In this example we are going to create a new Run Control ID. We will begin by clicking the Add a New Value tab.

Transcription

1 SR-058 Running Batch Term Activation 1. Begin by navigating to the Term Activation Batch Process page. Click the Records and Enrollment link. 2. Click the Term Processing link. 3. Click the Term Activation link. 4. Click the Term Activation Batch Process link. 5. You can run this process by searching for an existing Run Control ID or you can add a new value. Creating a Run Control ID that is relevant to the process may help you remember it for future use. In this example we are going to create a new Run Control ID. We will begin by clicking the Add a New Value tab. Click the Add a New Value link. 6. A Run Control ID is an identifier that, when paired with your User ID, uniquely identifies the process you are running. The Run Control ID defines parameters that are used when a process is run. Enter the desired information into the Run Control ID field. Enter "Batch_Act_1". 7. Click the Add button. 8. Use the Selection 1 page to enter the request parameters. These parameters will be used to define the processing rules and data to be included when the process is run. 9. The system enters the Institution value based on your user default settings. If the Institution field does not default to UBFLO update this field. 10. In the Acad Career field, enter the career that you want to Term Activate the students. You can also use the Look Up function (Magnifying Glass) to search for the value. Click the Look up Acad Career (Alt+5) button. Date Created: 2/21/ :49:00 AM Page 1

2 11. Click the Undergraduate link. 12. In the Actvtn Term, enter the Term for which the selected students will be activated. Click the Look up (Alt+5) button. 13. Click in the Description field. 14. Enter the desired information into the Description field. Enter "Fall 2011". 15. Click the Look Up button. 16. Select the appropriate Term. Click the Fall 2011 link. 17. 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 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. In this example we will not change the default value. 18. Use the Run Mode field to select the mode in which you want the Term Activation Process to run. > If you select Insert, the Term Activation Process considers for term activation only the students not yet activated in the activation term. If eligible, the process adds a new row of term data to the student s career term record. > If you select Update, the Term Activation Process considers for record modification only the students who already have been activated in the activation term. If eligible, the process updates the student s existing career term data. For this example we will not change the default value. 19. Use the Selection Criteria field to indicate the type of selection criteria that you want the Term Activation Process to use for the run. > Select Panel to use the fields available in the component to specify the criteria that determines the students who are eligible for Term Activation. > Select Custom to activate a custom population of students, or large batches 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. For this example, we will not change the default value. Page 2 Date Created: 2/21/ :49:00 AM

3 20. Use the Student Type field to indicate the type of student to activate: > Select New to activate only students newly admitted to your Academic Institution. > Select Continuing to activate only continuing students. > Select Both to activate both new and continuing students simultaneously in a single run. For this example we will not change the default value. 21. You can select an Academic Group, Acad Program and/or Acad Plan to narrow the population of the students to term-activate. You can specify an Academic Plan independently of an Academic Program. For example, if you specify both an Academic Program and Plan, then only students active in both the Academic Program and Plan are eligible for term activation. However, if you specify an Academic Plan alone, then only students active in that Academic Plan regardless of their Academic Program are eligible for term activation. In this example we will leave the fields Acad Group and Acad Prog blank. 22. In this example we are going to Term Activate for the Term 2119 (Fall 2011) student's whose Academic Plan is Asian Studies. We will begin by looking up the Academic Plan Code for Asian Studies. Click the Look up Acad Plan (Alt+5) button. 23. Enter the desired information into the Description field. Enter "Asian". 24. Click the Look Up button. 25. We Searched using the Description field. You will see a listing under the Search Results. If we had entered "Asian Studies" in the Description, we would have only got back one result. Under the Search Results you will see the Academic Plan (Code) and Description columns. Notice that for each Description there is a unique Academic Plan Code. When you select either link, the system will population the Academic Plan Code into the Acad Plan field. Click the Asian Studies BA link. 26. You can define a Student Group to narrow the population of students to term-activate. The process only activates students within that Student Group who also meet the other selection criteria of the component. In this example we will leave this field blank. Date Created: 2/21/ :49:00 AM Page 3

