PROCEDURE RC2009 - RETURNING STUDENTS RE-ENROLLING AT THE UNIVERSITY
Systems and Procedures
A Division of The Corporate Controller's Office
IN

Procedure RC2009 - Returning Students Re-enrolling at the University

Enrollment Management

Policy Steward facilitating procedure: University Registrar

Table of Contents:


GENERAL:

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.

PROCEDURE:

STUDENT/CAMPUS REGISTRAR

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
Re-enrollment fee Registrar 00-001-67 $20
General Deposit Bursar 05400 $100
Reinstatement fee Registrar 00-001-67 $35
Financial Holds Bursar VARIES Depends on area reason and amount
NOTE: All re-enrollment fees and reinstatement fees must be paid when processing.

CAMPUS REGISTRAR

The appropriate charges are collected and receipts issued according to Policy FN01 . A bank deposit slip is prepared and a " ROCR " generated to deposit the monies and credit the appropriate budgets.

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" .)

BURSAR'S OFFICE OR CAMPUS BUSINESS/FINANCIAL OFFICE

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.

FINANCIAL OFFICER

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.

AUDIT COORDINATION - FINANCIAL AND PROCEDURAL

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, DISPOSITION AND DESTRUCTION:

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.

Upon expiration of a stated period of time, documents must be discarded and/or destroyed, unless permission is granted by Records Management Officer or designee to retain the records. Archival records created more than 20 years prior to the current date must be reviewed before destruction. Units should also contact the University Archivist before discarding any document which may be of permanent or historical value to the University. To safeguard the privacy of individuals, documents that contain salary information, personally identifiable information (PII), or student records must also be shredded. See Policy AD53 - Privacy Policy and AD22 - Health Insurance Portability and Accountability Act for additional information regarding privacy and the protection of an individual's personal information. For documents that must be shredded, departments may arrange for Blue Bag service by contacting the Blue/White Shredding Program of the Office of Physical Plant. Exceptions to the practice are as follows:

Additional questions may be directed to the University Archivist or the Records Management Officer.

EXHIBITS:

CONTACT INFORMATION:

For questions, additional detail, or to request changes to this procedure, please contact the Office of the University Registrar.

CROSS REFERENCES:


Procedure Status:

Date Approved: 01/18/07

Most recent changes:

Revision History (and effective dates:)