9.2 Running Batch Term Activation Based on Admit Term

Purpose: Use this document as a reference for running term activation for concurrent enrollment for multiple terms in ctcLink.

Audience: Student Records staff.

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

  • ZD SACR Student Grp Config
  • ZZ SACR Student Grp Config

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

Step 1 - Set up Applicant Student Group

Navigation:  NavBar > Navigator > Set Up SACR > Common Definitions > Student Group Table

Student Group Naming Convention: Student Groups codes are four characters in length. They must begin with one of the following department codes. The last three characters are descriptive.

  • A - Admissions
  • B - Student Financials (Bursar)
  • F - Financial Aid
  • G - Advising
  • R - Student Records
  • S - Global S codes reserved for SBCTC -- Do not use

Do not use spaces or special characters in a Student Group code.

Step 1 - If you’re going to run summer and fall at the same time, you need  a summer Student Group and a fall Student Group.--e.g., RTA5 (summer) and  RTA7 (fall).      

Step 2 - Then you need one run control ID to assign students in the Student Group per term.

Step 3 - Next, you need one run control ID per term-specific Student Group to term activate the students. When running two terms at a time (summer/fall together), you need one run control ID per term--one for summer, one for fall,  etc.--WA070_BATCH_TERM_ACTIVATE_SUMMER &  WA070_BATCH_TERM_ACTIVATE_FALL.

  1. The Student Group Table search page displays.
  2. Select the Add a New Value tab.
  3. Enter or look up the Academic Institution.
  4. Enter a new Student Group with a maximum length of four characters.
  5. Select Add in the lower-left corner.
The image displays the Student Group Table highlighting Add a New Value and entering the institution and new student group code, then select Add
  1. The Student Group Table page displays.
  2. Enter the Effective Date.
  3. Status defaults to "Active."
  4. Enter a Description with a maximum length of 30 characters.
  5. Enter a Short Description with a maximum of nine characters.
  6. Select Save in the lower-left corner of the page.
The image displays the Student Group Table with an emphasis on the Effective Date, Status, Description, Short Description and the Save button in the lower-left corner of the Student Group Table
  1. Process complete.

Security Information:

Navigation:   Main Menu> Set Up SACR> Security> Secure Student Administration> User ID> Student Group Security

Users need Student Group Security access for Student Groups in the Student Group Table. For additional information, view the Student Group Security QRG. Contact your local Security Administrator for access. 

 

The image highlights the Student Group Security page--pointing out student group SACR security
Step 2 - Populate Applicant Student Group

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

  • ZC CS Student Groups
  • ZZ CS Student Groups

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 > Career and Program Information > Process Student Groups

Step 1 - If you’re going to run summer and fall at the same time, you need  a summer Student Group and a fall Student Group.--e.g., RTA5 (summer) and  RTA7 (fall)        

Step 2 - Then you need one run control ID to assign students in the Student Group per term.

Step 3 - Next, you need one run control ID per term-specific Student Group to term activate the students. When running two terms at a time (summer/fall together), you need one run control ID per term--one for summer, one for fall,  etc.--WA070_BATCH_TERM_ACTIVATE_SUMMER &  WA070_BATCH_TERM_ACTIVATE_FALL.

  1. The Process Student Groups Run Control ID search page displays.
  2. Select the Add a New Value tab to create a Run Control ID. 
    • It is important to note that Run Control IDs cannot be deleted;  therefore, we encourage them to be reused only for the same process. Because of this, including your institution code and a  short process description in the Run Control ID is recommended--e.g.,  WA070_STUDENT_GROUP_BATCH.  Your Run Control ID for Step 2 and  Step 3 should have different names. 
  3. Enter a Run Control ID.
  4. Select Add.
The image focuses on selecting the Add a New Value tab--enter the Run Control ID and select Add.
  1. Select the Find an Existing Value to enter an existing Process Student Groups Run Control ID.
  2. Select Search and choose the appropriate Run Control ID.
The image displays Run Control ID Search Results
  1. The Process Student Groups page displays. 
  2. Select Selection Tool = "PS Query."
  3. Select Query Name. Note: Select students using a query that contains the STDNT_GRP_BIND record. There are two query options:
    • QCS_AD_ADMT_TERM_POPSEL - This query looks at the Admit Term on the current record of the Admissions Program Plan Stack
    • QCS_SR_ADMT_TERM_POPSEL - This query looks at the Admit Term on the current record of the Student Records Program Plan Stack
  4. Select the Edit Prompts link.
    • Enter or look up the Institution.
    • Enter or look up desired Admit Terms. Both queries allow up to five terms. If you only enter one term, enter that term into the additional Admit Term fields.
    • Enter the Student Group you are assigning in the "Exclude Stdnt Grp" prompt. This will prevent students already active in the Student Group from getting an additional Effective Dated active row. If you're using an existing Student Group, ensure it's empty first. You can identify all students in the group with the population select query QCS_SR_INACT_STDNT_GRP_POPSEL and add an inactive row.
    • Select Preview Selection Results to see a list of IDs. Select Return to access the Process Student Groups page.
    • Click OK.
The image displays Query Prompts--Enter Admit Term(s) and select OKct
  1. Enter or look up the Academic Institution.
  2. Enter or look up the Student Group.
  3. Enter or look up Effective Date. The Effective Date needs to be before the day that your term activation job runs.
  4. Select Active from the Effective Status drop-down list.
  5. Optional: The Comment text box is optional. If the comment is included, it will appear in the comments section on the assigned Student Group. Student Override--Additional students can be added individually by selecting the Student Override checkbox. Students must have an active program plan stack and term activation.
The image highlights the Student Group Data panel--Academic Institution, Student Group, Effective Date, and Effective Status
  1. Select the Run in the top-right corner of the page.
The image highlights the RUN button in the top-right corner of the page.
  1. At the Process Scheduler Request page, select the SCC_STD_GRP checkbox.
  2. Select the OK button.
The image displays the Process Scheduler Request page
  1. Select the Process Monitor link and the Process Monitor page displays.
The image focuses on the Process Monitor link
  1. At the Process List page, ensure the Run Status runs to Success and the Distribution Status runs to Posted.  You may select the Refresh button until the status is Success, Posted.
The image highlights the Success Run Status and Posted Distribution Status
  1. Process complete.
Step 3: Term Activate Student Group

