enrollment fee collection process - peralta...

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C u r r e n t l y w h e n a s t u d e n t a d d s a c l a s s t h e y r e c e i v e a m e s s a g e t e l l i n e n r o l l b e f o r e t h e b e g i n n i n g o f t h e t e r m m u s t s u b m i t y o u r p a y m e n t o r y o u r r e g i s t r a t i o n W I L L b e c a n c e l l e d t w o ( 2 ) w e e k s b e f PCCD District A&R Office [ENROLLMENT FEE COLLECTION PROCESS] When PeopleSoft/Oracle was first implemented it was decided by Howard Perdue and Tom Smith to make the Bursar holds “soft” to ease the shock of learning the new PASSPORT Student Administration System for the students. Howard Perdue stated that the “hard” hold should be placed back on student’s accounts after one year. Currently, students (residents of CA) that owe fees for the current and previous semesters have “soft” Bursar Holds on their records and are still able to register for future classes without collection of fees. Beginning Summer 2010 these holds will become “hard” Bursar holds which will require that the students pay all fees before attempting to register and will limit their account activity in the Passport Student Administration System. In the Spring 2010 Schedule of Classes there is a statement that informs students that they must pay their fees within ten working days after they register or their registration may be cancelled. (Page 14 - “You have 10 working days after you register to submit your payment or your registration MAY be cancelled and a hold will be placed on your account.”) In future schedule of classes and catalogs the statement will read, “Please note: Students who enroll before the beginning of the term must submit your payment or your registration WILL be cancelled two (2) weeks before the beginning of the term. Students who add after the beginning of the term are required to pay their fees immediately or a hold WILL be placed on your account and your debt will be sent to collections.” Beginning Summer 2010, this process will be implemented (excluding those that are receiving Financial Aid, BOGG Waivers, Pell Grants, Veterans, etc...) Also, any student that has outstanding fees will not be able to register, will have limited account activity and will be prompted to pay all fees in order to enroll. The above statement should also be included on the front page of the CCCApply Application, in the application acceptance emails that are sent to students, on the web, in teacher syllabi, and in periodic emails sent to students reminding them about this important information, etc... Marketing will need to run an extensive campaign informing students about these procedures and about the new fees owed by students (i.e. Easy Pass and the Student Health Fee beginning Fall 2010). Ideally the students should be informed about all of the changes and updates on their Data Mailers (when told about their enrollment appointments), campus & personal emails, in the schedule of classes, instructor syllabi or handouts in classes, signage on campuses, etc... Wednesday, March 3, 2010 Minh Lam stated that he would make the necessary changes to accommodate the “wish list” that was requested in the previous Enrollment Fee Collection Proposal. Below are the new steps that students will see when adding and paying for their courses, tasks that need to be Page 1 of 17

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Page 1: enrollment fee collection process - Peralta Collegesweb.peralta.edu/.../2010/09/9.3-Enrollment-Fee-Collecti…  · Web viewTest the holds process in the ... Advertising and word

STEP 1C

urrently when a student adds a class they receive a m

essage telling them the class is in their shopping cart and to continue processing their enrollm

ent.It w

ould be ideal to add the verbiage: “Please note: Students who enroll before the beginning of the term

must subm

it your payment or your registration W

ILL be cancelled two (2) w

eeks before the beginning of the term. Students w

ho add after the beginning of the term are required to pay their fees im

mediately or a hold W

ILL be placed on your account and your debt will be sent to collections.”

PCCD District A&R Office [enrollment fee collection process]

When PeopleSoft/Oracle was first implemented it was decided by Howard Perdue and Tom Smith to make the Bursar holds “soft” to ease the shock of learning the new PASSPORT Student Administration System for the students. Howard Perdue stated that the “hard” hold should be placed back on student’s accounts after one year. Currently, students (residents of CA) that owe fees for the current and previous semesters have “soft” Bursar Holds on their records and are still able to register for future classes without collection of fees. Beginning Summer 2010 these holds will become “hard” Bursar holds which will require that the students pay all fees before attempting to register and will limit their account activity in the Passport Student Administration System.

