ctcLink Reference CenterStudent Records End of Term Processes 21 Academic Standing, Honors and Awards 21t

Academic Standing, Honors and Awards 21t

Purpose: Use as a reference for how to manage Academic Standing, Honors and Awards.

Audience: Campus Solutions Staff

Setting Up Academic Standing

With academic standing action codes and rules, you can create sets of guidelines for every academic career within your institution. You can then use these codes and rules to assign academic standing to students, either by running the Academic Standing/Honors Awards process or by entering academic standing codes directly onto a student's term history record.

Define Academic Standing Action Codes

Navigation: Main Menu > Set Up SACR > Product Related > Student Records > Student Standing and Awards > Academic Standing Tab

Academic Deficiency

Academic Standing Table

Good Standing

Good Standing section

Probation

Academic Standing Table

Suspension

Academic Standing Table
Creating Academic Standing Rules

Navigation: Main Menu > Set Up SACR > Product Related > Student Records > Student Standing and Awards > Academic Standing Rule

Academic Deficiency

Academic Standing Rule

Good Standing

Academic Standing Rule

Probation

Academic Standing Rule

Suspension

Academic Standing Rule
Setting Up Honors and Awards

Navigation: Main Menu > Set Up SACR > Product Related > Student Records > Student Standing and Awards > Honors/Awards Table

  1. Click the Search button on the Find and Existing Value tab of the Honors/Awards Table page.
Honors Awards Table
  1. Choose the appropriate Honor/Award to be defined.
Search Results
Honors Awards Table
Honors Awards Table
Creating Honor and Award Rules

Navigation: Main Menu > Set Up SACR > Product Related > Student Records > Student Standing and Awards > Honors/Awards Rule

Honors and Awards Rule
Honors and Awards Rule
Linking Academic Standing, Honors, and Awards Rules to Academic Programs

Navigation: Main Menu > Set Up SACR > Foundation Tables > Academic Structure > Academic Program Table > Standing/Honors

  1. Enter the appropriate information into the Academic Institution field or select the Look Up icon in the Find an Existing Value tab.
  2. Click the Search button.
Find an Existing Value tab
  1. Select the appropriate Academic Program from the Search Results.
Search Results
Standing and Honors

Academic Standing

1.  Academic Standing Rule - Select the academic standing rule for this academic program.

2.  Calculate in Batch Only - Select to calculate academic standing through a background process using the Academic Standing/Honors Awards page. If you select this check box, the system does not calculate academic standing dynamically, such as when you post grades.

Clear to have the system call the academic standing process when posting or changing a grade on the Quick Enrollment or Enrollment Request pages, and when posting a grade on the Grade ctcLink CS 01/30/2015 Page 9 Roster page. The academic standing process inserts an updated academic standing row, viewable on the Academic Standing page of the Term History component, except when a student's class is graded with a grade that count towards GPA and then later changed to a non-GPA grade. In such a scenario, you must manually update the student's academic standing on the Academic Standing page.

3.  Associate with Academic Prog (Associate with Academic Program) - Select to associate the academic standing rule only with students in this academic program. This is especially useful for students who might be in multiple academic programs; you might want to apply different academic standing rules with different academic programs. If you do not select this check box,the system associates the academic standing rule with the student's academic career.

4.  Obey Fully Graded Date - Select to calculate academic standing only when grades are posted on or later than the fully graded date. The system does not calculate academic standing if this check box is selected and grades are posted before the student's fully graded date. You define the default fully graded date on the Academic Term Calendar 3 page in the Academic Calendar component and an individual student's fully graded date on Term Control Dates page in the Term Activation component.

5.  Exclude Term Category 1, Exclude Term Category 2, and Exclude Term Category 3 - Select the terms in which the system does not calculate academic standing. Values for this field are delivered with your system as translate values. You can modify these values.

Standing Honors tab

Honors and Awards

1.  Honor Award Rule - Select the honor award rule for this academic program.

2.  Calculate in Batch Only - Select to calculate the honors and awards in batch through the Academic Standing/Honors Awards page. If you select this check box, the system does not calculate honors and awards dynamically, such as when you post grades.

3.   Associate with Academic Prog (Associate with Academic Program) - Select to associate the honor/award rule only with students in this academic program. This is especially useful for students who might be in multiple academic programs; you might want to apply different honor/award rules with different academic programs. If you do not select this check box, the system associates the honor/award rule with the student's academic career.

4.  Obey Fully Graded Date - Select to calculate honors and awards only when grades are posted on or later than the fully graded date. The system does not calculate honors and awards if the Obey Fully Graded Date check box is selected and grades are posted before the student's fully grade date. You define the default fully graded date on the Academic Term Calendar 3 page in the Academic Calendar component and an individual student's fully graded date on Term Control Dates page in the Term Activation component.

