Setting Up Repeat Checking

This chapter provides an overview of repeat checking functionality and discusses how to:

• Define repeat schemes and repeat codes.

• Define repeat rules.

• Set up repeat checking for academic institutions.

• Set up repeat checking for academic careers.

• Set up repeat checking for academic programs.

Understanding Repeat Checking Functionality

The Student Records repeat checking functionality is a flexible, fully integrated feature that updates students’ academic statistics based on an academic institution’s course repeat policies. Through the repeat schemes, repeat codes, and repeat rules that your institution defines, the functionality regulates academic statistics that are normally governed by the grading scheme.

The repeat checking functionality enables you to manage repeats at the beginning, middle, and end of students’ coursework. The functionality enables you to:

• Identify automatically that students are repeating courses when students enroll in classes (front-end processing).

• Identify automatically that students are repeating courses when you grade students through the Enrollment Request page (back-end processing).

• Identify automatically that students are repeating courses when you post transfer credit (back-end processing).

• Identify in batch that students are repeating courses by running the Repeat Rule Checking process once per term through the Repeat Checking page.

• Identify repeats manually by assigning repeat codes to students’ records on the Student Enrollment page, Enrollment Request page, or Quick Enrollment page.

The repeat checking functionality consists of the following two processes, both of which are fully integrated with each other:

• The Allowable Repeats process, which enables you to define rules on the Catalog Data page of the Course Catalog (CRSE_CATALOG) component that regulate whether a student can repeat a course or course topic for credit and, if so, how many total units and total completions the student can attempt.

• The Repeat Rule Checking process, which takes effect only after a student exceeds either repeat maximum in the course catalog.

To use the repeat checking functionality, your institution must first define repeat schemes, repeat codes, and repeat rules.

• Repeat schemes are the set of valid repeat codes that an academic institution can use to define the repeat rules for an academic career.

• Repeat codes are the settings that will adjust academic statistics.

  Repeat codes can adjust academic statistics in the following two ways: they prevent the system from including repeated coursework in a student’s GPA (grade point average), and they prevent the system from including repeated coursework in a student’s academic level. If the student violates the repeat rule, the Repeat Rule Checking process assigns the appropriate repeat codes to the student’s enrollment record.

• Repeat rules inform the Repeat Rule Checking process when a student’s repeated coursework violates the repeat policies of an academic career or an academic program.

  You can assign to academic careers and academic programs only the repeat rules that are valid for the repeat scheme of the academic career.

After you have defined these elements, you must link the repeat rules to academic careers and, if you want, to academic programs in which you do not want to use the same rule as the academic career. Finally, you must specify when you want the Repeat Rule Checking process to run at the academic institution, academic career, and academic program levels. These controls enable you to turn on and off automatic repeat checking during enrollment and grade input. They also enable you to temporarily suspend automatic repeat checking during peak enrollment and grade input periods.

After your institution defines these elements and connects them to academic careers and academic programs, the repeat checking functionality is ready to use. When the Repeat Rule Checking process runs, it looks for a matching pair of course IDs or courses deemed equivalent (on the Course Equivalencies page). When the process finds a matching pair, it uses the appropriate repeat rule to determine whether the repeated class violates the rule. If it does, the process assigns the designated repeat code to the student’s enrollment record for the repeated class. You can view the assigned repeat code on the Enrollment Request page or the Quick Enrollment page. Depending on your setup, the repeat code can prevent a repeated course from counting towards a student's academic level or GPA.

The Allowable Repeats process and Repeat Rule Checking process set the repeat candidate flag (REPEAT_CANDIDATE) on the student's enrollment record (STDNT_ENRL) to Y or N for all components of a class. The COBOL process sets the flag to Y for all classes identified as repeat candidates as long as the following conditions are met:

• You must set up front-end repeat checking to issue warning messages whenever the COBOL process encounters a repeat candidate.

• You must process the enrollment transaction through the enrollment engine.