In the Spring 2010 Schedule of Classes there is a statement that informs students that they must pay their fees within ten working days after they register or their registration may be cancelled. (Page 14 - “You have 10 working days after you register to submit your payment or your registration MAY be cancelled and a hold will be placed on your account.”) In future schedule of classes and catalogs the statement will read, “Please note: Students who enroll before the beginning of the term must submit your payment or your registration WILL be cancelled two (2) weeks before the beginning of the term. Students who add after the beginning of the term are required to pay their fees immediately or a hold WILL be placed on your account and your debt will be sent to collections.” Beginning Summer 2010, this process will be implemented (excluding those that are receiving Financial Aid, BOGG Waivers, Pell Grants, Veterans, etc...) Also, any student that has outstanding fees will not be able to register, will have limited account activity and will be prompted to pay all fees in order to enroll.

The above statement should also be included on the front page of the CCCApply Application, in the application acceptance emails that are sent to students, on the web, in teacher syllabi, and in periodic emails sent to students reminding them about this important information, etc...

Marketing will need to run an extensive campaign informing students about these procedures and about the new fees owed by students (i.e. Easy Pass and the Student Health Fee beginning Fall 2010). Ideally the students should be informed about all of the changes and updates on their Data Mailers (when told about their enrollment appointments), campus & personal emails, in the schedule of classes, instructor syllabi or handouts in classes, signage on campuses, etc...

Wednesday, March 3, 2010 Minh Lam stated that he would make the necessary changes to accommodate the “wish list” that was requested in the previous Enrollment Fee Collection Proposal. Below are the new steps that students will see when adding and paying for their courses, tasks that need to be completed and an Academic Calendar with a timeline of events that will all need to be utilized in order to make this process a success:

Page 1 of 11

Page 2: enrollment fee collection process - Peralta Collegesweb.peralta.edu/.../2010/09/9.3-Enrollment-Fee-Collecti…  · Web viewTest the holds process in the ... Advertising and word

STEP 3A

fter clicking the “Finish Enrolling” button the students are successfully added to their classes and can choose whether or not to “M

ake a Payment” or click “M

y Class Schedule”It is suggested that the option for clicking “M

y Class Schedule be removed (because there is already a link at the bottom

of the page for this) and just have the “Make a Paym

ent” button available.

PCCD District A&R Office [enrollment fee collection process]

Page 2 of 11

STEP 2After clicking the ‘Proceed to

Step 2 of 3’ button the students are informed to

click the “Finish Enrolling” button in order to add

classes.

Page 3: enrollment fee collection process - Peralta Collegesweb.peralta.edu/.../2010/09/9.3-Enrollment-Fee-Collecti…  · Web viewTest the holds process in the ... Advertising and word

STEP 5Students can then “Select a Paym

ent Method” A

t this point they should also be given a total amount of paym

ent owed and an item

ized list of the fees that they are being charged (i.e. Easy Pass, Campus Center fee, etc...) instead of displaying it at the end of the transaction.

PCCD District A&R Office [enrollment fee collection process]

Page 3 of 11

STEP 4Students should then be able to enter the Payment Amount. Currently students do

not need to pay the full amount owed and can make a partial payment. On Wednesday, March 3, 2010 Minh Lam stated he will change the programming in

the system to disallow partial payments and require that they pay in full. The following message needs to be added on this page: “Remember:

enroll before the beginning of the term must submit your payment or your registration WILL be cancelled two (2) weeks before the beginning of the term. Students who add

after the beginning of the term are required to pay their fees immediately or a hold WILL be placed on your account and your debt will be sent to collections.”

Page 4: enrollment fee collection process - Peralta Collegesweb.peralta.edu/.../2010/09/9.3-Enrollment-Fee-Collecti…  · Web viewTest the holds process in the ... Advertising and word

PCCD District A&R Office [enrollment fee collection process]

Page 4 of 11

STEP 6Students are then

able to choose whether or not to pay by credit card

or electronic check and will then click next.

Page 5: enrollment fee collection process - Peralta Collegesweb.peralta.edu/.../2010/09/9.3-Enrollment-Fee-Collecti…  · Web viewTest the holds process in the ... Advertising and word

PCCD District A&R Office [enrollment fee collection process]

Page 5 of 11

STEP 6Students are then

able to choose whether or not to pay by credit card

or electronic check and will then click next.

STEP 7Students then are asked to

confirm the payment information and submit or

change the payment amount/details.

STEP 8The system informs students

about the results of their payment.

Page 6: enrollment fee collection process - Peralta Collegesweb.peralta.edu/.../2010/09/9.3-Enrollment-Fee-Collecti…  · Web viewTest the holds process in the ... Advertising and word

PCCD District A&R Office [enrollment fee collection process]

Per the Enrollment Fee Meeting on Wednesday May 3, 2010 at 2 pm, below are the tasks that need to be completed in order for the Enrollment Fee Collection Process to be successful:Note: The list & calendar have been updated to reflect updates from the PIT meeting on 3/17/10.

