Managing Student Programs, Plans, and Subplans

This chapter provides overviews of academic program and plan activation and discusses how to maintain students' program stacks.

Understanding Academic Program and Plan Activation

A student must be active in an academic program and plan to later be activated into a term for that academic program and plan. You can activate students into academic programs and plans by either of the following methods:

Transmit the student’s academic program and plan data through the Activate Applications matriculation process (ABPCPPRC) in PeopleSoft Enterprise Recruiting and Admissions, this being the usual method.
Enter the student’s academic program and plan data manually in the Student Program/Plan component.

The system stores the student’s academic program and plan data on rows in the academic program table (ACAD_PROG). Collectively, all of a student’s rows in the ACAD_PROG table are called the student’s program stack. Now the individual is active in an academic program and plan and qualifies for activation into a term.

See Also

Updating Applications

Understanding Program Actions and Statuses

When you execute program actions to change a student's program data, the corresponding program action status often changes. For your reference, the program actions and program statuses relevant to Student Records are explained in the following table.

Program Action Selected	Explanation	System Updates Program Status To	Additional Steps Required
ACTV (Activate)	A student is ready either to enroll in a term or to be evaluated for transfer credit.	Activate	None
WADM (Administrative Withdrawal)	A student is withdrawn for administrative reasons.	Canceled	Post the withdrawal on the student Withdrawal page.
COMP (Completion of Program)	A student has completed the program.	Program Complete	If the student is ready for graduation processing, complete the graduate process on the Student Degrees page.
DEFR (Defer Enrollment)	A person has been admitted, and may be active for one admit term, but will actually enroll in a later admit term. This action lets you change the admit term for the applicant and record that they are deferring enrollment.	The last action's program status.	None
DATA (Data Change), PRGC (Program Change), PLNC (Plan Change)	Data relative to a student's program, plan, or career status was changed.	No status effect.	When you change a student’s program with one of these program actions and the start date of the new program is after the effective date of the change, the system automatically resets the Form of Study field on the student’s career term record to the default value of enrollment (ENRL). Use the Form of Study field on the Term Activation page to specify a value other than the default.
DISM (Dismissal)	A student is dismissed from the academic institution.	Dismissed	Post the withdrawal on the student Withdrawal page.
DISC (Discontinuation)	A student discontinues attendance.	Discontinued	Post the withdrawal on the student Withdrawal page.
LEAV (Leave of Absence)	A student takes a leave of absence from his program.	Leave of Absence	None
RADM (Readmit)	A person has applied to reenter a student career and academic program for which they already have a student record.	Active in Program	When you choose this action, the Career Number field on the Admissions Application Maintenance page becomes editable. On the Application Maintenance page, you must select which student record should be populated with the readmit information if the student enrolls again. Additionally, if you enter this action, the admit type that you enter on the Application Data page must be associated with readmit processing.
RLOA (Return from Leave of Absence)	A student returns from a leave of absence.	Active	Activate the student.
REVK (Revoke Degree)	Revoke a student's degree. The system automatically updates the student degree tables. Revoked degrees do not appear on the student transcript.	Active	Activate the student.
SPND (Suspension)	A student is suspended from your academic institution.	Suspended	Post a withdrawal on the student Withdrawal page.
TRAN (Transfer to Other Career)	A student makes an inter-career transfer.	Program Completed	Activate the student in the new academic career.
ADRV (Admission Revocation)	A person was admitted into an academic program, but it was later determined that the person did not qualify for admission.	Cancelled	None
MATR (Matriculation)	A person has completed all necessary steps to become an active student in an academic program.	Active	Activate the student into the academic program.

Understanding Program Actions Where Future Enrollments Exist

For certain program actions, if you enter the program action but the student is enrolled in classes where the start date of the term is after the effective date of that program action, the system displays a warning message because these are future enrollments. The program actions affected by future enrollments are the following:

Code	Description	Status
ADRV	Admissions Revocation	Cancelled
COMP	Completion of Program	Completed Program
DISC	Discontinuation	Discontinued
DISM	Dismissal	Dismissed
LEAV	Leave of Absence	Leave of Absence
SPND	Suspension	Suspended
TRAN	Transfer to Other Career	Completed Program
VDIS	Voluntarily Discontinued	Discontinued
WADM	Administrative Withdrawal	Cancelled

If you receive the warning message for one of these program actions, then perform the appropriate action on the student’s future class enrollments. Because each academic institution has different policies, the warning message alerts so that you can take action based on your institution’s policies.