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

  • ZZ SR Batch Term Activation

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 > Term Activation > Term Activation Batch Process

Step 1 - If you’re going to run summer and fall simultaneously, you need a summer Student Group and a fall Student Group.--e.g., RTA5 (summer) and  RTA7 (fall)        

Step 2 - Then you need one run control ID to assign students in the Student Group per term.

Step 3 - Next, you need one run control ID per term-specific Student Group to term activate the students. When running two terms at a time (summer/fall together), you need one run control ID per term--one for summer, one for fall,  etc.--WA070_BATCH_TERM_ACTIVATE_SUMMER &  WA070_BATCH_TERM_ACTIVATE_FALL. 

  1. The Term Activation Batch Process Run Control ID search page displays.
  2. Select the Add a New Value tab to create a Run Control ID. 
    • It is important to note that Run Control IDs cannot be deleted; therefore, we encourage them to be reused. Because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA070_BATCH_TERM_ACTIVATE_ADMIT.  
    • When running two terms at a time (summer/fall together), you need one run control ID per term--one for summer, one for fall, etc.--WA070_BATCH_TERM_ACTIVATE_SUMMER & WA070_BATCH_TERM_ACTIVATE_FALL.
  3. Enter a Run Control ID.
  4. Select Add.
The image displays the Term Activation Batch Process Run Control ID page
  1. Select the Find an Existing Value to enter an existing Process Student Groups Run Control ID.
  2. Select Search and choose the appropriate Run Control ID.
The image displays the Search Results for an existing Search Results page.
  1. Use the Selection 1 page to enter the request parameters. These parameters will define the processing rules and data to be included when the process runs.
  2. On the Selection 1 tab, enter (at a minimum) the required fields.
    1. Institution: (e.g., WA070 for Shoreline Community College).
    2. Academic Career: (e.g., UGRD for Undergraduate).
    3. Actvtn Term: This is the term to be activated (e.g. 2227 for Fall 2022).
    4. Commit Freq: Use the Commit Freq (commit frequency) field to select how many table rows of information (students) you want to process before committing changes to the database. The default is 1000. Consult your institution's database administrator for the appropriate setting for your institution. If you set the commit value to higher than the number of rows the program processes, then the program will only commit data once at the end of the Run.
    5. Run Mode: If you select Insert, the process will only consider students not yet activated for the activation term. The process adds a new row of term data to the student's career term record if eligible. If you select Update, the process will only consider students who have already been activated for the activation term. If qualified, the process updates the student's existing career term data.
    6. Selection Criteria: Use the Selection Criteria field to indicate the criteria you want the Term Activation process to use. Select "Panel Criteria" to use the fields available in the component to specify the criteria that determine eligible students. Select "Custom Population" to activate a custom population of students for one term or across multiple terms. For example, use this option when you need criteria beyond what the component provides or when you want to perform a student records conversion.
  1. Student Group: Enter or look up the Student Group created in step - 1.
    1. Global Exclusion Rule: Enter a Global Exclusion Rule to exclude students from term activation. Visit the QRG 9.2 Term Activation Batch Setup for more information about Global Exclusion Rules.
    2. Select Run in the top-right corner of the page.
The image highlights the institution, career, activation term, Run mode, selection criteria, Student Type, Student Group and global exclusion rule
  1. Ensure the Term Activation process is selected and select the OK button.
The image displays the Process Scheduler Request page
  1. Select the Process Monitor link. The process may take time to run based on the quantity of records being processed.
The image highlights the Process Monitor page
  1. Select the Refresh button to update the Run Status until it shows "Success" and the Distribution Status shows "Posted."
The image points out the Run Status as Success and Distribution Status as Posted
  1. Process complete.

0 Comments

Add your comment

This site is protected by reCAPTCHA and the Google Privacy Policy and Terms of Service apply.