The COBOL process does not validate enrollment transactions that are processed through the Enrollment (STDNT_ENRL) component and, therefore, does not issue a warning repeat message. For enrollment transactions that are processed through the Enrollment component, the system sets the repeat candidate flag on the student's enrollment record to N, even for repeated classes. In cases for which you do not want a class enrollment considered as a repeat candidate by back-end repeat checking, you should process the class enrollment through the Enrollment component.

On the Repeat/Incomplete page of the Academic Program Table (ACADEMIC_PROG_TBL) component, if you set the Process on Enrollment field to No and the Course Catalog Repeat Messages field to Warning, the Allowable Repeats process is activated. When students submit enrollment requests and the student exceeds the total completions allowed for the class, as determined by the Course Catalog Detail page, they receive a warning message.

If you set the Process on Enrollment field to Yes, the Course Catalog Repeat Messages field is automatically set to Warning and becomes unavailable for edit. On enrollment requests, the Repeat Rule Checking process looks to the repeat rule setup for messaging rules.

For the process to correctly and consistently set the repeat candidate flag to Y, you must set the Enrollment Message field to Warning for the repeat rule on the Repeat Rule2 page and for every detail rule on the Repeat Rule Detail 1 page. If you set the Enrollment Message field to Ignore, the process does not send a message for that rule and, even if the course is a repeat candidate, the process sets the repeat candidate flag to N, provided that it does not violate other repeat rules.

See Also

Performing Repeat Checking

Defining Repeat Schemes and Repeat Codes

To set up repeat schemes and codes, use the Repeat Scheme Table (REPEAT_SCHEME_TBL) component.

This section discusses how to create repeat schemes and codes.

Page Used to Define Repeat Schemes and Repeat Codes

Creating Repeat Schemes and Codes

Access the Repeat Scheme Table page.

The purpose of repeat codes is to adjust students’ academic statistics appropriately when students repeat courses, rather than having the system calculate statistics by using the grading scheme.

Defining Repeat Rules

To set up repeat rules, use the Repeat Rule (REPEAT_RULE) component.

This section discusses how to do the following tasks and concludes with an example of a repeat rule:

• Describe repeat rules.

• Define conditions for repeat rules.

• Define repeat rule sequences.

• Define conditions for repeat rule sequences.

• Designate process actions for repeat rule sequences.

If you want to run repeat checking at the academic career level but want to exclude an academic program without having to select each academic program for which you do want to run repeat checking, you can set up a repeat rule called NONE. After naming the repeat rule, complete the required fields in the component and attach it to the academic program that you want to exclude. When the Repeat Rule Checking process sees the NONE repeat rule, it does not run for that academic program.

Pages Used to Define Repeat Rules

Describing Repeat Rules

Access the Repeat Rule page.

Your repeat rules are keyed by the academic careers, so your description might be Undergraduate Repeat Rules, Fine Arts Repeat Rules, Graduate Repeat Rules, and so on.

Defining Conditions for Repeat Rules

Access the Repeat Rule2 page.

