Deleting learner records for declined admission or cancelled deposit

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 will send a list of non-deposited students.

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

Background: Students notify Admissions of their cancelled admission. Admissions updates the cancellation in Banner. Cancellations are captured on a daily basis by a SLATE report, sent automatically the following day. Various university partners receive the daily SLATE report, including select staff from Registrar, Financial Aid, Advising, Housing

Tools: The running cancelled deposit spreadsheet in Box is used to record cancellations listed on the daily SLATE report

SLATE

1. Copy + paste the TUIDs listed on daily SLATE report to the running cancelled deposit spreadsheet in Box

2. Enter the date of the SLATE report in ‘Report Date’ column of cancelled deposit spreadsheet

SAAADMS

1. Enter TUID from daily SLATE report, leave term blank, select Go

2. Copy + paste the student name, located in top left corner, onto Name column of cancelled deposit spreadsheet

3. Copy + paste the Entry Term onto the same column of spreadsheet

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

   1. If decision code is not CA/DC, notify Admissions partner (as of June 2025 Emma Sloan), who will update accordingly

SGASADD - Remove all student attributes

1. Enter TUID and Entry Term as term, select Go

2. Rare: If there’s a code in the Student Cohort block, make note and stop here.

3. In the Student Attribute block, highlight each attribute row and delete, then Save

SGAADVR - Remove all advisors

1. Enter TUID and term, select Go

2. Delete all advisors, then Save

SFAREGS - Remove courses, delete enrollment information, inactivate

1. Enter TUID and term. Enter OVR into Holds field, as they are likely to have registration holds, select Go

2. If there are no courses in the Course Information block, select Delete in upper right of Enrollment Information block. Banner redirects to initial SFAREGS screen

3. If courses are in Course Information, change Minimum to 0 in Enrollment Information block

4. Block down to Course Information and enter DD into Status field for each course, then select Delete for each course. Select Save twice to be redirected to initial SFAREGS screen

   1. Alternate Tip: Check then box for Delete All CRNs. Next block down, confirm all courses delete, then select Save 3 times

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

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

SOAHOLD - Place hold

1. Enter TUID, select Go

2. Select Insert, enter RR under Hold Type. Tab once for Hold Type Description to populate. Tab again to enter Reason as “Admission cancelled [term]”, then select Save

Email Financial Aid

1. Send an email to designated Financial Aid staff (as of June 2025: Tess Passey and Al Gallardo). Copy +paste the following info from cancelled deposit spreadsheet: Report date, Name, TUID, Entry Term

   1. Example email: “Hi folks - Here are the deposits for today/from the weekend, please let me know when ready to delete. Many thanks!”

2. Financial Aid will later reply confirming the learner records are ready for deletion. Record date in FA ‘Approval to Delete Date' column of cancelled deposit spreadsheet

3. STUDENT RECORDS ARE NOT REMOVED BEFORE APPROVAL FROM FINANCIAL AID

SGASTDN - Delete learner record

1. Enter TUID and term, select Go

2. Select Delete in the General Learner block

3. Pop-up message “Press YES to confirm deletion of the last record, NO to cancel” appears, select Yes

   1. It’s common for errors to appear instead. Note the error and follow Troubleshooting directions below

4. Record date under ‘Learner Record Deleted Date’ column of cancelled deposit spreadsheet

Troubleshooting

‘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’, remove credit-by-exam & delete term header in SHAINST

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, select Save

4. Enter TUID and term, select Go

5. Click Delete, select Save

6. Return to SGASTDN to delete the learner record

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