October 21, 2020
Hi, Kindra and Dana!
Just to let you know that our registration for the January 2021 classes will be next week already. In this connection, I would like to ask the accounting office to put a financial hold on those students with outstanding balance, and if possible put the remaining balance, too. How could they do that? This way it will block or give warning to the Student registering, as well as to the Advisor during advising and to the Registrar during confirmation. Please advise.
Thank you very much,
Judy :)
Status:
Answered
In Academics Administration there is a Financial Hold Analysis Function. This screen will allow the accounting office to set students to the Financial Hold and good standing in group. As the students come off financial hold the status can be changed on the student or they can continue to use the group update screen.
At this time the balances can not be recorded as part of the hold status (for schools that are not using the student accounts module). I have given some thought and there are a couple different options to record the hold balance. All of the options would be not in group. Meaning the finance office would need to go into each students profile to record the hold balance.
Here is a short list of the options:
1. Academic Notes section. There is a open field in Academics called Academic Notes. This field can store any information you want so they can put Financial Hold Balance: 5000. When they are taken off financial hold the balance can be deleted.
2. Your school is not currently using any of the 3 open Custom Fields. The name can not be changed but the field is open for them to enter the balance.
3. My recommendation is to add a Custom field called, Financial Hold Balance. The field will then be a permanent part of your system. Finance can enter the financial hold balance in the field for those that are on financial hold and remove the value when they are removed from financial hold. The custom field is set up in the System Administration part of the system and not in Academics. Go to: System Administration > Tools > Custom Attribute. Select new, and enterer the name and the Type will be Student so that the field will show up in the Academic section of the system. It will not be visible in other parts of the system (unless you leave the Type blank)
I hope this answers your question.
Dana
*GNECsis Support Specialist*
Hi, Dana! Thank you very much! But there is a problem because our two other Registrar's Staff could not see any amount written in the Custom Fields except me. Please help. Thank you!
Judy Esther S. Pabilando
Asia-Pacific Nazarene Theological Seminary
It probably has to do with their security permissions. What Security Group are they a part of? Since you made it a Student Account Field it will show up in student accounts and the users will need to have access to Student Accounts and have read access to Student and Read access to the Student Sub permission of Custom Fields.
If you give me their security group, I will gladly check it out for you. You can also give me one of their names and I can look it up from there.
Dana
*GNECsis Support Specialist*