Total Attempts Allowed	Enter the total number of attempts that a student can make for a course to which this repeat rule applies. The value that you enter should include all attempts of the course, including the first attempt.
Total Units Allowed	Enter the total number of units that a student can take for a course to which this repeat rule applies. The value that you enter should include all units taken for the course, including the units of the first attempt. You can set both total attempts and total units maximums, or you can set just one. If you set both maximums, the Repeat Rule Checking process uses the first maximum that it reaches. If you set neither maximum, the process uses the system defaults, 99 for total attempts and 999 for total units.
Repeat Code Violated	Enter the repeat code that the Repeat Rule Checking process assigns to a student’s enrollment record if the student violates the repeat rule. When the Repeat Rule Checking process runs, it checks the repeat rule to verify whether the student has exceeded either the total attempts allowed or the total units allowed. If so, the process assigns to the enrollment record of the student’s current course attempt the violated repeat code that you define here. For example, if your organization allows students to repeat a course only twice, regardless of any grades that the student receives, you would enter 3 in the Total Attempts Allowed field—one for the initial enrollment plus two additional repeated attempts. Then, if the student attempts to enroll in the course and violates the total attempts allowed for the rule, the process assigns the Repeat Code Violated field value to the course. If your organization chooses to have no restriction on the number of times a student can repeat a course, or if your organization restricts only the number of times that a student can repeat a course for a certain grade, then use the total attempts allowed default value of 99. You are required to specify a Repeat Code Violated field value.
Enrollment Message	If a student’s enrollment request causes the student to exceed the total attempts or units allowed, the Repeat Rule Checking process looks to the enrollment message value that you select to determine the action that the enrollment process takes to alert the student. Select Error to stop the enrollment process and alert the student by displaying an error message, or select Warning to alert the student by displaying a warning message about the possible consequences of continuing with the enrollment. The enrollment message applies only to repeat checking on enrollment (front end). Select Ignore if you do not want the Repeat Rule Checking process to issue any message.
Current Repeat Codes Exempted from Attempts/Units Allowed	Allows for exemptions to the repeat rule parameters in the event that a student’s enrollment record contains one of the codes that you enter here. In our example, if the student’s enrollment record contained the PETM (repeat allowed by petition) repeat code, the Repeat Rule Checking process would not consider that enrollment record in violation of a repeat rule. In addition, the back-end Repeat Rule Checking process allows an override of the attempts/units allowed maximum for current courses carrying the exemption code. You can assign repeat codes to a student’s enrollment record on the Enrollment Request, Quick Enrollment, or Student Enrollment 1 page.

Defining Repeat Rule Sequences

Access the Repeat Rule Detail 1 page.

Seq No (sequence number)	Enter the sequence number for this detail line of the repeat rule. You can have as many rule detail lines as necessary. The sequence number tells the system the order in which to evaluate the detail lines of the repeat rule. For example, you might have four detail lines: one for special permission of all grades; one for the repeats of F grades (those grade points between 0.000 and 0.999), which are permitted twice; one for repeats of D grades (those with grade points between 1.000 and 1.999), which are permitted once; and one for repeats of all other grades (those with grade points between 2.000 and 4.000). Important! The sequence number of the detail lines is crucial because as soon as the Repeat Rule Checking process (SRPCERPT) finds a rule detail line that applies, it ignores subsequent detail lines.
Grade Points	Enter the lowest value in a range of grade points per unit for which the detail line of the repeat rule applies. For example, at PSUNV, we use a 4-point scale. Therefore, when we enter grade points 0.00 through 0.999 for our first detail line of the repeat rule, the system applies the detail line only to F grades. When we enter grade points 0.00 to 4.00 for our first detail line of the repeat rule, the system applies this detail line to all grades.
Through	Enter the highest value in a range of grade points per unit for which the detail line of the repeat rule applies.
Total Attempts Allowed	Enter the number of attempts that a student is allowed within this grade point range. This number includes the original attempt and repeat attempts. In the preceding example, students can repeat F grades twice; therefore, the total attempts allowed in the range is 3, two repeat attempts plus one original attempt.
Total Units Allowed	Enter the total units for which a student is allowed to receive a grade within this grade point range. For example, in the preceding example, a student can receive an F grade on a repeated class only one time or for six units (whichever comes first) before the student violates the detail line of the repeat rule.
Repeat Code Violated	Enter the repeat code that the Repeat Rule Checking process assigns to a student’s enrollment record if the student violates this detail line of the repeat rule. When the Repeat Rule Checking process runs, it checks the repeat rule to verify whether the student has exceeded either the total attempts allowed or the total units allowed for this detail line. If so, the process assigns to the enrollment record of the student’s current course attempt the repeat code violated that you define here. Define repeat code values on the Repeat Scheme Table page. On the preceding page, the system posts the repeat code ILGL (illegal) if students attempt a course more than three times with an F grade. On the fourth attempt, the system posts the ILGL code to the fourth enrollment attempt.
Enrollment Message	If a student’s enrollment request causes the student to exceed the total attempts or units that are allowed for this detail line of the repeat rule, the Repeat Rule Checking process checks the enrollment message value that you select to determine the action that the enrollment process takes to alert the student. Select Warning to alert the student by displaying a warning message about the possible consequences of continuing with the enrollment. The enrollment message applies only to repeat checking on enrollment (front end). Select Ignore if you do not want the Repeat Rule Checking process to issue any message.
Description and Long Description	Enter the description and long description for this detail line of the repeat rule. These fields are for information purposes only.

