Process Number: 133	Revision Date: 5/10/2001 10:25:56 AM
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Registration Process

Office Responsible:

CA&R - Crafton - Admissions & Records VA&R - Valley - Admissions & Records

Process Type:

internal

Position Title:	Registration & Records Clerks I & II		Author:	LPayne
Cross Trained Staff:	All Staff	Manager:	NSvenson	Vice Pres.:	KRagan

Timeline (Deadlines or Time-Constraints) :

Refer to current Schedule of Classes

What must be done before this process is started:

Academic Program and TOP codes, Building a Course, Building a Section, Application

Which processes are waiting for this process:

Grading, Graduation, MIS Data Extract

Source documents or communication with information needed for this process:

- Schedule of Classes - SBVC Add/Drop Form - Payment Coupon

What is the end-result of this process, or the hand-off

Registration Billing Statement Student Course Enrollment Outstanding Balance Report

What steps must be taken independent of the computer system (Manual Process)

Student Course Selection Problem File Tracking - used to follow-up on students with outstanding balance(s) Scholarship Money - If student is receiving a scholarship but does not have the money on hand, the payment coupon must be signed by Gloria Ceballos as proof of scholarship. If payment coupon is signed by Gloria Ceballos, clerk will call Gloria to request for money to be collected. Balance monies received against the system.

Which steps must be taken on a computer (Electronic Process):

Registration Methods: Telephone (TREG) or Walk-In (RGN) TREG - system option allowing students to preregister for courses using the telephone interface. RGPE - This screen is not used. It functions as an alternate screen to add astudent if the system is unable to locate the student`s record during registration. If student is not in the system, the student is requested to fill out an application and then SHAP screen is used to create student record. RGN - When RGN screen is called the system will ask for a printer name then the system will prompt you to lookup a student. Continue to use the lookup feature to locate the desired course section(s) selected by the student. CREN - screen that will indicate balance owed and what has been paid. Refer to available documentation "Using Registration Release 14.1/15.0/16.0" for instructions to register. XOBR - mnemonic to run the Outstanding Balance Report SPRO/SACP/SPSH - These screens are used to maintain the student`s academic profile (additions/deletions to a student`s Academic Program). If a student decides to withdraw from an Academic Program an End Date must be entered for that program, otherwise, the student remains active for that program irregardless of the Status. There are two locations for the End Date the SACP and SPSH. Both fields in these two screens must be populated only if the student is withdrawing from any academic program. Refer to notes Error Messages for additional comments. If a student withdraws from an academic program there is also a status code within the SPSH screen that changes from `A` (active) to antoher status. The system automatically defaults to `C` (changed mind) when an end date is entered. Refer to notes Status Codes for further details. Refer to available documentations "How to Add an Academic Program" and Datatel`s "Using Academic Records - Student Information Release 14.1/15.0/16.0" on instructions to add an academic program to a student.

Related Documents to Process (e.g. Datatel documentation, Government code books, etc.)

Datatel - Using Registration Release 14.1/15.0/16.0 How to Add an Academic Program

Notes (Cautions, suggestions for improvement, etc.)