Academic Program

ACADEMIC_PROG_TBL

Set Up SACR, Foundation Tables, Academic Structure, Academic Program Table, Academic Program

Describe every academic program at an academic institution and link each academic program to an academic career, grading scheme, academic group, academic level rule, and academic calendar.

Standing/Honors

ACAD_PROG_STDG_TBL

Set Up SACR, Foundation Tables, Academic Structure, Academic Program Table, Standing/Honors

Set up academic standing rules and parameters for academic programs. Set up honor and award rules and parameters for academic programs.

Taxonomy/Campus

ACAD_PROG_OWNR_TBL

Set Up SACR, Foundation Tables, Academic Structure, Academic Program Table, Taxonomy/Campus

Establish academic organization owners of the academic program for reporting, analysis, and work distribution purposes. Also, link academic programs to Classification on International Programs (CIP) codes and Higher Education General Information Survey (HEGIS) codes. Define the home campus and business unit for academic programs and the valid campuses for financial aid, registration, and advisement.

Repeat/Incomplete

INCOMPLETE_GRADE

Set Up SACR, Foundation Tables, Academic Structure, Academic Program Table, Repeat/Incomplete

Define grade lapse rules for academic programs. Each rule defines the grade to which incomplete grades lapse when you run reports. The rules also determine the related transcript notes that appear on a student's transcript. Set repeat checking controls at the academic program level and link repeat rules to academic programs.

Enrollment

ENRL_LIMITS_TBL

Set Up SACR, Foundation Tables, Academic Structure, Academic Program Table, Enrollment

Set up class enrollment limits for students’ academic programs, according to term categories.

Course

CRSE_COUNT_LIMITS

Set Up SACR, Foundation Tables, Academic Structure, Academic Program Table, Course

Set up students’ enrollment limits for courses in a specified term category and session type within academic programs. Set up class enrollment limits for students’ academic programs, according to sessions.

Dynamic Date

ACAD_PROG_DYN_DATE

Set Up SACR, Foundation Tables, Academic Structure, Academic Program Table, Dynamic Date

Set up dynamic date fields for a specific academic program.

Home Campus NLD

SSR_PROG_OWN_NLD

Set Up SACR, Foundation Tables, Academic Structure, Academic Program Table, Home Campus NLD

Set up home campus information for Dutch students.

First Term Valid

Select the first term in which students can be admitted to the academic program. You cannot admit students to the academic program before the term that you specify. If you select term 0000, you can admit students to the program for any term. When you convert data to the PeopleSoft system, be sure that you select a first valid term that is appropriate for the preexisting data of the academic program. This field is optional.

Academic Career

Select the academic career to which the academic program belongs.

Grading Scheme

By default, displays the grading scheme of the academic career. Select a new value to override the default value. The grading scheme defines all valid grading bases of the academic program. The system applies the grading scheme to classes within the academic program. In addition, the system displays the grading scheme of the academic program in the equivalent fields throughout transfer credit processing whenever credit is transferred into that academic program. When the system converts transfer credit, it uses the grading basis of the lowest definable level.

GB Default for Transfer Credit (grading basis default for transfer credit)

By default, displays the transfer credit default grading basis of the academic career (as defined on the Academic Career Table page). Select a new value to override the default value. This grading basis appears on various pages for transfer credit processing, where you can also override the value. When the system converts transfer credit, it uses the grading basis of the lowest definable level.

Default Grade – Transfer Credit

By default, displays the transfer credit default grade of the academic career. Select a new value to override the default value. This grade appears on various pages throughout transfer credit processing, where you can also override the value. When the system converts transfer credit, it uses the grade of the lowest definable level.

Academic Group

Select the academic group to which the academic program belongs. PeopleSoft Enterprise Student Financials uses academic groups for tuition calculation. The academic group value does not indicate sole ownership of the academic program by the academic group. Define ownership for reporting and financial analysis purposes on the Taxonomy/Campus page of this component.

Academic Level Rule

Select the academic level rule for the academic program. This rule defines how the system calculates the academic level for students who are in the academic program.

Academic Calendar

Select the academic calendar for the academic program. The system uses the academic calendar that you select to determine many of the important dates associated with the academic program.

