Updating Alum Experience

Updated 4 weeks ago by Charlotte Klein

You may need to correct or update an alum experience for a number of reasons, including:

  • A university doesn't report to National Student Clearinghouse (NSC) so the student's status is incorrectly showing "never enrolled" or "no longer enrolled"
  • NSC's enrollment records for a student are incorrect
  • A student unenrolls mid-term or their major changes
  • A student is pursuing a non-university path, such as military service, religious life, or trade school.

Adding a New Enrollment Record

Follow these steps if the student is showing as "Never Enrolled" and you know they have enrolled at a university, or if enrollment for a specific university is missing.

If a student has graduated and they have neither an enrollment record nor a graduation record for the university, then you will have to go through the "Update" process twice - first to make the enrollment record, which is covered in this section, then to make the graduation record, which is covered in the next section.
  1. On the student's page, click the Alum Experiences tab, then click the Update Alum Experience button.
  1. If the student has an existing enrollment, select I want to update or create a different Alum Experience, click Next, then choose Create a New Alum Experience.
  2. Select University Enrollment.
If the student is pursing a non-university path, select the appropriate button and follow the prompts.
  1. Fill out the student's enrollment information:
    1. University: use this lookup field to find and select the university where the student is currently enrolled or from which they have graduated.
    2. Enrollment Status: select Full Time, Three-Quarter Time, Half-Time, or Less than half-time from the dropdown. You can guess if you are not sure. If the student has already graduated, select the student's enrollment status from their final term (to the best of your knowledge).
    3. Enrollment Start Date: choose the student's first day at this university. You can approximate if you're not sure.
    4. Enrollment End Date: if the student has already graduated, choose their graduation date (or your best guess). If the student has not yet graduated, choose the end of this academic year (NSC may pick up the student later, but if not, you will only have to make this update once a year until the student graduates).
    5. Primary Major (optional): enter the student's primary major, if known.
    6. Primary Major Category (optional): use the dropdown to find the category that the student's major falls into. This is optional but highly recommended so you can report on major information.
    7. Advisor Note (optional): enter a brief note explaining why you are making this change (e.g. "[University] does not report to NSC")
  2. Click Next, then Finish. You will now see the student's enrollment record under University Experiences.
If the student is still enrolled, you have completed the update process. If the student has graduated, continue to the next section.

Adding a Graduation Record

If a student's record shows that they are currently enrolled or were previously enrolled at a university but you know they have graduated, complete the following steps. If there is no record of the student's enrollment, complete steps 1-4 of the previous section before proceeding.

  1. On the student's page, click the Alum Experiences tab, then click the Update Alum Experience button.
    1. The system will default to the student's Primary University. If the student graduated from this university, select [Student] has graduated from [University] and click Next, then proceed to Step 2.
    2. If the student graduated from a different university, select I want to update or create a different Alum Experience and click Next.
      1. If you see the university from which the student graduated, select it and click Update Selected Alum Experience. Select [Student] has graduated from [University] and click Next, then proceed to Step 2.
      2. If you do not see the university from which the student graduated, click Create a new Alum Experience and follow steps 2-4 in the "Adding a new University Enrollment Record" section above before adding a new graduation record.
  2. Fill out the student's graduation information:
    1. Graduation Date: choose the student's college graduation date (or your best guess).
    2. Degree Type: select the student's degree type (Master's, Bachelor's, Associate's, etc).
    3. Major (optional): enter the student's primary major, if known.
    4. Degree Major Category (optional): use the dropdown to find the category that the student's major falls into. This is optional but highly recommended so you can report on major information.
    5. Advisor Note (optional): enter a brief note explaining why you are making this change (e.g. "[University] does not report to NSC")
  3. Click Next, then Finish. You will now see that the University Experience was updated to "Graduated".

Updating an Existing Enrollment Record

Follow these steps if you need to modify an existing enrollment for a student at a particular university and they are still enrolled (such as updating the student's major).

  1. On the student's page, click the Alum Experiences tab, then click the Update Alum Experience button.
    1. The system will default to the student's Primary University. If this is the enrollment you would like to update, select [Student] is currently enrolled at [University] and click Next. Proceed to Step 2.
    2. If the existing enrollment you would like to update is not the student's primary university, select I want to update or create a different Alum Experience and click Next. On the next screen, select the alum experience you would like to update and click Update Selected Alum Experience. Select [Student] is currently enrolled at [University] and click Next.
If you cannot find an existing alum experience record for the university where the student is or was enrolled, see the first section, "Adding a New Enrollment Record".
  1. Fill out the student's enrollment information:
    1. University: use this lookup field to find and select the university where the student is currently enrolled or from which they have graduated.
    2. Enrollment Status: select Full Time, Three-Quarter Time, Half-Time, or Less than half-time from the dropdown. You can guess if you are not sure. If the student has already graduated, select the student's enrollment status from their final term (to the best of your knowledge).
    3. Enrollment Start Date: choose the student's first day at this university. You can approximate if you're not sure.
    4. Enrollment End Date: if the student has already graduated, choose their graduation date (or your best guess). If the student has not yet graduated, choose the end of this academic year (NSC may pick up the student later, but if not, you will only have to make this update once a year until the student graduates).
    5. Primary Major (optional): enter the student's primary major, if known.
    6. Primary Major Category (optional): use the dropdown to find the category that the student's major falls into. This is optional but highly recommended so you can report on major information.
    7. Advisor Note (optional): enter a brief note explaining why you are making this change (e.g. "[University] does not report to NSC")
  2. Click Next, then Finish. You will now see the student's updated enrollment record under University Experiences.

Updating a Student's Status to Unenrolled

Follow these steps if a student is no longer enrolled in a college or university but their status is still showing "Enrolled", or if the system inaccurately shows multiple current universities and the student is only enrolled in one.

  1. On the student's page, click the Alum Experiences tab, then click the Update Alum Experience button.
    1. The system will default to the student's Primary University. If this is the enrollment you would like to update, select [Student] is no longer enrolled at [University] and click Next. Proceed to Step 2.
    2. If the existing enrollment you would like to update is not the student's primary university, select I want to update or create a different Alum Experience and click Next. On the next screen, select the alum experience you would like to update and click Update Selected Alum Experience. Select [Student] is no longer enrolled at [University] and click Next.
  2. Fill out the departure information:
    1. Enrollment Status: select "Withdrawn" or "Leave of Absence".
    2. Enrollment End Date: choose the date the student unenrolled from the university. You can approximate if you're not sure.
    3. Withdrawal Reason: based on your conversation with the student, select the reason the student has withdrawn or is taking a leave of absence.
    4. Context for Withdrawal (optional): provide additional information on the student's withdrawal or leave of absence, if known.
    5. Advisor Note (optional): provide any additional information not captured in the previous fields.
  3. Click Next, then Finish. You will now see the student's updated enrollment record under University Experiences. If they do not have another current university experience, their Alum University Status should now show "No Longer Enrolled". If they are still showing as enrolled, check their other university experience records and update as necessary.


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