Calculate Satisfactory Progress Window

Satisfactory Progress (towards a degree) can be checked either at the end of each term (POE) or annually, at the end of an award year. There are two main functions:

·       Calculate Satisfactory Progress evaluates all students registered either in a specific year or term, depending on your configuration, and populates rows in the Satisfactory Progress History table, which is designed to hold all evaluation elements and results.

·       Satisfactory Progress Details allows a year or term review of all students who have been processed for the selected year or term and also allows you to update selected fields.

Understanding the Calculation Process

The Perform an official calculation of satisfactory progress checkbox is selected by default. Designating the run as official identifies that the Satisfactory Progress being sent is finalized and transferred in an official capacity. Deselect the checkbox to process Satisfactory Progress as unofficial.

The Process button launches the Calculate Satisfactory Progress (SAP) process based on the selected year/term combination and calculation method. It accrues data required for analysis primarily from the Student Course History, Student Division Master, Student Term Summary, and Student Term Summary by Division tables and inserts/updates/deletes rows in the PF_SAP_HIST table for evaluation by a stored procedure and/or rules based update.

If you are configured to Calculate SAP by Award Year, the process selects students registered for any term in the selected year as of the selected term. It also calculates the cumulative and year hour counts as of the selected term.

If you are configured to Calculate SAP by POE (term), the process selects students registered in the selected year and term. It calculates the cumulative and year hour counts as of the selected term.  

·       If you try to calculate SAP for a year or year/term combination that has already been calculated (processed), the following message appears: "Calculate Satisfactory Progress was last run for <YYYY> or <YYYY/TT> on <MM/DD/YYYY>." You have the option to select the Proceed button or Cancel button.

o     If you select the Proceed button, the process loads existing data values for the specified year or year/term into a datastore named "OLD" for logging academic data differences found and updates the OLD datastore with specified data elements from PF_SAP_HIST. It then removes all existing rows from PF_SAP_HIST table and any corresponding rows in PF_SAP_HIST_UDF table that were inserted when the process was initially run and re-inserts rows resulting from the re-calculation of SAP into the PF_SAP_HIST table and in the PF_SAP_HIST_UDF table if you elect to do so.

o     If you select the Cancel button, the window closes and no further updates are made.

·       If you did not previously run the SAP process, a query is run to select eligible students.

·       A data row is inserted into the Satisfactory Progress History (PF_SAP_HIST) table for each eligible student.

·       The calculation method (Rules Based Update, Stored Procedure, or both) is performed and the Satisfactory Progress History table is updated.

·       Any differences are logged to the Academic Information Change Report (an audit file for printing).

·       The last run data is updated.

·       When the process is completed, one of three messages appears.

o     If the process ran successfully, the following message appears: "Satisfactory Academic Progress Completed Successfully. Please review the Satisfactory Progress Details Window for results."

o     If the process failed, the following message appears: "Satisfactory Academic Process Failed."

o     If the process found no rows to process for the selected year or year/term combination, the following message appears: "There were no rows to process in the STUDENT_TERM_SUM table for Year yyyy or Year/Term yyyy/tt".

Columns

Select Academic Year/Term* (Select Academic Year**)

·       Year

·       Term*

·       Calculate Cumulative Totals as of Term**

Select Calculation Method

Select Individual Student for Reconciliation

·       ID #

*Appears if POE is selected as the SAP Calculation Option on the Financial Aid Configuration window.

**Appears if Award Year is selected as the SAP Calculation Option on the Financial Aid Configuration window.

How To

Calculate Satisfactory Academic Progress

1.    Open the Calculate Satisfactory Progress window.

2.    Select the appropriate Year and Term combination for which you want to calculate Satisfactory Academic Progress (SAP).

a.    From the Term drop-down list, select the term for which you want to evaluate SAP. This drop-down list appears if POE is selected as the SAP Calculation Option on the Financial Aid Configuration window.

b.    From the Calculate Cumulative Totals as of Term drop-down list, select the term up to which you want to accrue hour counts. This drop-down list appears if Award Year is selected as the SAP Calculation Option on the Financial Aid Configuration window. The calculation will end at the end of the selected term.

3.    To process SAP in an official capacity, keep the Perform an official calculation of satisfactory progress checkbox selected.