5.  Exclude Term Category 1, Exclude Term Category 2, and Exclude Term Category 3 - Select the terms in which the system does not calculate honors/awards.

6.  Honor and Award Date Flag - Select the date type that the system posts to students' records for their honors and awards. Values are System Date and Fully Graded Date.

Honors and Awards
Assigning Academic Standing, Honors and Awards in Batch

Navigation: Main Menu > Records and Enrollment > Term Processing > End of Term Processing > Acad Standing/Honors & Awards

The Academic Standing/Honors Awards process evaluates students who are active in the academic institution, academic career, term, and academic program that you select. If students meet the parameters of the academic standing rule or honor award rule, the process updates these students' academic standing records or honors and awards records according to the rule. The process does not update students' academic standing for grades that do not count towards GPA, such as pass/no pass grades.

  1. Click the Add a New Value tab.
  2. Enter a name you may save for searching at a later time.
  3. Click the Add button.
Add a New Value tab

Academic Standing and Honors and Awards can run separately or at the same time by checking the respective boxes. The entire Career or individual academic program can also be run during this process. This same page is used in assigning Academic Standings and to assign Honors and Awards in batch. Honors and Awards can be assigned at the same time with Academic Standing, or at a different time.

4.  Institution - Select the academic institution that you want the system to use in the Academic Standing process.

5.  Career - Select the academic career that you want the system to use in the Academic Standing process.

6.  Term - Select the term that you want the system to use in the Academic Standing process.

7.  Acad Prog (Academic Program) - Select the academic program that you want the system to use in the Academic Standing process.

8.  Calculate Academic Standing - Select to calculate academic standing.

9.  Calculate Honors & Awards - Select to calculate honors and awards. You can select both check boxes at the same time.

10.  Date - Enter the date that you want the system to use in the Academic Standing process.

11.  Click the Run button.

12.  Click Process Monitor until you see the status is Success and Posted.

Academic Standing Honors and Awards
Modifying an Individual Student's Academic Standing

Navigation: Main Menu > Records and Enrollment > Student Term Information > Term History

  1. Enter a student ID in the ID field on the Term History page.
  2. Click the Search button.
Find an  Existing Value
  1. Click the Academic Standing tab.
  2. Check the Manual Override box. The Academic Program and Academic Standing Action will then become available.
  3. Enter the appropriate values for the Academic Program and the Academic Standing Action, the associated description will display on the page.
  4. Click the Save button.
Academic Standing tab
Tracking Honors and Awards for Individual Students

Navigation: Main Menu > Records and Enrollment > Term Processing > End of Term Processing > Honors and Awards

1.  Internal/External - Indicate whether the student's honor or award relates to an external organization or your internal institution. Your selection here affects the honors and awards that you can choose in the Honor/Award field. The system prompts you with the corresponding honors and awards that you defined on the Honor/Award Table page.

2.  Date Recvd (Date Received) - Enter the date that the student received the honor or award.

3.  Academic Institution - Select the academic institution for which you are entering the honor or award. Your selection here affects the honors and awards that you can choose in the Honor/Award field. The system prompts you with the corresponding honors and awards that you defined on the Honor/Award Table page for the academic institution that you select.

4.  Honor/Award - Select the honor and award code that you want to assign to a student's record.

5.  Formal Description and Grantor -The system uses the honor and award code that you enter to populate the formal description and grantor of the honor or award. This information comes from the Honor/Award Table page.

6.  Career - Enter the academic career for which the student is receiving the honor or award. The system prompts you with only the academic careers in which the student has been active.

7.  Term - Enter the term for which the student is receiving the honor or award. The system prompts you with the terms in which the student has been active according to the academic career you select.

8.  Academic Program - Enter the academic program for which the student is receiving the honor or award. The system prompts you with the student's academic programs according to the academic career.

9.  Academic Plan - Enter the academic plan for which the student is receiving the honor or award. The system prompts you with the student's academic plans according to the academic career or program.

10. System Generated - The system selects this check box if the Honors/Awards process generated this honor and award

Honors and Awards
Setting Up Degree Honors

Navigation:  Main Menu > Set Up SACR > Product Related > Student Records > Student Standing and Awards > Degree Honor Table

  1. Click the Add a New Value tab and enter the Academic Institution, Honors Type and Honors Code.
  2. Click Add.
Add a New Value tab
  1. Enter the Effective Date, Status and Descriptions.
  2. Check or uncheck Print on Diploma and/or Print on Transcript.
Degree Honors Table section
  1. The Degree Honor is now available when awarding a degree.
Search Results section

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