Defining Conditions for Repeat Rule Sequences

Access the Repeat Rule Detail 2 page.

Sometimes a course that the student repeats will already have a repeat code assigned. For a student's current course attempt, a repeat code might have been assigned manually during the enrollment process on either the Student Enrollment 1 page, the Quick Enrollment page, or the Enrollment Request page. Use this page in conjunction with the rules that you define on the Repeat Rule Detail 3 page.

Designating Process Actions for Repeat Rule Sequences

Access the Repeat Rule Detail 3 page.

Enter codes for each repeat rule detail line that you have created for the repeat rule. The Repeat Rule Checking process assigns these repeat codes only if the student's grade point on the prior course attempt falls within the range that you specify on the Repeat Rule Detail 1 page.

If Most Recent Attempt is Best Grade

In the If Most Recent Attempt is Best Grade group box, select the appropriate repeat codes for the Repeat Rule Checking process to post to a student's enrollment record if the most recent attempt of the course has the best grade.

If Most Recent Attempt is Not Best Grade

In the If Most Recent Attempt is Not Best Grade group box, select the appropriate repeat codes for the system to post to a student's enrollment record if the most recent attempt of the course does not have the best grade.

Multiple Repeated Courses

If multiple repeated courses are counted, the prior attempt that is selected is determined by the value that is entered in the Grade Match Option field on the Academic Institution 5 page. Choices are Best Grade and Worst Grade.

For example, ENGL 101 is set up in the course catalog to allow credit for two repeats. A student achieves the following grades for ENGL 101:

• Spring 2003, grade C.

• Spring 2004, grade D.

• Spring 2005, grade B.

Best Grade: The course that is selected as the previous course attempt is the course with the best grade points per unit where the Earned Unit check box is selected on the Grading Scheme Table page. In this example, the Spring 2005 attempt is the current attempt, while the Spring 2003 attempt (best grade) is the previous attempt. The enrollment records for this example would look as follows:

• Spring 2003, ENGL 101, grade C, URPT.

• Spring 2004, ENGL 101, grade D.

• Spring 2005, ENGL 101, grade B, GPAI.

Thus, the Spring 2004 and Spring 2005 courses are acceptable repeat courses and the Spring 2003 course is forgiven/removed from the academic statistics.

Worst Grade: The course that is selected as the previous course attempt is the course with the worst grade points per unit where the Earned Unit check box is selected on the Grading Scheme Table page. In this example, the Spring 2005 attempt is the current attempt, while the Spring 2004 attempt (worst grade) is the previous attempt. The enrollment records for this example would look as follows:

• Spring 2003, ENGL 101, grade C.

• Spring 2004, ENGL 101, grade D, URPT.

• Spring 2005, ENGL 101, grade B, GPAI.

Thus, the Spring 2003 and Spring 2005 courses are acceptable repeat courses and the Spring 2004 course is forgiven/removed from the academic statistics.

See Also

Running the Repeat Rule Checking Process in Batch

Example of a Repeat Rule

The following example shows how your institution might set up a repeat rule with two detail lines. This example defines a repeat rule that allows students to repeat a course twice only or earn up to 12 units in a repeated course. In addition, students must seek special permission to repeat classes. If students receive a D or F in the course, they can repeat the course only once rather than twice. The Repeat Rule2 page might look like this:

• The Total Attempts Allowed field is set to 3.

  Undergraduate students can repeat courses twice only (first attempt plus two repeats equals three total attempts).

• Undergraduate students can repeat courses for a total of 12 units, as specified in the Total Units Allowed field.

• We enter ILGL (illegal repeat) in the Repeat Code Violated field.

  If the process finds a student in violation of the total attempts allowed or total units allowed, the process assigns the ILGL repeat code to the student’s enrollment record for the repeated course.