When calculating SAP, designating the run as official identifies that the SAP being calculated is finalized. Some schools, primarily those doing annual evaluations, may calculate SAP unofficially prior to the end of the evaluation period for the purpose of alerting students struggling academically early. This box is checked by default so that all SAP calculations are flagged as official.

4.    Select the Calculation Method you want to use.

If you need to modify the Rules Based Update Cluster or the Stored Procedure, please contact your Jenzabar representative.

You must select one of the three radio buttons to indicate the method you want to use to calculate Satisfactory Academic Progress:

Rules Based Update Cluster

This radio button is automatically selected as the default calculation method.

Selecting this radio button indicates that the Satisfactory Academic Progress (SAP) Cluster Rule is to be used to calculate SAP. When selected, the code and description of the SAP Update Cluster is displayed. This definition contains default rows in the required Rules Based Update tables to support a minimum evaluation required for Federal funds for undergraduate students. You must modify these three rule definitions to meet your institutional policy.

SAP 1 defines the student population that needs to be evaluated under distinct rules and updates PF_SAP_HIST.RULE_VALUE.

SAP 2 defines the minimum requirements needed to make satisfactory progress or not and updates PF_SAP_HIST.CURRENT_PROGRESS_1 accordingly.

SAP 3 updates PF_SAP_HIST.FINAL_PROGRESS_1 based on a review of a student's current progress compared with their previous progress.

Stored Procedure

Selecting this radio button indicates that a stored procedure is to be used to calculate satisfactory academic progress. When selected, the name of the stored procedure shell, CUST_CALCULATE_SAP_SP, provided to you for customizing is displayed.

If your institution calculates, uses term count charts, or uniquely calculates any PF_SAP_HIST data element(s), the CUST_CALCULATE_SAP_SP stored procedure allows you to set resource data as needed. It can also populate any user-defined fields required for SAP in PF_SAP_HIST_UDEF.

Stored Procedure THEN Rules Based Update Cluster

Selecting this radio button indicates that the calculation of satisfactory academic progress will occur by using a stored procedure followed by the Rules Based Update Cluster.

This option allows you the ability to collect more data elements but also allows you to use the Rules Based Update Cluster default model. The CUST_CALCULATE_SAP_SP stored procedure and SAP Rules Based Update Cluster will be used if you select this radio button.

5.    If you want to recalculate SAP for only one student, enter the ID # in the Select Individual Student for Recalculation group box; otherwise, the process will calculate ALL students registered for the year and term selected in Step #2.

We recommend that an individual student be selected primarily for the purpose of recalculating their progress due to an official appeal or to correct some data problem.

6.    Click the Process button. If you have selected a Year and Term combination for which you have previously run the Calculate SAP process, a prompt window opens to alert you to this fact and allows you to proceed or cancel the calculation. If you click the Proceed button, you are then prompted to select one of two radio buttons: 

If you have selected a Year and Term combination for which you have previously run the Calculate SAP process, a prompt window opens to alert you to this fact and allows you to proceed or cancel the calculation. If you click the Proceed button, the process loads existing data values for the specified year or year/term into a datastore named "OLD" for logging academic data differences found and updates the OLD datastore with specified data elements from PF_SAP_HIST. It then removes all existing rows from PF_SAP_HIST table and any corresponding rows in PF_SAP_HIST_UDF table that were inserted when the process was initially run and re-inserts rows resulting from the re-calculation of SAP into the PF_SAP_HIST table and in the PF_SAP_HIST_UDF table if you elect to do so.

7.    The Progress bar displays the percentage of completion of the process. When the process is completed, one of three messages appears:

a.    If the process ran successfully, the following message appears: "Satisfactory Academic Progress Completed Successfully. Please review the Satisfactory Progress Details window for results."

b.    If the process failed, the following message appears: "Satisfactory Academic Process Failed." Click OK to close the Calculate Satisfactory Progress window.

c.     If the process found no rows to process for the selected year or year/term combination, the following message appears: "There were no rows to process in the STUDENT_TERM_SUM table for Year yyyy or Year/Term yyyy/tt." Click OK to close the Calculate Satisfactory Progress window.

Related Topics

Satisfactory Progress Overview

Satisfactory Progress Codes