Deleting learner records

Learner records are deleted under specific circumstances:

• To support enrollment management for new student orientation, students who have not deposited by May 1 must have their learner records purged. Admissions (Neill Aguiluz) will send a list of non-deposited students.

• Students who decline admission after they confirm/deposit. RSS (and others) receives these lists daily.

• A running record of cancelled deposits is kept on a spreadsheet in Box and updated daily. All steps for daily cancellations are recorded here. Box path: Registrar > INSTRUCTIONS, FORMS, AND REFERENCES > Cancelled Deposits > Tracking Financial Aid and Cancellation.

Verify that the student has cancelled their admission in SAAADMS

Drop/remove all courses, inactivate the student, and delete the registration record in SFAREGS

1. Enter the term and student ID. Go. (If there are holds, type OVR in the Holds field.)

2. Next block.

3. Tab to the Status field and type DD. Delete. Repeat for each course. Save 3 times.

4. In the Student Term tab change the Student Status to IS (inactive). Save.

5. In the Registration tab in the Enrollment Information block, click Delete.

Remove all advisors in SGAADVR

1. Enter the student ID and term. Go.

   1. Delete all advisors. Save.

Remove all student attributes in SGASADD

1. Enter the student ID and term. Go.

2. If there’s a code in the Student Cohort block, make note and stop here. If not, next block.

3. Click delete for each attribute in the Student Attribute block. Save.

Add the RR hold and enter the reason as “Admission cancelled [term]” in SOAHOLD

1. Enter the student ID. Go.

   1. Click insert. Select/type RR as the hold type. Tab. Enter the reason as “Admission cancelled [term]”. Save.

Send the list of students Financial Aid (Tess Passey) to request that FA data be removed

She will reply to confirm she their data has been removed. STUDENT RECORDS ARE NOT REMOVED BEFORE APPROVAL FROM FINANCIAL AID.

Delete the general learner record in SGASTDN

Enter the student ID. Click Delete in the General Learner block.

If you receive an error indicating that academic history exists, delete the term header in SHAINST

1. Enter the ID and term. Go.

2. Click Delete. Save.

3. Return to SGASTDN to delete the learner record.

Removing credit-by-exam credit

1. Note the course credit in SHATCKN.

2. In SOATEST, select the corresponding exam and click More Information. Change the Comment to N. Save.

3. Remove from course credit from SHATCKN, delete the term header in SHAINST, and delete the learner record from SGASTDN.