Enrollment Requirement Roster and Post Enrollment Requirement Checking (PERC)

Explanation

The information in this document outlines how to view and update students' status with regards to completion of enrollment requirements (pre-requisites) for a class. Security to the Enrollment Requirement Roster is limited to faculty members that are designated as program heads. This information is NOT available via the Self Service/Faculty Center or Self Service/Advisor Center.

The Enrollment Requirement Roster can be used to identify and, if desired, drop students who have failed to meet the prerequisite (requirements) for a course. By using the PERC functionality, the Enrollment Requirement Roster can be updated with the student's most current status thus allowing the user to determine if the student has met the necessary criteria for continuing enrollment in the course.

Enrollment Requirement Rosters are only available for those courses that have hard-coded prerequisites within the Student Information System.

Note: Virginia Western will NOT use the delivered drop functionality provided with the PERC process.

Timeline

You may view an Enrollment Requirement Roster during the registration period for a course but it is generally recommended that the actual PERC process not be run until after grades have been posted for the current term.

Prior to running the PERC process, the following two columns/fields are not displayed on the Enrollment Requirement Roster. These columns/fields are only available after the PERC process has been completed.

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There are two options available for running the PERC process:

  • Option 1: Post Enrollment Requirement Checking may be run via a batch process which updates multiple classes at the same time. This option is limited to specific staff and is NOT available to department personnel.
    • This process may be run as many times as needed and is necessary to determine the status of students that have enrolled since the previous run of the PERC process.
    • The batch process will be run at the end of each term after grades are posted for the current term. After grades are posted for the term, the batch process will be run by the Policy and Planning Specialist
    • If a student enrolls in the class after the post enrollment requisite checking process has run, the student will show on the roster with only a status within the “Enrollment Req Status” column.
  • Option 2: Post Enrollment Requirement Checking may be run from the Enrollment Requirement Roster by selecting students and using Run Post Enrollment Requirement Checking and the Run button. This process may be run as many times as needed. This process is available to faculty (program heads) that have the required security.
    • This process should be run by Program Heads after grades are posted for the current term and through the add period of the new term. This is necessary as new students who add the class after the batch process has been run will not a PERC status on the roster.
    • If a student enrolls in the class after the post enrollment requisite checking process has run, the student will show on the roster with only a status within the "Enrollment Req Status" column.

This document is divided into four sections:

  • Section 1 – Enrollment Requirement Roster Overview
  • Section 2 – Understanding Enrollment Requirement Status
  • Section 3 – Running Post Enrollment Requirement Checking (PERC) from the Enrollment Requirement Roster
  • Section 4 – Viewing Student Enrollment Requirement Detail

Section 1 - Enrollment Requirement Roster Overview

Use the following navigation to access the Enrollment Requirement roster. This will bring you to a search screen where you can search for the class you wish to evaluate.

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Note: Only the enrollment section of classes which have enrollment requirements will be returned in the search results.

Enter as many search criteria as you would like, and click Search.

When searching for the class, if you see the text "No matching values were found." one of the following may be the case:

  • The combination of criteria you entered do not match any existing classes
  • You do not have security to the class schedule for the department selected
  • You entered a class number for a non‐enrollment section of a course
  • There are no enrollment requirements in the SIS for the selected course

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Note: After the PERC process is run, sometimes a Process Status column will appear between the Select and ID columns. The Process Status link can be used to access the Enrollment Message Log page. Examples include when PERC is run and the message displays information about the new status, for example, Enrollment Requirement is conditionally satisfied.

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Section 2 - Understanding Enrollment Requirement Status

This table shows the values you may see in the Enrollment Req Status or Post Enroll Req Status fields on the Enrollment Requirement Roster page. Please note that the Post Enroll Req status column/field will only be displayed after the Post Enrollment Requisite Checking process has been completed.

You may see these values in the Enrollment Req Status or Post Enroll Req Status fields. Some values will only appear in one column.

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Section 3 - Running Post Enrollment Requirement Checking (PERC) from the Enrollment Requirement Roster

Step 1: Navigate to the Enrollment Requirement Roster.

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Step 2: Search for the class.

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Enter as many search criteria as you need.

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Click Search. Depending upon your search criteria, you will either go directly to the Enrollment Requirement Roster or you will need to select the class from the Search Results area of the page.

Note: Only the enrollment section of classes that have enrollment requirements (pre-requisites) will be displayed in the search results.

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Step 3: Check the desired boxes in the Set Filter Options group box.

Note: The selections in this group box appear by default based on the setup page. You may change the selections here.

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Click filter to filter the roster to display the statuses you have selected.

Step 4: Select the students for the PERC process.

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Click the Select checkbox for the desired students. In some instances a student that previously had a status of Satisfied may change to Not Satisfied. To have the process run for all students, include Satisfied students and use the Select All Students option.

  • The PERC process may be run as many times as desired or needed.
  • It is important to note that if the student does not have a value in the Post Enroll Req Status field or the field is not displayed, the student(s) must be selected to have the PERC process run.

Step 5: Run the PERC process.

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Do not check any of the checkboxes in the Run Post Enrollment Requirement Checking group box.

Click run.

When the process is complete, the Post Enroll Req Status will be displayed or updated. As our filter is set to NOT display students who have satisfied the requirement, some students may no longer be on the roster. For example, if a student was Conditionally Satisfied and has now Satisfied the requirement, they will no longer appear on the Enrollment Requirement Roster.

It is also possible for a student who previously had a status of Satisfied to change to a status of Not Satisfied.

If a student enrolls in the class after the post enrollment requisite checking process has run, the student will show on the roster with only a status within the "Enrollment Req Status" column.

Section 4 – Viewing Student Enrollment Requirement Detail

This section contains information on how to access detailed information for students found on the Enrollment Requirement Roster.

There are several options available for viewing additional student detail related to their enrollment and how they may or may not have satisfied the enrollment requirements for the class.

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When accessing a detail view for the student or when expanding the Audit/information Links tabs, the following fields are available:

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