Program Enrollment Data
Table of Contents
These are the minimum data required to import Program Enrollment records. Of course, different customers may track different amount of data in which, more fields can be included in the extract.
| Standard Fields | Required | Notes |
| Student (the student that this Program Enrollment belongs to) | Yes | Usually the student record ID or the key that can be used to link the Program Enrollment to the student record. |
| Program | Yes | The Program that this Program Enrollment is for. This relates back to the master data - Program. |
| Start Date | The date the student started, or is expected to start this Program. | |
| End Date | The date the student is scheduled to complete this Program. | |
| Class Standing | The student's level in a Program, for example, Freshman, Sophomore, Junior, or Senior. | |
| Class Year | The year the student is expected to graduate from this Program. | |
| Credits Attempted | The number of credits the student has tried to complete overall in the Program. This includes credits completed and failed Courses for which no credit was received. | |
| Credits Earned | The number of credits the student has successfully completed to overall in the Program. | |
| Grade Points | Sum (of Grade Points) achieved for each Course completed under the Program. | |
| GPA | The student's total grade point average on the Program. | |
| Program Status | When additional mapping such as the "hed__Program_Plan__c" and "rio_ed__Program_Pathway__c" are planned and available during the migration exercise, consider first load with an in-progress "Status" too to take advantage of RIO Education automation as explained in the PE Pathways and PE Groups section below. However, clean up may be necessary as the automation may have created additional data that may not be required. There may be statuses (from the legacy system that does not exists in RIO Education. In this case, take a look at the supported program status section here as consideration too. | |
| Eligible to Enroll | Ensure this checkbox is checked for Program Enrollments which are still active or is still eligible to be enrolled to any courses. | |
| Auto Credit Transfer | Ensure this checkbox is checked if this Program Enrollment's courses' credits were to contribute to a Target Program Enrollment (in the future) via the Auto Credit Transfer feature. | |
| If there are more details required to be migrated (more columns), please include them into the export file. Custom fields can be created in Salesforce/RIO Education to store these additional details. | ||
PE Pathways
PE Pathway may not be necessary for a completed/historical Program Enrollment. However, when loading pending/active Program Enrollment, it is worth considering provisioning the PE Pathway too. Take a look at the PE Pathway considerations as outlined here, if PE Pathway is one of the record load as well.
It is also worth noting that if a loaded Program Enrollment (with "rio_ed__Program_Pathway__c" field populated) has the field "rio_ed__Program_Status__c" set with an in-progress "Status", RIO Education would automatically create the PE Pathways.
See Program Enrollment's triggers handlers related to PE Pathway handling here. Clean up or reusing the auto generated PE Pathways is possible in this case.
PE Groups
PE Group is one of the components that drive the Program Enrollment progression. It is worth noting that if a loaded Program Enrollment has the field "rio_ed__Program_Status__c" set with an in-progress "Status", RIO Education would automatically create the PE Groups, as well as mandatory Course Connections.
See Program Enrollment's triggers handlers related to PE Group creation here. Clean up of the auto generated Course Connections may be necessary considering that bulk loading Course Connections from the legacy system may be one of the tasks.
The PE Groups generated, however, can be reused where necessary. This skips the hassle of manually generating the PE Groups, which may not be a concept that is available in the legacy system.