Programs
This section displays any programs the Student is enrolled in, along with a summary of their progress—including status, attendance, grades, and credits. You’ll also see which program is marked as the Primary Program, highlighted in green for easier visibility, and whether the Student is currently eligible for completion or graduation.
Note: Before enrolling students in a program, ensure that the program is properly configured and available for the student's location. For instructions on configuring programs, please see the Programs section of the guide.
Enrolling Students to a Program
When you click Enroll in Program, a modal appears where you can enter all the necessary details to enroll the Student into a program.
Program Enrollment Fields
- Program: The program the student is being enrolled in.
- Starting Academic Session: The academic session this enrollment belongs to.
- Program Intake: The intake session for the program, if applicable.
- Program Enroll Date: The date the student is officially enrolled in the program.
- Program Start Date: The date the student begins the program.
- Expected End Date: Automatically calculated based on the program’s duration, but can be adjusted if needed.
- Sub Status: Optional sub-status used by your institution.
- Primary Program: Indicates whether this is the student’s primary program.
Program Fee & Invoice Options
- Charge Program Fees: Determines how program fees are handled during enrollment.
- None: No fees are charged.
- Charge Account: Fees are charged directly to the student’s account.
- Invoice Account: Fees are added to an invoice.
- Select Invoice: Choose an existing draft invoice to add the program fees to, or select Create New Invoice if no draft invoice exists.
- Post Invoice:
- Yes: The invoice is posted immediately when the student is enrolled.
- No: The invoice is created as a draft and can be posted later.
Once you select the Program and Academic Session, any available program courses will appear at the bottom of the modal. You can choose to enroll the Student in those courses at the same time by checking the box beside each one.
Once everything is complete, click Enroll Student to finalize the enrollment.
Note: If you need to enroll multiple Students into the same program at once, you can do this in bulk from the Students list using the More Actions menu.
Auditing a Student's Program
Clicking the Audit Student Program icon opens a detailed modal displaying all academic and attendance information for the selected program. This view helps administrators review a student’s overall progress and verify eligibility for completion.https://app.archbee.com/docs/UiJ_Ioix17EJO8boaPGfw/ABTqihdhGPr8_AjBIogHN#RvznR
Program Details
Displays key information about the program, including:
- Program Name and Status
- Starting Session, Enroll Date, Start Date, and Expected End Date
- Sub Status (if used by your institution)
- Primary Program indicator showing whether this is the student’s main program
Program Academics
Summarizes the student’s academic results for the program:
- Credits Earned and overall Final Grade (%)
- Pass/Fail result and any Distinction earned
- Academic Status (e.g., Good, Marginal, Review)
- Final Override checkbox if the final grade has been manually adjusted
Program Attendance
Shows the student’s attendance performance:
- Hours Completed and Hours Missed
- Attendance %, Total Absences, Total Lates, and Late %
- Marginal Courses and Review Courses — counts of courses that have fallen below set thresholds
- Attendance Status and Status Source (Manual or Weekly Batch)
- Status Date, Updated By, and any Status Policy details (thresholds and weighting rules)
- Attendance Override indicator if a manual adjustment was made
Program Credentials
Displays credential progress and award details:
- Credential Status (e.g., Eligible, Not Eligible – Courses Incomplete, Not Eligible – Low Average)
- Credential Awarded toggle, if the credential has already been issued
Program Status Changes
Lists any updates made to the student’s program status, showing:
- Date, User, Status, Reason, and any Notes entered during the update
Program Courses
Provides a breakdown of all courses within the program:
- Course List showing each course name and section
- Status of each course (e.g., Enrolled, Pending, Completed)
- Linked Student Course and Credits earned
- Total Credits displayed at the bottom for quick reference
If the program is configured with a Credential, and all required components are complete, the Credential Status will show as ELIGIBLE. You’ll also see a total credits summary at the bottom, making it easy to confirm that all program requirements have been met.
Download Program Audit Report
After opening the Student Program Audit, click Download Audit PDF at the bottom of the window to generate a printable report.
The report includes:
- Program details and status
- Academic standing and final grade information
- Attendance summary and completed hours
- Credential eligibility information
- Program components and requirements
- Course completion details
- Credits earned versus credits required
This report can be used for advising, student progress reviews, audits, and graduation verification.
Editing a Students Program
To make updates to a student’s existing program, click the Edit Program icon beside the program you want to modify.
This opens the Edit Student Program modal, where you can adjust key program details.
