Description

This article describes what RIO administrators have to do when a student requests to skip one or several Terms between enrollments into Courses within the same Program.

Use case

Student Sofia is enrolled in Program P. She has just completed her 3rd Term (Semester 1, 2022) and she could enroll in her 4th Term, which would be Semester 2, 2022.

Instead, Sofia lets us know that she won't be taking any Courses in Semester 2, 2022, nor in Semester 1, 2023, because she is taking maternity leave. Sofia's 4th Term will be Semester 2, 2023.

How to model this in RIO

Manual enrollment method

Records in PE Pathway establish which University Terms correspond to a student's 1st, 2nd, 3rd, and so on for a particular Program Enrollment.

When creating a Program Enrollment, the student's selected Program Pathway contains information about the Enrollment Method. Even when this Enrollment Method is 'Manual', RIO generates as many PE Pathway records as Terms are defined in the aforementioned Program Pathway.

Besides, RIO auto-populates the Term field in those PE Pathway records, so that the correspondence between the student's Terms (1st, 2nd, etc.) and the University Terms (Semester 1 2021, Semester 2 2021, etc.) are pre-defined.

In a case like Sofia's, upon notification to and approval by the University, a RIO administrator should delete the pre-filled values in the Term field on PE Pathway records for Sofia's 4th Term. When Sofia is back, there are 2 options to resume her enrollment:

• Any administrator can manually link Semester 2, 2023 to Sofia's 4th PE Pathway and create an enrollment for her the same way they would have done if Sofia had not taken a break.
• Sofia can select Semester 2, 2023 as her 4th Term in the Student Community and enroll in Courses normally.

Automatic enrollment methods

If Auto-enrollment is selected in the student's Program Pathway (either 'by Term/Course' or 'Automatic All Terms'), a RIO administrator can check off the 'Deferred' checkbox in Sofia's 4th PE Pathway to prevent automatic enrollment from happening for Sofia's 4th Term.

Then, within the enrollment window for Semester 2, 2023, the administrator may uncheck this box, link the PE Pathway record to the Term, make sure that 'Automatically Enroll in Courses' is selected, and save the record. This will trigger the automation.