9.2 Academic Standing, Honors and Awards

Purpose: Use this document as a reference for how to manage 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 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 to 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

  1. The Academic Standing Table search page displays.
  2. Enter Academic Institution.
  3. Enter Academic Career.
  4. Select Search.
Academic Standing Table search page
  1. The Academic Standing Table page displays.
  2. Enter Effective Date.
  3. Enter Description.
  4. Enter Short Description.
  5. Select Academic Standing Status.
  6. Enter Formal Description.
  7. Enter Internal Description.
  8. Select Transcript Level.
  9. Select Save.
  10. Select the Add a New Row [+] icon to create a new academic standing.
  11. Here's a screenshot showing "Final Suspension", "Good Standing", "Probation", "Suspension" and "Warning" statuse:
Academic Standing Table
Creating Academic Standing Rules

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

  1. The Academic Standing Rule search page displays.
  2. Enter Academic Institution.
  3. Enter Academic Career.
  4. Select Search.
Academic Standing Rule search page
  1. The Academic Standing Rule page displays.
  2. Enter Academic Standing Rule.
  3. Select Effective Term.
  4. Enter Description.
  5. Enter Short Description.
  6. In the GPA and Units Detail section:
    1. Enter Seq. No.
    2. Enter Academic Standing Action.
    3. Select Cumulative GPA.
    4. Select 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.
  7. In the Academic Standing Detail section:
    1. Select Any Academic Standing Set, if appropriate.
    2. Select No Academic Standing Set, if appropriate.
    3. Select Prior Academic Standing.
    4. Select the Add a New Row [+] icon to create a new row.
  8. Select Save.
  9. Here are screenshots showing "Final Suspension", "Suspension", "Probation", "Warning" and "Good" statuses:
Academic Standing Rule page Final Suspension
Academic Standing Rule page Suspension
Academic Standing Rule page Probation
Academic Standing Rule page Warning
Academic Standing Rule page Good
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 Awards Table search page
  1. A list of honors/awards displays at the bottom of the page.
  2. Select one.
Honors Awards Table search results list
  1. The Honors/Awards page displays.
  2. Update the honor/award as needed.
  3. Select Save.
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

  1. The Honors/Awards Rule search page displays.
  2. Enter Academic Institution.
  3. Enter Academic Career.
  4. Select Search.
Honors Awards Rule search page
  1. The Honors and Awards Rule page displays.
  2. Enter Honor Award Rule.
  3. Select Effective Term.
  4. Enter Description.
  5. Enter Short Desc.
  6. Complete the GPA and Units Detail section.
  7. Select Save.
  8. Select the Add a New Row [+] icon to create a new rule, if needed.
Honors and Awards Rule page
Linking Academic Standing, Honors, and 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.

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 search page
  1. The Academic Program 1 tab displays.
  2. Select the Academic Standing and Honors tab.
Academic Program 1 tab
Standing and Honors
  1. The Academic Standing and Honors tab displays.
  2. In 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.  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.
    3. 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.
    4. 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.
    5. 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. 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 Standing and Honors tab
Assigning 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.

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

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. The Acad Standing/Honors-Awards run control ID search page displays.
  2. Select the Add a New Value tab.
  3. Enter Run Control ID.
  4. Select Add.
Acad Standing Honors Awards 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. The Academic Standing/Honors and Awards page displays.
  2. Institution - Select the academic institution that you want the system to use in the Academic Standing process.
  3. Career - Select the academic career that you want the system to use in the Academic Standing process.
  4. Term - Select the term that you want the system to use in the Academic Standing process.
  5. 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. (Note: Leaving the field blank will also run the process for TRNST.)
  6. Calculate Academic Standing - Select to calculate academic standing.
  7. Calculate Honors & Awards - Select to calculate honors and awards. You can select both checkboxes at the same time.
  8. 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.
  9. Select the Add a New Row [+] icon to create a new row.
  10. Select Run.  
  11. The Process Scheduler Request page displays.
  12. Select OK.  You are returned to the Academic Standing/Honors and Awards page.
  13. Select the Process Monitor link at the top of the Academic Standing/Honors and Awards page.
  14. Select Refresh. 
    • Run Status: Success, Distribution Status: Posted

A new row will need to be added for each Academic Program (e.g. ACADM, PRFTC, etc.) 

Academic Standing Honors and Awards page

Queries associated with Academic Standing.

  • QCS_SR_ACAD_STAND_CLASS
  • QCS_SR_ACAD_STAND_BY_STDNT_GRP
  • QCS_SR_ACAD_STAND_EMAIL
Modifying 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:  NavBar > Navigator > 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.
Term History search page
  1. The Term Statistics tab displays.
  2. Select the Academic Standing tab.
Term Statistics tab
  1. The Academic Standing tab displays.
  2. Select the Manual Override checkbox.
  3. Enter Academic Program.
  4. Enter Academic Standing Action.
  5. Select Save.
Academic Standing tab
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:  NavBar > Navigator > 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.
Honors and Awards search page
  1. The Honors and Awards page displays.
  2. 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.
  3. Date Recvd (Date Received) - Enter the date that the student received the honor or award.
  4. 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.
  5. Honor/Award - Select the honor and award code that you want to assign to a student's record.
  6. 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.
  7. System Generated - The system selects this check box if the Honors/Awards process generated this honor and award.
  8. Comment - optional
  9. 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:  NavBar > Navigator > Set Up SACR > Product Related > Student Records > Student Standing and Awards > Degree Honors Table

  1. The Degree Honors Table search page displays.
  2. Select the Add a New Value tab.
  3. Enter Academic Institution.
  4. Enter Honors Type.
  5. Enter Honors Code.
  6. Select Add.
Degree Honors Table Add a New Value tab
  1. The Degree Honors Table page displays.
  2. Enter Effective Date.
  3. Enter Status.
  4. Enter Description.
  5. Enter Short Description.
  6. Enter Formal Description.
  7. Select Print on Diploma, if appropriate.
  8. Select Print on Transcript, if appropriate.
  9. Select Save.
Degree Honors Table page
  1. Process complete.

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