Program Plan Batch Discontinuation Process

Purpose: Use this document as a reference for how to run the program plan batch continuation process in ctcLink.

Audience: Student Records Staff

  • This process should be run once a quarter prior to term activation and registration appointment assignments.
  • Be sure to resolve errors before proceeding to next step.
  • If the Selection Tool PS Query is selected and if the query returns more than 50,000 rows, use the file upload to process enough records to reduce the query's results to fewer than 50,000 rows.

The queries below exclude students who have FA term built or have been term activated for the term you are discontinuing or any terms later than the discontinuation term.

Run the processes in the following order:

  1. Students who have not attended for a period of time (term range)  CTC_DISC_TERM_RANGE
  2. Students who have an active Program/Plan Stack with an Academic Plan code that is  CTC_DISC_INACT_PGPLN
  3. Students with specified academic standing- CTC_DISC_ACD_STND
  4. Students in a specified student group  CTC_DISC_SGRP
  5. Students in a file generated by college
  1. Enter an existing Run Control or click the Add a New Value tab.
  2. Enter the desired information into Run Control ID field.
  3. Click the Add button.
Auto Disctontinuation Process - Add a New Value tab
  1. Enter the desired information into the fields below:
    1. Institution
    2. Academic Career
    3. Term
    4. Report Only - Can be run in report only (yes) or no to make the changes.
    5. Selection Tool
  2. Continue to Step 6 for Query or go to Step 21 for External File.
  3. Enter desired information into Query Name field.
Discontinuation Process page
  1. Click the Edit Prompts link to enter desired information into Query Prompts fields.

Note: When entering query prompts make sure they match the values entered on page.

Discontinuation Process - Query Prompts Disc Term

Note: The % can be replaced with a single plan code, otherwise % will find all plans with inactive status or those with Last Admit Term less then discontinuation term.

Discontinuation Process - Query Prompts Acad Plan (Opt)
Discontinuation Process - Query Prompts Disc Term
  1. Click the RUN button on the Discontinuation Process page.
  2. On the Process Scheduler Request page:
    1. Select the Discontinuation Process option in the Process List.
    2. Click the OK button.
Process Scheduler Request page
  1. Click on Process Monitor link.
Discontinuation Process - Process Monitor link
  1. Click the Refresh button until Run Status is "Success" and Distribution Status is "Posted".
  2. Once reports and logs are complete, click on the Details link.
Process List Run Status
  1. Click on the View Log/Trace link.
Process Detail - View Log/Trace link
  1. Select the Discontinuation Report Only.log from the File List to validate the data.
File List section
Discontinuation Process Report
  1. Select the Discontinuation Error.log and Discontinuation Success.log from the File List to validate the data.
View Log/Trace File List Error and Succes
Success Report log
  1. Examples of common errors in all processes:
    1. The plan has been inactivated in the Academic Plan Table using an Effective Date prior to the term to discontinue, find plan effective dates and DISC for term prior to plan effective date.
    2. The student doesn’t have an active row (status is applicant-correct history may have been involved), manually DISC as necessary.
Error Report log
  1. Navigate to the Term History page to validate report only results that have no enrollments within range or Academic Standing.
    1. Main Menu > Record and Enrollment > Student Term Information > Term History page
  2. Navigate to Program/Plan page to validate updated records.
    1. Main Menu > Record and Enrollment > Career and Program Information > Student Program and Plan
  3. Enter ID from log file in to the ID field.
  4. Verify student Program Plan is Discontinued.

External File Upload Process

  1. Click Upload File button and upload file
  2. Click File Mapping and select value.
  3. Click the RUN button.
  4. Click OK button.
  1. Click on Process Monitor link.
  2. Click REFRESH button until Run Status is "Success" and Distribution Status is "Posted".
  3. Click on the Details link.
  4. Click on the View Log/Trace link so you can view the log file and validate the data.
  5. Navigate to Program/Plan page.
    1. Main Menu > Record and Enrollment > Career and Program Information > Student Program and Plan
  6. Enter ID from log file in to ID field.
  7. Verify student Program Plan is Discontinued.
  8. End of Procedure.

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