Post-Enrollment Requirement Checking (PERC)

What It Is

The post-enrollment requirement checking (PERC) component is used after grading of the previous term and at the beginning of the next term to determine whether students have successfully completed course requirements (i.e., restrictions, prereqs/coreqs) for the upcoming or current term.

PERC is designed to reassess course requirements and conditional enrollments at the commencement of the next term to ensure that any summer courses, intercession courses or transfer credits are taken into account before the student is dropped from a desired course.

Various opportunities to drill down for student and requirement details are available throughout the component.

Using the PERC Enrollment Requirement Roster

To view a class's enrollment requirement roster, navigate to Curriculum Management > Enrollment Requirements > Post Enroll Req Checking > Enrollment Requirement Roster, then search for the desired class.

From that page, you can:

Review general information about the class (click the class number to expand that section).
View a description of the course's enrollment requirements.
View the class's enrollment capacity.
Toggle the roster display between "Summary View" and "Detail View."

Set filter options.
View a student's enrollment and post-enrollment requirement status.
Add a note to a student's record.
Drop a student for non-compliance.

Using the Summary View

Use the "Set Filter Options" section to control which students are displayed for requisite compliance assessment. The default is to display all enrolled and waitlisted students, regardless of requirement status.

Enrollment Status: Display students who are "enrolled," "waitlisted" and/or "dropped."
Most Recent Requirement Status:
- Display students in non-compliance: Display students who have "not satisfied" and/or "conditionally satisfied" the requirement.
- Display other students: Display students who were enrolled using the "enrollment component" and/or whose requirements were "overridden," "permitted" or "satisfied."

Click the "Filter" button to apply your settings to the roster.

A screenshot of the "Set Filter Options" section on the Campus Solutions enrollment requirement roster page.

Warning: Do Not Run PERC

There is a "Run Post Enrollment Requirement Checking" box at the bottom of this page. Do not run this process.

PERC is run in batch by the Office of the Registrar on a schedule determined in conjunction with representatives from the deans' offices.

The enrolled students roster includes the following information for each student:

ID: The student's ID number.
Name: The student's name.
Drop/Approved Indicator: This column will be blank; we are not currently using this functionality.
Enrollment Req Status: Indicates whether the student met the requirement when they first enrolled in the class. (This is not a real-time status.)
Post Enroll Req Status: Indicates whether the student met the requirement when the PERC process ran. (This is not a real-time status.)
Status: Identifies the student's current enrollment status (e.g., "Enrolled").
Status Note

At the bottom of the roster, you may choose to "select all" or "clear all."

A screenshot of the "Enrolled Students" section (a.k.a., the enrolled students roster) on the Campus Solutions enrollment requirement roster page.

The following statuses may appear in the "Enrollment Req Status" and "Post Enroll Req Status" fields.

Not Satisfied: The student has not met all course requirements.
Conditionally Satisfied: The student likely enrolled in the prerequisite class in the prior term, before grades were posted, and is not guaranteed to satisfy the requirement pending the assessment of the grade in the prerequisite.
Enrollment Component: The student was enrolled using the "Enrollment" component. This component is rarely used, because it ignores the requirements set up for the class and is only accessible by Office of the Registrar staff.
Overridden: The student was enrolled using overrides from other enrollment processes, such as Quick Enroll.
Permitted: The student enrolled after receiving a class permission or permission number. After PERC runs, the "Post Enroll Req Status" remains “Permitted," regardless of whether the student met the requisite, because approval was given when the permission to override the requisite was issued.
Satisfied: The student has met the course requirements.
Unknown: This typically indicates that the student's status was indeterminable by the initial assessment of the process. You should see this rarely, if at all.

View Details for All Students

Select the "Detail View" radio button at the top of the page.

View Details for a Specific Student

Scroll down to the enrolled students roster, locate the student you'd like to view, and either:

Tick the checkbox next to the student's ID number, then select the "Detail View" radio button at the top of the page.
Click on the student's enrollment requirement status in either the "Enrollment Req Status" or the "Post Enroll Req Status" column.

A screenshot of the Campus Solutions enrollment requirement roster page, with arrows indicating where users can click to change from summary view to detail view.

The detail view displays details associated with both the "Enrollment Req Status" and the "Post Enroll Req Status."

Each requirement is labeled as "Satisfied," "Conditional" or "Failed" depending on that student's status. You may have to scroll down to view the status of the requirements after the PERC process ran.

You can drill down further using the following hyperlinks:

Tracking: Displays when the PERC process ran, how the student was enrolled (through self-service or by an admin user) and, if overridden, who processed the override. There's also a section for notes (see next section).
Course History: Displays all courses the student has taken and, if graded, what grade they received. Also shows transferred and in-progress courses.
Statistics: Displays the "Academics" tab from "Student Services Ctr (AdminVw)."

