Preparing for Spring Term Enrollment
October and November are busy months for the Office of the Registrar Student Services Team; preparing students for spring term enrollment. One of the first student-facing processes that prepares students for enrollment is the assignment of the Pre Enrollment Checklist (PEC) and the subsequent assignment of the Financial Responsibility Agreement (FRA) hold. Throughout the week of October 26, 2020 the Checklist was assigned to over 40,000 students eligible to enroll in Spring 2021. Within the first two weeks, over 16,000 students already completed the checklist and had the hold automatically removed.
The assignment process this semester included several enhancements to the PEC. First was the utilization of delivered communication, thanks to extensive testing by Nick Hunter. Now, at the time the checklist is assigned an email is automatically triggered and sent to the student, notifying them of the requirement to complete the Checklist before the FRA enrollment hold can be removed. This delivered PeopleSoft functionality has greatly reduced the administrative burden that was previously required to coordinate the communication to students, improves timeliness of communication to students, and has alleviated SIS performance issues by reducing simultaneous logins to the SIS.
The other enhancement was related to the address task (task 3 of the Checklist). Text to clarify the purpose of the “Local 1” address was added to reduce confusion about the address students should use. Additionally, in working with APIR to comply with the State Authorization Act, students are now required to enter a Local 1 address before they are able to continue to the rest of the checklist. Previously, they were able to proceed through the checklist without entering an address.
In addition to the Pre Enrollment Checklist, and the correlated communications and enrollment hold, students have also received their enrollment appointment times. Students were assigned and notified of their appointment date and time the week of November 9, 2020, and a supplemental email was sent on November 9th to advise students on how they can prepare for their appointment times.
In the spirit of continuous improvement, we look forward to continuing to use these enhancements to the processes and are grateful for the work that was done to make them possible.