End of Term Processes 21t

Purpose: Use this to complete the sequential step by step process for End of Term Process in ctcLink.

Audience: Student Records Staff

Step 1 - Grade Rosters and Grading

Step 2 - Lapse Grades

Running the Grade Lapse process
  1. Use the Find an Existing Value tab to search for an existing Run Control ID, or create a new one.
    To create a new Run Control:
    a.  Click the Add a New Value tab.
    b.  Enter a unique Run Control ID.
    c.  Click Add.
Add a New Value tab

On the Grade Lapse page, enter the request parameters.

  1. Institution: Select a value from the drop-down list (e.g. WA220 for Tacoma Community College).
  2. Career: Select or enter a Career.
  3. Term: Select or enter a Term (e.g. 2145 for summer 2014).
  4. Lapse Deadline:Enter a date (e.g. today’s date). The lapse deadline represents the last day that the student has to complete the incomplete. The Lapse Deadline must be later than or equal to the fully graded date from the Term Calendar 3 page plus the lapse days that are identified on the incomplete page in the Academic Program Table component.
  5. Academic Program: Optional
  6. Click the Run button.
  1. Select the Grade Lapse Process and click OK.
  2. Click Process Monitor.  The process may take time to run based on the quantity of records being processed.
  3. Continue to click Refresh to update the Run Status until it shows Success.
Process Scheduler Request

Viewing the Grade Lapse Results for an Individual Student

  1. On the Student Incomplete page, enter a student’s ID in the ID field (e.g.201150397).
  2. Click the Search button.
  1. Review the Grade Lapse results for that student.
Stuent Incomplete page

Step 3 - Run Repeat Check Process

Run Repeat Check Process
  1. Enter an existing Run Control ID or Click the Add a New Value tab and create a new Run Control ID.
  2. Click the Add button.
Add a New Value tab
  1. On the Repeat Checking page, enter the request parameters.

a. Institution
b. Career
c. Program (optional)
d.Term (it is recommended to run only one term at a time)
e. ID (Optional – enter if only running for one student)
f. Mode

i.  A: All/Entire Record: starts at the beginning of the student's record and progresses forward to the current term, considering all courses within the student's record. This mode is ideal for processing over many terms that have never been processed for repeat checking when evaluating an individual student.
ii.  T: Entire Term:checks for repeats against only the student enrollment records within the term specified in the Term field. The process starts with the specified term and progresses back in time looking only for matches of classes that were taken within the specified term.

Repeat Checking

g.  Check

i.  A: All Courses:all student enrollment records within the selected mode and scope.
ii.  N:Never: Do not check student enrollment records.
iii.  O: Only Repeat Candidates: only those courses in the selected process term for which the repeat candidate flag on the STDNT_ENRL table is set to Y.

h.  Scope

i.  A: All Work for Term:all of the course work on the student's enrollment records, including course transfer credit.
ii.  E: Student Enrollments Only: only courses for which the student enrolled through the internal academic institution. Credit received by transfer is not considered.
iii.  X: Transfer/Test Credits: assigns repeat codes to transfer credit, whether or not the Process on Transfer Credit check box on the Academic Institution page is selected.

  1. Click Run.
Process Scheduler Request
  1. Select the processes on the list and click OK.
  2. Click Process Monitor, the process may take time to run based on quantity of records processed.
  3. Click Refresh on the Process monitor page to update the process run status until the run status displays as Success.

Step 4 - Academic Standing, Honors and Awards

Academic Standing, Honors and Awards

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

Academic Deficiency

Academic Standing Table

Good Standing

Academic Standing Table

Probation

Academic Standing Table

Suspension

Academic Standing Table

Creating Academic Standing Rules

Academic Deficiency

Academic Standing Rule page

Good Standing

Academic Standing Rule page

Probation

Academic Standing Rule page

Suspension

Academic Standing Rule page

Setting Up Honors and Awards

  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

Honors and Awards Rule page
Honors and Awards Rule page

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

  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 Exisiting 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.

  1. 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.
  2. 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.
  3. 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.
Academic Standing

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

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.

  1. Institution - Select the academic institution that you want the system to use in the Academic Standing process.
  2. Career - Select the academic career that you want the system to use in the Academic Standing process.
  3. Term - Select the term that you want the system to use in the Academic Standing process.
  4. Acad Prog (Academic Program) - Select the academic program that you want the system to use in the Academic Standing process.
  5. Calculate Academic Standing - Select to calculate academic standing.
  6. Calculate Honors & Awards - Select to calculate honors and awards. You can select both check boxes at the same time.
  7. Date - Enter the date that you want the system to use in the Academic Standing process.
  8. Click the Run button.
  9. Click Process Monitor until you see the status is Success and Posted.
Academic Standing Honors and Awards page

Tracking Academic Standing for Individual Students

  1. Enter a student ID in the ID field on the Term History page.
  2. Click the Search button.
Term History page
  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

  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 an Awards page

Step 5 - Setting and Removing Academic Standing Service Indicators

Setting and Removing Academic Standing Service Indicators
  1. Search for an existing Run Control ID or Add a New Value if this is the first time running this process.
Mass Assign
  1. Enter or look up the Selection Tool, Query Name, and click Edit Prompts.

a.  Enter or look up in Query Prompts, the Institution, Term, Stdng Actn, Srv Ind Cd and Srvc Reasn. Click OK.
b.  In the Service Indicator Data section, enter or look up the Institution, Service Indicator Code and Reason.
c.
 In the Effective Period section, enter or look up the Start Term and Start Date. An accurate start date is critical for desired outcomes (ex. Hold date before registration appointment date.) Click Run.

