Procedure RC2009 - Returning Students Re-enrolling at the University
Policy Steward facilitating procedure: University Registrar
Table of Contents:
- STUDENT/CAMPUS REGISTRAR
- CAMPUS REGISTRAR
- BURSAR'S OFFICE OR CAMPUS BUSINESS/FINANCIAL OFFICE
- FINANCIAL OFFICER
- AUDIT COORDINATIN - FINANCIAL AND PROCEDURAL
- RECORD RETENTION, DISPOSITION AND DESTRUCTION
- CONTACT INFORMATION
- CROSS REFERENCES
Penn State undergraduate degree students who withdrew or canceled their approved leave of absence must request re-enrollment in order to continue study in a degree program. Re-enrollment requests may be initiated by the Registrar's Office at any Penn State campus.
NOTE: If an individual desires to re-enroll and was registered at the University prior to Fall Semester, 1984, the process will take longer since paper files must be researched.
When an individual is interested in re-enrolling at the University, the Campus Registrar will query the on-line student database to determine that the information on hand is current. Data not available or inaccurate on-line will be updated from information the individual provides.
The fees and charges involved with re-enrollment are as follows:
|Fee/Charge||Where Collected||Budget Credited||Amount|
|Financial Holds||Bursar||VARIES||Depends on area reason and amount|
NOTE: All re-enrollment fees and reinstatement fees must be paid when processing.
All re-enrollment and reinstatements information is processed through the Registrar's Student Financial System to enable the returning student to register for course work for the semester they are approved to return.
NOTE: A confirmation letter will be sent once approved or denied. (See Exhibit "A" .)
The student is instructed to send two separate checks, one to cover the General Deposit and one check to cover the re-enrollment fee and reinstatement fee. Occasionally, the student will mistakenly send one check that covers both fees. In these instances, the check is deposited in the Student Account and is credited as a payment on account in the General Deposit section of the Student Account. Then the Re-enrollment fee can be transferred out of the Student Account into the Re-enrollment Budget (001-67, 1003) using the transaction code, "REENR" in the Student Financial System.
The Financial Officer will review the activity quarterly to assure that all monies are deposited in a timely manner, and all budgets are credited accurately.
The Financial Officer is responsible for ensuring that procedures pertaining to the accountability and safeguarding of all cash receipts, cash funds, and other assets are established and followed in accordance with approved University policies and procedures. Regular audits relating to advances, cash, travel, equipment accountability, and other expenditures provide a means to protect University assets. The Financial Officer is responsible for working with Internal Audit when audits are being performed in the administrative area, as well as performing an annual audit that is submitted to the Assistant Controller.
Record retention must be managed in accordance with Policy AD35 - University Archives and Records Management , and records schedules approved by the Records Management Advisory Committee, Office of General Counsel, and Office of the President. These retention requirements are the University's retention criteria, either derived or based upon federal, state, and local statute or regulations, industry standards, and business needs. Retention beyond recommended time periods require justifiable reasons and warrant review by the Records Management Officer or designee. All documents must be maintained in such a manner so as to provide ease of access for review, and to provide a suitable audit trail for all transactions.
- Documents subject to a Legal Hold (see AD35, Legal Hold). A legal hold will remain in effect until it is released in writing by the Office of General Counsel.
- Documents under audit or review, either internally or externally. The retention period extends until released by the Corporate Controller's Office. The Financial Officer will be notified regarding any accounts which are under audit; the Financial Officer will be responsible for contacting the department.
Additional questions may be directed to the University Archivist or the Records Management Officer.
For questions, additional detail, or to request changes to this procedure, please contact the Office of the University Registrar.
- Policy AD22 - Health Insurance Portability and Accountability Act
- Policy AD35 - University Archives and Records Management
- Policy FN01 - Processing Cash Revenues
- Blue/White Shredding Program
Date Approved: 01/18/07
Most recent changes:
- Rev 1. - Dated 11/22/06
Revision History (and effective dates:)
- Original - Dated 08/02/96