Account Credits

Free CU List 22-23

Because we don’t issue refunds for the $5 unit fees, we will most often instead offer a $5 coupon code that can be used towards a different unit or a renewal instead. 

• Common situations
  • Student purchased the wrong unit and wants to swap them
  • Student purchased a unit they already completed
  • Student paid flat fee for registration and a number of units
  • Etc… 
• When this happens, record it on the Free CU sheet under the $5 Credits tab at the bottom. 
  • These codes will expire at the end of each term. 
    • See the Coupon Codes article for instructions on how to make codes should you need it.
    • If you don’t see the $5 Credit tab at the bottom of the page, select the four horizontal line menu and you should see it in there
  • Record…
    • Student name
    • ID number
    • School
    • The date
    • Your initial
    • Be sure to include the reason for why you are giving the student this coupon code

When the director makes a note on a Buzz account making an exception for a student to pay a flat* fee or a discounted fee for registration and units, there really is no one size fits all solution, you will need to adapt based on the situation. 

• (Most commonly, you will see discounted registration for seniors who are about to graduate and only have a few units left to take.) 
• Here are some possible solutions…
  • If student was approved for a flat* fee for registration and units…
    • Through shopping cart
      • Create a coupon code to take off the appropriate discount for the registration. 
        • Record this code you created on the FREE CU sheet under the Registration Coupon tab
          • Be sure to put reason so we know why these codes are getting used
        • If you don’t see the Registration Coupon tab at the bottom of the page, select the four horizontal line menu and you should see it in there
      • Use the $5 coupons from the $5 Credits tab for any other units they may need. 
        • Be sure to record and state specifically which unit the codes were used for. This will help us keep track of why students are getting fees waived and what they are using coupon codes for. 
      • The Buzz account notes should reflect properly that the student received codes and what they were received for. 
    • TES
      • Take payment through TES
        • BE SURE TO MAKE NOTE OF THIS IN BUZZ
      • Manually add requested units through Buzz
        • If they don’t want to take all units at once, make sure note says to manually add units as they are ready
  • If the student was approved for a discounted fee just to complete specific units…
    • Take payment in TES
      • Registration should be expired in the shopping cart. See Manually Expiring Registration article for steps on how to do this should you need them
    • Change Description and End Date to say REX
    • Be sure to specify in notes that the student is only allowed to test on the specific units.
      • If the student wants to take more classes than the ones they were approved for, they will need to pay the full $100 registration fee
• Because each situation can be so different, the best we can suggest is to use your best judgment for many of these. Talk to your coworkers, ask the supervisor for the best course of action if you are not sure. 
  • ALWAYS be sure to leave notes so should someone else come across the student, we will know what to do

*Please note, whenever the director makes a note saying a student is paying a FLAT fee, this means this is all the money we are taking from them, they will not be required to pay anything else so renewal fees will not apply UNLESS they specifically state that renewal fees will apply