Available fields include:
- Starting Academic Session: The academic session linked to the student’s program.
- Program Intake: Select or update the intake if applicable.
- Program Enroll Date: The date the student was enrolled in the program.
- Program Start Date: The official start date of the program.
- Expected End Date: The projected end date of the program based on its duration.
- Sub Status: Optional sub-status used by your institution.
- Primary Program: Select Yes if this is the student’s primary program.
When finished, click Update to save your changes, or Cancel to discard them.
Note: Changing the Starting Academic Session or Program Start Date can affect tuition tax statements.
Completing a Student's Program
Clicking the Complete Student icon next to a program allows you to officially mark the program as complete for the Student—typically when they’ve successfully finished all requirements and are eligible to receive their credential.
The Complete Student Program modal displays all key program details, including current grades, attendance, and status. You can also make final adjustments before completing the program. If all required components are met and the Credential Status shows as ELIGIBLE, you can proceed with awarding the credential and finalizing the program.
However, this process can also be used for Students whose program is ending but who did not meet all the requirements—for example, if they are not continuing or did not meet academic thresholds.
Fields and Options:
- Credential Status – Displays whether the student is currently Eligible, Not Eligible, or Ineligible based on completed requirements.
- Credits Earned / Hours Completed / Final – Shows totals and percentages for completed credits, total hours, and final marks.
- Pass / Fail – Indicates whether the student has met the minimum passing requirements.
- Final Override – Enable this option if you need to manually adjust the final grade.
- When selected, two additional fields appear:
- Student Final % – Enter the new final grade percentage.
- Override Reason – Enter the reason for the manual grade adjustment (e.g., grade appeal, data correction).
- Attendance Override – Enable this option to manually adjust attendance or lateness values.
- When selected, additional fields appear:
- Attendance % – Enter the updated attendance percentage.
- Late % – Enter the percentage of lateness, if applicable.
- Override Reason – Add a note explaining the reason for overriding attendance (e.g., excused absences, data correction).
- Award Credential – Select Yes if the student is eligible to receive their credential. This will mark the credential as awarded and include it on the student’s transcript.
- Complete Date – Enter the official date of program completion. This field is required.
- Sub Status – (Optional) Choose a sub-status if your institution uses them to classify program completions (e.g., Incomplete, Withdrawn, Transferred).
- Notes – Add any relevant comments or internal notes about the completion process.
Once all fields are reviewed and updated as needed, click Complete to finalize the student’s program.
Once the program is completed the Status will change to Completed
If a credential was awarded, it will be listed under Credentials Earned.
The completed program and credential will appear on the Student's transcript
Withdrawing or Deleting a Student's Program
f a student is leaving a program early, you can either withdraw them or delete the program entirely. Withdrawing keeps a record of the program and its status for future reference, while deleting removes the program from the student’s profile and cannot be undone.
To begin, click the Withdraw Student icon beside the program you wish to remove or withdraw.
Withdraw From Program
When you select Withdraw From Program as the Withdraw Type, the Withdraw Student from Program modal appears. Here, you can record the withdrawal details and choose how the system should handle associated fees.
In this modal, you’ll enter:
- Withdraw Date: The official date the student is withdrawn from the program.
- Withdraw Reason: Select the reason for withdrawal. These can be configured in Institution Config / Students / Reasons
- Sub Status: An additional status if your institution uses sub-statuses (such as Incomplete or Transferred).
- Credit Fees: Choose whether related fees or invoices should be credited as part of the withdrawal.
- Notes: Internal notes related to the withdrawal for staff reference.
Click Withdraw to save and record the student’s withdrawal, or Cancel to exit without making changes.
Delete Program Record
If the student’s program record should be removed entirely, select Delete Program Record as the Withdraw Type. The Withdraw Student from Program modal will update to show only the fields needed for deletion — including the option to Reverse Fees if applicable.
When you confirm this action, the program will be permanently deleted and will no longer appear anywhere on the student’s profile or record.
Please note that Deleting a Program Record is irreversible.
Recalculate Program Totals
Click the Recalculate Program Totals icon beside a program to refresh and update all calculated values.
This feature ensures that program data—such as attendance, grades, credits, and status—accurately reflects any recent changes made to the student’s courses, sessions, or related records.
It’s especially useful if a program was added after course completions or if updates to course results haven’t yet appeared in the Programs list. Using this option will trigger a recalculation to display the correct totals in real time.