Monroe Community College
Records and Registration
Procedures Manual
Function: Fresh Start
Name and title of person performing this function: Patricia Dano - Administrative
Assistant
Blank forms used:
None
How, or from whom, do you order these forms?
N/A
Customer completed forms used:
Admissions' "Fresh Start" candidate request form.
Names and/or numbers of SIS and/or Focus reports used to perform function:
None
Equipment used:
Mainframe PC and printer.
Software used:
SIS and MS Word
SIS screens used:
025 and SP1
Time of year/semester that function is performed:
After final grades have been posted in Fall and Spring semesters.
Peak time of year/semester for function:
After final grades have been posted in Fall and Spring semesters.
Forms filed where and for how long?
In-house: In file folder - Patti's desk
Off-site: N/A
Imaged: Not yet - to be discussed.
Linked: N/A
Function: Fresh Start
Processing steps:
1. After the census date, Admissions requests a list of students who meet the criteria for
"Fresh Start" consideration. Donna Burke, in Admissions, runs the list.
2. Admissions sends a letter and application form to students meeting the criteria, asking
if they would be interested in participating in Fresh Start program. (See program
requirement outline, sample letter and application form.)
3. Interested students must complete the form and return it to Patti by the last day of
classes in the current semester.
4. Review requirements for Fresh Start, to determine if student meets all requirements
for the program.
5. To process the student's request, go to screen 025 (in SIS). On line 6, to the right of
"Fresh Start", enter the letter "R" (request for fresh start). Press enter. The letter "R" will
appear on the top, right corner of the 136 screen, to indicate that a request has been
submitted.
6. File the processed student applications in a folder labeled "Fresh Start + term" (ex.
Fresh Start Fall 2002) until final grades are submitted.
7. After final grades have been posted check applicants' eligibilty for the program, by
viewing (136) transcripts for each.
8. For students who failed to meet the program requirements, mail a letter indicating the
reason for denial. (See sample letter.)
9. Go to screen 025. On line 6, to the right of "Fresh Start", enter the letter "D" (denied).
Press enter.
10. For students who meet the program requirements, go to the SP1 screen. Exclude all
D+, D, D- or F grades (by doing what??)
11. Go to the 025 screen. On line6, to the right of Fresh Start, enter the letter "A"
(accepted). Press enter.
12. For students accepted into the Fresh Start program, run a new copy of their
transcripts. Mail the updated transcripts and acceptance letters to each student. (See
sample acceptance letter.)
See attachments (1-5)
1 - Fresh Start program requirements outline
2 - Admissions invitation to participate in Fresh Start program letter
3 - Admissions Fresh Start program application form
4 - Registration and Records Fresh Start program denial letter
5 - Registration and Records Fresh Start program acceptance letter
Documentation of Fresh Start Process
Purpose: “Fresh Start” allows for the removal of all “D+”, “D”, “D-“, and “F” grades from the
calculation of the Grade Point Average (GPA). Individuals who previously attended MCC but have been
not in attendance for three or more years and plan to return to the same program may take advantage of
“Fresh Start.” “Fresh Start” allows for courses and grades to remain on the transcript in the semester
taken, but the notation of “XG” will appear on the transcript as “excluded from GPA.” The excluded
courses cannot be re-included at a later date to complete academic requirements.
When: The fresh start process is run during the fall and spring terms only. (March and October)
How:
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Registration & Records runs the process after the census date.
Run FSR062 to identify students who have not attended in at least three years.
o The focus requires the current term’s registration year and three previous years.
o Example: current term: 20042; previous term: 20012 (3 year difference)
You can only run this report ONCE! After it is run, the data cannot be recreated. So remember
to save the report to your hard drive once it is run!!
FSR062 produces two files:
o FSR062PRN = Data file with SSN information which is then run against FSR111 to
create a file with the addresses for each student.
o FSR062Lising = Student name, major, GPA, earned hrs and SSN information
Follow the directions for FSR111 to create the address file in excel.
Create mail merged letter to students using the FSR062 excel file
Remember to add a specific date as to when the applications must be returned to apply for Fresh
Start in the mail merged letter. (Usually a date close to the end of the current term)
Print the mail merged letter. Before stuffing letter, run through scanner in order to image a copy
of the letter to the student’s account. (If you can’t image the letter – then note the letter was sent
on the 148 screen. Be sure to note the term sent)
When applications are returned, enter an ‘R’ on screen 025 next to Fresh Start (line 6). This will
indicate that the student has applied for fresh start.
After final grades have been posted, review the current term’s GPA to determine if he/she
qualifies for the program. Students must have earned a 2.0 GPA in their first returning semester to
qualify.
