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Prepare the Data for Holds

Create records that populate the reasons, restrictions, and resolutions of your holds.

Required Editions

Available in: Lightning Experience
Available in: Enterprise, Unlimited, and Developer Editions with Education Cloud license and Education Cloud Advanced Academic Operations for Experience Cloud add-on
User Permissions Needed
To populate objects: Education Cloud Full Access
To edit objects: Education Cloud Advanced Academic Operations Admin Access

Before your start, turn on Advanced Academic Operations to access the required objects.

Create a Regulatory Authority Record

  1. From the App Launcher, find and select Regulatory Authorities.
  2. Click New.
  3. Enter a name and a description.

    For example, enter Office of the Registrar as the name.

  4. Save your changes.

Configure Fields on the Regulation and Regulatory Code Objects

  1. Configure the Scope picklist on the Regulation object. See Customize Standard Fields.
    The picklist values reflect different categories of institutional policies. For example, Student Enrollment and Degree Progression or Course Registration.
  2. Similarly, configure the Type picklist on the Regulatory Code object.
    Make sure that this picklist has all the values in the Scope picklist on the Regulation object.

Create Records for Reasons

  1. Create a regulation record and a regulation version record.
    1. From the App Launcher, find and select Regulations.
    2. Click New.
    3. Enter a name and a description.

      For example, enter Academic Standing Policy as the name.

    4. For Scope, select a value from the picklist that you defined.

      For example, select Student Enrollment and Degree Progression.

    5. Select a regulatory authority record.

      For example, select Office of the Registrar.

    6. Specify a regulation manager and add comments and reference document links as needed.
    7. Save your changes.
    8. In the Edit Regulation Version window, set the effective start and end dates.
      The effective period defines the lifetime of the regulation.
    9. Update the summary and add links to the reference document list as needed.
    10. Save your changes.
      Every regulation that you create automatically creates a corresponding regulation version in draft status. The record name has a V1 suffix by default.
    11. Go to the Related tab and review the regulation version.
      Leave the regulation version in draft status until you’re ready to connect it to regulation clauses. Update its status after you make the connection.
  2. Create a regulation clause record and a regulation clause version record.
    1. From the App Launcher, find and select Regulation Clauses.
    2. Click New.
    3. Enter a name and a description.

      For example, enter GPA Requirement as the name.

    4. Select a regulation record.

      For example, select Academic Standing Policy.

    5. Add comments and reference document links as needed.
    6. Save your changes.
    7. In the Edit Regulation Clause Version window, enter the effective start and end dates.
      The effective period defines the lifetime of the regulation clause.
    8. Save your changes.
      Every regulation clause that you create automatically creates a corresponding regulation clause version in draft status. The record name has a V1 suffix by default.
    9. Go to the Related tab and review the regulation clause version.
  3. Map a regulation clause version to a regulation version.
    1. From the regulation clause version record that you viewed earlier, go to the Related tab.
    2. In the Regulation Version Regulation Clause Versions section, click New.
    3. Select the regulation version that you want to map to this regulation clause version.

      For example, select the Academic Standing Policy_V1 regulation version. The mapping is viable only if both the regulation version and the regulation clause version are in draft status.

    4. Save your changes.
  4. Publish the regulation clause version and its related regulation version.
    1. From the same regulation clause version record, go to the Details tab.
    2. Update the status to Published, and then to Active.
    3. From the regulation version record that you selected for mapping earlier, go to the Details tab.
    4. Update the status to Published, and then to Active.

Create Records for Restrictions

  1. Create a business operations process record.
    1. From the App Launcher, find and select Business Operations Process.
    2. Click New.
    3. Enter a name, an API name, and a description.

      For example, enter Course Registration as the name.

    4. Select the functional owner and technical owner, specify the status and the parent business operations process, and add comments as needed.
    5. Save your changes.
  2. Map a regulation clause version to the business operations process record that you created.
    This mapping creates a reason-restriction pair. If a violation of this regulation clause occurs, the system puts a restriction on the mapped business operation process.
    1. From the business operations process record page, go to the Related tab.
    2. In the Business Operations Process Regulation Clause Versions section, click New.
    3. Select the regulation clause version that you want to map the business operations process to.

      For example, select GPA Requirement_V1.

    4. Save your changes.
Important
Important Course Registration automatically blocks students who have active holds from registering for courses. To make sure that Course Registration finds holds with the right restrictions, create a business operations process record and give it the API name of Course_Registration. See Course Registration Considerations in Course Search and Registration.

Create an Action Plan Template for Resolutions

  1. From the App Launcher, find and select Action Plan Templates.
  2. Click New.
  3. Enter a name and a description.

    For example, enter Create a remedial plan with your advisor as the name.

  4. Select Regulatory Code Violation as the target object.
  5. Select Industries as the action plan type.
  6. Save your changes.
  7. To add a task to the action plan template, in the Items tab, click New Task.
  8. Enter a subject, select the task priority, and set the number of days for the student to initiate the task.
  9. If the task is mandatory, select Required.
  10. To dynamically assign the task to a specific student, under Task Assignment, select Regulatory Code Violation.Response Context ID as the assignee target.
  11. Save your changes and then publish your template.