[HI] Admin Guide: Manage Existing Enrollments

Accessing Enrollment Records

To modify a student's status, you must first locate their record within the management interface:

1. Navigate to the Manage Enrollments page on the left navigation pane (Image 1)
2. Click the Live tab (Image 2)
3. Select the Home Enrollments tab to view students from your institution (Image 3)

Managing Drops and Withdrawals

To protect student financial aid and degree progress, Home Institutions must follow a specific protocol based on the origin of the request.

Student-Initiated Requests (HI Ownership)

The HI is responsible for executing the status change in ACS to finalize any request submitted by a student, whether submitted through the app or manually. The TI should not execute student-initiated requests.

• ACS App Requests: When a student submits a drop request via the ACS Student app, an email notification is sent only to the HI. The TI is not notified of these requests. The HI is responsible for executing this status change in ACS, pending guidance provided to the student.
• Manual Requests: If a student submits a request directly to the HI or incorrectly contacts the TI, the HI is responsible for executing this status change in ACS, pending guidance provided to the student.
• Notification: When the HI processes a drop or withdrawal in ACS, the TI will receive an automated notification from ACS prompting them to update their LMS and/or SMS accordingly.
• TI Responsibility: The TI should not process student-initiated requests to ensure the HI can properly counsel the student on degree progress implications and financial aid eligibility. The TI must notify the HI or direct the student to the HI immediately upon receiving a student-initiated drop or withdrawal request.

TI-Initiated Changes (TI Administrative Policies)

The TI is responsible for executing a drop or withdrawal in ACS when a student does not meet their institutional requirements to remain enrolled (e.g., No-Shows or attendance policy violations).

• Notification: When a TI processes an administrative drop or withdrawal in ACS, the HI will receive an automated notification from ACS.
• HI Action: The HI should update their local SIS record to match the ACS status immediately upon receipt of this notification.

Tip: Finalizing requests immediately ensures the HI stays within the Drop Date deadline and helps minimize unnecessary money loss through refund fees.

Drop vs Withdrawal and Payment Processing

Once a student has been accepted by a Teaching Institution, their status change is governed by the Start Date and Drop Date for the course section as listed on ACS.

Important: Enrollments are section-specific. To change a student to a different section of a course, the current enrollment must be dropped or withdrawn and a new enrollment request must be submitted in ACS by the HI. TIs should not offer to change a student's section without first receiving HI approval. For assistance with section changes, please contact support@acadeum.com.

Drop (Pre-Payment Phase)

• Criteria: The section has not yet started, or it is still before the end of the section's Drop Date
• Action: The HI or TI executes a Drop in ACS
• Notification: Automated notifications are sent so institutions can update their SIS and/or LMS.

Withdrawal (Payment-Initiated Phase)

• Criteria: The section has started and its Drop Date has passed
• Action: HI or TI executes a Withdrawal in ACS
• Notification: Automated notifications are sent so institutions can update their SIS and/or LMS.