If you have a student who has been dropped and later returns to retake classes, you’ll need to treat them as either a reentry or a re-enroll student.
- Re-entry: A student who has been dropped and returns to retake courses within 180 days from the drop date.
- Re-enroll: A student who has been dropped and returns to retake courses after more than 180 days have passed from the drop date. These students will likely re-enroll with transfer hours (if they had already completed part of the program at the time of their drop).
It’s important to distinguish between the two types of returning students because there are some differences to the process of getting them back into class.
If you need to go through the re-entry process for a dropped student instead, check out: Re-entering a dropped student.
Note: A dropped or withdrawn student’s profile will appear in red and you will see the note “Withdrawn” after the student’s program.
Re-enrollment process
If your student has been gone for more than 180 days, you will need to go through a few different steps to re-enroll them. The re-enrollment process is similar to adding a new student to a program for the first time.
We’ll walk through each step in the process in more detail below. We'll do the following steps:
- Add the student to the appropriate program along with their transfer hours
- Add the student to a re-enroll version of the class
- Add a start date and enrollment status for the student
- Adjust the student’s tuition and fees, if applicable
Step-by-step instructions
1. Add the student to the program
On the student’s profile, under their picture, click on “Add/Edit Program”.
Click on “Add” to add the student to a program.
Fill out the appropriate information in the following fields:
- Campus
- Department
- Program
- Program version
- Enrolled semester
- Enroll type
- Transfer Hours (if applicable; see note below)
You’ll need to fill in the Transfer Hours field if the student has any transfer credits. For example, if, taking into account your school’s policies, the student can receive 200 transfer hours from their initial activity in the program before withdrawal, you’d enter “200” in the field. You’ll see the hours subtracted automatically from the field “Contracted Program Hours” once you’ve entered them.
2. Add the student to a re-enroll version of the class
Next, you’ll need to add the student to their class. Next to the “Classes” field, you can click on “Add by Dept” or “Add by Program” to find the appropriate class for your student.
Important: A student who is re-enrolling cannot be put back into their original class. You’ll need to add them to a new version of the class. Many schools will create a special class version for re-enrollment students for this purpose, e.g. “Reenroll Barber” class.
Once you’ve selected a class, click on the “Add” button.
3. Add a start date and enrollment status for the student
Finally, fill out the field “Start Date” with the student’s start date for their class and set their “Registration Status” field.
If the student is starting today or in the next day or two, set their Registration Status field to “Active”; otherwise, set them to “Pending enrolled”.
After you’ve finished, scroll to the bottom of the screen and click the “Save” button.
Now, back on the student record page, you’ll see that the student is enrolled in a program and that there’s a value in the Transfer Hours field (if applicable).
The last step is to make any needed adjustments to the student’s tuition and fees.
4. Adjusting tuition and fees for re-enrollment students
If your student already paid for part of the program during their initial enrollment period, you may need to adjust their tuition and fees to account for what they have already paid.
To do so, go to the “Payment & Invoice” section of the menu on the right-hand side of the student record.
You’ll notice that if you’ve given any transfer credits to the student, they are already accounted for as a proportional payment deduction under the “Tuition” section of the invoice.
If you scroll down the invoice, you’ll get to the “Adjustments” section where you may want to make further adjustments to individual fees and charges depending on the student’s situation.
For example, if the student has already paid some fees, like a fee for a Chromebook, fee for their uniform, fees for their books, and so on, and they don’t need to buy the Chromebook, uniform, or books again (since they already have them), you’ll want to adjust out the fee for that.
You can do this by opening the adjustments field by clicking on the “+” next to the Adjustments header.
Next, find the fee you want to adjust out, then do the following:
- Enter the amount you want to exclude/adjust out in the “Adjustments” box.
- Fill out a reason for the adjustment in the “Notes” field.
- Put in a date for the adjustment to take effect in the “Adjustment Dates” field.
- Click the “Save Adjustments” button to save the adjustment.
Now your student should be ready to go.