For example, if you enter a program action of DISM (Dismissal) and the student has registered and paid tuition for classes in the following term, your institution might require that you drop the student from the courses and issue a full refund.

Or, if you enter a program action of COMP (Completion of Program) and the student has registered for classes in the following term, your institution might require that you activate the student in a nondegree-seeking program by changing the student career number to the new academic program on the Term Activation page. This enables the student to continue attending the academic institution.

Maintaining Student Program Stacks

This section discusses how to:

Maintain student academic programs.
(NZL) Select a student funding source.
Select a student’s career requirement terms.
Maintain student academic plans.
Maintain student academic subplans.
(AUS) Enter Australia-specific student program information.
(CAN) Enter ESIS student program data.

Pages Used to Manage Student Program Stacks

Page Name	Object Name	Navigation	Usage
Student Program	STDNT_PROG	Records and Enrollment, Career and Program Information, Student Program/Plan, Student Program	Add an academic program to a student’s program stack, maintain the student’s academic program record, or execute program actions that update the student’s academic program record.
Career Requirement Term	STDNT_CAREER_SP	Click the Career Requirement Term link on the Student Program page.	Select the student’s career requirement term.
Student Plan	STDNT_PLAN	Records and Enrollment, Career and Program Information, Student Program/Plan, Student Plan	Add an academic plan to a student's academic program or modify a student’s existing academic plan.
Student Sub-Plan	STDNT_SUB_PLAN	Records and Enrollment, Career and Program Information, Student Program/Plan, Student Sub-Plan	Add an academic subplan to a student's academic plan, or modify a student’s existing academic subplan.
AUS Student Program	SSR_STD_PRG_AUS	Records and Enrollment, Career and Program Information, Student Program/Plan, AUS Student Program	Enter Australia specific information for the student. Note. The fields on this page are available only if the Australian DEST, HECS, Centrelink, TAC check box is selected on the Academic Institution 6 page.
Cdn Student Program (Canadian student program)	CAN_RPT_STD_ENR	Records and Enrollment, Career and Program Information, Student Program/Plan, Cdn Student Program	Note. This page is available only if the Canadian Government Reporting check box is selected on the Academic Institution 6 page. Define ESIS student program data.

See Also

Tracking Student Attributes

Verifying and Updating Student Degree Data

Maintaining Student Academic Programs

Access the Student Program page.

Academic Career

The academic career to which the student’s academic program belongs. Students can be active in multiple academic careers, either consecutively or concurrently.

Career Requirement Term

Click to access the Career Requirement Term page.

Student Career Number

Differentiates a student’s multiple academic programs within the same academic career. The default value is zero. For students with multiple academic careers, you can keep the default value. For students with multiple academic programs within the same academic career, you must select a unique academic career number for each academic program that you add. The lowest career number designates the student’s primary academic program within the academic career. A student’s primary academic program controls the values of various fields on the student’s career term record (STDNT_CAR_TERM).

Status

Indicates the high-level relationship that the student has with the academic program specified on a given row as of the effective date of the row.

Effective Date

Enter the date on which the program action and the other field values on the row becomes effective. If a term has begun and you must update a student’s academic program so that a new academic program is the primary one, you must use an effective date that is prior to the maximum program effective date for that term.

Effective Sequence

Determines the sequencing of changes to a student's program. The system increments this number whenever you enter new effective-dated changes to a student’s academic program data for a given academic career.

Program Action

A change to a student's academic program data. Select the program action that you want to execute.

If a student has future enrollments and you enter certain program actions, the system displays a warning message informing you that the student is enrolled in classes after the effective date of the program action.

If the program change affects the student’s primary academic program, the system resets the FA_ELIGIBILITY field on the STDNT_CAR_TERM table to the appropriate value of the newly assigned academic program, as defined in the Financial Aid Eligible field on the Academic Program page. Plus, the system selects the FA_STATS_CALC field on the STDNT_CAR_TERM table. This indicates to PeopleSoft Enterprise Financial Aid that a relevant change has been made to the student’s career term record and that the FA Term Build process should be rerun for the student.

