Commitment Process

Responsibility: ESC/University

Timeframe: June – August for Fall & November – January for Spring

Enrollment Services Processing

Step 1 – Universities have cancelled or withdrawn applications for those not committed to them.

Step 2 – Run the New Student Commitment paragraph XD.LE.COMMIT.SELECT to identify students to receive a commitment letter and to be placed on the Commitment Letter Track.

The query will be run daily beginning approximately June 1 for Fall & November 1 for Spring to identify students to be added to the commitment track.
The query includes/excludes the following:
All NEW (new, transfer, and former) degree seeking applicants for Summer 2004 or Fall 2004 that have an accepted or moved to student application status at more than one RegentalUniversity.
Special (non-degree seeking) and high school concurrent students will not be included.
Students that have notified a university of their commitment plans will have a university-specific communications management code recorded and will not be included in the selection.
Student are excluded if they have any of the following communications codes on their record: CACyyCMt (CMC trigger) , CACyyCTt (Form received) , CACyyCNt (indicated no interest in SD system), CACyyCXt (transfer trigger), or xACyyCMt (university specific commit code)or where t is F for Fall or S for Spring, x is the university code, and yy is the year.
This query creates a savedlist named XH.COMMIT.mmddyy. Run using the following parameters:
Enter Start Term 1: Enter the regular semester start term.

For Example: 2004FA for Fall 2004 or 2005SP for Spring 2005.

Summer is included with Fall Processing.

Enter Start Term 2: Enter the second start term.

For Fall Processing enter the Summer Term preceding the Fall Term.

For Fall 2004 Processing, enter 2004SU. Otherwise leave blank.

Enter Document Year (i.e. 04): Enter the 2 character code used in the communication management codes
Enter F for Fall and S for Spring: Enter F or S
Enter Saved List Date mmddyy: Enter the current date. For example, 052104.

Step 3 - Run the Transfer Commitment Paragraph XD.LAE.COMMIT.TRANSFER.SELECT to identify students that transfer within the system that need to be placed on a Commitment Letter track

This query should be run daily beginning approximately May 10June 1 for Fall and November 1 for Spring to identify students to be added to the commitment track.
This query excludes students if they have any of the following communications codes on their record: CACyyCMt (CMC trigger) , CACyyCTt (Form received) , CACyyCNt (indicated no interest in SD system), CACyyCXt (transfer trigger), or xACyyCMt (university specific commit code)or where t is F for Fall or S for Spring, x is the university code, and yy is the year.
This query creates a savedlist named XH.COMMIT.TRANSFER.mmddyy. Run using the following parameters:
Enter Start Term 1: Enter the regular semester start term.

For Example: 2004FA for Fall 2004 or 2005SP for Spring 2005.

Summer is included with Fall Processing.

Enter Start Term 2: Enter the second start term.

For Fall Processing enter the Summer Term preceding the Fall Term.

For Fall 2004 Processing, enter 2004SU. Otherwise leave blank.

Enter Start Term 3: Enter the third start term.

Press enter if no third term is needed.

Enter Document Year (i.e. 04): Enter the 2 character code used in the communication management codes
Enter F for Fall and S for Spring: Enter F or S
Enter Saved List Date mmddyy: Enter the current date. For example, 070104.

Step 4 – Access the Group Communication Entry (CRG) screen to Add the Commitment Communication Code

Default File Suite Year: Leave Blank.
Communication Codes:
For New Student Commitment, enter the code CACxxCMt
For Transfer Commitment, enter the code CACxxCXt
where xx is the year for processing and t is F for Fall or S for Spring.
For Example, CAC04CMF for Fall 2004 and CAC04CMS for Spring 2005.
Status: Enter a status of Received. Let the date default in to today’s date.
Saved List Name:
For New Student Commitment, enter the saved list name XH.COMMIT.mmddyy.
For Transfer Commitment, enter the saved list name XH.TRANFER.COMMIT.mmddyy
Update the CRG screen

Step 5 - Access the VPC screen to see the list of all documents that have not yet been processed. The documents are listed by document name and print date. Use this screen to determine which documents should be processed on a particular day.

New Student Commitment documents are as follows where yy is the year and t is F for Fall and S for Spring

Initial Commitment Document CADyyCMt CAD04CMF for Fall 2004

1st Reminder CADyyC1tCAD04C1F for Fall 2004

2nd ReminderCADyyC2tCAD04D2F for Fall 2004

Transfer Commitment documents are as follows where yy is the year and t is F for Fall and S for Spring

Initial Commitment Document CADyyCXt CAD04CMF for Fall 2004

1st Reminder CADyyCYtCAD04CYF for Fall 2004

2nd ReminderCADyyCZtCAD04CZF for Fall 2004

Step 6 - Send the Decision Forms to the students from the queries above.

