Who this is for
College Administrator
Requires the Ethos integration with Ellucian Colleague
Requires permission to edit academic terms
Colleague distinguishes a registration deleted during the delete period from one dropped after it, and the two leave different records. The Delete Period dates on a term are what DualEnroll reads to decide which to send.
Why the Delete Period exists
Colleague expects a different status code depending on when a student is removed from a course. A removal before the class starts is a delete; a removal after the class starts but before the census date is a drop. Recent Colleague versions reject a removal that arrives with the wrong code for the current point in the term. You may have seen an error saying a status is not valid for the current time period.
The Delete Period is the date range you set on each term to tell DualEnroll when a removal should be reported to your SIS as a delete. Inside that range DualEnroll sends your delete code; outside it, DualEnroll sends your drop code as it always has.
Before you start
- Your college must be set up for this first. DualEnroll needs your delete status code on file before the 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 class start date. The Delete Period normally ends the day before it.
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. Delete Period Start and Delete Period End appear alongside Add Period Start and Add Period End. (The Add Period is the same idea applied to registrations rather than removals. See Set Add Period dates on an academic term.)
- Set Delete Period Start to the first date on which a removal should be reported as a delete. Usually the date registration opens for the term.
- Set Delete Period End to the last such date. Usually the day before the term's class start date.
- Save the term.
Both dates are included in the range, so a removal on the start date or on the end date is still reported as a delete.
What success looks like
Tip: Once the dates are saved, two things change for that term. Removals processed inside the Delete Period are reported to Colleague with your delete code instead of your drop code. And the Drop option becomes available during the Delete Period as well as during your normal drop window, so a student, counselor, or staff member can start a removal before the class begins rather than waiting.
Leaving both dates blank is a valid choice: that term keeps the previous behavior, sending your drop code for every removal.
If this doesn't work
The Drop option still doesn't appear before the class start date. Two things must both be true. Your delete code configured by DualEnroll, and Delete Period dates saved on that specific term. Check the term first; if the dates are there, your college may not be set up yet. Note also that the dates are per term, so a term you haven't edited still behaves the old way.
A removal is still rejected with a status error. If the error mentions the delete code, your Delete Period may cover a date Colleague no longer treats as pre-start. Compare the end date against the class start date in Colleague. If it mentions the drop code, the removal happened outside the Delete Period and the issue is with your drop configuration rather than these dates. 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 Delete Period end date is earlier than its start date. Correct the order and save again.
Withdrawals behave differently from what you expect. The Delete Period does not affect withdrawals. Withdrawal handling is unchanged and is not date-selected.
Understanding the date of birth backfill. Another optional setting for Ethos-integrated colleges
Set Add Period dates on an academic term. The same idea for registrations
Contact your DualEnroll representative. They can confirm your delete and drop codes are configured correctly and check what was sent for a specific removal.