9.2 Running Grade Lapse Process

Purpose: Use this document as a reference for running the Grade Lapse process in ctcLink.

Audience: Student Records staff.

Running the Grade Lapse Process

Navigation: Main Menu > Curriculum Management > Grading > Grade Lapse

  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:
    1. Select the Add a New Value tab.
    2. Enter a unique Run Control ID.
    3. Select the Add button.
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. Select the Run button.
Grade Lapse page
  1. Select the E070 Grade Lapse Notification (This process includes the grade lapse as well as notifications to students and instructors. If a user selects the Grade Lapse Process box instead, the process will lapse grades, but there will not be any notifications sent.) then select the OK button.
Process Scheduler Request
  1. Make a note of the Process Instance number for future reference.
  2. Select the Process Monitor link. The process may take time to run based on the quantity of records being processed.
Grade Lapse
  1. Continue to select the Refresh button to update the Run Status until it shows "Success" and the Distribution Status shows "Posted".
  2. After the Run Status has run to Success, select the Process Name "CTC_GRDE" link.
Process List tab - CTC_GRDE link
  1. Select the CTC Grade NT Success link.
Process Detail page
  1. Select the View Log/Trace link on the Process Detail page.
View Log/Trace
  1. Select the Grade Lapse Notification log file from the File List.
View Log/Trace - File List

Note: A user can view the students and instructors that were notified of the grade lapse in the Process / Interface Log.

Process / Interface Log
  1. Example email notification to a Student in image below.
15.Example email notification to a Student
  1. Example email notification to an Instructor in image below.
15.Example email notification to a Instructor

The Lapse Grade process does not pick up "I" incomplete grades when entered on the Enrollment page. (Main>Records and Enrollment>Enroll Students>Enrollment)  It is advised to follow up this process by running incomplete grade queries such as QCS_SR_INCOMPL_GRADES to verify all grades lapsed as expected.  

Viewing the Grade Lapse Results for an Individual Student

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

  1. On the Student Incomplete page, enter a student’s ID in the ID field (e.g.201164180).
  2. Select the Search button.
Find an Existing Value tab
  1. Review the Grade Lapse results for that student.
Student Incomplete page

Grade Lapse Configuration (Academic Program Table)

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

  1. Enter Academic Institution then select the Search button.
Academic Program Table
  1. Select the Repeat/Incomplete tab on the Academic Program Table page.
  2. Define grade lapse rules for academic programs.
    1. Each rule defines the grade that your incomplete grades lapse to when you run the report and what related transcript notes (if any) appear on a student's transcript.
Incomplete Grade section
  1. Process complete.

Q & A

Q.  How would we enter a different lapse deadline for each student? 

A.  Navigate to the Student Incomplete screen (NavBar > Records and  Enrollment > Student Term Info > Student Incomplete) and manually adjust the lapse deadline date for the student's grade. If you need to make these manual adjustments a lot, consider changing your default Lapse Days on your Academic Program Table.

Q.  How would we enter a different "default lapse grade" per student?

A.  Navigate to the Student Incomplete screen (NavBar > Records and  Enrollment > Student Term Info > Student Incomplete) and manually adjust the Lapse To Grade.

Q.  In Grade Lapse Configuration, is there only one default set for all students?

A.  Yes, the Academic Program Table (NavBar >Set Up SACR > Foundation Tables > Academic Structure > Academic Program Table > Repeat/Incomplete) allows you to set one set of defaults per program. Thus, unless you have different Grade Lapse policies per program (e.g., Academic students vs. Prof-Tech students), it effectively is set for your entire student population.

Q.   What if an Instructor submits a grade change for the student before their lapse deadline is up?

A.  The Grade Lapse process will ONLY look at students who currently have incomplete grades on their record for the given term. The process will not look at them if their grade is changed (or entered via Enrollment Request or Quick Enroll) to a grade besides an Incomplete.

Q.  Will the grade lapse process change the student's grade to the default grade after updating the new earned grade?

A.  The process only looks at students who have incomplete grades when the process is run. If they no longer have an incomplete, they won't get picked up.

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