Query Prompts
  1. Verify the Process is checked and click OK.
Process Scheduler Request
  1. Click Process monitor to verify the process is in Success status.
  2. Process Complete.

Removing the Service Indicator

  1. Search for an existing Run Control ID or Add a New Value if this is the first time running this process.
Add a New Value tab
  1. Enter or look up the Selection Tool, Query Name and click Edit Prompts.

a.  Enter or look up in Query Prompts the Institution, Srv Ind Cd, Srvc Reasn and Stdng Actn. Click OK.
b.  In the Service Indicator Data section, enter the Institution, Service Indicator Code and Reason.
c.  In the Effective Period section, enter or look up the Start Term and Start Date. Click Run.

Query Prompts
  1. Verify the Process is checked and click OK.
Process Scheduler Request
  1. Click Process monitor to verify the process is in Success status. Process Complete.

Step 6 - PERC - Post Enrollment Requirement Checking

PERC - Post Enrollment Requirement Checking

Run Post Enrollment Requirement

  1. Search for an existing Run Control ID or Add a New Value if this is the first time running this process.
Find an Existing Value tab
  1. Enter or look up the *Academic Institution and *Term. Ensure all boxes are checked in the Select Students with the Following Status section.
Run Post Enrollment Requirement Checking
  1. Check the box If process results in a status of Not Satisfied in the Action section.
Action page
  1. User has the option to use Populations Section or Manual Entry by Class. Under Selection Tool, select PS Query. Look up Query Name. There are multiple options to choose from. Select any that fit the intended parameters. After selecting a query name, click Edit Prompts and enter data into all fields. For Manual Entry by Class enter or look up a section and click the Add (+) button to include multiple classes. Click Run at the top of the page.
Population Selelction
Search Results
Query Prompts
Manual Entry by Class page
  1. Check the Process Post Enroll Req Check. NOTE:  Depending on the user’s selections, this process may 30 minutes or longer.
Process Scheduler Request
  1. Click the Process Monitor and verify the process is in Success status. Click Go back to Run Post Enroll Requirement.
Process List tab
  1. Scroll down to the bottom of the page and click Get/Refresh Last Request.
Ge Refresh Last Request button
  1. Data will populate. Click the Enrollment Request ID.
Transaction section

Run Enrollment Requirement Roster

  1. Enter or look up at Academic Institution and Term. User may enter data in other fields.
Enrollment Requirement Roster
  1. Scroll down to the EnrolledStudents section to view students that did not satisfy, or pass the PERC process.
Enrollment Requirement Roster Summary page
  1. Locate any students who did not satisfy the enrollment request and have a Drop/Approved Indicator. Check the box for any student that did not satisfy the enrollment requirement to email a notification. Click Notify Selected Students. Click Clear All after emailing the notification. Select the option to process drops for students with a post enrollment requirement status of:   Not Satisfied. Go up to the Review Complete for Batch Drop Processing and check the box. Scroll down and Click Run.

Note Students may have a status of Conditionally Satisfied due to “I” grades. These students need to be reviewed.

Set Filter Options
Send Notification page
  1. Review the roster and verify the ProcessStatus is Success and the StatusNote is PERC Drop.
Set Filter Options page
  1. Process Complete

Step 8 - Degree Posting

Awarding a Student Degree
  1. On the Student Program/Plan page, enter a student ID or look up a student by name.
  2. Click the Search button.  If multiple results are returned, select the desired institution or student career number.
  3. Verify the data on the Student Program and Student Plan tabs.  These pages represent the degree being awarded to the student. Refer to local business practice regarding degree evaluation processes.
  4. Change the *Effective Date to the last day of the graduation term.

*Note: The *Effective Date should not be any other day than the last day of the term.

  1. Click the Include History button.
  2. Click the [+] to insert a new effective dated row.
  3. Select COMP as the Program Action.
Student Program tab
  1. Click the Student Degrees tab.
    a.  Degree Checkout Stat: This will display “Approved” and be grayed out.
    b.  Completion Term: Input the term the degree is being awarded
    c.  Degree GPA: Input the degree GPA if that is a part of your college's business practice.
    d.  Degree Honors 1 and 2: Input or Look Up Honors codes if applicable.
  2. Click the Update Degrees button.  The record will display a degree awarded confirmation and will automatically save.  Further edits will require a user to Revoke the degree or make updates on the Student Degree page.
Student Degrees tab

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