Deleting learner records as a result of declined admission or cancelled deposit

Owned by Denise Kidd
Last updated: Jan 25, 2024 by Chloe Pastore
3 min read

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.

DO NOT REMOVE the learner record under these circumstances

  • If the student deferred to a future term (confirm in SAAADMS)

  • If the student has a learner record for a previous term

A running record of cancelled deposits is kept on a spreadsheet in Box and updated daily. All steps for daily cancellations are recorded here.

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

  1. Copy TUID from Slate email notification re: Cancelled Deposits

  2. Enter TUID in SAAADMS, leave Term blank, Go

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

  4. Copy student name, note the Entry Term and exit

2 Enter information in Tracking Financial Aid and Cancellations Spreadsheet in Box

  1. Tracking Financial Aid and Cancellations spreadsheet

  2. Enter/Paste following info: Report date (the date CD email was sent), Name, TUID, Admitted Semester (Entry Term in SAAADMS), date sent to Financial Aid

3 Remove all advisors in SGAADVR

  1. Enter the student ID and term. Go.

  2. Delete all advisors. Save.

4 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.

5 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. Change Status field for each course to DD. Click Delete under Course Info for each course.

  4. Save twice to be redirected to first SFAREGS screen. Go.

  5. Select the Student Term tab, change the Student Status to IS (Inactive). Save.

  6. Select the Registration tab, in the Enrollment Information block, click Delete.

To make this even easier, when you access SFAREGS, enter the term and Go, click the checkbox next to Delete AL CRNs. Next block, confirm all courses disappear, and save 3 times. Then proceed to steps 5 and 6.

6 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.

7 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 Katharine Delorme (Tess Passey cna process as backup if needed), “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 their data has been removed. STUDENT RECORDS ARE NOT REMOVED BEFORE APPROVAL FROM FINANCIAL AID.

8 Delete the general learner record in SGASTDN

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

  2. Message “Press YES to confirm deletion of the last record, NO to cancel” will pop up. Click Yes.

  3. Update spreadsheet in Box with FA approval date and the date learner record is deleted.

Troubleshooting

If this message appears in SGASTDN: Curriculum data may exist for this term, review curricula and delete if necessary.

  1. Select Delete Learner.

  2. Message likely appears because student had deferred.

If you receive an error indicating that registration exists, delete the registration record in SFAREGS.

  1. Enter the ID and term. Go.

  2. In the Enrollment Information block, click Delete to remove the registration record.

  3. Save.

  4. Return to SGASTDN to delete the learner record.

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.

  4. If you receive error ‘Detail course records must be deleted first’, follow directions below to check for credit and remove

Removing credit-by-exam credit.

  1. Note the course credit in SHATCKN. (Example: Note AP credit for Biology)

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

  3. Delete grade in SHATCKN, delete the term header in SHAINST, delete the learner record from SGASTDN.

If “ERROR Cannot delete student record registration exists” after Enrollment Info is deleted

Look at SOAIDNS to view registration terms? For this population, there should not be any registration terms once we've cleared SFAREGS. If you see a registration term OTHER than the admission term, IT will need to remove the values in the back-end SFBETRM table for affected students

Reference ServiceNow ticket: INC0545285 for previous troubleshooting with our dept and IT

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