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201.3 Enrollment Instructions
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New Student Enrollment Instructions
Background
The following step-by-step procedure is to be followed when adding a new student to the database.
Policy
1. Before creating a new student file, thoroughly search the database for student names to avoid assigning the same student more than one code.
2. Assign the student code using the country of RESIDENCE for the letter codes, and the next available number for the numeric part of the code.
3. Assign a password using four (4) letters from the student’s name.
4. Open the database form; click ‘student info;’ click the ‘new record’ arrow.
5. Enter new student data into the fields shown on the computer screen as follows:
Student ID: the student code (username). Double check the number of leading zeros entered; be sure no info comes up in the course rows for that code.
Pass Code: the student password – 4 lower-case letters taken from the student name.
Name Fields: last, first, second. Extra names are to be entered in the field for second names.
Email: use this field only for email address for Internet and Email students.
Email2: use this field for Postal students who have access to email.
Address: enter street name, number, city, state, ZIP, etc. in appropriate fields.
Country: country of residence.
Phone 1: telephone number, when available
Fax: fax number, if available.
Birth date: enter as mm/dd/yy
Gender: enter M or F (if not known, enter M).
Religion: choose most similar from drop-down menu
Citizenship: country of citizenship.
MRS Focus: usually will be skipped. Can be used to denote the student’s desired areas of study.
Credentials: to be completed after evaluation by Chancellor
Orig: original enrollment date [first day of next month]; should always keep the same date.
Enrolled: most current date of enrollment in a course.
Degree Pursued: Must have a 4-year Bachelor degree to start a Master’s degree.
Awards: to be completed at time of degree completions.
Proctor No. use ‘86’ for internet and email students;skip for postal students who do not yet have a proctor. VERY IMPORTANT – enter #1062 for FARSI or 222 Ministries students.
Student Type: I. E. or P for internet, email, and postal students.
Categories Satisfied: to be completed after evaluation by Chancellor, if any.
Categories Needed: to be completed after evaluation by Chancellor
Transfer Credits: to be completed after evaluation by Chancellor, if any.
Misc info: info added as needed
6. Course information entered in white rows below the blue form:
Course: BRS students begin with BRS16.6; Master students begin with MRS622.
Enrolled: date enrolled in course (1stof next month).
SyllSent: date enrollment processed or new course sent.
BooksSent: Misc info such as: Language preference, student type, any text books sent, etc.
ExamSent: date and method exam sent tostudent/proctor (e=emailed, s=student, p=proctor, number=module)
Ex1R date NU received exam answers for module 1.
Gr1 score for module 1 exam . . . and following modules.
EndofCourse: Course completed , Y or N. When N, the field will automatically put Ifor incomplete.
Grade: Numeric scores automatically averaged for complete course.
GradeL: Letter grade for course.
7. 222 Ministries and FARSI language students. The process is the same as for English language students, except for notification of the student and teacher, which will be performed as follows:
a. Internet Students.
1) Update new student letter: Word file named ‘Farsi English 1-2007’ (date).
· Change the date, name, student code and password
· Select and copy letter
2) Click for forwarding the e-mailed enrollment form:
· click student’s e-address for new email and paste the letter to the student into the message,
· copy “ Student Enrollment Processed ” from the top of the letter and paste in the subject field,
· type the student code in the subject field.
3) ATTACH the Word file named ‘Farsi Attachment (date).’
4) BLIND copy martylynn@bellsouth.net
5) SEND to student
6) FORWARD the original student enrollment form to martylynn@bellsouth.net.
7) PRINT from the word document the student letter on the back of the enrollment printout.
b. E-mail Students
1) Follow the same procedure as for Internet Students, plus . . .
2) Click the student’s email address for another message and Attach BRS16.6/MRS662 course in FARSI from the Courses in Word Documents.
8. Spanish language students. The process is the same as for English language students, except for notification of the student and teacher, which will be performed as follows:
a. Internet Students.
1) Update Internet new student SPANISH letter:
· Change the date, name, student code and password
· Select and copy letter
2) Find the e-mailed application form for that student:
· click the student’s e-address to paste and send the letter to student.
· cut “NU Enrollment” from top of the letter and paste in the subject field
· add the student code in the subject field
· e-mail letter to student.
3) Forward the original student enrollment form to Tony at tonycardona920@hotmail.com and Joel at informes@u-naciones.org. Include the student code and password in the subject field for future reference.
4) Print from the Word document the letter on the back of the email enrollment printout.
b. Email Students.
1) Update Email new student letter and follow the same procedure as for Internet Students.
2) Attach BRS1 course in SPANISH from the Courses in Word to an additional email student.
c. Postal Students.
1) Find email application form for each student.
2) Type the student code and password in the subject field.
3) Forward the message to Elnice at student@nationsu.org
4) Writeon printout: sent to ED (date).
Reference: Board Policy 201
Previous page: 201.2 Student Files
Next page: Current NU Policy Manual