Academic Standing, Honors and Awards

Purpose: This document is a reference for managing academic standing, honors and awards in ctcLink.

Audience: Campus Solutions staff

You must have at least one of these local college-managed security roles:

  • ZD SACR Student Rec Config
  • ZZ SACR Student Rec Config

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Setting Up Academic Standing

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

Queries:

  • QCS_SR_ACAD_STAND_CLASS
  • QCS_SR_ACAD_STAND_BY_STDNT_GRP
  • QCS_SR_ACAD_STAND_EMAIL
Define Academic Standing Action Codes

Navigation: Set Up SACR > Product Related > Student Records > Student Standing and Awards > Academic Standing Table

  1. The Academic Standing Table search page displays.
  2. Enter or look up the Academic Institution by selecting the looking glass.
  3. Enter or look up the Academic Career by selecting the looking glass.
  4. Select Search.

Academic Standing Table

  1. The Academic Standing Table page displays.
  2. Enter an Effective Date.
  3. Enter a Description.
  4. Enter a Short Description.
  5. Select an Academic Standing Status. The term Academic Standing Status refers to the status a student is assigned based on the Academic Standing Action taken regarding their academic performance.
  6. Enter a Formal Description. When you choose to display the Academic Standing Status, the Formal Description will appear on a student's transcript.
  7. Enter an Internal Description. The Internal Description is for internal purposes only.
  8. Select a Transcript Level. Transcript Level indicates whether the Academic Standing should appear on the transcript.
  9. Select Save.
  10. Select the Add a New Row [+] button to create a new academic standing.
Create Academic Standing Rules

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

  1. The default option is Find an Existing Value.
  2. Enter the Academic Institution and Career. Select Search to view existing values.
  3. The Academic Standing Rule search page displays.
  4. Enter or look up the Academic Institution by selecting the looking glass.
  5. Enter or look up the Academic Career by selecting the looking glass.
  6. Select Search.

Academic Standing Rule

  1. The Academic Standing Rule page displays.
  2. Create an Academic Standing Rule code.
  3. Select an Effective Term.
  4. Enter a Description.
  5. Enter a Short Description.

GPA and Units Detail

  1. In the GPA and Units Detail section:
    1. Enter a Seq. No. In sequence numbering, 10 represents the most severe academic standing action code, and 90 illustrates the least strict academic standing action code.
    2. Enter an Academic Standing Action.
    3. Select a Cumulative GPA.
    4. Select a Current Term GPA.
    5. Select Cumulative Units.
    6. Select Passed Current Units.
    7. Select Passed Cumulative Units.
    8. Select Attempted Current Units.
    9. Select Attempted Academic Year GPA.
    10. Select Exclude No GPA Attempted Units, if appropriate.
    11. Select the Add a New Row [+] icon to create a new row.

Academic Standing Detail

  1. In the Academic Standing Detailsection:
    1. Select Any Academic Standing Set, if appropriate.
    2. Select No Academic Standing Set, if applicable.
    3. Select Prior Academic Standing.
    4. Select the Add a New Row [+] button to create a new row.
  2. Select Save.
Academic Standing Rule
Define Honors/Awards

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

  1. The default option is Find an Existing Value.
  2. Enter the Academic Institution. Select Search to view existing values.
  3. Click the Add a New Value tab to define a new Honor/Award code.
  4. Select the Add button.

Honors/Awards Table

  1. The Honors/Awards page displays.
  2. Enter an Effective Date.
  3. Select Active from the Status drop-down menu.
  4. Enter a Description.
  5. Choose Internal or External from the drop-down menu. Specify whether the honor or award is from an external organization or from the institution itself.
  6. Grantor: Enter the grantor of the honor or award. (Optional)
  7. Choose the Transcript Level at which you want the honor or award printed.
  8. Enter a Formal Description. When you choose to display the Honors/Awards, the Formal Description will appear on a student's transcript.
  9. Select Save.
Honors/Awards Table
Create Honor Award Rules

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

  1. The Honors/Awards Rule search page displays.
  2. Enter or look up the Academic Institution by selecting the looking glass.
  3. Enter or look up the Academic Career by selecting the looking glass.
  4. Select Search.