Action Date

The date that the program action was executed. It can be different from the effective date. The system records and displays the action date for tracking purposes.

Action Reason

Indicates why a particular program action was taken or offers a further description of the program action. For example, you can record that a student withdrew from an academic program. The reason that you enter could be Medical Reasons or Change of Program. Select the reason for the program action.

Academic Institution

The system automatically populates the academic institution, which refers to the academic institution that owns the student's academic program.

Academic Program

Select the student’s academic program. To change this value as a student changes academic programs, insert a row, select a program action of PRGC, and select a new value for this field.

From Application, Program Number, and Admissions Application Number

If the student’s information on the ACAD_PROG table was transmitted into the table through the Activate Applications matriculation process (ABPCPPRC), the From Application check box will be selected and the system will display the admissions application number and program number.

Joint Program Approved

Select to track that a student is in a dual academic program. When you select this check box the system activates the Dual Academic Program field, where you must enter the other academic program in which the student is active for this academic career.

Admit Term

Determines the earliest term in which you can activate a student into a term for this academic career. The field value appears by default according to the value transmitted onto the student’s record in the ACAD_PROG table through the Activate Applications matriculation process (ABPCPPRC).

If you have not run the matriculation process and are performing a quick activation for the student, enter the admit term for the academic program. The admit term you enter must be greater than or equal to the First Term Valid for the specified program (or plan or subplan). Also, the student's admit term must be less than or equal to the Last Admit Term for the program (or plan or subplan). When you run the Term Activation process, it validates the term in which you are activating the student against the admit term. If the admit term occurs after the activation term, you cannot complete the term activation.

Requirement Term

Indicates the term in which academic advisement degree progress requirements apply to the student for this academic program. The field value appears by default according to the value transmitted onto the student’s record in the ACAD_PROG table through the Activate Applications matriculation process (ABPCPPRC).

If you have not run the matriculation process and are performing a quick activation for the student, enter the admit term for the academic program.

Campus

Select the campus on which the student will be active in the specified academic program.

Expected Graduation Term

Select the term in which the student expects to graduate from the specified academic program. Expected graduation term is also used in financial aid need analysis.

Academic Load

Select the academic load that the student will carry within the specified academic program.

Understanding Program Actions Where Future Enrollments Exist

(NZL) Selecting a Student Funding Source

Access the Student Program page.

Funding Source

Select the funding source for this student program.

Note. This field appears only for students in New Zealand institutions.

Selecting a Student’s Career Requirements Terms

Access the Career Requirement Term page.

Academic Career	The academic career for which you are defining the student’s career requirement term.
Career Requirement Term	Indicates the term in which academic advisement degree progress requirements apply to the student for this academic career. Select the student's career requirement term.

Maintaining Student Academic Plans

Access the Student Plan page.

Requirement Term

Indicates the term in which academic advisement degree progress requirements apply to the student for the given academic program.

Academic Plan

A valid academic plan is required to activate a student into a term. Select the academic plan for the student. A student can have any number of academic plans within an academic program.

Plan Sequence

The sequence in which degree progress evaluates a student’s academic plans. The system increments the plan sequence number each time that you add an academic plan. You can override this value.

Degree

The degree associated with the academic plan.

Declare Date

The date that the student declares the academic plan. The system, by default, displays a date equal to the effective date of the latest program action with a status of Active in Program. You can override this value.

Requirement Term

Indicates the term in which academic advisement degree progress requirements apply to the student for this academic plan. Select the requirement term for the academic plan.

Degree Checkout Status

The degree checkout status when you graduate the student.

Student Degree Number

The system displays this number sequentially once you complete the graduation process. This number also indicates the printing order if multiple degrees are conferred on the same date. The system prints degree information associated with the lowest number first.

Completion Term

The term that the degree requirements were met. The system displays the completion term once you've completed graduation process.

Advisement Status

Determines how the advisement engine processes the academic requirements groups that you have linked to the student’s program structure. Select from the following options an academic advisement status for the student.

Include: Ensures that all requirement groups that match this structure are pulled into an audit.

Not Include: Ensures that all requirement groups that match this structure are not pulled into an audit.

Optional: Pulls in requirement groups that match this structure, but will not prevent the overall audit from going complete if unsatisfied.

Maintaining Student Academic Subplans

Access the Student Sub-Plan page.