Dual Academic Program

Select the second academic program, if the academic program is a joint program (such as J.D./M.B.A.). This enables PeopleSoft Enterprise Recruiting and Admissions to evaluate and accept students into both academic programs with one application.

Default Academic Plan

Select a default academic plan for the academic program. The system uses the value that you select as the default academic plan for new applicants to the academic program. The selection appears on the Quick Admit, Recruit Prospective Students, and Application Entry pages.

Default Campus

Select the default campus for the academic program. The value that you select appears on the Quick Admit, Create Prospects, and Application components for new applicants to this academic program. Define campuses on the Campus Table page.

Transcript Level

Select a transcript level to determine the types of transcripts on which the system includes the specified data. Values are Not Print, Official, Unofficial, Stdnt Life (student life), and Degr Prog (degree progress).

Career Pointer Exception Rule

Select the career pointer exception rule for the academic program. If the academic program does not have any career exceptions—that is, if enrollments in other careers’ courses follow the rules on the Academic Career Pointers page—leave this field empty.

Only if Outside Career

Select to use the career pointer exception rules only against class enrollments that are outside the academic career associated with the academic program. Clear this check box to use the career pointer exception rules against all class enrollments in the academic program.

Residency Required

Select to require residency data for students in the academic program. When you attempt to activate a student into a term, the Term Activation process determines whether a student’s academic program requires that the student have residency data in the system. If so and the student does not have residency data in the system, the Term Activation process does not activate the student for the term. This blocks the student from class enrollment and tuition calculation.

The value of this check box appears by default, according to the setting of the Residency Required field on the Institution 1 page for the academic institution to which the academic program belongs.

Financial Aid Eligible

Select to indicate that students in the academic program are eligible for financial aid. This check box works in conjunction with the Enforce FA Eligibility (enforce financial aid eligibility) check box on the Statistics Period Type page. The Consolidate Academic Statistics process uses these check boxes to determine which students to include in calculations. For example, if the academic program belongs to a continuing education or nondegree academic career and you want to exclude students within the academic program from the process calculations, clear the Financial Aid Eligible check box on this page and select the Enforce FA Eligibility check box on the Statistics Period Type page.

Primacy Nbr (primacy number)

Enter the primacy number for the academic program. The system uses this number as a key to determine a student's primary academic program when you consolidate academic statistics. The system also uses this number to prioritize financial aid applications when students are enrolled in multiple academic programs at the same time. The lowest number takes precedence.

Note. It is recommended that you coordinate the numbering with Financial Aid to avoid conflicts.

Edit Advisors Against

Select the view that the system uses when prompting you to assign an advisor for a student in the academic program. Assign advisors to students on the Student Advisor page. If you are defining a new academic program, the system displays the value from the corresponding field on the Academic Career Table page. The option that you select appears by default on the Student Milestone page and the Student Advisor page. Options are:

• Personal Data: Prompts against all people with a personal data record in the PeopleSoft system.

• Instructor Advisor: Prompts against all people defined as instructors and advisors on the Instructor/Advisor Table page, as defined for the academic program.

• Advisor Role: Prompts against all people defined as advisors on the Instructor/Advisor Table page, as defined for the academic program.

CIP Code (Classification of Instructional Programs code)

Select the CIP code for this academic program.

HEGIS Code (Higher Education General Information Survey code)

Select the HEGIS code for this academic program.

IPEDS Normal Completion (years) (Integrated Postsecondary Education Data System normal completion years)

Enter the number of years it normally takes a student to complete this academic program. The Completions report for IPEDS uses this information. The Completions report is one of the OLAP cubes delivered with Student Records.

Academic Organization

Select the academic organization that offers courses in the academic program. Any academic organization entered here should also have a detail node associated with it for this academic program on the academic organization tree. Define academic organizations on the academic organization tree.

Split Ownership

Select to designate multiple academic organization owners for this academic program. If you select this option, the lower Academic Organization field and the Percent Owned field become available.

Campus

Select a primary campus for the academic program.

Business Unit

Select the business unit (for bursar purposes) for the academic program. Define business unit values on the SF Business Unit Table page.

FA Campus (financial aid campus)

Select the campus responsible for administering the academic program's financial aid. The system displays values from the Campus Table page.

