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Updating the record of a student who defers admission to a future term (graduate)

Updating the record of a student who defers admission to a future term (graduate)

When a student’s admission is updated to a CF/DX (confirmed/deposited) status in SAADCRV, Banner creates a learner record in SGASTDN. If the student defers to a future term, the original admission decision is changed to FA (deferred to a future term). The decision change from CF/DX to FA does not impact the learner record, resulting in the need to clean up the learner record. This guidance describes how to update the learner record of a student who defers.

To summarize:

  1. Update the app decision to reflect deferral in SAADCRV.

  2. Admit the student in the “deferred to” term. The program priority must be one higher than what was on the original application. If the student was admitted in Spring 2024 and deferred to Fall 2024, Fall 2024 is the “deferred to” term.

  3. On the learner record, inactivate the original application’s curriculum in the “deferred to” term. Make the “deferred to” curriculum priority 10. Make sure the student’s status is also inactive in the original application term.

Admissions actions

  1. Admissions enters the original admission status as CF/DX in SAADCRV. Entering an admissions decision (SAADCRV)

  2. Student informs admissions of deferral.

  3. Admissions updates the admission decision to FA in SAADCRV. Entering an admissions decision (SAADCRV)

  4. If you have any problems with admitting the student for the “deferred to” term, see Admitting a student with an existing learner record.

  5. Admissions creates a new application for the “deferred to” term and updates this application decision with a CF/DX status. Admissions applications are entered directly in Banner or fed into Banner from Slate.

Cleaning up the record in Banner prior to registration

  • You’ll know you need to make these changes in SFAREGS instead of SGASTDN if you receive the following error in SGASTDN:

    image-20230203-150408.png

Cleaning up the record in Banner after registration

  • If the student is registered, the student will need to drop all classes, which requires a resignation form with all identified signatures. Resignation forms should be sent to the Registrar’s Office.

  • Change the student status to Inactive (IS) for the original admission term, and make sure the “deferred to” term shows the student as Active (AS) (SFAREGS)

  • Inactivate original admission term curriculum in the “deferred to” term (SFAREGS). Inactivating a program on a student's curricula record

  • You’ll know you need to make these changes in SGASTDN instead of SFAREGS if you receive the following error in SFAREGS:

Appendix: Inactivating the original program curriculum from the “deferred to” term (SGASTDN/SFAREGS)

Removing the original admission term curriculum from the “deferred to” term occurs in SGASTDN (prior to registration) or SFAREGS (after registration).

In most situations, the original program curriculum is the priority 10 program and the “deferred to” program is the priority 20. We need to move the priority 20 into the priority 10 spot, which also inactivates the priority 10.

  1. In the Curricula tab, Curriculum block, scroll to the priority 20 program.

  2. Click Update.

  3. In the Priority field, delete 20 and type 10. Save.

  4. Scroll through the active/current curricula to make sure it shows as it should.

see also: Inactivating a program on a student's curricula record

 

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