About Student Session Data

Student session data stores information about a student per semester. This information is used in the billing rules process.

Student sessions are created automatically upon admission of the student using data sent from the application. Session data is also automatically created when a student is registered for a term. Session data may be manually created or updated as necessary.

View/Edit Student Session Data

1. Navigate to the Student
2. Navigate to Person Selected > Session Data
3. Next to the semester to edit click the pencil or click the magnifying glass if you have read only access to view (see Understanding Student Session Data Fields in documentation below for descriptions of fields)

Create Student Session Data for Individual Student

1. Navigate to the Student
2. Navigate to Person Selected > Session Data
3. In the Target Semester drop down choose the semester to which to create data
4. Click add
5. Complete desired fields and click Save (see Understanding Student Session Data Fields in documentation below for descriptions of fields)

Copy Student Session Data for Individual Student

This process will copy the student session data from one term to another.

1. Navigate to the Student
2. Navigate to Person Selected > Session Data
3. In the Target Semester drop down choose the semester to which to create data
4. In the Source Semester drop down choose the semester to copy from 
5. Click Copy
6. Edit any desired fields and click Save (see Understanding Student Session Data Fields in documentation below for descriptions of fields)

Copy Student Session Data in Batch

This process will copy student session data from one term to another. If a student already has session data for the target semester, the student's session data will remain unchanged.

Permission #336 is required to access this function.

1. Navigate to Admin > Session Data Copy
2. Under Copy session data from the source semester to create new session data records in target semester choose which data elements to copy
3. In the Source Semester choose the semester in which to copy session data from
4. In the Target Semester choose the semester in which to copy session data to
5. Click Submit

The following data will never copy when using this process.

• State Residency Code
• Box #
• Box Suffix
• Voicemail
• Start Date
• End Date
• Ignore Billing by Major
• Contract Received Date
• Citizenship
• County
• State
• Country
• Admin Status
• Academic Goal

Delete Student Session Data for Individual Student

Student session data may be deleted for record-keeping purposes. Campus Cafe recommends keeping session data for any semester in which the student has a billing entry, financial aid or enrollment, even if dropped or withdrawn.

1. Navigate to the Student
2. Navigate to Person Selected > Session Data
3. Next to the semester to edit click the X icon

Delete Student Session Data in Batch

Student session data may be deleted for record-keeping purposes. This process will retain student session data for a student which has during the specified semester billing or enrollment data.

Permission #336 is required to access this function.

1. Navigate to Admin > Session Data Copy
2. Under Delete Session Data for Selected Semester For Students with No Enrollments or Billing Records In Selected Semester choose the semester in which to delete records
3. Click Delete History

Understanding Student Session Data Fields

Housing Fields

Resident Code: Employed by the billing rules to indicate if housing charges should apply to the student. Resident students are defined as those with ‘R’ or ‘M’. Commuters are defined as students with a ‘C’.

State Residency Code: Informational area to record a student's official state residence. Selection has no impact on billing. Options set using STParm HOSTRS

Box#: The student's mailbox number

Box Suffix: The student's mailbox suffix

Voicemail: The student's institution issued voicemail extension

Locker #: The student's locker number

Dorm Bed #: The specific bed number occupied by the student

Room: Displays current room assignment

Change Dorm & Room: Assign dorm and room

Meal Plan #: Used in group billing to match up with a meal plan of the same name. Options set using STParm HOMPNO. Custom control BI050B 2-2 controls whether to bill meal plans. DFM is the default meal plan in the billing rules if this is turned on.

Start Date: The first date the student occupied the dorm room

End Date: The last date the student occupied the dorm room

Business Fields

Billing Site: The billing site for the semester. The billing site may drive billing rules.

Ignore Billing By Major: Check to prevent the student from being billed by his or her major.

Billing Rule Code: The rule code to employ if using the Billing Charges interface to set rules. Optional.

Health Insurance Code: Option set here will determine whether student is billed for health insurance.

Insurance Id: The policy number of the student's health insurance

Insurance Carrier: The student's health insurer. Options set using STParm HSINSU

Insurance Subscriber: The name of the policy holder for the student's health insurance plan

Educational Partner: This field is used for Sponsor Billing. Sponsor's must be set up at the time of entry and also have an Alumni Other Codes which matches the Ed Partner defined code in Custom Control ED_PARTNER, Sequence 1, Parameter 1.

Payment Plan Code: Informational area to record a student's payment plan. Selection has no impact on billing. Options set using STParm HOPPCD

Payment Plan Balance Flag: Indicates if student has an outstanding payment plan on record.

Contract Received Date: Not in use

Citizenship: The student's citizenship during the term. The selection is independent of the citizenship chosen on the student Bios screen

County: The student's county of resident during the term. The selection is independent of the student's address. Options set using STParm SBCOUN.

State: The student's state of residence during the term. The selection is independent of the student's address

Country: The student's country of residence during the term. The selection is independent of the student's address 

Admit Status: The student's admission status for the term. The selection is independent of the student's application/admissions record. Options set using STparm HOADST

Academic Goal: An outcome sought by the student for the term. Options set using STParm HOACGL

Student Session Data Report

Some of the data points are searchable and viewable through the Student Finder. A more comprehensive report with the billing related fields is available through Base Reports. The report in the Billing and Accounts Receivable folder is called Student Session Business Data.