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Update High School Graduation Status

Business Process: Applications

Module: Admission 

Instructions 

The process includes 3 steps:

  • Updating the high school diploma on External Education and
  • Inactivating the student from the APPT student group.
  • Activating them into the AREG student group.


Navigation to External Education is available via the following paths:

  • Student Services Center > Admissions Tab > Edit Education Data 
  • Student Admissions > Application Entry > Academic Information > Education
  • Records and Enrollment > Transfer Credit Evaluation > External Education

Update the High School Diploma

Step

Action

1.

Navigate to the External Education page via instructions above.

  • Enter the ID number
  • Click Search


StepAction
2.

Verify the External Org ID and high school name listed are the same as the high school the student graduated from.  If it is, skip to Step 5.  If not, or if there is no high school listed, continue with this step.


If the student received a regular high school diploma:

  • Add the new high school by clicking on the “+” symbol in the School Information row.
  • Enter the External Org ID if you know it. If not, click the magnifying glass to locate the school. 

                                           

If the student received an international high school diploma:

  • Add the new high school by clicking on the “+” symbol in the School Information row.
  • Enter Org ID 0020000005 for a foreign high school.


For students with a GED or CHPSE (California High School Proficiency Exam):

  • Add the new high school by clicking on the “+” symbol in the School Information row.
  • Enter Org ID 0020000004 for a GED
  • Enter Org ID 0020000003 for a CHSPE

NOTE:  do not enter the GED or CHSPE information under the high school.



Step
  1. Action
3.
  • From the search fields, enter the name of the school in the Description
  • Click Enter on the keyboard.
  • Click on the school from the options that appear.


StepAction
4.

From the External Education tab, enter the following fields:


  • Career—the system will auto populate the Career from the External Org ID selected.
  • Academic Level—will auto populate as Unknown.
  • Action—select Not Desired from the drop down menu.
  • Transcript Date—will auto populate with the current date. Adjust if necessary.
  • Data Source—select School from the drop down menu

StepAction
5.

Click on the Courses and Degrees tab


  • Locate the External Degree section of the page.
  • Under the Degree-1 tab, select the appropriate type of degree from the drop down menu.
    • Select HSD if updating a regular high school.
    • Select INTHSD if updating a foreign high school (Org ID 0020000005).
    • Select GED if updating Ext Org ID 0020000004.
    • Select CHSPE if updating Ext Org ID 0020000003.
  • In the Degree Date field, enter the degree date.
  • Click Save

Inactivating the Student Group

StepAction
6.

Navigate to the Student Groups page: Records and Enrollment > Career and Program Information > Student Groups.

  • Enter the ID number
  • Click Search

StepAction
7.
  • Locate the APPT student group by clicking on the forward arrow ( ) on the Academic Institution Details
  • Under the Details row, click the “+” sign to add a new row.
  • Enter the day prior to the current date NOTE:  the current date will auto populate.
  • If the semester has already begun:
    • Enter the day before the semester's Effective Date.
  • Select Inactive from the Status drop down menu.
  • Click Apply



Add A New Student Group

StepAction
8.
  • Under the Academic Institution Details row, click on the “+”sign to add a new page.
  • Academic Institution will default to SDCCD.
  • Student Group—select AREG
  • The current date will auto populate
  • If the semester has already begun:
    • Use the semester's effective date (Spring 1/1; Summer 6/1; Fall 8/1)
  • Status—be sure it is set to Active.
  • Click Apply.
  • Click Okay


NOTE:  The student cannot be in two admission student groups at the same time.  Be sure the student’s active and inactivate dates are two different dates.  These student groups affect financial aid and enrollment appointments. 

StepActon
9.End of job aid


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