Enrollment Fee Collection Process Tasks List

Task Description Assigned ToTarget Due

Date Completed?Submit the new verbiage for the schedule of classes regarding the Enrollment Fee Collection Process needs to say, "Please note: Students who enroll before the beginning of the term must submit your payment in full or your registration WILL be cancelled two (2) weeks before the beginning of the term. Students who add after the beginning of the term are required to pay their fees immediately or a hold WILL be placed on your account and your debt will be sent to collections.” Admissions 3/5/10 þ3/5/10Test the holds process in the HRUAT environment to make sure that the hard hold is successful in not allowing a student to be enrolled in classes. Joyce

Week of March 8th

þ3/11/10Configure the “waitlist” functionality in the HRUAT enrollment so it can be tested with the fee collection process Sheryl Q.Test the batch process for removing holds after a student pays their fees to run either every 1/2 and hour (30 minutes), hour, 2 hours or nightly. (Per Diane Hughes, email is at the end of this document; the system is not ready to do a drop process and will take a few months to implement.  She has sent an email describing step by step what needs to be done to implement this process.  In the meantime, Minh will use the Attendance Verification process that we currently have to drop students that have not paid their fees two weeks before the beginning of the term.) IT/Minh LamRedesign the payment process in the student portal (see the steps in the attachment.) IT/Minh LamSend notifications/emails to staff, faculty, managers and students informing them about this new process that will be enforced for Summer/Fall 2010.  Advertising and word of mouth is key to making sure that this process is successful.

Admissions & Marketing

3/12/10, 5/31/10, & 7/30/10

Hard holds need to be placed on student accounts. IT/Joyce 4/9/10

Send out congratulation/confirmation letters (emails) to inform students that they have successfully enrolled but will be dropped if they do not pay their fees by the scheduled Disenrollment Dates. IT/Joyce

Every 1st, 3rd

& 5th Friday of each month

Begin disenrollment of students that have not paid their fees two (2) weeks before the beginning of the term IT/Minh Lam

6/7/10 & 8/9/10

JBW 3/5/2010 Page 6 of 11

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PCCD District A&R Office [enrollment fee collection process]

Academic Calendar Timeline of Events for Summer/Fall 2010(These dates are tentative & subject to change)

Summer/Fall 2010March 5 Friday Rollover DSPS, EOPS & VETM students from Spring 10’ to Summer/Fall

10’

March 5 Friday

The new verbiage for the schedule of classes regarding the Enrollment Fee Collection Process needs to say, "Please note: Students who enroll before the beginning of the term must submit your payment or your registration WILL be cancelled two (2) weeks before the beginning of the term. Students who add after the beginning of the term are required to pay their fees immediately or a hold WILL be placed on your account and your debt will be sent to collections.”

March 8 Monday Batch Term Activation & Create Enrollment Appointment Times & Assign Enrollment Appointments.

March 8 Week of

o Test the holds process in the HRUAT environment to make sure that the hard hold is successful in not allowing a student to be enrolled in classes.

o Configure the “waitlist” functionality in the HRUAT enrollment so it can be tested with the fee collection process

o Test the batch process for removing holds after a student pays their fees to run either every 1/2 and hour (30 minutes), hour, 2 hours or nightly. (Per Diane Hughes, the system is not ready to do a drop process and will take a few months to implement.  She has sent an email describing step by step what needs to be done to implement this process.  In the meantime, Minh will use the Attendance Verification process that we currently have to drop students that have not paid their fees two weeks before the beginning of the term.)

o Redesign the payment process in the student portal (see the steps in the attachment.)

March 12 Friday

Notifications/emails need to be sent to staff, faculty, managers and students informing them about this new process that will be enforced for Summer/Fall 2010.  Advertising and word of mouth is key to making sure that this process is successful.

