Class Scheduling

Consequence of Cancelling a Class

PURPOSE

Identify cancellation request impact and provide guidance to prevent unintended activation of refund process which impacts student’s(s’) financial aid eligibility.

BACKGROUND

Academic Departments intending to cancel a class, often choose to advise students into another class within the same discipline or department and have the student’s paid tuition and fees applied to that other class. Refund activation is automatic for students enrolled on a class that is being canceled and enrolled students are auto-dropped which triggers an auto-generated email alerting students to class cancellation. Considering the timing for canceling classes and moving students to active classes is important if auto processes for refund activation and SIS auto-generated email are to be avoided. (Review Cancel Existing Class During Schedule Maintenance Phase document.)

When a class is canceled, the following actions occur

  • Course Fee is manually deleted
  • information on panel is automatically deleted (which prevents reactivating canceled class since meeting information no longer exists.)
  • In the event students are enrolled, they are auto-dropped.
  • In the event students are enrolled, an email, that is auto-generated from SISannouncing the Class cancellation, is sent to previously enrolled students.
  • In the event students are enrolled, the refund process is activated which impacts financial aid eligibility for them(review Refunds document.)

Best Practice(Review Cancel Existing Class During Schedule Maintenance Phase document)

Class with No Enrollment

  • Usually raises no issues or concerns regarding refunds and emails to students
  • Additional follow-up with Academic Department usually is not required
  • Follow instructions in Cancel Existing Class During Schedule Maintenance Phase document.

Best Practice – continued

Class with Enrollment

  • Usually raises issues or concerns regarding refunds and emails to students
  • Follow up with Academic Department to suggest the use of Stop Further Enrollment Class Status until students are moved off class which provides following results:
  • refund not activated
  • students’ financial aid eligibility preserved
  • auto-emails not generated and sent to students
  • allows time for faculty or Advisement to contact students and advise them into another class
  • paid tuition and fees can be applied to alternate class
  • Suggest resubmission of COM requesting class to be cancelled once students are moved

NOTIFICATIONS

Cashiers Office may email to request a list of Canceled Classes for its business processes; however, it should have access to BOExi reports.

Book Store may email to request a list of Canceled Classes for its business processes; however, it should have access to BOExi reports.

REPORTS

MCCD_SR_2970 Canceled Classes (One-Off)

RDS Report 0005 ESM ?

ISS/ClassSched/OfcProc/StepbyStep/Consequence of Cancelling a ClassPage 1 of 2Revised January 14, 2014