Any student who qualifies for fresh start should have all grade of D or lower excluded from their
GPA. Go to SP1 for every term and enter an XG next to all D or lower grades.
Update the 025 screen with the fresh start decision after GPAs have been reviewed. Enter “D” for
students who have been denied. Enter “A” for students who have been accepted
Print acceptance and rejection letters out to all of the students who applied for fresh start. Before
mailing, run through imaging scanner to link letters to the student accounts.
Correspondence:
Application Letter and Application Form (sent after census)
Acceptance or Rejection Letters (sent after final grades computed)
Both letters should be linked to individual student records in imaging system.
Admissions Office
MONROE COMMUNITY COLLEGE
Example of Application Letter
April 15, 2004
Name
Address
City, State Zip
Dear First Name,
Our records indicate that you are eligible to participate in the “Fresh Start” program at Monroe Community
College. Students who previously attended MCC but have not been in attendance for three or more years
and return to the same program may choose to take advantage of “Fresh Start.”
The “Fresh Start” program allows for the removal of all D+, D, D- and F grades from the calculation of the
grade point average (GPA). Courses and grades will remain on the transcript in the semester taken, but the
notation of XG will appear on the transcript as “excluded from GPA.
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These excluded courses will not be counted toward your graduation requirements.
The excluded courses cannot be re-included at a later date to complete academic requirements.
In order to qualify for the “Fresh Start” program, you must:
 Earn a 2.0 GPA in the Spring 2004 semester.
 Complete the enclosed “Fresh Start” Application and return it to the Registration & Records
Office by May 21, 2004.
You will be notified of your acceptance into the “Fresh Start” program in July 2004, based on the criteria
noted above. If you have any questions, please contact me at 292-2200 (dburke@monroecc.edu) or
Elizabeth Ripton at 292-2243 (eripton@monroecc.edu) or Patricia Kehrer 292-2237
(Pkehrer@monroecc.edu). We also recommend that you discuss the Fresh Start program and its affect on
your academic transcript with your academic advisor.
Sincerely,
Donna Burke
Donna Burke
Assistant Director
Enclosure: Fresh Start Application
cc: Student’s File, Student Full Name & SSN
Example of Application Form
Fresh Start Application
Fresh Start Policy
“Fresh Start” allows for the removal of all “D+”, “D”, “D-“, and “F” grades from the
calculation of the Grade Point Average (GPA). Individuals who previously attended
MCC but have been not in attendance for three or more years and plan to return to the
same program may take advantage of “Fresh Start.” “Fresh Start” allows for courses
and grades to remain on the transcript in the semester taken, but the notation of “XG”
will appear on the transcript as “excluded from GPA.”
The excluded courses cannot be re-included at a later date to complete academic
requirements.
Date:
____________________________________________________
Name:
____________________________________________________
Social Security Number: _____________/__________________/____________
Program:
____________________________________________________
Please consider me a candidate for “Fresh Start.” I understand that “Fresh Start” is an
opportunity that I may take advantage of only once and that courses that will be excluded
from my grade point average (GPA) will not be re-included at a later date to satisfy
academic requirements.
Signature:
___________________________________________________________
Please return this completed form to Registration & Records by May 21, 2004.
MONROE COMMUNITY COLLEGE
Registration and Records
Example of Rejection Letter
December 23, 2003
Quanda Cameron
49 Casper Street
Rochester, New York 14605
Dear Quanda,
We received your application to participate in the Fresh Start program. Unfortunately,
you were required to earn a minimum GPA of 2.0 in your returning semester in order to
qualify for the program. You earned less than a 2.0 average in the Fall 2003 term.
Therefore your application for the Fresh Start program has been denied.
Please feel free to contact me if you have any questions. Good luck in your studies at
Monroe Community College. Enjoy the upcoming winter break.
Sincerely,
Elizabeth Ripton
Director
Cc:
Student’s File - 039 term
SSN 128545688
MONROE COMMUNITY COLLEGE
Registration and Records
Example of Acceptance Letter
December 23, 2003
«First» «Last»
«Address_1»
«Address_2»
«City», «St» «Zip»
Dear «First»,
I am pleased to inform you that you have been accepted into the Fresh Start program due
to your successful academic work during the Fall 2003 term.
As a result, all ‘D’ and ‘F’ grades have been removed from your GPA at Monroe
Community College. The courses and grades remain on your academic transcript but are
no longer reflected in your grade point average. An unofficial copy of your transcript is
enclosed.
If you have questions, please contact Patricia Kehrer 292-2237 or me at 292-2243.
Sincerely,
Elizabeth Ripton
Director
Cc:
Student’s File
039 Term
SSN: «SSN»