Honors and Awards Rule

  1. The Honors and Awards Rule page displays.
  2. Create an Honor Award Rule code.
  3. Select an Effective Term.
  4. Enter a Description.
  5. Enter a Short Desc.

GPA and Units Detail

  1. Complete the GPA and Units Detail section.
    1. Honor/Award Group: Default value is 01.
    2. Seq No: Arrange the most to least restrictive rules for system evaluation.
    3. Honor/Award: Enter or look up the Honor/Award by selecting the looking glass.
    4. Cumulative GPA: If applicable, choose a qualifier using the looking glass. A field will appear to the right, where you can enter a numerical value and an And/Or connector for the rule.
    5. Current Term GPA: If applicable, choose a qualifier using the looking glass. A field will appear to the right, where you can enter a numerical value and an And/Or connector for the rule.
    6. Cumulative Units Passed: Choose a qualifier using the looking glass if applicable. A field will appear to the right, where you can enter a numerical value and an And/Or connector for the rule.
    7. Cumulative Units Attempted: Choose a qualifier using the looking glass if applicable. A field will appear to the right, where you can enter a numerical value and an And/Or connector for the rule.
    8. Current Units Attempted: Choose a qualifier using the looking glass if applicable. A field will appear to the right, where you can enter a numerical value and an And/Or connector for the rule.
    9. Academic Year GPA: If applicable, choose a qualifier using the looking glass. A field will appear to the right, where you can enter a numerical value and an And/Or connector for the rule.
  2. Any Academic Standing Set: Choose whether the student is eligible regardless of academic standing.
  3. No Academic Standing Set: Choose whether the student would be eligible for this honor or award if they did not have an assigned academic standing code.
  4. Select the Add a New Row [+] button to create a new rule if needed.
  5. Select Save.
Honors/Awards Rule page
Link Academic Standing/Honors & Awards Rules to Academic Programs

You must have at least one of these local college-managed security roles:

  • ZD SACR Found Tbl Config Inq
  • ZD SR Super User

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Academic Standing and Honors Tab

Academic Standing

Navigation:  Set Up SACR > Foundation Tables > Academic Structure > Academic Program Table

  1. The Academic Program Table search page displays.
  2. Enter or look up the Academic Institution by selecting the looking glass.
  3. Enter an Academic Program. (ACADM, PRFTC, etc.)
  4. Select Search.
  5. Select the Academic Standing and Honors tab.
  6. Complete the Academic Standing section.
    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.
    3. Clear to have the system call the academic standing process when posting or changing a grade on the Quick Enrollment or Enrollment Request pages. In addition, when posting a grade on the Grade Roster page. The academic standing process inserts an updated row, viewable on the Academic Standing page of the Term History component. This is except when a student's class is graded with a grade that counts towards GPA and 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.
    4. Associate with Academic Prog: (Associate with Academic Program) To apply academic standing rules to students in a specific academic program, select the option to associate the rule with that program. This is particularly helpful if a student is enrolled in multiple programs and requires different rules. If you don't select this option, the system will, by default, associate the rule with the student's academic career.
    5. 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 the Term Control Dates page in the Term Activation component.
    6. 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.

Honors and Awards

  1. In the Honors and Awards section:
    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.
  2. Select Save.
Academic Program Table - Academic Standing and Honors tab
Assign Academic Standing/Honors and awards in Batch

You must have at least one of these local college-managed security roles:

  • ZD SR End of Term Processing
  • ZZ SR End of Term Processing

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

The Academic Standing/Honors Awards process evaluates active students in the academic institution, academic career, term, and academic program 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 toward GPA, such as pass/no pass grades.

You can use the checkboxes to run Academic Standing and Honors and Awards separately or together. You can run the entire academic career or just a specific program. This page also allows you to assign Academic Standings and Honors and Awards in batch. You can assign Honors and Awards at the same time as Academic Standing or later.