• The Enrollment Message field is set to Error.

  If the Repeat Rule Checking process identifies the repeat on enrollment as exceeding the total attempts allowed or total units allowed, it issues an error message and the student is denied enrollment into the course.

• We enter a repeat code exemption.

  If a student’s enrollment contains the PETM (repeat allowed via petition) repeat code, the repeat rule does not prevent the enrollment—this exemption would also override the total attempts allowed or total units allowed maximums on the Repeat Rule2 page during back-end processing. For the student’s enrollment to contain this repeat code, manually assign it to the enrollment record on the Student Enrollment 1 page, the Quick Enrollment page, or the Enrollment Request page. In addition, the assumption is that the exemption codes are included in special permission rules where these codes are established as Must Equal conditions on the Repeat Rule Detail 2 page, though this is not required.

To require that students seek special permission to repeat classes, the Rule Detail 1 page might look like this:

• The sequence number is 1.

  The Repeat Rule Checking process considers this detail line first.

• The process includes any repeated courses that have a grade-points-per-unit range from 0.000 through 4.000.

  This range ensures that the Repeat Rule Checking process evaluates every attempt, regardless of the student’s grade. Because this is our most restrictive rule, we want the Repeat Rule Checking process to consider this rule first.

• Because the student must have special permission to repeat a course, we enter the value of 99 in the Total Attempts Allowed field.

  A student can repeat a class as many times as special permission is given.

• No total units allowed restriction exists for this detail line of the repeat rule.

The Repeat Rule Detail 2 page might look like this for the special permission detail line:

The Repeat Rule Checking process applies the codes on the Repeat Rule Detail 3 page if the current course attempt has been coded with PETM. If the current course attempt does not match the criteria, the system moves on to the next rule sequence detail line. The Rule Detail 3 page might look like this for the special permission detail line:

• If the current attempt of the class has the best grade, the system codes that class with REXC and sets the prior attempt to REIG.

• If the current attempt of the class does not have the best grade, the system codes that class with REIG and sets the prior attempt to REXC.

For the next detail line of the repeat rule, we want to specify that students can repeat D and F grades only once. The Repeat Rule Detail 1 page looks like this:

• The sequence number is 2.

  The system considers this detail line of the repeat rule second in the Repeat Rule Checking process.

• Repeated courses that have a grade-points-per-unit range from 0.000 through 1.999 are included.

  Note that the grade range is concerned with only the grade of the prior course in the matched pair.

• A student is permitted to repeat a D or F grade once, and this is reflected in the Total Attempts Allowed field value of 2.

  Course attempts include all attempts of the course, not just the repeats. In addition, the allowable course catalog repeats constitute the first attempt in this total attempts allowed. Therefore, if the catalog allows four attempts, all four of those attempts would constitute the first attempt in this number.

• No total units allowed restriction exists for this rule.

• If students violate the number of attempts, the Repeat Rule Checking process assigns the repeat code ILGL to the student’s enrollment record for the current attempt, as defined in the Repeat Code Violated field.

The Repeat Rule Detail 2 page might look like this for this detail line of the repeat rule:

On this page, the system does not apply this rule detail sequence if the current attempt has any one of the selected repeat codes attached to it.

The Repeat Rule Detail 3 page might look like this for this detail line of the repeat rule:

• If the current attempt of the class has the best grade, the system codes it with REXC and codes the prior attempt with REIG.

• If the current attempt of the class does not have the best grade, the system codes it with REIG and codes the prior attempt with REXC.

Note. When the Repeat Rule Checking process finds a matched pair of courses that violates a detail line of the repeat rule, it moves on to the next pair of matching courses.

Setting Up Repeat Checking for Academic Institutions

This section discusses how to set up repeat checking controls for academic institutions.

Page Used to Set Up Repeat Checking for Academic Institutions

Setting Repeat Checking Controls for Academic Institutions

Access the Academic Institution 5 page.

