Getting Students into Registered and Paid Status
Getting all graduate students registered in the proper amount of units, funding disbursed, and in paid status with the Registrar’s Office is a multi-departmental effort. This documentation is intended to help describe the tools that we have to help accomplish this task.
What is Registered and Paid Status?
Each quarter, students need to register and pay their BARC bill, no later than the end of the third week of the quarter (3rd Week Census), in order to officially be enrolled in the quarter. Students not in registered and paid status by the 3rd week census will be lapsed in status, unless their status is protected.
It is important to note that “Paid Status” does not just mean that the students need to just have their fees, tuition, and health insurance paid, it means that their entire BARC bill (Good Standing Balance) needs to be paid, which includes ancillary fees such as rent, Library fees, Student Health fees, etc. Students VERY often overlook these fees, and that is why you will commonly see that a student has had their commitments disbursed for a quarter, but are not yet set to Paid status.
What Does Graduate Division Staff Do to Help?
Graduate Division Staff manage the Registered, Unpaid list for all grad students, in various ways, as described below:
Graduate Division Staff sends multiple targeted emails to any student in Registered, Unpaid status.
Graduate Division staff monitor reports of students who have financial commitments, but have not registered, and outreaches to those students in order to prompt them to register so their funding can be disbursed.
Graduate Division staff manage a list of students who should be protected past the 3rd week census, in cases where funding hasn’t been disbursed in time.e
What Should Departmental Staff Do?
Departmental staff should take the following measures each quarter to help their students get into Registered and Paid Status
Ensure that all financial commitments to students are entered on time.
Monitor the Registration Reports to ensure that students are in the correct registration and paid statuses.
Investigate why students are not in paid status by checking their commitments in GradPoint Financial and outreaching to the students.
Should advise students on what funding they should expect from the home department, and on any tuition/fees/insurance that is the student’s responsibility to pay.
Utilizing GradPoint to Help
GradPoint has several reports designed to help you identify the registration status and paid status of your students. Below is a description of the Student Registration Reports and how they should be used for this purpose.
Student Registration Report
The Student Registration Report is located in the Reports Tab in the Student Enrollment Report Set, and is what loads first when you click on Student Enrollment.
There are several filters in the Student Registration Slicer that display registration data in different ways, as described below.
Registered
This report displays all of the students who have registered for the quarter selected, regardless of their Paid status. This helps you quickly determine how many of your students have taken the initial step of registering for the quarter, and for how many units.
Registered, Paid
This report displays all of the students who have both registered, and been set to paid status, for the quarter selected. Ideally, this is the report that you want ALL of your students to be on by the 3rd week census.
Registered, Paid, and <12 Units, <8 Units
This report is to help you identify students in less than 12 units or less than 8 units. In order to be employed, or receive fellowship support, students need to register for, and maintain at least 8 units. Therefore, it is wise to check this report during the first weeks of the quarter to ensure your students have reached the proper amount of units.
Registered, Paid and 0 Units
This report returns students who have registered and gotten set to paid status for the quarter selected, but had their units dropped by the Registrar’s Office due to an illegal repeat. Students on this list need to take action to re-register in order to avoid the lapse.
The most common reason this happens is due to students selecting in GOLD to repeat a 596/599 for a better grade, instead of selecting to repeat it for additional credit. Other common reasons are when students exceed the maximum allowed units for a course.
You can tell in STAR if this has happened for a student on this list by going to the S screen, and then to the Audit (F8) screen.
When students are enrolling for a class in Gold that they have already taken before (like an independent study), they are given two options:
Students who are just taking another independent study for additional credit, need to select the second option. Somewhat commonly, students select the first option, and the Registrar ends up dropping them because the previous attempt at the course was successful.
Registered, Unpaid
This returns students who have registered for the quarter selected, but have not been set to paid status yet. This is the most important report in this suite to help you identify students who are not yet enrolled in the quarter.
Unregistered, Unregistered, Unpaid
This student returns students who have not registered or paid for the quarter. These may be students who are in process to graduate, or in process to go on Leave of Absence, but could also be students who have just forgotten to register for the next quarter. It is good to review this list to see if there are students on there who you expect to be registered, but aren't.
Unregistered, Paid
Occasionally students will get their fees paid, via fellowship or loans, however never register. Sometimes, students registered in absentia forget to register. In any case, students on this list need to register by 3rd week census in order to be enrolled in the quarter.
Registered Unpaid BARC/ProSAM
This report is located in the Student Enrollment Report Set, along the bottom tray
This report returns students who are registered and unpaid, and also displays their financial data, including their fellowship and fee remission disbursements, and their remaining BARC balance. Use this report to help identify WHY a students is still in unpaid status. For example, this report will show you what funding has been disbursed, so you can easily see if a student has received all of their departmental funding, and that their remaining balance is their responsibility to pay. It also highlights cases where a student’s funding is missing from the system, so that it can be corrected.
You can see if disbursements are still pending, or missing entirely by checking the SumCommitted, SumAwarded, SumPaid fields.
You can see what the remaining balance of fees is in BARC by checking the Current Good Standing Balance field.
The Good Standing Balance in BARC is the balance that the student needs to pay in order to get set to Paid Status for that quarter. This balance includes tuition/fees/insurance and other ancillary fees, such as rent from campus housing, Library and Student Health fees, etc. Students are not set to paid status until the Good Standing Balance is paid.
For a full description of each of the fields, please see https://ucsb-atlas.atlassian.net/l/c/VgcX3XVX
Registration Blocks
Registration blocks from different offices may have been issued to your students. Students with blocks have received messages from the blocking offices, and their blocks appear when they log in to Gold.
Regardless of registration and fee payment status, students who still have blocks at 3rd week census will be lapsed. They also cannot register or alter their schedule until the block is lifted.
Registration blocks will be placed by Student Health for immunization compliance, the Title IX Office for Sexual Harassment Prevention Training, the Graduate Division for Provisional Admission, etc.
To use GradPoint to see which of your students have blocks, use the Student Registration Report, select the quarter, and select “Y” from the Registration Blocks Slicer.