[TI] Admin Guide: Manage Existing Enrollments

Managing Drops and Withdrawals

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

Student-Initiated Requests (HI Ownership)

• Home Institutions Ownership: The HI is responsible for taking action on all student-initiated requests.
• The Action: If a student contacts the TI to drop or withdraw, the TI should direct the student to their Home Institution advisor or Enrolling Student Contact (ESC). This ensures the students receives necessary degree progression and financial aid guidance from the HI before the enrollment is altered.

TI Administrative Policies (TI Ownership)

• Teaching Institution Ownership: The TI is responsible for taking action when a student does not meet the TI's institution requirements to remain in a course (e.g., No-shows or attendance policy violations).
• Real-Time Updates: For TI administrative actions, it is imperative for the TI to update the status in ACS immediately when the TI's SIS is updated. This ensures the HI is notified in real time to update their local student records and helps minimize unnecessary money loss through refund fees.

Important: Always reference the Drop Date deadline listed on the course details page in ACS to ensure enrollment changes are processed within the appropriate financial windows.

Drop vs Withdrawal and Payment Processing

Once an enrollment has been accepted by a Teaching Institution, the 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 To change a student to a different section of a course, the current enrollment must be dropped or withdrawn and a new enrollment request must be submitted in ACS by the HI.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.

Completing an Enrollment / Entering Final Grades

For consortial enrollments, grades must be entered directly into the Acadeum Course Share (ACS) platform to facilitate transcription at the Home Institution. See [TI] Admin Guide: Grades for full details. 

• Deadline: Grades are due no later than 10 days after course completion
• Records: All grading information remains accessible within the platform for future review