Registrar Campus

Select the campus responsible for student records within the academic program. The system displays values from the Campus Table page.

Advisement Campus

Select the campus responsible for student advising within the academic program. The system displays values from the Campus Table page.

Repeat Rule

Select a repeat rule for this academic program. The system prompts you with valid choices according to the academic career to which this academic program belongs. Repeat rules contain the conditions that define repeat checking policies. For example, the repeat rule can specify how many times a student can take courses given certain conditions, such as the grades that the student earns. Settings at the academic career level are defaults for all of the academic programs within this academic career wherein a repeat rule is not attached to the academic program. Repeat rules must be assigned to an academic career for the Repeat Checking process to function at grade input.

Process on Enrollment

Use this field to activate the Repeat Checking process at enrollment time for this academic program. The choices are Yes and No.

Select Yes if you want the Repeat Checking process to run during enrollment for this academic program. This is a front-end process that checks repeats, based on repeat rules that you set up in the Repeat Rule component. The process is front-end because it checks for repeats at enrollment time, rather than when you post grades. You can run the Repeat Checking process for the entire academic institution, for students in particular academic careers within the academic institution, and for students in primary academic programs within academic careers. This field is unavailable if No is selected at the academic career or academic institution levels.

Select No if you do not want the Repeat Checking process to run during enrollment processing for students in this academic program. This field is unavailable when you select No at the academic career or academic institution level.

Repeat Grade Check

Use this field to activate or deactivate the Repeat Checking process upon grade submission on the Enrollment Request page or the Quick Enrollment page for this academic program. Select from the following choices.

All Crse: Select this option if you want the Repeat Checking process to run upon grade submission on the Enrollment Request page for this academic program. This is a back-end process that checks repeats, based on repeat rules that you set up in the Repeat Rule component. The process is back-end because it checks for repeats when you post grades, after the student has already completed the class, rather than at enrollment time. You can run the Repeat Checking process for the entire academic institution, for academic careers within the academic institution, and for academic programs within academic careers. This field is unavailable if Never is selected at the academic career or academic institution levels.

Never: Select this option if you do not want the Repeat Checking process to run upon grade submission on the Enrollment Request page. This field is unavailable when you select Never at the academic career or academic institution level.

Only Rep (only repeats): Select if you want to run the process against all class enrollments on a student’s enrollment record (STDNT_ENRL table) where the repeat candidate field is set to Y. The only time that the system does not set the repeat candidate field to Y is for class enrollments entered through the Enrollment component or for classes where the course is defined as an allowable repeat through the Course Catalog component.

Temporarily Suspend Repeat Check on Enrollment (temporarily suspend repeat checking on enrollment)

Select to temporarily suspend the Repeat Checking process at enrollment time for students in this academic program. This check box enables you to temporarily suspend repeat checking during peak enrollment periods, when the Repeat Checking process might seriously impair performance. After the peak period has passed, clear this check box to re-enable the Repeat Checking process on enrollment. Use this functionality sparingly, because students attempting to repeat a class are not warned about a possible illegal repeat.

Temporarily Suspend Repeat Check on Grade Input (temporarily suspend repeat checking on grade input)

Select to temporarily suspend the Repeat Checking process during grade input for this academic program. This check box enables you to temporarily suspend repeat checking during peak grading periods, when the Repeat Checking process might seriously impair performance. After the peak period has passed, clear this check box to re-enable the Repeat Checking process on grade input. Use this functionality sparingly, because the system does not check for repeats, so you will not know if any repeat rules apply to students until you run the Repeat Checking process in batch.

Course Catalog Repeat Message

Select from the following choices the message type the system displays during enrollment when the Allowable Repeats process detects that the student has previously taken the course.

Error: Issues an error and prevents the student from enrolling in the repeated class.

Warning: Issues a warning that the repeatable limit as established on the course catalog has been exceeded. The student is still able to enroll in the class.

None: Issues no warning or error and the student is still able to enroll in the class.

The Allowable Repeats process runs at class enrollment time and looks at settings at the course catalog level to see whether a course can be repeated. This process does not affect student statistics; it is used only to determine whether a student can repeat a course. When the completions maximum or units maximum has been exceeded, the system issues enrollment messages, depending on the message type selected and assuming that the Course Catalog Repeats functionality is in effect.

