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 > Cancelled Deposits > Tracking Financial Aid and Cancellations.

Verify the student cancelled their admission in SAAADMS and the Entry Term

1. Enter TUID from Slate email notification re: cancelled deposits

2. Enter TUID in SAADMS, Term is not entered, Go

3. Verify “CA” is listed next to Application Decision

4. Note the Entry Term and exit

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.

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. Change credit minimum to 0. Block down to Course Information section.

3. Enter Status field for each course as DD then delete each. Save twice and you’ll be redirected to first SFAREGS screen. Go.

4. Go to Student Term tab, change the Student Status to IS (Inactive). Save.

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

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

1. Enter the student ID. Go.

2. Click insert, enter RR as the hold type. Tab. Enter reason as “Admission cancelled [term]”. Save.

Enter information in Tracking Financial Aid and Cancellations Spreadsheet in Box

1. Fill in Report date (date email with CD was sent), Name, TUID, Admitted Semester (Entry Term in SAAADMS), date sent to Financial Aid.

Send email with cancelled deposits to Financial Aid for data be removed

1. Copy info from Spreadsheet (Report date, Name, TUID, Admitted Semester, Date sent to FA) and paste in email.

2. Send to Tess Passey and cc Cherlyn Robinson Smith, “Here are the deposits for today/from the weekend, please let me know when it’s ok to delete.”

3. 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

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

2. Update spreadsheet with date of approval from Financial Aid to delete learner record and date deleted.

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.