March 17 Wednesday Run the Batch Term Activation and Enrollment Appointment ProcessMarch 19 Friday Data Mailer List Run & Addresses sent to Charlotte SmithMarch 22 Week of Data Mailers/Emails sent to Students about appointment timesMarch 22 Week of Summer/Fall Schedule of Classes posted on the webNOTE: Ideally the students should be informed about all of the changes and updates on their Data Mailers (when told about their enrollment appointments), campus & personal emails, in the schedule of classes, instructor syllabi or handouts in classes, signage on campuses, etc... They should be notified about:

Health Fees Easy Pass Fees Enrollment Fee Payments are due 2 weeks before the beginning of the term

JBW 3/5/2010 Page 7 of 11

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PCCD District A&R Office [enrollment fee collection process]

Holds Activating Peralta Email Addresses Warning letters for non-payment of fees

Also, Student Ambassadors and A&R staff should begin to inform students about the new changes.April 9 Friday Hard holds need to be placed on student accounts no later than this date.April12-13 Mon-Tues Priority Registration begins for DSPS, EOPS & VETM StudentsApril 14 Wednesday Continuing Student Enrollment begins

April 16 & April 30 Friday

Send out congratulation/confirmation letters (emails) to inform students that they have successfully enrolled but will be dropped if they do not pay their fees by Monday, June 7, 2010.

May 3 Monday Open Enrollment begins for ALL students (New, Returning, H.S., etc...)

May 7 FridaySend out congratulation/confirmation letters (emails) to inform students that they have successfully enrolled but will be dropped if they do not pay their fees by Monday, June 7, 2010.

May 19 Tuesday Malcolm X’s Birthday – Holiday Observance

May 21 FridaySend out congratulation/confirmation letters (emails) to inform students that they have successfully enrolled but will be dropped if they do not pay their fees by Monday, June 7, 2010.

May 25 Monday Memorial Day – Holiday Observance

May 31 Monday

Notifications/emails need to be sent to staff, faculty, managers and students informing them about this new process that will be enforced for Summer/Fall 2010.  Advertising and word of mouth is key to making sure that this process is successful.

Summer 2010June 4 Friday

Send out congratulation/confirmation letters (emails) to inform students that they have successfully enrolled but will be dropped if they do not pay their fees by Monday, June 7, 2010.

June 7 Monday Begin disenrollment from classes for those students that have not paid their fees two (2) weeks before the beginning of the term

June 18 FridaySend out congratulation/confirmation letters (emails) to inform students that they have successfully enrolled but will be dropped if they do not pay their fees by Monday, August 9, 2010.

June 21 Monday Day and Evening Instruction BeginsJune 26 Saturday Saturday Instruction BeginsJune 26 Saturday Last Day to Add Classes

June 28 Monday Warning letters sent to students for nonpayment of fees along with the final effort for fee collection which is the referral to co-top.

June 28 Monday Census Day – Instructor Verify Enrollment in Classes

July 1 Thursday Last Day to Drop Full-Term Credit Classes Without “W” Appearing on Transcript.

NOTE: All outstanding fees are still due even if classes are dropped 7/2/09. The Last Day to Drop Without a “W” appearing on transcript may vary for Short-Term and Open-Entry, Open-Exit Classes.

July 2 FridaySend out congratulation/confirmation letters (emails) to inform students that they have successfully enrolled but will be dropped if they do not pay their fees by Monday, August 9, 2010.

July 2 Friday Last Day to File Petitions for AA or AS degree/Certificate

JBW 3/5/2010 Page 8 of 11

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PCCD District A&R Office [enrollment fee collection process]

July 5 Monday Independence Day – Holiday ObservanceJuly 3 Saturday Classes Do Not MeetJuly 6 Tuesday Last Day To Drop Full-term Credit Classes And Receive a RefundNote: Short-term and open-entry classes must be dropped on or before the first day of class to receive a refund

July 16 FridaySend out congratulation/confirmation letters (emails) to inform students that they have successfully enrolled but will be dropped if they do not pay their fees by Monday, August 9, 2010.

July 21 Wednesday Last Day to withdraw and Receive A “W”July 21 Wednesday Attendance Verification Day – Instructors Verify EnrollmentJuly 31 Saturday Saturday Instruction EndsJuly 26-31 Mon. – Fri. Full Instructional Week including Final ExaminationsJuly 30 Friday Summer Semester Ends

July 30 Friday

Notifications/emails need to be sent to staff, faculty, managers and students informing them about this new process that will be enforced for Summer/Fall 2010.  Advertising and word of mouth is key to making sure that this process is successful.

July 30 & August 6 Friday

Send out congratulation/confirmation letters (emails) to inform students that they have successfully enrolled but will be dropped if they do not pay their fees by Monday, August 9, 2010.

