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Product Documentation

Manage Affiliations Related to Program Enrollments

Settings for Managing Program Enrollments and Related Affiliations

When a student enrolls in an Academic Program, two records are created to relate the student Contact to the Academic Program Account: a Program Enrollment and an Affiliation. While both records track the same relationship, they track different details.

  • The Program Enrollment tracks details about the Contact's registration in the Academic Program. For example, when a student declares English as her major, she enrolls in the the B.A. English Academic Program. The Program Enrollment can track her enrollment dates, status, and other details.
  • The Affiliation tracks the Contact's connection to the Academic Program Account as one of potentially many affiliated Accounts. For example, the B.A. English Academic Program could be considered a Primary Affiliation because it's her major. Other affiliated Accounts might track her connections to the Department of Biology for her minor or to the swim team.

It's important to handle the data in these related records consistently whenever the student's enrollment starts and ends. As an admin, use these settings in HEDA Settings to manage the relationships between Program Enrollments and Affiliations:

  • In Affiliations | Settings, control how Affiliations are handled when Program Enrollments are deleted or created. Read on for details in this article.
    Note
    The settings described in this article take effect only if the PREN_Affiliation_TDTM Trigger Handler is enabled. For Trigger Handler details, see Apex Class Descriptions for HEDA.
  • In Affiliations | Affiliation Mappings, control whether and how Program Enrollments are automatically created when a Primary Affiliation is created. For details, see Create Accounts and Affiliations.

Manage Affiliations Related to Deleted Program Enrollments

Configure the settings that control how Affiliations are handled when their related Program Enrollments are deleted.
  1. In HEDA Settings, click Affiliations | Settings.
  2. Review these settings under Program Enrollment Deletions. In the Program Enrollment Deletions section, settings control whether to delete the Affiliation related to a deleted Program Enrollment
    Delete Related Affiliation When Deleting Program Enrollment
    By default, this setting is deselected. When a Program Enrollment is deleted, its related Affiliation isn’t deleted but its Status is set to the value specified in the next setting. If this setting is selected and if the related Affiliation has no other Program Enrollments related to it, the Affiliation is deleted.
    Status Specified for Affiliations Not Deleted
    If the related Affiliation is not deleted with the Program Enrollment, set its Status to the value specified here. If you select --None--, the Affiliation isn't updated. This setting applies only if the previous setting is disabled and if the Affiliation has no other Program Enrollments related to it.
  3. If you need to change the default settings, click Edit, make your changes, and click Save.

Manage Affiliations Created with Program Enrollments

Configure the settings that control how Affiliations are created when Program Enrollments are created. These settings apply whenever a Program Enrollment doesn't have an existing related Affiliation.
  1. In HEDA Settings, click Affiliations | Settings.
  2. Review these settings under Affiliations Created with Program Enrollments. In the Affiliations Created with Program Enrollments section, settings control how Affiliations are created when Program Enrollments are created
    Specify Role for Created Affiliations
    By default, this setting is deselected. The created Affiliation doesn't have a Role specified. If this setting is selected, the Role is set to the value specified in the next setting.
    Role Specified for Created Affiliations
    If you've enabled the setting to specify a Role for the created Affiliation, set it to the value specified here. If you select --None--, we set the Affiliation's Role to a blank value. This setting applies only if the previous setting is enabled.
    Status Specified for Created Affiliations
    Set the created Affiliation's Status to the value specified here. If you select --None--, we set the Affiliation's Status to a blank value.
    Copy Affiliation End Date from Program Enrollment
    By default, this setting is deselected. The created Affiliation doesn't specify an End Date. If this setting is selected, the End Date is copied from the Program Enrollment's End Date value.
    Copy Affiliation Start Date from Program Enrollment
    By default, this setting is deselected. The created Affiliation doesn't specify a Start Date. If this setting is selected, the Start Date value is copied from the Program Enrollment's Start Date value.
  3. If you need to change the default settings, click Edit, make your changes, and click Save.