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

  1. The Acad Standing/Honors-Awards Run Control ID search page displays.
  2. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button. 
  3. It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA220_ACAD_STANDING_HONORS.
  4. The Academic Standing/Honors and Awards page displays.
  5. Enter or look up the Academic Institution by selecting the looking glass.
  6. Enter or look up the Career by selecting the looking glass.
  7. Enter or look up the Term by selecting the looking glass.
  8. Acad Program (Academic Program) - Select the academic program you want the system to use in the Academic Standing process. If it is your business process to run for all programs, leave the field blank--it is not a required field, or add a new row for each Academic Program. (Note: Leaving the field blank will also run the process for TRNST.)
  9. Calculate Academic Standing: Select to calculate academic standing.
  10. Calculate Honors & Awards: Select to calculate honors and awards. You can select both checkboxes at the same time.
  11. Date: Enter the date that you want the system to use in the Academic Standing process. The date should be on or after the Fully Graded Date.
  12. Select the Add a New Row [+] button to create a new row.
  13. Select Run. Refer to the QRG Process Scheduling for instructions.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

View Tutorial Via Panopto

View the external link to Assign Academic Standing/Honors & Awards in Batch. This link will open in a new tab/window.

Modify an Individual Student's Academic Standing

You must have at least one of these local college-managed security roles:

  • ZD SR Super User
  • ZD SR Term Activation
  • ZD SR Withdraw
  • ZZ SR Term Activation
  • ZZ SR Withdraw

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

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

  1. The Term History search page displays.
  2. Enter Search Criteria to identify your student.
  3. Select Search.
  4. The Term Statistics tab displays.
  5. Select the Academic Standing tab.
  6. The Academic Standing tab displays.
  7. Select the Manual Override checkbox.
  8. Enter Academic Program.
  9. Enter Academic Standing Action.
  10. Select Save.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

View Tutorial Via Panopto

View the external link to Modify an Individual Student's Academic Standing. This link will open in a new tab/window.

Tracking Honors and Awards for Individual Students

You must have at least one of these local college-managed security roles:

  • ZD SR End of Term Processing
  • ZD SR Super User
  • ZZ SR End of Term Processing
  • ZZ SR Enrollment Summary

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

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

  1. The Honors and Awards search page displays.
  2. Enter Search Criteria to identify your student.
  3. Select Search.
  4. The Honors and Awards page displays.
  5. 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.
  6. Date Recvd (Date Received): Enter the date that the student received the honor or award.
  7. 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.
  8. Honor/Award: Select the honor and award code that you want to assign to a student's record.
  9. 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.
  10. System Generated: The system selects this check box if the Honors/Awards process generated this honor and award.
  11. Comment: Optional
  12. Select Save.
 Honors and Awards page
Setting Up Degree Honors

You must have at least one of these local college-managed security roles:

  • ZD SACR Student Rec Config
  • ZZ SACR Student Rec Config

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation: Set Up SACR > Product Related > Student Records > Student Standing and Awards > Degree Honors Table

  1. The default option is Find an Existing Value.
  2. Enter the Academic Institution. Select Search to view existing values.
  3. Click the Add a New Value tab to define a new Honors code.
  4. To select an Honors Type, click on the drop-down menu.
  5. Enter Honors Code.
  6. Select the Add button.
  7. The Degree Honors Table page displays.
  8. Enter an Effective Date.
  9. Select a Status.
  10. Enter a Description.
  11. Enter a Short Description.
  12. Enter a Formal Description.
  13. Select Print on Diploma, if appropriate.
  14. Select Print on Transcript, if appropriate.
  15. Select Save.
  16. Process complete.
Degree Honors Table
Academic Standing, Honors Emails

Use the QCS_POP_ACAD_STAND_ACTN query on the 3C Engine Parameters tab to identify students who should receive 3C communications. For instructions, refer to the QRG Communications - Assign and Send PeopleSoft Communications (3C Engine and Communication Generation).

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