Process on Enrollment	Use this field to activate or deactivate the automatic Repeat Rule Checking process at enrollment time (front-end processing) for this entire academic institution. Enter one of the following values. Yes: Enter if you want the Repeat Rule Checking process to automatically run during enrollment for this academic institution. 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, rather than when you post grades. You can run the Repeat Rule Checking process for this entire academic institution, for students in specific academic careers within the academic institution, or for students in specific academic programs within the academic careers. When you enter Yes at the academic institution level, this value cascades down to the academic career and academic program levels. Thus, when you enter Yes for an academic institution, every academic career and academic program within that institution is also set to Yes. However, you can still manually enter No at the academic career and academic program levels. No: Enter if you do not want the Repeat Rule Checking process to run for this entire academic institution during enrollment. If you enter No here, the system sets the Process on Enrollment field at the academic career and academic program levels to No, and renders them unavailable. Warning! When you enter Yes at the academic institution level, every academic career and program within this institution is set to Yes. The same is true if you enter No. If you change the setting from Yes to No, you also change the settings for every academic career and program within this institution. To reset the fields, you must go into each academic career and academic program and change them manually.
Repeat Grade Check	Use this field to activate or deactivate repeat checking on grade input for this entire academic institution. The available values are: All Crse (all courses): Enter if you want the Repeat Rule Checking process to run during grade input (on the Enrollment Request page) for every course in this academic institution. This is a back-end process that checks for 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. You can run the Repeat Rule Checking process for this entire academic institution, for specific academic careers within the academic institution, or for specific academic programs within academic careers. When you enter All Crse at the academic institution level, the system runs the Repeat Rule Checking process for every academic career within this academic institution that has a value of All Crse in the Repeat Grade Check field in the Academic Career Table component. Likewise, if you check All Crse at the academic career level, the system looks at the repeat grade check setting at the academic program level to determine whether to run the Repeat Rule Checking process for each academic program within the academic career. Never: Enter if you do not want the Repeat Rule Checking process to run during grade input on the Enrollment Request page. If you enter Never here, the system sets the Repeat Grade Check field at the academic career and academic program levels to Never, and renders the field unavailable. Only Rep (only repeats): Enter 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 that are entered through the Enrollment component or for classes for which the course is defined as an allowable repeat through the Course Catalog component. Warning! When you enter All Crse at the academic institution level, every academic career and academic program within this academic institution is also set to All Crse. The same is true if you enter Never. If you change the setting from All Crse to Never, you also change the settings for every academic career and program within this academic institution. To reset the fields, you must access each academic career and program and change them manually. Note. The automatic Repeat Rule Checking process runs only when you post grades using the Enrollment Request page. The process does not run when you post grades using the grade roster, Quick Enrollment page, or Student Enrollment 1 page.