Students will be sent the South Dakota University Decision Form and a cover letter at their home (permanent) address. The letters will be generated in black and white; the logos will not be in color to facilitate the use of only one printer.
New students identified will receive three letters:
Initial commitment letters will be sent approximately May 10 June 1 for Fall & November 1 for Spring.
Students who do not respond to the initial commitment request will receive a second letter 2021 days later. for Fall & 14 days later for Spring.
Code CADxxC1t where xx is the year & t is F-Fall or S-Spring
Students who do not respond to the second letter will receive a final reminder 14 days later. the student still does not commit, a final letter will be sent 10 days after the second letter.
Code CADxxC2t where xx is the year & t is F-Fall or S- Spring
Transfer students identified will receive three letters:
Initial commitment letters will be sent approximately May 10 June 1 for Fall & November 1 for Spring
Students who do not respond to the initial commitment request will receive a second letter 2115 days later. for Fall & 14 days later for Spring.
Code CADxxCYt where xx is the year & t is F-Fall or S-Spring
Students who do not respond to the second letter will receive a final reminder 14 days later. If the student still does not commit, a final letter will be sent 10 days after the second letter.
Code CADxxCZt where xx is the year & t if F-Fall or S-Spring
After the third letter, for both new and transfer students, the letter track will end and the individual universities will follow up with those students who have not committed.
Code CADxxCRt where xx is the year & t is F-Fall or S-Spring
Run the paragraph XD.MAH.COMMIT.REMOVE.TRACK.REQUEST with the following parameters to identify students to be removed from the track via CRG
Enter Request Code CAR04CTF: CARxx04t where xx is the year and t is F for Fall and S for Spring.
Enter date mmddyy: Enter the date of this run in the format mmddyy, ex: 052604.
Additional students, identified by the query above, will be started on the three-letter track on a daily basis – ESC will complete processing daily at 10:00 a.m.
The last date to send a commitment letter will be August 23 for Fall and January 7 for Spring.
For specific procedures on Communications Mgmt processing, see Processing Correspondence.

Step 7 - Receipt of South DakotaUniversity Decision Form from Student

Returned to the student’s University of choice
EXCEPTIONS include --
Student is not planning to attend any RegentalUniversity –
Then the decision is sent by the student, via email, to the EnrollmentServiceCenteror to the university to which the student applied.
ESC enters CACxxCNt on CRI where xx is the year and t is F-Fall or S-Spring which removes the student(s) from the communication track and identifies these students for individual university follow-up contact.
Instance: Leave Blank
Status: Enter Received
Status Date: Defaults to today’s date. Can be changed if necessary.
Comments: Detail to CCET Screen. Enter a pre-determined consistent Description. In the comment text section, detail on the first line of the comment section to the screen UTEC. In the comments text, date and time stamp by entering a # in the first character of the line. Enter any applicable free form comments on the next line.
Update back through the screens.

University Processing

Step 1 - Select a point person for the commitment process.

Each university will have a point person to handle the flow of the commitment process

BHSU – Erin Richards

DSU – Heather Muller

NSU – Jill Vining

SDSM&T – Joseph Mueller

SDSU – Michelle Kuebler

USD – Stephanie Moser

Each university will also provide a backup for the point person.

Carla, I moved this up to Step 2 instead of Step 3 because the generic comments will be on the same code that is used to post the receipt of the commitment form. CR/MH: OK

Step 2 –Recording the receipt of student commitment. Mark the communication codes for the student

Note: Each code is term specific, where F is Fall and S is Spring (summer is included with fall.) The office codes are marked as ESC so all areas can view the commitment codes.

If the student has committed to your university
Access the Communication Code Entry (CRI) screen for the student
Enter xACxxCMF(S) (where x is the university identifier)
Enter the status code of (R)eceived
The status date will default as today’s date

Note: It is important that this step is completed whether or not the student has been assigned a commitment track. The student may have notifieda university of theircommitmentand may not have been placed on a commitment track because of the absence of two active accepted applications.

If the student has a commitment letter track assigned on ITR (letters on IPC)
Access the Communication Code Entry (CRI) screen for the student
Enter (R)eceived on the CACxxCTF(S) code with the date you are processing the commitment.

Note: Once a commitment form is received, the operator will post the following:

CACxxCTF(S) to record that the form was received and to remove the person from the track for any more reminders and xACxxCMF(S) to record the actual university marked on the commitment form

Step 3 – Recording commitment comments after receipt of information on a student’s decision

Note: A commitment decision can be accepted by many different means, i.e. letter, email, or commitment decision form from the MI student.

