Academic Group
Academic
groups are the
highest level division of an institution for academic structure purposes.
Academic
Group Setup
To set up
an academic group:
1. Add the
group to your system, associating it with an academic institution.
2. Define
valid academic career and catalog number ranges.
3. Specify
default meeting patterns.
• Use this
page to enter a description and select default options for courses that are
associated with this academic
group:
Academic
Group Table Set Up SACR, Foundation Tables, Academic Structure, Academic Group
Table
Course
Catalog Data Relationship
The course
catalog uses the defaults that are defined on the group tables.
Defining
Academic Careers - Academic Career Overview
An academic
career is a grouping of all academic work that is undertaken by a student at a
school that the school
groups into a single statistical record.
Multiple
academic programs that should be grouped for academic statistical purposes
(such as attempted units or passed
units, GPA), in a term use a typical academic career.
Financial
aid uses the career tables as a key for most of its setup pages.
• Use this
page to add a career to your system and specify related academic plan type and
grading scheme values:
Academic
Career Table - Set Up SACR, Foundation Tables, Academic Structure, Academic
Career Table
• Use this
page to link default term units, financial aid primacy, and holiday schedule
information to the career:
Academic
Career Table 2 Set Up SACR, Foundation
Tables, Academic Structure, Academic Career Table, Academic Career Table 2
• Use this
page to specify cross-career enrollment rules:
Academic
Career Pointers - Set Up SACR, Foundation Tables, Academic Structure, Academic
Career Table, Academic Career Pointers
• Use this
page to assign valid repeat rules to the career:
Repeat
Checking - Set Up SACR, Foundation Tables, Academic Structure, Academic Career
Table, Repeat Checking
• Use this
page to define rules for selecting a program at enrollment time (if more than
one exists for the student), as well as to disable enrollment appointment
enforcement for self-service:
Self
Service Options - Set Up SACR, Foundation Tables, Academic Structure, Academic
Career Table, Self Service Options
Unit
Conversion Rules
The Unit
Conversion table:
• Defines
valid choices for term unit type for each career.
• Contains
the rules that the system uses to convert one term unit type to another term
unit type.
Defining
Career Pointer Exception Rules
Career
pointer exception rules enable you to define exceptions to the regular academic
career pointer guideline.
Setup
To define
exceptions to the academic career pointer rules that you define for each
career:
1. Define
the career pointer exception rule.
2. Assign
the rule to all applicable academic programs through the Career Pointer
Exception Rule field on
the
Academic Program page.
Defining
Repeat Checking Rules - Repeat Checking Overview
Students
commonly repeat the same course a number of times throughout their academic
career. The repeat
checking feature uses repeat schemes and rules that were defined previously to
identify and process
repeated courses according to your business rules.
Repeat
Schemes, Repeat Codes, and Repeat Rules
To use the
repeat checking functionality, your institution must first define repeat
schemes, repeat codes, and repeat
rules:
• Repeat schemes
are the sets of valid repeat codes that an institution can use to define the
repeat rules for an academic
career.
You attach
repeat schemes to academic careers on the Repeat Checking page (Academic Career
Table component),
where they act to further restrict repeat rules to the academic career for
which the rules are defined.
Repeat schemes are defined on the Repeat Scheme Table page and are keyed by
setID.
• Repeat
codes define the settings that will adjust academic statistics. They are
inherently attached to repeat schemes on the Repeat Scheme Table page, which is
where they are defined.
You attach repeat codes to repeat rules on the Repeat Rule component. Repeat
codes can adjust academic
statistics in two ways:
•
They prevent the system from including repeated coursework in a student's GPA.
•
They prevent the system from including repeated coursework in a student's
academic level.
• Repeat
rules are the rules that inform the repeat checking process when a student's
repeated coursework is in
violation of the repeat policies of an academic career or academic program.
Repeat
rules are assigned to academic careers on the Repeat Checking page (Academic
Career Table component)
and to academic programs on the Repeat/Incomplete page (Academic Program Table component).
You can assign to academic careers and academic programs the repeat rules that
are valid for the repeat
scheme of the academic career.
Repeat
Checking Methods
The repeat
checking feature enables you to identify repeated courses:
• Automatically.
• Through
background processing.
• Manually.
Automatic
Repeat Checking
The
automatic repeat checking process occurs:
• When you
post enrollment requests using Self Service or the Enrollment Request page.
• When you
post grades using the Enrollment Request page or change grades using instructor
Self Service, repeat
checking does not occur when you post grades using Quick Enroll, the Enrollment
page, or the grade roster.
• When you
post transfer credit.
Performance
Considerations
Because
automatic repeat checking during peak enrollment and grade posting periods can
negatively affect the
performance of your system, you can temporarily suspend automatic repeat
checking for the entire academic
institution, all enrollment within an academic career, or all enrollment within
an academic program.
Background
Processing
Run the
repeat checking process in batch using the Repeat Checking page, or set up the
Process Scheduler to run the
process automatically. You can run the repeat checking process in batch
whenever you want in the term.
However, you should not run the batch process more than once per term because
codes that have been set in the
first run can be inadvertently changed in subsequent runs.
Most
schools run the batch process after all grades for the term have been posted,
because the course grade dictates
what repeat code is assigned.
Manual
Repeat Checking
If you
identify a repeated course, you can manually assign or override repeat codes on
a student's record.
Manual
Repeat Code Assignment
You can
manually assign repeat codes to a student's record. For special individual
cases, you can go into the student's
record using the Enrollment page, Quick Enroll (Units and Grade tab), or the
Enrollment Request
page-depending
on your security access, and select a value for the Repeat Code field. You can
also use this method to
change the repeat codes that the automatic process assigned. Assigning repeat
codes manually affects academic statistics just as it would if the repeat codes were assigned through
the repeat checking process.
Setting
Up Holiday Schedule Values - Setup Steps
To set up
holiday schedules:
• In
conjunction with your human resources department, design a holiday schedule or
schedules that will be assigned to
each career and used for class scheduling purposes.
• For each
holiday schedule, assign the holiday date, description, time, and other
optional details.
Defining
Instructors and Advisors
When
defining instructors and advisors, you need to:
• Define
whether the person is an instructor, an advisor, or both.
• Specify
details for the individual's role.
• Assign
approved courses and course information.
