TABLE OF CONTENTS


General Description


A student should complete the studying in the group when a group became completed (it means that the Scheduled Completion Date has come), or when Official Completion Date of a student in a group has come. If one of these conditions is performed, then a student in a group should not remain in the ACTIVE stage. This rule is conditioned by the fact that the ACTIVE stage means that a student still attends some courses, but in a completed group all courses have been completed. So, ACTIVE students should not be in completed groups. If students have successfully completed all required courses, they should be in the COMPLETED stage or in the DROPPED Pending otherwise.

Note: You can find more information about the Stages of Pipeline in the following article: What are the stages of pipeline? How many types of stages of pipeline are there?.


In order to minimize the number of incorrect students stages, GEGI automatically switches active students to the proper stage according to the conditions that will be described below. The switching happens in a certain number of days after the group became completed. It means that Scheduled Completion Date or Official Completion Date of a student in a group has come. The number of days before the automatic switching is configurable.


In exceptional situations, a student can stay in the ACTIVE stage even after the group became completed. Conditions that lead to such behavior are described below.


Settings


The number of days after the expected student study in a group completion and before the automatic student stage switching is configured in the system settings (Admin menu tab → Academy Settings menu item) using the Number of Business Days Before Automatically Change Stage of Pipeline in Group to COMPLETED setting.
At the same time, from these two settings, Scheduled Completion Date in a group and Official Completion Date of a student, the latter date is chosen and is used as a starting point for the countdown to the stage switching.


Automatic Stage in Group Changing Rules


Stage in group is switched to COMPLETED when the following rules are met:

  • The student has Is Final Grade in all courses of the current group.
  • At least one HESI item is checked as Passed in the student’s checklist. If the student’s checklist is not set up or has no HESI items, this condition is ignored.
  • The student has the final grade not lower than the minimum grade (from the Grading Letter for Completed program setting).

Stage in group is switched to DROPPED Pending if the following rules are met:

  • The student has at least one course in the current group without Is Final Grade.
  • All HESI items in the student’s checklist are checked as Not Passed. If the student’s checklist is not set up or has no HESI items, this condition is ignored.
  • At least for one of the courses of the current group the student’s final grade is lower than the minimum grade (from the Grading Letter for Completed program setting).

Note: You can find more information about the switching rules in the following article: Automatic Changes of Stages of Pipeline in Group.


Stage in group will remain ACTIVE if there are no HESI items checked Done in the student’s checklist, but there are other HESI items without Done or N/A.


Note: You can find more information about the checklist and its configuration in the following article: Leads and Students.


Access to GEGI After Completing the Group


If a student’s stage of the pipeline changes to an inactive status (DROPPED, LOA DROPPED, DROPPED Transferred, COMPLETED, GRADUATED), the student’s access to GEGI will be revoked: 

  • either after the number of days defined in School Settings: Deny the Access After the Main Stage of Pipeline is Changed to Inactive in, days;
  • or after the number of days defined in School Settings: Maintain Access for Students with Billing Account Activity Within the Last, days since the day of the last billing account activity.
The access is only revoked if both setting dates have passed.


The access is not revoked in the following cases: 

  • if a student was granted access manually;
  • if a student has an outstanding AR Card balance — so that the student can continue accessing the account to make payments and resolve the debt.


Notification About Revoking Access in GEGI


The student and the student’s Admission Advisor will receive a notification the number of days before the student’s access is revoked as defined in School Settings: Notify About Denying the Access in INACTIVE Main Stage of Pipeline in, days:



Use the notification settings to make notifications repeated until the access is revoked. 

After the access is revoked, a notification is sent to the student and the student’s Admission Advisor.