Academic Sub-Plan

Select the academic subplan for the student. A student can have any number of subplans within an academic plan. You can activate students into terms without the student having an academic subplan.

Academic Sub-Plan Type

When you select an academic subplan, the system displays its corresponding type.

Declare Date

The date that the student declares the academic subplan. The system, by default, displays a date equal to the effective date of the latest program action with a status of Active in Program. You can override this value.

Requirement Term

Indicates the term in which academic advisement degree progress requirements apply to the student for this academic subplan. Select the requirement term for the academic subplan.

(AUS) Entering Australia-Specific Student Program Information

Access the AUS Student Program page.

Mode of Attendance

Select the mode of attendance for the student's program.

Valid values are:

Completed Course - OLAA

External Mode of Attendance

Internal Mode of Attendance

Multi-modal Mode of Attendance

Submission of Original Work

Total previous RTS EFTSL

Enter any EFTSL amount for the student, from a previous institution.

Separation Status Code

Select the separation status code for higher degree research students.

This code is reported in the DEST Enrollment file as element 465. If the field is blank, element 465 is reported as 9.

Valid values are:

Downgrade Doctorate to Masters

Other

Same level transfer

Upgrade Masters to Doctorate

Cohort Year

Select a cohort year for the student that the system will use as the default value when you term activate the student. The system enters this value on the Student Term Activation page.

Define cohort years on the Cohort Year page.

Research Comm Date (research commencement date)

Enter the beginning date for a research student. This date works as an override for the Course of Study commencement date (element 534) in the DEST Load Liability file. If this field is blank, the system determines the date from the admit term begin date.

See Also

Defining Cohort Years

(CAN) Entering ESIS Student Program Data

Access the Cdn Student Program page.

See Defining ESIS Student Program Data.

Academic Career	The academic career to which the student’s academic program belongs. Students can be active in multiple academic careers, either consecutively or concurrently.
Career Requirement Term	Click to access the Career Requirement Term page.
Student Career Number	Differentiates a student’s multiple academic programs within the same academic career. The default value is zero. For students with multiple academic careers, you can keep the default value. For students with multiple academic programs within the same academic career, you must select a unique academic career number for each academic program that you add. The lowest career number designates the student’s primary academic program within the academic career. A student’s primary academic program controls the values of various fields on the student’s career term record (STDNT_CAR_TERM).
Status	Indicates the high-level relationship that the student has with the academic program specified on a given row as of the effective date of the row.
Effective Date	Enter the date on which the program action and the other field values on the row becomes effective. If a term has begun and you must update a student’s academic program so that a new academic program is the primary one, you must use an effective date that is prior to the maximum program effective date for that term.
Effective Sequence	Determines the sequencing of changes to a student's program. The system increments this number whenever you enter new effective-dated changes to a student’s academic program data for a given academic career.
Program Action	A change to a student's academic program data. Select the program action that you want to execute. If a student has future enrollments and you enter certain program actions, the system displays a warning message informing you that the student is enrolled in classes after the effective date of the program action. If the program change affects the student’s primary academic program, the system resets the FA_ELIGIBILITY field on the STDNT_CAR_TERM table to the appropriate value of the newly assigned academic program, as defined in the Financial Aid Eligible field on the Academic Program page. Plus, the system selects the FA_STATS_CALC field on the STDNT_CAR_TERM table. This indicates to PeopleSoft Enterprise Financial Aid that a relevant change has been made to the student’s career term record and that the FA Term Build process should be rerun for the student.
Action Date	The date that the program action was executed. It can be different from the effective date. The system records and displays the action date for tracking purposes.
Action Reason	Indicates why a particular program action was taken or offers a further description of the program action. For example, you can record that a student withdrew from an academic program. The reason that you enter could be Medical Reasons or Change of Program. Select the reason for the program action.
Academic Institution	The system automatically populates the academic institution, which refers to the academic institution that owns the student's academic program.
Academic Program	Select the student’s academic program. To change this value as a student changes academic programs, insert a row, select a program action of PRGC, and select a new value for this field.
From Application, Program Number, and Admissions Application Number	If the student’s information on the ACAD_PROG table was transmitted into the table through the Activate Applications matriculation process (ABPCPPRC), the From Application check box will be selected and the system will display the admissions application number and program number.
Joint Program Approved	Select to track that a student is in a dual academic program. When you select this check box the system activates the Dual Academic Program field, where you must enter the other academic program in which the student is active for this academic career.
Admit Term	Determines the earliest term in which you can activate a student into a term for this academic career. The field value appears by default according to the value transmitted onto the student’s record in the ACAD_PROG table through the Activate Applications matriculation process (ABPCPPRC). If you have not run the matriculation process and are performing a quick activation for the student, enter the admit term for the academic program. The admit term you enter must be greater than or equal to the First Term Valid for the specified program (or plan or subplan). Also, the student's admit term must be less than or equal to the Last Admit Term for the program (or plan or subplan). When you run the Term Activation process, it validates the term in which you are activating the student against the admit term. If the admit term occurs after the activation term, you cannot complete the term activation.
Requirement Term	Indicates the term in which academic advisement degree progress requirements apply to the student for this academic program. The field value appears by default according to the value transmitted onto the student’s record in the ACAD_PROG table through the Activate Applications matriculation process (ABPCPPRC). If you have not run the matriculation process and are performing a quick activation for the student, enter the admit term for the academic program.
Campus	Select the campus on which the student will be active in the specified academic program.
Expected Graduation Term	Select the term in which the student expects to graduate from the specified academic program. Expected graduation term is also used in financial aid need analysis.
Academic Load	Select the academic load that the student will carry within the specified academic program.