Temporarily Suspend Repeat Check on Enrollment	Select to temporarily suspend the Repeat Rule Checking process at enrollment for this academic institution. This check box enables you to temporarily suspend repeat rule checking during peak enrollment periods, when the Repeat Rule Checking process would seriously impair performance. After the peak period has passed, return to this page and clear this check box to re-enable the Repeat Rule Checking process on enrollment. Use this functionality sparingly, because students attempting to repeat a class are not warned about a possible illegal repeat. Selecting this check box renders the Process on Enrollment and Temporarily Suspend Repeat Check on Enrollment fields at the academic career and program levels unavailable. However, selecting this check box does not change the settings in the Process on Enrollment fields at the academic career or program levels. Note that this is the main difference between the cascading functionality through the Process on Enrollment and Repeat Grade Check fields and the suspension functionality—suspension does not alter the previous settings of lower levels.
Temporarily Suspend Repeat Check on Grade Input	Select to temporarily suspend the Repeat Rule Checking process during grade input for this academic institution. This check box enables you to temporarily suspend repeat checking during peak grading periods, when the Repeat Rule Checking process would seriously impair performance. After the peak period has passed, come back to this page and clear this check box to re-enable the Repeat Rule Checking process on grade input. Use this functionality sparingly because the system does not check for repeats, so you will not know whether any repeat rules apply to students until you run the Repeat Rule Checking process manually. Selecting this check box renders the Repeat Grade Check and Temporarily Suspend Repeat Check on Grade Input fields at the academic career and program levels unavailable. However, selecting this check box does not change the settings in the Repeat Grade Check fields at the academic career or program levels. Note that this is the main difference between the cascading functionality through the Process on Enrollment and Repeat Grade Check fields and the suspension functionality—suspension does not alter the previous settings of lower levels.
Process on Transfer Credit	When you post on line or batch transfer credit, use this check box to include or exclude the Repeat Rule Checking process. The check box is selected by default. Note. If the value in the Scope field on the Repeat Checking page is All Work for Term or Transfer/Test Credit, the Repeat Rule Checking process will assign repeat codes to transfer credit even though the Process on Transfer Credit check box is not selected. If you do not want to run repeat checking on transfer credit, clear the Process on Transfer Credit check box and enter a value of Student Enrollments Only in the Scope field on the Repeat Checking page.
Repeat Check at Topic Level	Select if you want to enable repeat checking at the course topic level for this institution. Define repeat rules in the Repeat Rules component. You can disable repeat checking at the course topic level for a specific course on the Course Catalog - Catalog Data page.
Grade Match Option	For multiple repeated classes, you can match a currently enrolled class with previous attempts by either the best grade or the worst grade. If multiple repeats are counted, the previous attempt selected is determined by the value that is entered in the Grade Match Option field. Best Grade: This process selects a class from previous attempts as follows: The class with the best grade points per unit, where the Earned Unit check box is selected on the Grading Scheme Table page. If no match exists, the class with the best grade points per unit, where the Units Attempted check box is selected on the Grading Scheme Table page. If no match exists, the most recent attempt by term. Worst Grade: This process selects a class from previous attempts as follows: The class with the worst grade points per unit, where the Earned Unit check box is selected on the Grading Scheme Table page. If no match exists, the class with the worst grade points per unit, where the Units Attempted check box is selected on the Grading Scheme Table page. If no match exists, the most recent attempt by term.

