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
You must have at least one of these local college managed security roles:
- ZC CS Grade Processing
- ZZ CM Grade Process
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
Step 1 - Grade Rosters and Grading
Opening Grade Roster
Posting Grades
Tracking Grades
Step 2 - Lapse Grades
Navigation: NavBar > Navigator > Curriculum Management > Grading > Grade Lapse
- The Grade Lapse run control ID search page displays.
- Select the Add a New Value tab.
- Enter Run Control ID.
- Select Add.
- The Grade Lapse page displays.
- Enter Institution.
- Enter Term.
- 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.
- Enter Academic Program (optional).
- Select Run. Refer to the Process Scheduling QRG for instructions.
- The Process Scheduler Request page displays.
- Select Grade Lapse Process.
- Select OK. Again, please refer to the Process Scheduling QRG for instructions.
Viewing the Grade Lapse Results for an Individual Student
You must have at least one of these local college managed security roles:
- ZC CS Grade Processing
- ZD CS Grade Processing
- ZD SR Super User
- ZZ CM Grade Process
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 > Student Incomplete
- The Student Incomplete search page displays.
- Enter Search Criteria to identify your student.
- Select Search.
- The Student Incomplete page displays.
- Review the grade lapse results for your student.
Step 3 - Run Repeat Check Process
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 > Repeat Checking
- The Repeat Checking run control ID search page displays.
- Select the Add a New Value tab.
- Enter Run Control ID.
- Select Add.
- The Repeat Checking page displays.
- Enter Institution.
- Enter Career.
- Enter Program (optional).
- Enter ID (optional-enter only if running for one student).
- 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.
- 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.
- 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.
- Select Run. Refer to the Process Scheduling QRG for instructions.
Step 4 - Academic Standing, Honors and Awards
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 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
Good Standing
Probation
Suspension
Creating Academic Standing Rules
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 > Academic Standing Rule
Academic Deficiency
Good Standing
Probation
Suspension
Setting Up Honors and Awards
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 > Honors/Awards Table
- The Honors/Awards Table search page displays.
- Enter Academic Institution.
- Select Search.
- The Search Results list displays at the bottom of the page.
- Select an award/honor.
Creating Honor and Award Rules
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 > Honors/Awards Rule
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
- The Academic Program Table search page displays.
- Enter Academic Institution.
- Enter Academic Program.
- Select Search.
Standing and Honors
Academic Standing
- The Academic Program 1 tab displays.
- Select the Academic Standing and Honors tab.
- The Academic Standing and Honors tab displays.
- Academic Standing Rule - Select the academic standing rule for this academic program.
- 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.
- 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.
- 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.
- 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.
- Honor Award Rule - Select the honor award rule for this academic program.
- 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.
- 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.
- 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.
- 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.
- 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.
- Select Save.
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
Run Post Enrollment Requirement
Enrollment Requirement Roster
Queries
After Running the Post Enrollment Requirement Checking Process, there are queries that will display the enrollment and post requirement status of the students in the class.
- QCS_CM_PERC_REPORT_DETAIL - PERC Report Student Detail
- QCS_CM_PERC_REPORT_SUMMARY - PERC Report Class Summary
Step 7 - Degree Posting
Step 8 - Processing Term Withdrawals
Term Withdrawal functionality simplifies completely withdrawing students after the 10th day of a term.
- The term withdraw function updates FA Term to indicate when a student is no longer attending.
- 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
You must have at least one of these local college managed security roles:
- ZD_DS_QUERY_VIEWER
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 > Reporting Tools > Query > Query Viewer
- QCS_SR_COMPLETED _ST_STILL_ENRL - Comp Stdnt Enrolled in >Term
- 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.
Step 10 - Student Program Plan Discontinuation
- To keep Program/Plan stack lists accurate, discontinue the Program/Plan Stacks for students no longer in them.
- The following process allows students to be discontinued in batch. We recommend doing this every term.
A batch process is appropriate when the list includes 25 or more records; State Board will schedule batch processes as needed. The maximum number of records that can be discontinued per run is 10,000. If your list is long, your request may take several days to be completed and you will receive updates with each run. To request a batch discontinuation, create a ticket.
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