4 27. The Global Exclusion Rule controls which students can be activated in a Term through the application process. For example, there might be different term activation policies for summer Terms as opposed to regular Terms. In such a case, you would use one Global Exclusion Rule for the summer Term and another for the regular Term. Note: We have established a Global Exclusion Rule to prevent students who have already applied for graduation or been conferred from being term activated unless they have another valid program to continue. In this example we will leave this field blank. 28. Click the Selection 2 link. 29. Use the Selection 2 page to enter any Program s, Academic Standing s, and Service Indicators that the Term Activation Process should consider as eligible for Term Activation for the process run. 30. Click the Selection 3 link. 31. Use the Selection 3 page to enter required Enrollment Terms or enrollment lapse rules for a single run of the Term Activation Process. 32. In the Connector Type group box, enter Connector Type of OR if student must be in at least one Term identified in the page. You can also select AND if you want to ensure students are enrolled in all the terms identified. In this example, we will set the Connector Type to OR. Click the OR option. 33. If you are running the Term Activation Process for continuing students, enter an Enrollment Term required for student to be enrolled in this Term. Note: Leave this field blank if you are running the Term Activation Process for new students since they by definition will not have prior enrollment Terms. Click the Look up Enrollment Term (Alt+5) button. 34. Click in the Description field. 35. Enter the desired information into the Description field. Enter "Fall 2010". 36. Click the Look Up button. Page 4 Date Created: 2/21/ :49:00 AM

5 37. Select the appropriate Term. Click the Fall 2010 link. 38. Click the Add a new row (Plus sign) button to insert another Enrollment Term. Click the Add a new row at row 1 (Alt+7) button. 39. Note that the system automatically populates the Connector field with an OR since we set this up in an earlier step. 40. Click the Look up Enrollment Term (Alt+5) button. 41. Click in the Description field. 42. Enter the desired information into the Description field. Enter "Spring 2011". 43. Click the Look Up button. 44. Select the appropriate Term. Click the Spring 2011 link. 45. Click the Process Control link. 46. Use the Process Control page to indicate how the Term Activation Process initializes or sets various values in the HUB system. 47. In the Process Log Control group box, use the check boxes to select how you want the Term Activation Process to log statistics by selecting the type and level of detail information that you need. The selected system defaults are Activated Students, Excluded Students, and Run Criteria. The system assigns a unique process number to the log file that you generate so that you can retain and track online versions of the log files. The log includes processing totals on students activated, students updated, and students ineligible. If you only want a count of the students included or excluded from Term Activation, clear all check boxes. 48. Click the Custom Population link. Date Created: 2/21/ :49:00 AM Page 5

6 49. Use the Custom Population page to create a custom list of students to activate into terms, or to retrieve, view, and edit an existing custom list of students. The fields on this page are available only when you select Custom in the Student Type field on the Selection 1 page. 50. At this point, you would continue to run the Term Activation Process. To initiate the process click the Run button. Click the Run button. 51. Click the OK button to run the process and return to the previous menu. Click the OK button. 52. Click the Process Monitor link. 53. Click the Refresh button until the Run Status indicates Success, in the Process List group box Click the Refresh button. 54. The Run Status has changed from Processing to Success. 55. Click the Details link. 56. In the s group box, click the View Log/Trace link. Click the View Log/Trace link. 57. Click on the link with the.out extension to view the output log file which contains the results of the Term Activation Process. Click the srtrmac_ out link. 58. A new window has opened. In the upper right hand corner of the new window, click the Maximize button. Click the Maximize/Restore button. 59. Scroll down the page to see a listing of students who were Term Activated. Click the scrollbar. Page 6 Date Created: 2/21/ :49:00 AM

7 60. Look at the column, you can see that most of the students were activated. For privacy reasons we have masked the ID numbers in the EMPLID column. Next we will verify that the Term Activation Process was successful by going to the Term Statistics page for one of these students. To do this you would write down the ID of one of the students. Due to privacy reasons, we will supply a "training ID": TRN When you are through viewing the report click the Close button (the Red X in the upper right hand corner) to close the report. Click the Close button. 62. After running the Term Activation Process successfully, you can verify activation for specific students on the Term Statistics page. Begin by navigating to the Term History page. Click the Records and Enrollment link. 63. Point to the Student Term Information link. 64. Click the Term History link. 65. Enter the student ID (Person Number) of one of the students who was Term Activated directly into the ID field. Enter the desired information into the ID field. Enter "TRN00050". 66. Click the Search button. 67. Use the Term Statistics page to view enrollment and transfer credit statistics for all Terms in which the student has been or is enrolled. You can view this information for an individual Term in the Enrollment Summary component. 68. Student has been Term Activated for the Term 2119 (Fall 2011). 69. You have successfully run a Batch Term Activation. End of Procedure. Date Created: 2/21/ :49:00 AM Page 7