The system renders the Course Catalog Repeat Message field unavailable when you select Yes in the Process on Enrollment field. The system renders the field unavailable because when you run the Repeat Checking on Enrollment process, the Allowable Repeats process does not issue a message when a repeated course is in violation of the course catalog repeat maximums. The Repeat Checking process analyzes the student’s enrollment records for repeated courses and issues warnings only after the Allowable Repeats process identifies an enrollment that exceeds the completions maximum or units maximum set on the Catalog Data page of the Course Catalog component.

Term Category

Select the term category for the academic program’s default term enrollment limits. You can modify these translate values.

Note. You link term category values to actual terms and academic careers on the Term Table page.

Check Min Before Open Enrollment (check minimum before open enrollment)

Select to enable the enrollment engine to verify enrollment requests against the minimum unit amounts set before the open enrollment date. Set the open enrollment date on the Session Table page.

Full Time Max Total Units (full-time maximum total units) and Part Time Max Total Units (part-time maximum total units)

Enter the maximum number of units that full-time and part-time students can have for the specified term category within the academic program.

If you select the Include Wait List in Total check box on this page, the enrollment engine calculates the student's total units by adding the units taken (UNT_TAKEN) for rows in the STDNT_ENRL table where the student enrollment status (STDNT_ENRL_STATUS) equals E (enrollment) or W (waiting). If you clear the check box, the enrollment engine includes only the units taken for rows where the student enrollment status equals E.

Full Time Min Total Units (full-time minimum total units) and Part Time Min Total Units (part-time minimum total units)

Enter the minimum number of units that full-time and part-time students can have for the specified term category within the academic program. The enrollment engine references this value only when a student attempts to drop a class or make a unit adjustment for a class. To calculate the student's total units, the enrollment engine adds the units taken (UNT_TAKEN) for rows in the STDNT_ENRL table where the student enrollment status (STDNT_ENRL_STATUS) equals E (enrollment).

Full Time Max No GPA Units (full-time maximum non-grade point average units) and Part Time Max No GPA Units (part-time maximum non-grade point average units)

Enter the maximum number of units that full-time and part-time students can have with a non-GPA grading basis for the specified term category within the academic program. This number includes the maximum audit units.

To calculate the student's total non-GPA units, the enrollment engine adds the units taken (UNT_TAKEN) for rows on the STDNT_ENRL table where the student enrollment status (STDNT_ENRL_STATUS) equals E (enrollment) and the include in GPA (INCLUDE_IN_GPA) flag equals N (no).

Full Time Max Audit Units (full-time maximum audit units) and Part Time Max Audit Units (part-time maximum audit units)

Enter the maximum number of non-GPA units that full-time and part-time students can have with an audit grading basis for the specified term category within this academic program. This number is part of the maximum non-GPA units.

To calculate the student's total audit units, the enrollment engine adds the units taken (UNT_TAKEN) for rows on the STDNT_ENRL table where the student enrollment status (STDNT_ENRL_STATUS) equals E (enrollment) and the audit grade basis (AUDIT_GRADE_BASIS) flag equals Y (yes).

Full Time Max Wait List Units (full-time maximum wait list units) and Part Time Max Wait List Units (part-time maximum wait list units)

Enter the maximum number of wait list units that full-time and part-time students can have in the specified term category within the academic program.

Wait list units are any combination of graded, non-GPA, and audit units. To calculate the student's total wait list units, the enrollment engine adds the units taken (UNT_TAKEN) for rows on the STDNT_ENRL table where the student enrollment status (STDNT_ENRL_STATUS) equals W (waiting).

Full Time Projected Bill Units and Part Time Projected Bill Units

Enter the number of units that the system uses to calculate projected tuition for billing before the completion of enrollment for full-time and part-time students in the term category within the academic program.

Bill for Wait List Units

Select to include wait list units in tuition calculations.

Include Wait List in Total

Select to have the enrollment engine include wait list units when calculating a student's full-time and part-time maximum total units. Clear this check box to enable a student to have up to the maximum wait list units regardless of maximum total units.

Note. This check box affects only full-time and part-time maximum total units for the term. It does not affect session or appointment enrollment limits.

