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Moving a Student to a New Location and/or Start Date

Moving a Student to a New Location and/or Start Date

Assigned To: Dan Tietz, Karen Morgan, Regina Pruett, Carly Cavagnoli, Jessica Myers, Manuel Gorostiaga

Category: Student Life Cycle

Department: Academic Advisor, Admissions, Finance

SOP Rule: Trigger

Status: Approved and Implemented

Purpose

Defines the process for updating a student’s location or start date to support retention and ensure accurate enrollment records.

Scope

Applies to Academic Advisors and Admissions teams managing enrollment updates for pre-class and in-class students.

Trigger

  • Student requests a change in school location or start date
  • Retention effort requires enrollment adjustment

Process Overview

1. Retention Evaluation

  • Follow initial steps from drop prevention process
  • Conduct meeting with student to assess alternatives
  • Attempt to retain student before proceeding

2. Pre-Class Student Process

  • Open student enrollment deal in HubSpot
  • Add new location/start date ticket
  • Remove previous ticket association
  • Update Start Date Association to "Yes"
  • Update enrollment agreement template
  • Set auto-sign enrollment agreement to "Yes"
  • Verify updates across Contacts, Deals, and Company records

3. In-Class Student Process

  • Process drop request in HubSpot
  • Turn off payment system (Paycove)
  • Ensure transfer agreement is signed
  • Finance processes refund and determines transfer credit
  • Reenroll student with new deal and start date
  • Apply refunded amount to new enrollment

4. Finance Coordination

  • Review drop ticket and required documents
  • Process refunds within policy guidelines
  • Ensure correct transfer credit limits are applied

5. Reenrollment

  • Admissions creates new deal
  • Set new start date and payment plan
  • Apply transfer credit as initial payment
  • Mark payment as completed

Key Rules

  • Always attempt retention before processing transfer
  • Transfer agreement must be signed for in-class students
  • Maximum transfer credit is 50% of new tuition
  • Ensure all HubSpot records are updated consistently

Completion Criteria

  • Student successfully transferred or rescheduled
  • Enrollment records updated in HubSpot
  • Financial adjustments completed
  • New enrollment confirmed

Tools and Systems

  • HubSpot (Deals, Tickets, Contacts)
  • Payment system (Paycove)
  • Transfer Agreement documentation

Revision History

  • Version 1: 03/10/2025
  • Version 2: 06/04/2025
  • Version 3: 06/17/2025