Setting Up Repeat Checking for Academic Careers

This section discusses how to set repeat checking controls for academic careers.

Page Used to Set Up Repeat Checking for Academic Careers

Setting Repeat Checking Controls for Academic Careers

Access the Repeat Checking page.

Scheme	Enter a repeat scheme for this academic career. Repeat schemes contain the set of all valid repeat codes for this academic career.
Repeat Rule	Enter a repeat rule to assign to this academic career. Repeat rules contain the conditions that define your 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 earned. Settings at the academic career level serve as 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 Rule Checking process to function at enrollment or grade input. Define repeat rules on the Repeat Rule page.
Process on Enrollment	Use this field to activate the Repeat Rule Checking process for the academic career at enrollment. Your choices are Yes and No. Enter Yes if you want the Repeat Rule Checking process to run during enrollment for this academic career. This front-end process 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 rather than when you post grades. You can run the Repeat Rule 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. When you enter Yes at the academic career level, the system runs the Repeat Rule Checking process for all students in every primary academic program within this academic career that has a value of Yes in the Process on Enrollment field in the Academic Program Table component. This field is unavailable if No is entered at the academic institution level. Warning! When you enter Yes at the academic career level, every academic program within this academic career is also set to Yes. The same is true if you enter No. If you change the setting from Yes to No, you also change the settings for every academic program within this academic career. To reset the fields, you must go into each academic program and change them manually.
Repeat Grade Check	Use this field to activate the Repeat Rule Checking process on grade input for this academic career. All Crse (all courses): Enter this value if you want the Repeat Rule Checking process to run during grade input for this academic career. This back-end process 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 on the Enrollment Request page, after the student has completed the class, rather than at enrollment time. You can run the Repeat Rule Checking process for the entire academic institution, for academic careers within the academic institution, and for academic programs within academic careers. When you enter All Crse at the academic career level, the system runs the Repeat Rule Checking process for every academic program within this academic career that has a value of All Crse in the repeat grade check field in the Academic Program Table component. This field is unavailable if Never is entered at the academic institution level. Never: Enter this value if you do not want the Repeat Rule Checking process to run during grade input on the Enrollment Request page. If you enter Never here, the system sets the Repeat Grade Check field at the academic program level to Never and renders the field unavailable. Likewise, the Repeat Grade Check field on this page is unavailable when you enter Never at the academic institution level. Only Rep (only repeats): Enter if you want to run the process against all class enrollments on a student’s enrollment record (STDNT_ENRL table) for which 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 that are entered through the Enrollment component or for classes for which the course is defined as an allowable repeat through the Course Catalog component. Warning! When you enter Never, the system changes the setting in the Repeat Grade Check field for every academic program to Never. To reset the fields, you must go into each academic program and change them manually. Note. The automatic Repeat Rule Checking process runs only when you post grades using the Enrollment Request page. The process does not run when you post grades using the grade roster, Quick Enrollment page, or Student Enrollment 1 page.
Temporarily Suspend Repeat Check on Enrollment	Select to temporarily suspend the Repeat Rule Checking process during enrollment for this academic career. This option temporarily suspends repeat checking during peak enrollment periods, when the Repeat Rule Checking process would seriously impair performance. After the peak period, return to this page and clear this check box to re-enable the Repeat Rule Checking process on enrollment. Use this functionality sparingly, because students attempting to repeat a class are not warned about a possible illegal repeat. Selecting this check box renders the Process on Enrollment and Temporarily Suspend Repeat Check on Enrollment fields at the academic program level unavailable. However, selecting this check box does not change the settings in the Process on Enrollment fields at the academic program level.
Temporarily Suspend Repeat Check on Grade Input	Select to temporarily suspend the Repeat Rule Checking process during grade input for this academic career. This check box enables you to temporarily suspend repeat checking during peak grading periods, when the Repeat Rule Checking process would seriously impair performance. After the peak period has passed, return to this page and clear this check box to re-enable the Repeat Rule Checking process on grade input. Use this functionality sparingly because the system does not check for repeats while grading through the Enrollment Request page, so you will not know whether any repeat rules apply to students until you run the Repeat Rule Checking process in batch. Selecting this check box renders the Repeat Grade Check and Temporarily Suspend Repeat Check on Grade Input fields at the academic program level unavailable. However, selecting this check box does not change the settings in the Repeat Grade Check fields at the academic program level.
Course Catalog Repeat Message	Enter the message type that the system displays during enrollment when the course catalog Allowable Repeats process detects that the student has previously taken the course. The choices are: 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 system allows the student to enroll in the class. None: Issues no warning or error and allows the student to enroll in the class. The course catalog Allowable Repeats process runs at class enrollment 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 to determine whether a student can repeat a course. When the completions maximum or units maximum is exceeded, the system issues enrollment messages, depending on the message type selected (assuming that the course catalog repeats functionality is in effect). The system renders the Course Catalog Repeat Message field unavailable when you enterYes in the Process on Enrollment field. The system renders the field unavailable because when you run the Repeat Rule Checking process on enrollment, the course catalog Allowable Repeats process does not issue a message when a repeated course is in violation of the course catalog repeat maximums. The Repeat Rule Checking process analyzes the student’s enrollment records for repeated courses and issues warnings only after the course catalog 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.

Setting Up Repeat Checking for Academic Programs

This section discusses how to set repeat checking controls for academic programs.

Page Used to Set Up Repeat Checking for Academic Programs

Setting Repeat Checking Controls for Academic Programs

Access the Repeat/Incomplete page.

Linking a repeat rule to an academic program is the last step in setting up repeat checking. However, this is not a required step. If you do not attach a repeat rule at the academic program level, the Repeat Rule Checking process uses the repeat rule set for the academic career to which the academic program belongs. Thus, link a repeat rule to an academic program only if you do not want the Repeat Checking process to use the repeat rule that is specified for the academic career.

See Defining Repeating Rules and Grade Lapse Rules for Academic Programs.

See Also

Running the Build Student Records Cube Process