Add an Enrollment

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

Prerequisites

Authorizations:

  • Common - Student - View

  • Academics - Student Enrollment Period - New

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

Access

Students > select the student > Academic Records > Enrollments

Add an Enrollment

  1. To enroll a student, select New.

  2. In Student Information, specify the following values.

    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. This property is populated based on the campus selection. This property supports Equals and Starts With as operator options. 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.
    CampusClosed The campus where the student or students were enrolled.  

  3. Select Next.

  4. 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. ShiftClosed Select shifts associated with the students. Only students who are associated with the selected shifts will have statements generated.
    CatalogClosed 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. Student StatusClosed 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."
    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). 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) Transfer CreditsClosed The number of approved transfer credits applied to the program version.
    Program TypeClosed The type of programs available at the campus. If the campus provides non-degree programs (NDS), Non-Degree is displayed. If the campus does not allow NDS enrollments, Degree is displayed. Degree is displayed by default for new program versions. Program Type is disabled when students are enrolled in a program version. Transfer Students (for IPEDS Reporting)Closed Designates that the transfer type is not to affect a student's transfer status in IPEDS reporting.
    Program VersionClosed The program version associated with the student or item. 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 you must select a Version Start Date when adding a new enrollment.
     

  5. 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. The previous permanent out enrollment records from the Linked SAP Enroll list will be linked with the current enrollment.

    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.

  6. In Enrollment Dates, specify the following values.

    Application DateClosed The date when the application was processed. Externship Start DateClosed The start date of the training or externship.
    Enrollment DateClosed The actual date when the student enrolled in the program version. Graduation DateClosed The date when the student graduated or is scheduled to graduate from 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. 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.

    Enrollment Status Effective DateClosed This field supports reporting the <EnrollmentStatusEffectiveDate> (ESED) to COD and serves as an override to COD’s extraction logic for determining the enrollment effective start date. If the field is populated, COD will ignore its standard logic (including logic based on area of study or program version) and instead use the value provided in this field. The field can be populated manually by a user. The primary purpose of this field is to enhance COD's loan limit exception matching. Specifically: - If the earliest disbursement date is before July 1, 2026, the loan limit exception applies. ESED is not validated by COD - If the earliest disbursement date is after July 1, 2026, COD will evaluate this ESED. - If this ESED is after July 1, 2026, the loan limit exception does not apply. The date reported is expected to represent the most recent enrollment start date associated with CIP code 1 that is reported to COD. This field is particularly important because, in common scenarios such as transfers, re-enrollments after a break, or changes in major- system limitations do not capture the most recent enrollment start date in a single field. This allows institutions to explicitly report the date the Department expects: the start date of the student’s most recent active enrollment, including the re-enrollment date following a break in attendance.

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

    Enrollment NumberClosed 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. 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.
    Expected Credits per TermClosed The total number of credits that the student is expected to complete per term. NoteClosed Area that displays, or that you can use, to specify comments or additional information related to the record or subject.

  8. 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 (Students > select the student > Academic Records > Student Courses)

  • Degree progress audit (Students > select the student > Academic Records > Degree Progress Audit)

  • If a template is configured, their degree pathway (Students > select the student > Academic Records > Degree Pathway )