Full Time Max Total Units

18

Full Time Max No GPA Units

6

Full Time Max Audit Units

3

Full Time Max Wait List Units

6

Include Wait List in Total

Y

Part Time Max Total Units

11

Part Time Max No GPA Units

3

Part Time Max Audit Units

3

Part Time Max Wait List Units

6

Include Wait List in Total

N

Course Count Enrollment

Select to activate course count processing for class enrollment in the academic program. If you select the Only Use Term Unit Limits check box on the Session page, the session type fields are unavailable. Otherwise, all fields on this page are available.

Min Course Count to Count (minimum course count to count)

If applicable, enter the minimum course count value that a course must be worth to count towards the total full-time and part-time maximum course counts. For example, if you indicate that a course must meet a minimum course count value of 0.50, then a course’s count value must be greater than or equal to 0.50 to count towards the full-time maximum course and part-time maximum course limits.

Full Time Max Courses (full-time maximum courses (upper)

Enter the full-time maximum course counts for students enrolling in classes within the specified term category of the academic program.

Part Time Max Courses (part-time maximum courses (upper))

Enter the part-time maximum course counts for students enrolling in classes within the specified term category of the academic program. These maximum course limits include only those courses that have a course count greater than or equal to the minimum course count value specified for the term category.

Full Time Max Courses (full-time maximum courses (lower))

If you set specific session unit limits for this term category on the Session page, the Full Time Max Courses field and Part Time Max Courses field become available. Enter the full-time maximum course counts for students enrolling in classes within the session type of the specified term category.

Part Time Max Courses (part-time maximum courses (lower))

Enter the part-time maximum course counts for students enrolling in classes within the session type of the specified term category. These maximum course limits include only those courses that have a course count greater than or equal to the minimum course count value specified for the term category.

Cancel Reason

Select the enrollment action reason that applies to a student’s enrollment record when the student cancels a dynamically dated class on or before the cancel-date deadline. You can modify these translate values.

Withdraw without Penalty Reason

Select the enrollment action reason that applies to a student’s enrollment record when the student withdraws from or drops a dynamically dated class after the cancel deadline but on or before the withdraw-without-penalty deadline. You can modify these translate values.

Withdraw with Penalty Grade Basis

Select the grading basis that determines a student’s grade when the student withdraws from a dynamically dated class after the withdraw-without-penalty deadline but on or before the withdraw-with-penalty deadline. Set up grading basis values on the Grading Scheme Table page. The grading basis that you select determines the grades available in the Withdraw With Penalty Grade field.

Withdraw with Penalty Grade

Select the grade that applies to a student’s enrollment record when the student withdraws from a dynamically dated class after the withdraw-without-penalty deadline but on or before the withdraw-with-penalty deadline.

Withdraw with Greater Penalty Grade Basis

Select the grading basis that determines a student’s grade when the student withdraws from a dynamically dated class after the withdraw-with-penalty deadline but on or before the withdraw-with-greater-penalty deadline. The grading basis that you select determines the grades available in the Withdraw With Greater Penalty Grade field.

Withdraw with Greater Penalty Grade

Select the grade that applies to a student’s enrollment record when the student withdraws from a dynamically dated class after the withdraw-with-penalty deadline but on or before the withdraw-with-greater-penalty deadline.

Drop without Penalty Reason

Select the enrollment action reason that applies to a student’s enrollment record when the student drops from a dynamically dated class after the drop-and-delete deadline but on or before the drop-and-retain-record deadline. You can modify these translate values.

Drop with Penalty Grade Basis

Select the grading basis that determines a student’s grade when the student drops a dynamically dated class after the drop-and-retain-record deadline but on or before the drop-with-penalty deadline. The grading basis that you select determines the grades available in the Drop With Penalty Grade field.

Drop with Penalty Grade

Select the grade that applies to a student’s enrollment record when the student drops a dynamically dated class after the drop-and-retain-record deadline but on or before the drop-with-penalty deadline.

Drop with Greater Penalty Grade Basis

Select the grading basis that determines a student’s grade when the student drops a dynamically dated class after the drop-with-penalty deadline but on or before the drop-with-greater-penalty deadline. The grading basis that you select determines the grades available in the Drop With Severe Penalty Grade field.

