Who this is for
College Administrator
Requires the Ethos integration with Ellucian Colleague
Requires permission to edit academic terms
Colleague treats a registration made during the add period differently from one made before a term opens, and DualEnroll has to send the matching code. The Add Period dates on a term are what it reads to decide.
Why the Add Period exists
Colleague expects a different registration status code depending on when a student registers. A registration that arrives before your add period opens is a new registration; one that arrives during the add period is an add. Recent Colleague versions reject a registration that carries the wrong code for the current point in the term. You may have seen an error saying a status is not allowed, or a capacity message mentioning add authorization.
The Add Period is the date range you set on each term to tell DualEnroll when a registration should be reported to your SIS as an add. Inside that range DualEnroll sends your add code; outside it, DualEnroll sends your new-registration code.
Before you start
- Your college must be set up for this first. DualEnroll needs your new-registration status code on file before these dates do anything. This is available on request. Contact your DualEnroll representative to have it configured.
- You need permission to edit academic terms. College Administrators have this; if the term form opens read-only, ask your college's DualEnroll administrator.
- Know your term's add period dates in Colleague. The dates you set here should match them.
Warning: once your college is set up for date-based registration status selection, these dates decide the code for every registration on the term. A term with no Add Period dates sends your new-registration code for all of its registrations. Including ones placed during the add period, which Colleague will reject. Set the dates on every term you are registering students into, not only the current one.
Setting the dates
- Go to your college's Academic Terms list.
- Open the term you want to configure.
- Scroll to the term's date fields. Add Period Start and Add Period End appear alongside Delete Period Start and Delete Period End.
- Set Add Period Start to the first date on which a registration should be reported as an add. Usually the date your add period opens in Colleague.
- Set Add Period End to the last such date.
- Save the term.
Both dates are included in the range, so a registration on the start date or on the end date is still reported as an add.
Set both dates or neither. A term with only a start date, or only an end date, is treated as having no Add Period at all.
What success looks like
Registrations processed inside the Add Period are reported to Colleague with your add code, and registrations outside it with your new-registration code. Registrations that were being rejected with a status error should now go through without one.
Dates are set per term. A term you have not edited still behaves the way it did before.
If this doesn't work
- Every registration is reported as a new registration. The term has no Add Period dates, or only one of the two dates is filled in. Open the term and confirm both Add Period Start and Add Period End are set.
- A registration is still rejected with a status error. If the error mentions your add code, the Add Period probably extends past the point Colleague still accepts an add. Compare Add Period End with your add period in Colleague. If it mentions your new-registration code, the registration fell outside the Add Period when it should have fallen inside it. Your DualEnroll representative can read back exactly which code was sent and why.
- Saving the term reports that the start date must be before the end date. The Add Period end date is earlier than its start date. Correct the order and save again.
- One section behaves differently from the rest of the term. Some colleges are set up so that DualEnroll reads add period dates from the section itself, for sections that don't follow the term calendar, 8-week, 6-week, or late-start sections. Where a section has its own add period, that range is the only one used and the term's Add Period does not apply to it. If a short-session section resolves differently from the rest of the term, this is the likely reason; ask your DualEnroll representative to confirm which dates were used.
- Removals and withdrawals behave differently from what you expect. The Add Period does not affect them. Removals use the Delete Period, and withdrawal handling is unchanged and is not date-based.
Set Delete Period dates on an academic term. The same idea for course removals
Understanding the date of birth backfill. Another optional setting for Ethos-integrated colleges
Contact your DualEnroll representative. They can confirm your add and new-registration codes are configured correctly and check what was sent for a specific registration.