August 9 Monday Grade Rosters and Rollbooks are dueNOTE: Students should be informed again about all of the changes and updates in their campus & personal emails, in the schedule of classes, instructor syllabi or handouts in classes, signage on campuses, etc... They should be notified about:

Health Fees Easy Pass Fees Enrollment Fee Payments are due 2 weeks before the beginning of the term Holds Activating Peralta Email Addresses Warning letters for non-payment of fee

Also, Student Ambassadors and A&R staff should remind students about the new changes.

Fall 2010August 9 Monday Begin disenrollment from classes for those students that have not paid their

fees two (2) weeks before the beginning of the termAugust 23 Monday Day & Evening Instruction BeginsAugust 28 Saturday Saturday Instruction BeginsSeptember 6 Monday Labor Day – Holiday ObservancesSeptember 7 Tuesday Last Day To Drop Full-term Credit Classes And Receive a Refund.Note:  Short-term and open-entry classes must be dropped on or before the first  day of class to receive a refund.September 11 Saturday Last Day to Add Classes

September 13 Monday Warning letters sent to students for nonpayment of fees along with the final effort for fee collection which is the referral to co-top.

September 5 Saturday Last Day to Update Grading Option for Classes (Grade or Pass/No Pass in the Student Center)

JBW 3/5/2010 Page 9 of 11

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PCCD District A&R Office [enrollment fee collection process]

September 13 Monday Census Day _ Instructor Verify Enrollment in Classes

*September 24 Friday Last Day to Drop Full-Term Credit Classes Without “W” Appearing on Transcript

All outstanding fees are still due even if classes are dropped today.October 29 Friday Last Day to File Petitions for AA or AS degree/CertificateNovember 11 Wednesday Veteran’s Day – Holiday ObservanceNovember 24 Wednesday Last Day to withdraw and Receive A “WNovember 24 Wednesday Attendance Verification Day – Instructors Verify EnrollmentNovember 25-26 Thur. - Fri. Thanksgiving – Holiday ObservanceNovember 27 Saturday Saturday Classes Do Not MeetDecember 11 Saturday Saturday Instruction EndsDecember 13 – 17 M on.– Fri. Final Examinations

December 17 Friday Fall Semester EndsJanuary 3, 2011 Monday Grade Rosters/Rollbooks are Due*Note:  Last Day to Drop Without a “W” appearing on transcript may vary for Short-Term and Open-Entry, Open-Exit Classes.  Saturday classes begin August 22 and meet every Saturday except November 28.  Saturday classes end December 12.

Email from Diane Hughes

From: D.D. Hughes [mailto:[email protected]] Sent: Wednesday, March 10, 2010 9:37 AMTo: Joyce Brown-WillisCc: James M. Bracy; Minh Lam; Judy Cohen; Wise E. Allen; [email protected]; MaryBeth BenvenuttiSubject: Re: Updated Enrollment Fee Collection Process

Team,  I hope this message finds you well. I have reviewed the below, the process proposed is suggesting using "work around"  outside of the PeopleSoft Student Financials  delivered processes to assist in fee collection. I cannot speak much to these work arounds and modification's as they are not using the systems delivered functions. In regards to time frame, If Peralta is only seeking to run and perform the functions listed on the Enrollment Fee Collections process document; you may be able to meet the April target date. In the future, Peralta may want to consider implementing PeopleSoft delivered functionality to assist the district and colleges with fee collections. These processes include:  1. Credit History / Aging Process - This process assigns students to various aging categories if they fall past due to assist with collection process and reporting 2. Billing Process - This will allow Peralta a mechanism to generate billing statements for student fees  3. Enrollment Cancellation Process - This is a delivered process that will drop students from classes if they are eligible for cancellation based on specific criteria. This process also has the capability to exclude groupings of students.  JBW 3/5/2010 Page 10 of 11

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PCCD District A&R Office [enrollment fee collection process]

4. Collections and Write-off processes- This will allow Peralta to create an in house collection process or refine an existing collection process to outside agency's and will allow the District to properly identify students who's accounts will require a write-off.  As per the request of Minh and Mr. Bracey, I have attached a Sample/Draft project plan for implementation of the above items for your review. Please note ** this is a sample/Draft plan and will require refining and adjustments as per business process requirements and district suggestions.  The draft plan suggests 20-32 weeks for implementation of a complete fee collections process. This includes implementation of above functionality, testing, modification, security design and training.  I would be happy to discuss the plan with you in further detail if needed. Let me know if you have any questions. If Peralta would like to move forward with this plan or a portion of the plan, discussions will need to occur with CIBER in order to create a contract / statement of work for these tasks.  Thanks D.

JBW 3/5/2010 Page 11 of 11