Program Enrollment
Table of Contents
Program Enrollment
Program Enrollment is used to hold the enrollment details and status for students into individual Programs.
It has the following child objects:
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Course Connection (enrollments into individual units/Courses).
Course Connection Requirement (To track if students have met the prerequisites etc.).
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Fee Lines.
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PE Pathway (one record for each Semester of study):
PE Pathway Unit (Optional for custom student pathways).
PE Group (defines groups of Courses/Units eg, mandatory or electives).
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PE Discipline Requirement - Group (defines groups of Courses/Units within a PE Discipline):
PE Discipline Requirements - Course.
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Supported program status
| Program Status | Description |
| Draft | Program is under preparation and is in draft stage. It is not open for enrollment yet. |
| Current | Program is open and currently ongoing. |
| Completed | Program has ended and completed its duration. |
| Withdrawn | Program has been withdrawn and is not available. |
| Deferred | Program has been delayed/postponed. |
| Cancelled | Program has been cancelled and is not available. |
You can modify to add new custom program statuses as well. To do so, configure the Program Enrollment Status Custom Metadata Type as such:
Setup > Custom Code > Custom Metadata Types > Program Enrollment Status > Manage Records
You can also expose the RIO Ed - My Pathway (Aura) component for internal users. The component can be added to the Program Enrollment object record page for both internal and Digital Experience. Internal users can use the component to view and enroll Courses / Sessions for each Term on behalf of students.
Note: In v3.3, a new TDTM trigger is added to replace EDA's PREN_ProgramPlan_TDTM. It will set the following fields upon creation if the fields are empty:
- Program Plan.
- Program Pathway.
- Start Term.
- Fee Method.
- Pay Upfront.
The post installation script will also disable the EDA's PREN_ProgramPlan_TDTM.
This will help to inherit the Program Pathway from the selected Program Plan when a Program Enrollment is manually created.
Important fields
| Field | Description |
| Contact | Contact lookup for student. |
| Program | Academic Program Account lookup. |
| Program Status | Current, Completed etc. - set by automations. |
| Eligible to Enroll | Allows student to enroll into Courses. |
| Enrollment Status | Shows if the applicant is full-time or part-time, etc. |
| Starting Term | The first Term of which the enrollment would start. This could be used as an intake too. |
| Fee Method | Determines if a student is paying by Program, Term or Course. |
| Pay Upfront | A dependent picklist of Fee Method. Determines if a student can do upfront payment. Currently, only full program is allowed to do upfront full payment. |
| Fee Type | Determines if a student is self paying or utilizing government loan, etc. |
| Fee Type Option | A dependent picklist of Fee Type. This is a list of sub options available depending on Fee Type, e.g. Financial Assistance would have Financial AID. |
| Program Application Fee Label | This is to determine the child fee to be used for Program Enrollment. |
| Fee Label (Override) | This is used to override the default fee label defined in Program Application. It is also can be used in customization that creates enrollment from EDA’s Application to utilize fee calculation logic in RIO Ed. As of v3.9, child Deposit and Application Fee's label is supported (see Fee Structure). If a child Deposit Fee is labelled (i.e. "Online"), and the Program Application (or EDA Application) uses the same label, the resulting student fee in Program Enrollment will have the same amount. |
| Program Fee (Obsolete) | (No longer used since v2.11) If the fee Method is Program, then this will indicate the Full Program Fee. |
| Fee | The tuition fee for this Program Enrollment, applied if the fee method = Program or Fixed Term. See: Fee Structure |
| Non Tuition Fee | The non tuition fee for the Program Enrollment, applied if the fee method = Program or Fixed Term. |
| Paid Amount | Sum of all the Students payments. |
| Accrued Fees | Sum of all the Fee/Fee line records related to this student (Includes self paid and Help Debt. Note: "Help Debt Amount" rollup field is now renamed to "Total Funding Amount" in v3.3. |
| (Edit) Fee Method (This is a Global Value Set) | (From v3.0) The Term - Fixed fee method will be used to create Student Fees with a fixed fee amount for each Term. |
| Fee Id | (From v3.0) Fee record Id of the Fee record that populated this Program Fee amount. |
| Outstanding Amount | Calculated based on Accrued Fees - Help Debt - Paid Amount. Note: "Help Debt Amount" rollup field is now renamed to "Total Funding Amount" in v3.3. |
| Upfront Payment Amount | Sum of all the “upfront payment” from Fee’s records. |
| Program Pathway | The Pathway of Courses this student will follow when enrolling. |
| Study Pathway | Default or Custom - Determines if this student will use the default pathway for the Program, or a custom pathway (e.g. special needs) will be setup. |
| Study Group | Sorts students into Session Groups (if applicable). Setting it here at Program Enrollment level will make all Course Connections under it to be set to the same group. From v3.9 onwards, user can now set individual Course Study Groups at Course Connection level. See here. However, note that the selection at Course Connection level will overwrite what was selected here at Program Enrollment level. |
| Credits Attempted | Sum of all the credit points for enrolled Courses. |
| Credits Earned | Sum of all the credit points for passed Courses. |
| Remaining Credits Required | (From v3.3) Calculates the remaining credits required based on the "Total Credits Required" set on the Program Plan and the "Credits Earned" on the Program Enrollment. |
| Grade Points | Sum of the grade points awarded for Courses. |
| GPA | Grade Point Average. |
| Quality Points |
(v3.10) This formula field will automatically calculate Quality Points using this formula = GPA x Credits Earned. |
| Class Year | Graduation Year - (cohort). |
| Funding Codes | (From v3.5) When a matching code (or multiple codes separated by semicolon) is entered, it will create a matching Funding Allocation. |
| Activity Codes |
(From v3.8) Supports grouping students by activity code. To store a list of activity codes that a student has signed up for in semi-colon separated value. Please note that:
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