Requirement Term	Indicates the term in which academic advisement degree progress requirements apply to the student for the given academic program.
Academic Plan	A valid academic plan is required to activate a student into a term. Select the academic plan for the student. A student can have any number of academic plans within an academic program.
Plan Sequence	The sequence in which degree progress evaluates a student’s academic plans. The system increments the plan sequence number each time that you add an academic plan. You can override this value.
Degree	The degree associated with the academic plan.
Declare Date	The date that the student declares the academic plan. The system, by default, displays a date equal to the effective date of the latest program action with a status of Active in Program. You can override this value.
Requirement Term	Indicates the term in which academic advisement degree progress requirements apply to the student for this academic plan. Select the requirement term for the academic plan.
Degree Checkout Status	The degree checkout status when you graduate the student.
Student Degree Number	The system displays this number sequentially once you complete the graduation process. This number also indicates the printing order if multiple degrees are conferred on the same date. The system prints degree information associated with the lowest number first.
Completion Term	The term that the degree requirements were met. The system displays the completion term once you've completed graduation process.
Advisement Status	Determines how the advisement engine processes the academic requirements groups that you have linked to the student’s program structure. Select from the following options an academic advisement status for the student. Include: Ensures that all requirement groups that match this structure are pulled into an audit. Not Include: Ensures that all requirement groups that match this structure are not pulled into an audit. Optional: Pulls in requirement groups that match this structure, but will not prevent the overall audit from going complete if unsatisfied.

Academic Sub-Plan	Select the academic subplan for the student. A student can have any number of subplans within an academic plan. You can activate students into terms without the student having an academic subplan.
Academic Sub-Plan Type	When you select an academic subplan, the system displays its corresponding type.
Declare Date	The date that the student declares the academic subplan. The system, by default, displays a date equal to the effective date of the latest program action with a status of Active in Program. You can override this value.
Requirement Term	Indicates the term in which academic advisement degree progress requirements apply to the student for this academic subplan. Select the requirement term for the academic subplan.

Mode of Attendance	Select the mode of attendance for the student's program. Valid values are: Completed Course - OLAA External Mode of Attendance Internal Mode of Attendance Multi-modal Mode of Attendance Submission of Original Work
Total previous RTS EFTSL	Enter any EFTSL amount for the student, from a previous institution.
Separation Status Code	Select the separation status code for higher degree research students. This code is reported in the DEST Enrollment file as element 465. If the field is blank, element 465 is reported as 9. Valid values are: Downgrade Doctorate to Masters Other Same level transfer Upgrade Masters to Doctorate
Cohort Year	Select a cohort year for the student that the system will use as the default value when you term activate the student. The system enters this value on the Student Term Activation page. Define cohort years on the Cohort Year page.
Research Comm Date (research commencement date)	Enter the beginning date for a research student. This date works as an override for the Course of Study commencement date (element 534) in the DEST Load Liability file. If this field is blank, the system determines the date from the admit term begin date.