End of Term Processes
Purpose:Use this to document to complete end-of-term processes in ctcLink.
Audience:Student Records staff
Tasks Covered
- Opening and generating grade rosters (batch and individual).
- Managing and posting grades.
- Tracking unsubmitted grades.
- Running communications for unsubmitted grades.
Task Covered
- Run the Grade Lapse process in batch for one or more students.
- Review lapsed grade results for individual students.
Key Activities
Task Covered
- Running the Repeat Checking process for a term or individual student.
- Evaluating repeated coursework across the student’s entire record or within a specific term.
- Applying repeat rules based on selected Mode, Check, and Scope options.
- Identifying repeat candidates, transfer repeats, or all repeated coursework.student's
Tasks Covered
- Setting up Academic Standing action codes (Deficiency, Good Standing, Probation, Suspension).
- Creating Academic Standing rules for each academic career.
- Setting up Honors and Awards tables.
- Creating Honors/Awards rules for assignment criteria.
- Linking Academic Standing and Honors/Awards rules to Academic Programs.
- Configuring calculation parameters such as batch-only processing, fully graded date behavior, and term category exclusions.
- Running the Academic Standing/Honors Awards batch process.
- Applying service indicators (e.g., Probation, Suspension).
- Removing service indicators when standing improves or is cleared.
Key Activities
- Define Academic Standing Action Codes
- Create Academic Standing Rules
- Define Honors/Awards
- Create Honor Award Rules
- Link Academic Standing/Honors & Awards Rules to Academic Programs
- Assign Academic Standing/Honors and awards in Batch
- Modify an Individual Student's Academic Standing
- Tracking Honors and Awards for Individual Students
- Setting Up Degree Honors
- Academic Standing, Honors Emails
- Setting and Releasing Academic Standing Service Indicators
Tasks Covered
- Run PERC process.
- Review Enrollment Requirement Roster.
- Process students not meeting requirements.
Tasks Covered
- Locating and reviewing a student’s full Program/Plan/Sub-Plan history.
- Adding an effective-dated row to complete (COMP) a student’s academic program.
- Ensuring the Effective Date aligns with the term end date for accurate NSC reporting.
- Recording degree information on the Student Degrees tab, including honors and GPA (if applicable).
- Updating and finalizing the degree record using the Update Degrees function.
Key Activities
Tasks Covered
- Running queries to identify students who are improperly term-activated after program completion.
- Detecting students enrolled in a term while still tied to a completed or inactive program/plan stack.
- Using query results to prevent tuition calculation issues and downstream reporting errors (NSC, QARS, etc.).
Key Activities
- Run QCS_SR_COMPLETED_ST_STILL_ENRL to find students who are still enrolled in terms beyond their completion.
- Run QCS_SR_TERM_ACT_INACTIVESTACK to identify students who have been term-activated to inactive or completed program stacks.
- Review and correct program/plan stacks by activating the appropriate current program/plan for the student.
- Ensure students are not term-activated to complete stacks, as this can prevent tuition calculation failures.
- Apply proactive monitoring based on local business practices to prevent future data and reporting errors.
Tasks Covered
- Processing full student term withdrawals after the 10th day of the term.
- Updating FA Term values to reflect a student’s non-attendance.
- Ensuring withdrawal data integrates correctly with the National Student Clearinghouse (NSC) reporting.
Key Activities
Tasks Covered
- Discontinuing inactive or outdated student program/plan stacks to maintain accurate student records.
- Processing discontinuations individually or in batch.
- Requesting State Board assistance for large-volume batch discontinuations.
You are done. Great job!
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