Procedure: Incoming First Year Assignments - Removing Cancellations

Objective

• To provide instruction on removing students from StarRez who are not attending Miami for the upcoming Academic Term

Scope (optional)

• Process begins after the Admission office sends out acceptance letters for the upcoming Academic Term (around January for Fall Term). Periodically check the report and remove students

User

• Campus Services Center
  • (sub-group)

System(s)

• StarRez

Procedure

1. Click on Reports and search for the Confirmed the Cancelled Report
2. Change classification to "select one" for each student
3. Add a note- Cancelled for 23-24 per Admission or if assigned to a room Cancelled for 23-24 per Admission, removed from HNE111.If no Booking add note stating - unconfirmed for 23-24 per Admission. If the student does not have an Application skip to step 6. 
4. Click on Applications > View the application for the current academic year
   1. Custom Fields- Additional Services> Remove or Cancel any MUlaa selected
   2. Web Details> Remove from roommate group (Go to Application Web Details to get to the roommate group. Remove them from the group by clicking members, then the three little dots by their name to delete.) Can add a note stating removed from RM group.If the group is a triple/quad you will need to move remaining members to a lower occupancy room. 
   3. Main> This shows Application information >click edit > scroll down to the Application Status section>Click on the box next to Cancelled. This will populate today's date as the cancellation date> Click Save. Click Entry and this will take you back to the main screen.
5. Click on Meal Plan, delete the meal plans for the academic year by clicking on the three dots and select cancel meal plan for each term.
6. Click Profiles - If the student has an assignment they should also have an LLC listed. Delete the LLC profile by clicking on the three dots> click delete item> click Ok
7. Click on Custom Fields tab, click edit, and add "Override Classification" checkbox.
   1. Check in banner to see if a student has a deposit on file. If a deposit is on file place a checkmark in the >Incoming Cancellation Forfeit $330 Deposit box. If the student does not have a deposit on file leave the box blank. 
   2. If the student has deferred, do not forfeit the deposit.
8. Click on Bookings> See if the student has a booking for the term you are working on, If they have a booking click the three dots and select cancel booking. You will get a pop up asking you to verify you would like to cancel the booking click Ok. Another pop  up will verify if you want to cancel the whole entry > click Yes

9. To remove $175 fees for Sports and Rec LLC and Health and Wellness LLC.You have to complete both steps. The first step will remove the student from the dynamic list and the second step will remove the fee. 

   Step 1- Click on applications - View-custom fields-Charged LLC fee should be checked. Click the edit box and uncheck and then click save.

   Step 2- - Go back to the student - Click on Account- you will see 

10. Click on the three dots- Click Reverse Transaction - a box will appear showing the transaction to be reversed click> ok you will now see the original transaction and the reversed(refund) transaction 

    

Response Template (optional)

• (Draft standard response to ticket requester that work has been completed)

Notes (optional)

• (Provide qualifying notes, if needed)
• (Provide qualifying notes, if needed)