9.2 Refresh Term Control Dates

Purpose: Use this document as a reference for refreshing term control dates.

Audience: Student Records staff

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

Academic Calendar

  • ZD SACR Found Tbl Config Inq
  • ZD SACR Term Config
  • ZD SR Super User
  • ZZ SACR Term Config

Batch Term Activation

  • 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.

Term control dates established on the Academic Calendar (Term Calendar 3 tab) are carried down to a student's term record when term activated. Suppose you change one of the following dates on the Academic Calendar:

  • Fully Enrolled Date
  • Show Enrollment on Transcript Date
  • Show Statistics on Transcript Date
  • Fully Graded Date

A student's term record is "locked" to the original date(s) before the change. To update the student's term record with the new date(s), you must refresh the term control dates. Follow the steps below to guide you through the process.

Academic Calendar

Navigation:  NavBar > Navigator > Set Up SACR > Foundation Tables > Term Setup > Academic Calendar

  1. The Academic Calendar search page displays.
  2. Enter Academic Institution.
  3. Enter Academic Career.
  4. Select the Search button.
Red highlight around institution
  1. Select the Term Calendar 3 tab.
  2. Use the arrows and toggle to the appropriate term.
Term Calendar 3 tab highlighted
  1. Perform the necessary date change(s).
  2. Select Save.
Term Calendar 3 fields are highlighted with a red box

Grades have been posted, and your college would like student grades to appear on transcripts today, 03/29/2023, but the Academic Calendar date is 03/30/2023. In this regard, you will change the Fully Graded Date to 03/29/2023.

Grade Roster
  1. Grade Rosters are posted.
Grade roster posted is highlighted by a red box
Academic Calendar
  1. Fully Graded Date = 03/30/2023
Fully Graded Date is highlighted with a red box
Request Transcript Report
  1. Student's grades are not displayed on transcript.
The Student Transcript Winter 2023 is highlighted
Change the Fully Graded Date
  1. Change the Fully Graded Date = Today's date 03/29/2023
  2. Select Save.
The changed fully graded date is highlighted
Refresh Term Control Dates

Navigation: NavBar > Navigator > Records and Enrollment > Term Processing > Term Activation > Term Activation Batch Process

  1. The Term Activation Batch Process search page displays.
  2. Select the Add a New Value tab. Select the Add a New Value tab to create a new Run Control ID and select AddIt 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. This only has to be done once.
    • To use an existing Run Control ID, click on the Find an Existing Value tab and select Search.
    • Existing Run Control ID(s) displays below.
    • Click on the appropriate Run Control ID.
The Search button is highlighted
  1. The Selection 1 tab displays.
  2. Institution: Enter or look up your institution.
  3. Academic Career: Enter or look up the Acad Career.
  4. Actvtn Term: Ensure the correct Actvtn Term displays and matches the adjusted Academic Calendar term.
  5. Commit Freq: The default is 1000 - do not change.
  6. Run Mode: Select Update from the drop-down menu.
  7. Student Type: Select Both Continuing & New Students from the drop-down menu.
the Required fields are highlighted
  1. Select the Process Control tab.
the process control tab is highlighted
  1. Choose "Yes" in the field Refresh Term Control Dates in the Term Value Control panel.
  2. Select Save.
the run control button is highlighted
  1. Select Run in the top-right corner.
the ok button is highlighted with a red box
  1. The Process Scheduler Request page displays.
  2. Select OK. (Note: Click the Distribution link to ensure the ID Type = User and your EMPLID is in the Distribution ID field).
The process monitor link is highlighted
  1. The Term Activation Batch Process page displays.
  2. Select the Process Monitor link. Ensure the process is successfully posted.
The process monitor is selected
The run status is highlighted
Scenario - Verify Student Transcript

It was not possible to view the grades of the student in the scenario. The Academic Calendar was updated to reflect an earlier Fully Graded Date. After running the Term Activation Batch Process, the term control dates were updated. Consequently, the student's grades appear on the transcript.

The grades are highlighted on the student's transcript


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