To switch from the detail view to the summary view, select the "Summary View" radio button near the top of the page.

Adding a Note

When you take an action via the PERC roster (e.g., if you override a requisite), please add a note to the student's record via the PERC roster to indicate why you took that action. Notes cannot be added via Quick Enroll.

How to Do It

To enter a note via the PERC roster:

Navigate to the enrollment requirement roster for the desired class.
Click on the "Audit/Information Links" tab.
Locate the student who needs to the note and click the "Tracking" link.
In the "Tracking of Key Transactions & User Notes" section:
1. In the "Note Type" drop-down, select "General." (The "Nondegree" note type is for use by CEPS staff only.)
2. In the "Notes" field, enter your note.
3. Click "OK" to return to the roster page.
Important: Click "SAVE" at the bottom of the roster page to save the note you just entered.

A screenshot of the "Tracking of Key Transactions & User Notes" page, accessed from the Campus Solutions enrollment requirement roster page. Yellow highlighting shows a "Note Type" of "General" and an example "Notes" entry of "Student has published work and meets the requisite of the course through life experience." The OK button is also highlighted.

Dropping Students for Non-Compliance

To drop a student via the PERC roster:

Navigate to the enrollment requirement roster for the desired class.
In the "Set Filter Options" section, under "Display students in non-compliance," ensure that only the "Not Satisfied" checkbox is selected.*
Locate the student you'd like to drop. In the "Drop/Approved Indicator" column, change the drop-down to "Drop Request" (see screenshot below). Please note:
- The drop-down is only available for students with a "Post Enroll Req Status" of "Not Satisfied" or "Conditional."*
- Only students with a "Drop Request" indicator will be dropped when you run the process.
- If you choose not to drop a student with a status of "Not Satisfied," you may change the indicator to "Approved" to remind yourself that you've already reviewed that student.
- If a student was allowed into the course through an override of the requisites (Enrollment Req Status = Overridden and Post Enroll Req Status = Not Satisfied), and if the override was done by someone outside of the department, check to see if there's a note regarding the override on the PERC roster. If not, contact that user and ask if there are any extenuating circumstances as to why the requisites were overridden (e.g., transfer credit submitted but not yet posted) before dropping the student.
Don't change any of the defaults in "Process Drops for Non-Compliance"; make sure this box remains checked: "students where Drop Request Indicator is selected."

*Never drop a student with a status of "Conditional." This status indicates that either:

The hours needed to meet the minimum units are in progress and are not yet graded.
The prerequisite course is in progress or the student received an I grade.

A screenshot of the "Enrolled Students" section (a.k.a., the enrolled students roster) on the Campus Solutions enrollment requirement roster page, with highlighted examples of one student with "Approved" selected in the "Drop/Approved Indicator" drop-down, and one student with "Drop Request" selected.

Whenever you process a drop via the PERC roster or in Quick Enroll, you’re responsible for notifying the student they've been dropped.

We recommend sending a separate email to each student you're dropping, with their name in the "To" field and your name in the "CC" field.

If you enter students' names in the BCC area of the notification, you will not be able to check which students were included in the email.

To view a list of students who've been dropped via the PERC roster:

Navigate to the enrollment requirement roster for the desired class.
In the "Set Filter Options" section, under "Enrollment Status," select "Dropped."
In the enrolled students roster, students who were dropped via the PERC roster have a "Status Note" of "PERC Drop."

To view this list using an enrollment request search:

Navigate to "Enrollment Request Search."
Enter the following search terms:

Enrollment Request Source: Req Chk Drop Online
Enrollment Request Action: Drop
Enrollment Action Reason: PERC

In the "Student Services Center," the class shows as dropped (like any other dropped course).

You may drop these students any time after PERC runs through the Friday before classes begin (PERC will run the Thursday night before classes begin in a fall or spring term). Exceptions to this are allowed as needed (students who added to the class after this time with an inappropriate override, or students who get a prereq. class graded late and they don’t meet the minimum grade for the requisite, etc.).

For students who fail the requisite because they changed their major after they registered for the class, it’s up you whether to drop the student, but you should be sensitive to the timelines and the ability for a student to find a replacement class.

Exceptions

If a student has a hold (a.k.a., service indicator) that prevents dropping, the system will not allow you to drop the student via PERC.
You can't use PERC to drop a student if the course is part of a corequisite. You will have to go to Quick Enroll and drop the student from both corequisite classes. If you want an exception to this and not have the corequisite class dropped, then you’ll need to submit a special action form and note the exception on the SAF (indicating which coreq to keep and which one to drop).

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Post-Enrollment Requirement Checking (PERC)

What It Is