges can be awarded at the term level (e.g., Dean's Honor Roll based on semester grades) or enrollment level (e.g., magna cum laude or summa cum laude for cumulative performance across all semesters). The list of Honors and Badges is defined by your institution.
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| Credits Per Term The number of credits registered for the specified term and enrollment.
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SAP Status The status assigned to the student during the SAP evaluation process. The options are Show All, Show None, Show Pass SAP statuses only, Show Fail SAP statuses only, and Show SAP category.
If a student exceeds the maximum time frame of required credit or clock hours, specifies the SAP status that is assigned to the student.
If the detailed criteria are evaluated and the student is not making SAP, specifies the SAP status that is assigned to the student.
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| 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.
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Term Code 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.
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| Curriculum GPA The grade point average (GPA) for the specified curriculum.
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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.
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| Enrollment Status The Enrollment Status specifies the credits the student is registered for in a term. The Enrollment Status is calculated using the Enrollment Status Credits and/or Enrollment Status Hours configured on the courses 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, refer to Add or Edit a Program Version topic.
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Term Group The group created to connect terms that are not shared. On the Student Registration Bill page, this field is enabled only when you select Term Group in Billing Period.
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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. Read 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. Non-term programs will have the EI column, but it will be empty.
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In Application Responses, review the following values.
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Code 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.
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Name The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file).
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Take the appropriate action.
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Add or edit an application response
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If you want to:
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Add a new list item, select the Add button on the toolbar. Anthology Student displays the Add Application Response dialog.
Specify the Application Displays the application that the students will use during the admissions or housing process. Applications are configured by your institution. The list displays only the applications that have at least one question configured by your institution.
Select the OK button.
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Edit an existing list item, select the name in the list
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In the Add Application Response dialog, review, specify, or change the values. The values depend on the selected application.
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If you want to:
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Save and close, select the Save & Close button
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Clear, select the Clear Answers button
If you want to delete application responses, you can select the records in the grid and select the Remove button.
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Preview or print the application response
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Select the application from the list.
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Select the Preview button. Anthology Student displays the Preview dialog.
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If you also want to print the application, select the Print button. Review the print settings and select the Print button.
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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.
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If you want to save and:
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Continue making changes, select the Save button
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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:
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Course list (Select the Students tile > select the name in the Students list > expand Academic Records > select the Student Courses tile.)
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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.)
Procedure to Delete an Enrollment
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Highlight the record you want to delete.
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Select the Delete button on the toolbar.
