9.2 End of Term Processes

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

Navigation:  NavBar > Navigator > Curriculum Management > Grading > Grade Lapse

  1. The Grade Lapse run control ID search page displays.
  2. Select the Add a New Value tab.
  3. Enter Run Control ID.
  4. Select Add.
Grade Lapse Add a New Value tab
  1. The Grade Lapse page displays.
  2. Enter Institution.
  3. Enter Term.
  4. Enter Lapse Deadline.  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. Enter Academic Program (optional).
  6. Select Run.  Refer to the Process Scheduling QRG for instructions.
Grade Lapse page
  1. The Process Scheduler Request page displays.
  2. Select Grade Lapse Process.
  3. Select OK.  Again, please refer to the Process Scheduling QRG for instructions.
Process Scheduler Request page

Viewing the Grade Lapse Results for an Individual Student

Navigation:  NavBar > Navigator > Records and Enrollment > Student Term Information > Student Incomplete

  1. The Student Incomplete search page displays.
  2. Enter Search Criteria to identify your student.
  3. Select Search.
Student Incomplete search page
  1. The Student Incomplete page displays.
  2. Review the grade lapse results for your student.
Student Incomplete page

Step 3 - Run Repeat Check Process

Run Repeat Check Process

Navigation:  NavBar > Navigator > Records and Enrollment > Term Processing > End of Term Processing > Repeat Checking

  1. The Repeat Checking run control ID search page displays.
  2. Select the Add a New Value tab.
  3. Enter Run Control ID.
  4. Select Add.
Repeat Checking Add a New Value tab
  1. The Repeat Checking page displays.
  2. Enter Institution.
  3. Enter Career.
  4. Enter Program (optional).
  5. Enter ID (optional-enter only if running for one student).
  6. Enter Mode:
    • "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.
    •  "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.
  7. Enter Check:
    • "A": All Courses:all student enrollment records within the selected mode and scope.
    • "N":Never: Do not check student enrollment records.
    • "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.
  8. Enter Scope:
    • "A": All Work for Term:all of the course work on the student's enrollment records, including course transfer credit.
    • "E": Student Enrollments Only: only courses for which the student enrolled through the internal academic institution. Credit received by transfer is not considered.
    • "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.
  9. Select Run.  Refer to the Process Scheduling QRG for instructions.
Repeat Checking page

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

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

Academic Deficiency

Academic Standing Table deficiency

Good Standing

Academic Standing Table good

Probation

Academic Standing Table probation

Suspension

Academic Standing Table suspension

Creating Academic Standing Rules

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

Academic Deficiency

Academic Standing Rule deficiency

Good Standing

Academic Standing Rule good

Probation

Academic Standing Rule probation

Suspension

Academic Standing Rule suspension

Setting Up Honors and Awards

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

  1. The Honors/Awards Table search page displays.
  2. Enter Academic Institution.
  3. Select Search.
Honors Award Table Find an Existing Value tab
  1. The Search Results list displays at the bottom of the page.
  2. Select an award/honor.
Honors Awards Table Search Results
Honors Awards Table page

Creating Honor and Award Rules

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

Honors and Awards Rule page

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

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

  1. The Academic Program Table search page displays.
  2. Enter Academic Institution.
  3. Enter Academic Program.
  4. Select Search.
Academic Program Table Find an Existing Value tab

Standing and Honors

Academic Standing

  1. The Academic Program 1 tab displays.
  2. Select the Academic Standing and Honors tab.
Academic Program 1 tab
  1. The Academic Standing and Honors tab displays.
  2. Academic Standing Rule - Select the academic standing rule for this academic program.
  3. 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.
  4. 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.
  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 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.
  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.
  7. Select Save.
Academic Standing and Honors tab

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.

Tracking Academic Standing for Individual Students

Tracking Honors and Awards for Individual Students

Step 5 - Setting and Removing Academic Standing Service Indicators

Step 6 - PERC - Post Enrollment Requirement Checking

PERC - Post Enrollment Requirement Checking

Run Enrollment Requirement Roster

Navigation:  NavBar > Navigator > Curriculum Management > Enrollment Requirements > Post Enroll Req Checking > Enrollment Requirement Roster

  1. The Enrollment Requirement Roster search page displays.
  2. Enter Academic Institution.
  3. Enter Term.
  4. Select Search.
Enrollment Requirement Roster search page
  1. The Enrollment Requirement Roster (Summary) page displays.
  2. Scroll down to the Enrolled Students 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 Process Status is Success and the Status Note is PERC Drop.
Set Filter Options page

Step 7 - Degree Posting

Step 8 - Processing Term Withdrawals

Processing Term Withdrawals

Term Withdrawal functionality simplifies completely withdrawing students after the 10th day of a term.

  1. The term withdraw function updates FA Term to indicate when a student is no longer attending.
  2. The function is also integrated into NSC reporting--reducing NSC reporting errors.

Step 9 - Identify Term Activated Students to a Completed or Discontinued Student Program/Plan Stack

Queries to Identify Term Activated Students

Navigation:  NavBar > Navigator > Reporting Tools > Query > Query Viewer

  1. QCS_SR_COMPLETED _ST_STILL_ENRL - Comp Stdnt Enrolled in >Term
  2. QCS_SR_TERM_ACT_INACTIVESTACK  - Term Activated Inactive Progs

The queries can be used as a proactive measure based on local business processes. For example,  if a student decided to enroll into classes after they completed a program, a student's tuition will not calculate if they are term activated to that completed stack. The student would need to be term activated to an new active program/plan stack--not the completed stack--in order for tuition to calculate.

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