Drop with Severe Penalty Grade

Select the grade that applies to a student’s enrollment record when the student drops a dynamically dated class after the drop-with-penalty deadline but on or before the drop-with-greater-penalty deadline.

Academic Plan Table

ACADEMIC_PLAN_TBL

Set Up SACR, Foundation Tables, Academic Structure, Academic Plan Table

Describe academic plans, tie academic plans to an academic program or academic career, and specify the degree offered and other details.

Print Options

ACAD_PLAN_PRNT_OPT

Set Up SACR, Foundation Tables, Academic Structure, Academic Plan Table, Print Options

Set up diploma and transcript printing options and text for academic plans.

Taxonomy

ACAD_PLAN_TAXONOMY

Set Up SACR, Foundation Tables, Academic Structure, Academic Plan Table, Taxonomy

Set up academic plan taxonomy, including CIP codes, HEGIS codes, and fields of study for academic plans.

Owner

ACAD_PLAN_OWNER

Set Up SACR, Foundation Tables, Academic Structure, Academic Plan Table, Owner

Establish academic organization owners of the academic plan for reporting, analysis, and work distribution purposes.

Academic Program

Select the academic program or an academic career to which this academic plan belongs. To require that a student be admitted to a specific academic program before declaring the academic plan, select an academic program to link to this academic plan.

Academic Career

Select an academic career to link to the academic plan if you want students in any academic career to be able to declare the academic plan. For example, an institution might enable all undergraduates to declare computer science as a major (academic plan), regardless of whether students are in a liberal arts program or an engineering program.

Academic Plan Type

Select a type for this academic plan, such as Major, Minor, or Concentration. You can modify these translate values.

First Term Valid

Select the first term in which students can be admitted to the academic plan. You cannot admit students to the academic plan before the term that you specify. If you select term 0000, you can admit students to the plan for any term. When you convert data to the PeopleSoft system, be sure that you select a first valid term that is appropriate for the preexisting data for each academic plan. This field is optional.

Note. Students can change this plan when their admit term is prior to this term as long as the effective date of the change is greater than or equal to the start date of this term.

Degree Offered

Select the degree offered for completion of the academic plan. If the institution offers dual degrees, you must establish separate academic plans for each degree or create a combined degree, such as B.A./B.S. The system creates degree records according to the definition of the academic plan. Therefore, if a student graduates with dual degrees and the degrees are the same—such as an english B.A. and psychology B.A.—the system creates one degree record. However, if a student graduates with dual degrees and the degrees are different—such as an english B.A. and biology B.S.—the system creates two degree records, one for each degree.

Req Term Default (requirement term default)

Select the default term for which the system begins accumulating requirements for the academic plan. You can override the default value for individual students on the Student Plan page. Modification to these translate values requires significant programming effort.

Note. Set a default here so that when you analyze completion requirements for an academic plan, you know which set of requirements to use. Requirements can change over time.

Transcript Level

Select a transcript level to determine the types of transcripts on which the system includes the specified data. Values are Not Print, Official, Unofficial, Stdnt Life (student life), and Degr Prog (degree progress).

Evaluate Plan Before Program

Select to alter reporting sequences. This check box is a feature of PeopleSoft Enterprise Academic Advisement.

Academic Sub-Plan Table

ACAD_SUBPLAN_TBL

Set Up SACR, Foundation Tables, Academic Structure, Academic SubPlan Table

Describe academic subplans, and establish diploma and transcript printing options and text for academic subplans.

Academic Sub-Plan Taxonomy

ACAD_SUBPLAN_TXNMY

Set Up SACR, Foundation Tables, Academic Structure, Academic SubPlan Table, Academic Sub-Plan Taxonomy

Set up taxonomy for academic subplans, including CIP codes and HEGIS codes for academic plans.

CIP Code (Classification on International Programs code)

Select the CIP code for the academic subplan. CIP code values are delivered with the PeopleSoft system as translate values. You can modify CIP codes on the CIP Code Table page.

HEGIS Code (Higher Education General Information Survey code)

Select the HEGIS code for this academic subplan. HEGIS codes are delivered with the PeopleSoft system as translate values. You can modify HEGIS codes on the HEGIS Code Table page.