Term Association Copy & Build Student AYs

Process Tab

Use the Process tab to select the program version configured with the term association you want to copy.

Selection Criteria

1. In the Program Version field, select the configured program version you want to copy from. Once you make your selection, the following details from the program version will be auto-populated below the field:

   • Academic Calendar
   • Academic Year Type
   • Uses Summer (Yes or No)

2. In the Start Date field, select the desired Start Date and select Preview Academic Years. Results appear in the Preview Academic Years section, listed by Term, Term Start date, and Term End date.

3. Select Next.

   The Results section displays the following details for the program version with matching Academic Calendar, Academic Year Type, Uses Summer, and Start Date:

   • Campuses
   • Degree Level
   • Program Code
   • Program Version Code
   • Program Version Description
   • Start Date

4. Select the desired program version(s) in the Results grid and select Queue Copy in the toolbar.

   This copies the configuration from the initial program version you chose to the program version(s) you select within the Results grid. You can then review the copy process in the History tab.

History Tab

Use the History tab to review all the Queue Copy processes and Build AY processes performed by users.

1. The Term Association Process History grid lists all recorded processes with the following details:

   Batch Type The type of process performed in the system: either Copy Configuration or AY Build. Created The date and time the process (Copy Configuration or AY Build) was created. Duration How long the Copy Configuration or Build AY process took. Name The name associated with the Copy Configuration or the AY Build process.

   Program Version The program version the term association configuration was copied from. Started The date and time the process (Copy Configuration or Build AY) was begun. Status If the process Succeeded or Failed. Submitted By The user who instituted the process.

2. If you select a result in the list, the specific program version you copied the configured term association details into is displayed below the grid as "Job Results: Term Association Copy" (along with the date and time). Further details are displayed below the term association copy heading:

   • Campuses
   • Program Code
   • Program Version Code
   • Program Version Name

   The program version name link will open a new form showing all the details of that program version.

Schedule - Student AY Build Tab

Use the Schedule - Student AY Build tab to schedule a process to build student academic years using the same program version criteria and Start Date configured on an existing program version.

The Schedule grid lists the following details for existing schedules:

• Academic Calendar
• Academic Year Type
• Name
• Queued By
• Start Date
• Student Statuses
• Uses Summer

You can Delete or Activate an existing schedule by selecting the appropriate button in the toolbar.

1. To create a new schedule, select +New in the toolbar. This opens the New Schedule section. Configure the following criteria as needed:

   Active Whether the Term Payment Period Enrollment Allocation is currently configured to be used or if it is inactive. End Date The date the schedule or AY build you are configuring should end. Frequency How often you wish the scheduled build of AYs to occur. Name The name associated with the Copy Configuration or the AY Build process. Notify Staff Whether the necessary staff member should be notified when the schedule is run.

   Recurrence How often you wish the schedule to occur within the specified Frequency. Specific Date The date you wish to use based on the entry in the Frequency field. Time The specific time you wish the process to occur based on your entry in the Recurrence field. Time Zone A region that observes a uniform standard time for legal, commercial, and social purposes.

2. In the Build AY Options section, review and configure the following fields:

   • Select a Student 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.. Open "Choose the status" of the students that you want to include in the evaluation.

   • Select an Academic Calendar The academic calendar. The values correspond to calendar options required by the Department of Education. They are non-standard terms, standard terms of quarters, standard terms of semesters, standard terms of trimesters, clock hours, and credit hours without terms. The default is the academic calendar configured for the program version. If you are configuring program versions from Financial Aid, the list is filtered to show the academic calendars appropriate for the Curriculum Standard selected when the program version was configured from Academic Records.. Open "Choose the academic calendar" for the type of program you want evaluated by the service: non-standard terms, standard terms of quarters, standard terms of semesters, or standard terms of trimesters.

   • Select an Academic Year Type The type of academic year. If you selected Non-standard terms, Credit hours without terms, or Clock Hours in the Academic Calendar list, Borrower-Based Academic Year is selected by default and the list is disabled. If you select any other value in the Academic Calendar list, the field is enabled and you can select either Borrower-Based Academic Year or Schedule Academic Year. When a student enrolls in a program version that has Schedule Academic Year selected, the wizard for enrolling the student is filtered to standard terms. If you selected Standard term of quarters for Academic Calendar, Anthology Student sets the value in No. of Terms in Academic Year to 3. If you selected Standard terms of semesters or Standard term of trimesters, Anthology Student sets it to 2. When Scheduled Academic Year is selected, academic years do not need to be associated with the program version. If academic years are configured, they are ignored because Anthology Student creates the academic year based on the value you specified for Full Academic Year – Credits and Weeks specified on this form. (They must be specified for Anthology Student to create the correct academic years.). Open "Choose either BBAY or SAY" for the type of academic year. This selection will be referenced against the Academic Year Type assigned on the program versions.

   • Select Header or Trailer in Uses Summer If a Summer term is configured or not. . This control is only selectable if the Academic Year Type is SAY.

   • Select a Program Version The program version associated with the student or item.. The list of program versions available within the field is based on your selections within the previous fields.

3. Select Run Now in the toolbar.

   Anthology Student builds academic years for all students with the selected Status who are in the selected Program Version with the selected Start Date.

4. 1. If you want to save and: 

      • Continue making changes, select the Save button

      • Continue to add another item to the list, select the Save & New button

      • Close, select the Save & Close button

5. To close the New Schedule section, select Cancel.