Record the decision made by student, date, time & who took the decision

Use the CRI screen to record common and private university specific comments commitment comments about a student. The CRI screen will be the primary location for commitment comments.

Access the Communication Code Entry (CRI) screen for the student
To record generic commitment comments:
Page or line down to the code CACyyCTt where yy is the year and t is F for Fall and S for Spring.
Cursor to the comment field and detail to the CCET screen. Detail again on the Comment Text field on a blank line to the Comment Screen (UTEC). This will allow you to enter free form text that only a user with the appropriate office code can view.
If applicable, enter text in the description field. This short description will display on the CRI screen.
Date and time stamp on the first comment line. Enter comments on the second line. These comments will not display on the CRI screen.
To record private university specific comments:
Insert a blank line; enter the comment communication code specific to your university.
The comment code is xACCMNT where x is replaced with your university identifier (B, D, N, M, S, U).
Enter the appropriate status code and date.
Cursor to the comment field and detail to the CCET screen. Detail again on the Comment Text field on a blank line to the Comment Screen (UTEC). This will allow you to enter free form text that only a user with the appropriate office code can view.
If applicable, enter text in the description field. This short description will display on the CRI screen.
Date and time stamp on the first comment line. Enter comments on the second line. These comments will not display on the CRI screen.

Use the following screens to record additional optional non-commitment comments about students. The primary location for commitment comments is the CRI screen.

Access the Applicant Summary (ASUM) screen for the applicant
Detail on Comments to the Applicant Comments (UTEC) screen
Insert a line so the latest comment is at the top
Enter the date and time stamp on the first line
Enter a comment on the second line

Access the Addnl Student Profile Info (ASPR) screen for the student
Detail on Comment/Remarks to the Edit Comments (UTEC) screen
Insert a line so the latest comment is at the top
Enter the date and time stamp on the first line
Enter a comment on the second line

Access the Applications (APPN) screen for the applicant
Verify the program status for your university’s program is ‘Ready to Register’
Access the Student Profile (SPRO) screen for the student (once the program status is ‘Ready to Register’)
If this student is currently enrolled or the student withdrew from your university during the current term,
Inactivate the program at the end of the term after the minimum progression process and home location update program have been run. Use an effective end date of the end of term.
Manually update the Home Location on SPRO only after minimum progression and the first Home Location Update for the next term have been run.
If this student is returning to your university after a hiatus of one semester or more, update the home location field on SPRO. If the home location field is updated, the student must also have a program that corresponds with the home location university. . has not been enrolled in the Regental system since?????, in the Home Location field
Insert a new, blank line and enter the home location for your university
Today’s day should default. Do not enter an end date on the old Home location. When a new location is added the old location will automatically be ended with yesterday’s date.
Update the SPRO screen

Step 4 – The point person of the “committed to” university contacts the “declined” university(ies) for further processing.

Note: It is imperative that the “declined” university(ies) process the students from the steps below within 48 hours from the receipt of notification of the non-commitment unless the student is currently enrolled or the student withdrew from your university during the current term. Then, processing needs to wait until after the end of the term for program inactivation, minimum progression process and home location update.

Note: The point person will contact the other institution(s) involved with the student via email or phone. The point person will communicate with the “declined” university point person ensuring the student’s request to retain multi-institution registrations is honored.

Access the Registration (RGN) screen for the student
Select the course section the student wants to drop from his schedule.
Go to the Stat field for the course section.
Enter the appropriate status meaning “Dropped”

Enter X in the status field with a date before the semester begins (through registration day).
Enter D in the status field after the semester begins.
After the semester has started, follow the administrative/withdraw/cancellation procedures.
After census date, Colleague displays the Section Registration Changes (SRGC) screen with the cursor at the Status/Date field.
Enter a W in the Drop Grade field
Update the SRGC screen
If the current date is before the drop grade required date for the course section, Colleague does not automatically display the SRGC screen. The cursor moves to the next line of the Course Section group.
Repeat this procedure if additional course sections are to be deleted.
Update the RGN screen.

If the student was enrolled at multiple universities, access the Addnl Student Profile Info (ASPR) screen for the student
Detail on the Comment/Remarks fields to the Edit Comments (UTEC) screen
Insert blank lines; date and time stamp on the first line
Enter a comment regarding multiple institution registration deletion on the second line
Update the UTEC -> ASPR screens

Access the Applications (APPN) screen for the applicant

Note: The following processing should also be completed for a not coming notification on a multi-institution applicant.