Manage the SAP Batch History

You can use the History tab on the SAP Calculation page to review and manage the batches that you created to evaluate the satisfactory academic progress (SAP) of students as well as batch jobs that were run automatically.

For example, you can:

• Cancel batches that have been queued, but have not been executed and completed yet

• Retry batches that failed to process

• Review the results for the students in the batch

Batches for automatic evaluations are never removed from the list.

Batches on this tab are available for 28 days by default. Anthology Student removes them after 28 days. If you need to keep the information for a batch, use the Export () button on the toolbar.

Prerequisites

You must have:

• Common - Processes - View authorization

• Financial Aid – Processes - SAP Calculation authorization

For automatic SAP calculations, Anthology Student must be configured appropriately. See Configure SAP & Alerts Settings for Campuses.

You should be familiar with the Background for SAP.

Access Method

Select the Processes tile > expand Financial Aid > select SAP Calculation.

Procedure to Manage and Review SAP Batches

1. Select the History tab.

2. Filter the batches by specifying the following values.

   Start Date and End Date Specifies the range of dates the automated or manual calculation would have been performed. For example, if you want to display all the automated SAP calculations during a month, then specify the first day of the month in the Start Date field and the last day of the month in the End Date field.

3. Select the Apply Filters button. Anthology Student displays a list of SAP calculation jobs during the range of time you specified.

4. Review the status and values for the batches. The Mode column indicates if the process was triggered manually or automatically.

   Created The date and time the batch was created. Mode Indicates whether the SAP evaluation was done manually or automatically. Submitted By The name of the staff member who submitted the batch for processing. Students Selected The number of students that were selected. It can include students who were selected, but not evaluated. For example, if you select a group that contains students who were evaluated past the number of days that SAP can be calculated at your institution, the student is selected but cannot be evaluated.

   Students Updated The number of students that had their satisfactory academic (SAP) status updated as a result of the SAP evaluation. Started The date and time when the first job within the batch started executing. Status A status of Preparing indicates that the jobs in the batch are still being created or are waiting on the system resources required to create them. Started indicates that the batch has been started. (At least one job in the batch is Enqueued, Processing, Succeeded, or Deleted.) Succeeded indicates all jobs in the batch have been executed and ALL job states are Succeeded. Completed indicates all jobs in the batch have been executed and some jobs may be in the Succeeded state, but at least one of the jobs is in a Deleted state. Awaiting indicates the batch is awaiting the completion of a dependent job or batch. Deleted indicates that the batch has been canceled. Type Specifies the type of evaluation. The type of evaluation you can perform for a student depends on whether or not the type was selected for the academic calendar for their program version when it was configured for SAP.

   Notes: 

   • SAP Type = Cumulative only checks the student's progress as of the day you run SAP. It does not look at any previous SAP statuses.

   • For SAP to run on a term (Type = Term), all grades must be posted for that term and the grading dates must fall within the term dates.

   • For SAP to cover multiple enrollments, the Linked SAP Enrollment option must be selected on the student's enrollment.

   • Transfer Credits need to have an end date within the term that SAP is being run for.

   • For students that have changed enrollments, you can include courses from a previous enrollment in the new enrollment by:

     • Setting up SAP Linked Enrollments (see Add an Enrollment or Edit an Enrollment)

     • Associating courses that apply to the new program which are counted towards the rate of progress

5. Select the Name link of a batch in the Batches grid. Anthology Student displays the details for the job in the Job Results grid.

6. Review the values in the Job Results grid.

   Action if Failed Specified the action that is taken in the policy if the student does not make satisfactory academic progress (SAP) for the sequence. Fail Sequence The sequence in the SAP policy where the student did not make satisfactory academic progress (SAP). GPA The grade point average (GPA) for the student. Hours Attended The number of hours attended by the student during the evaluation period. Linked SAP Enrollment The name of the program version for a linked satisfactory academic progress (SAP) enrollment. Minimum Percentage Completed If the units for the SAP policy are Credit Hours, a student is not making satisfactory academic progress when the percentage of credits completed to credits attempted falls below the value specified. If the units for the SAP policy are Clock Hours, a student is not making satisfactory academic progress when the percentage of hours attended to hours scheduled falls below the value specified. Numeric Average The numeric average. It should be greater than or equal to the minimum value defined in the criteria. Program Version The name of the program version. SAP Evaluation Date The date that satisfactory academic progress (SAP) was evaluated. SAP Reason The reason that describes details around satisfactory academic progress (SAP) for a student. These details encompass both reasons students fail to meet SAP and reasons students are improving their performance to meet SAP when they have previously failed. Anthology Student is installed with default SAP reasons that are associated with the criteria. Your institution can configure other reasons.

   SAP Status The status assigned to the student during the SAP evaluation process. School Status Specifies the status of the prospect or student at your institution. Statuses vary by institution. They are configured by your institution. If you change the status for a student, a dialog is displayed so that you can confirm the change. If there are also tasks associated with the previous status, Anthology Student displays a dialog that you can use to select the tasks to keep and the tasks to close with the result of canceled. Student The last and first name of the student. In some lists, the name of the student is highlighted. If it is highlighted, you can select the link and it will display the Student Profile or a page available from the profile (such as their Documents list in Contact Manager). To display the Student Profile, you must have Common - Student - View authorization. If the link takes you to a page available from the profile, you must have authorization for that page. For example, if it displays the Documents list, you must have Contact Manager - Student Document - View authorization. Term GPA The grade point average (GPA) for the student for the term. Term Name The available terms. Term Number The number assigned to the term. Term Sequence The term sequence number associated with the student's SAP evaluation. Units Attempted The units attempted by the student for the term or payment period. Units Earned The units earned by the student for the term or payment period.

7. To cancel batches that have been queued, but have not been executed and completed yet, select the Cancel Batch button.

8. To retry batch jobs that failed, select the Retry Batch button. Anthology Student follows the same process it did when you first queued the batch.