GPA/Repeat Logic Tab (Registration Configuration Window)

Use this tab to configure the way repeated and forgiven courses are treated in the registration process, in calculating GPA, and in transcripts.

Treatment of Repeat Courses

These settings determine the fundamental parameters for repeated and forgiven courses.

This Repeat Process (also referred to as Repeat Update Type) allows you to determine if Registration will handle repeat courses using an Automatic (= 'A') update type or a Manual (= 'M') update type when grades are entered.

This numbering system will help guide you as you search for repeated courses. You can view the Repeat Count on the Academic tab of the Student Course Details window (right-click on the Student Inquiry window and choose View Details).

· If you select the Manual radio button and the Handle Repeats in Lab Courses Separately checkbox, lectures are counted with lectures and courses with lab components are counted with courses with lab components.

· If you select the Manual radio button and clear the Handle Repeats in Lab Courses Separately, the lecture and lab components are grouped together in the count process.

For Advising Module Users

If you select the Repeat process: Automatic and a student repeats a course, the Advising module will apply the most current progress towards the advising requirement, not the history status.

· It checks the Repeat flag based on column.

o If the Repeat flag based on is C (Catalog), the program uses the Catalog components to compare courses. If the Repeat flag based on is U (Requirement), the program uses the Advising Requirement Codes to compare courses.

o If you set the Repeat flag based on column to use Advising Requirement Codes, then you must have Advising Requirement Codes on all the Student Course History records.

· It checks the Grade to use column.

o If the Grade to use is B (best grade), the program compares each of the repeated courses and places an R in the repeat flag of the course with the highest grade (determined by the Grade Priority column on the Grade Table).

§ An asterisk (*) is placed in the repeat flag of the forgiven course(s) with the lower grade, indicating that this forgiven course contributes to term or cumulative GPA calculations based on the Forgiven logic defined in the Forgiven Course Recalc Definition window.

§ Courses not marked with an asterisk (*) or an 'R' will be marked with a hash (#). GPA calculations for these courses are based on the Not-Forgiven logic defined in the Forgiven Course Recalc Definition window.

o If the Grade to use is C (most recent), then the most recent course receives the R in the repeat flag.

§ An asterisk (*) is placed in the repeat flag of earlier occurrences of the course based on the Forgiven logic defined in the Forgiven Course Recalc Definition window.

§ Courses not marked with an asterisk (*) or an 'R' will be marked with a hash (#). GPA calculations for these courses are based on the Not-Forgiven logic defined in the Forgiven Course Recalc Definition window.

The Repeat flag based on is also referred to as Repeat Determination Code. Two methods are used to identify repeated courses. You may choose to determine matches based on the Catalog components (= 'C') or on a Requirement (= 'U').

Select either the Best or the Most recent grade to be marked as 'R Repeat'. This is the grade that counts for the course.

The grade designated as the grade that counts is marked 'R Repeat (Earned)' first. Then the remaining grades in the sequence of repeats are marked either as forgiven [* Forgiven] or unforgiven [# Repeat (Not Earned)].

The Grade to use is also referred to as Repeat Processing Type. When repeats are processed automatically, the Academic Update process identifies the repeat courses that count in the GPA calculation and the repeat courses that are forgiven. You may indicate whether your institution wants the course with the ???Best??? grade or the ???Most Recent??? grade (the grade on the course that the student has taken most recently) to contribute to the student???s GPA.

If the Best radio button is selected, the Recalculate Academic Record process counts the course with the best grade. To get the course with the best grade, the system uses the grade priority associated with each grade on the Grade Table (sample Grade Table). The program counts the course with the higher grade priority. Which courses are forgiven is determined by the Forgiveness Options.

Click here for an example.

Here you select which instances of repeated courses should be forgiven.

First: Forgives the earliest instance of the course.

??? More specifically, the system marks as '* Forgiven' the earliest instance of the course remaining in the sequence of repeats after the grade that counts is marked as 'R Repeat (Earned)'.

Lowest (default): Forgives the lowest-grade instance of the course.

??? More specifically, the system marks as '* Forgiven' the lowest-grade instance of the course remaining in the sequence of repeats after the grade that counts is marked as 'R Repeat (Earned)'.

All: Forgives all the grades in the sequence of repeats except the one that counts.

None: Forgives none of the grades in the sequence of repeats. They all count toward the GPA as defined in the Not-Forgiven logic in the Forgiven Course Recalc Definition window.

For a grade to be forgiven, it has to meet several criteria besides these forgiveness options. It must be under any maximums set in Forgive Course Repeat Count and Forgive Course Repeat Hours on this tab, and the grade must have the Grade Allows Forgiveness checkbox selected on the Grade Table Definition window.

The grade designated as the grade that counts is marked 'R Repeat' first. Then the remaining grades in the sequence of repeats are marked either as forgiven [* Forgiven] or unforgiven [# Repeat (Not Earned)].

This checkbox is cleared by default. Select it with caution because it will change historical records.

If this checkbox is selected, then the term GPA for a forgiven course will be recalculated to use the repeat grade instead of the original grade.

The student took 4 courses in Term X and earned these grades: 3.0, 3.0, 3.0, 1.0 for a term GPA of 2.5. The student later repeats the fourth course, this time receiving a grade of 4.0. The more recent grade becomes the repeat grade, and the earlier instance is forgiven. If this checkbox is selected, the repeat and forgiven statuses apply not only to the latest term, but to the original term as well. The term GPA is recalculated to 3.25.

If you leave the checkbox cleared, a course is not calculated as forgiven until the term in which the course is repeated and marked with a status of 'R' in the Repeat Flag.

Click here for more examples.

If you select this checkbox, all academic recalculate functions that use a multiply or divide operation will truncate (rather than round off) the results of that operation.

Use the Number of Decimal Places to Use in GPA up and down arrows to select a number the number of decimal places (1 ??? 4) to show.

For example, if the academic recalc computes a student GPA of 3.92937, the truncated results will be 3.9293. If you select to round the results, the GPA will be recorded as 3.9294. If you choose to truncate to two decimal places, the result will be 3.92. If you choose to round to two decimal places, the result will be 3.93.

Each GPA (Term, Career, Alt1, and Alt2) is controlled by a separate Registration Configuration setting allowing each GPA to be controlled independently.

Financial Aid Manager uses the same truncation determined here. Be sure to confer with the Financial Aid Manager module manager when deciding how to use GPA truncation.

Select the number of places (1 ??? 4) after the decimal point to show in the truncated format for each GPA (Term, Career, Alt1, and Alt2).

In this group, you can limit the number of times courses can be repeated and/or the number of course hours that can be repeated.

Forgive Course Repeat Count: To limit the number of courses, select this checkbox and enter a one- or two-digit number.

Forgive Course Repeat Hours: To limit the number of hours, select this checkbox and enter a one- or two-digit number.

If you select both, the process will stop forgiving courses when either the course limit or hour limit is reached.

For Distinct Courses Only: If you select this checkbox, each unique course counts only once as a repeat no matter how many times it's repeated.

A student takes Anthropology 101 (a three-credit course) four times.
If the checkbox is selected, it counts as a single repeat of three hours.
If the box is cleared, it counts as three repeats for a total of nine hours.

Transcript

Use this group to format transcripts and select some transcript components. This group has two subgroups: Repeat Formatting and Special Formatting.

Repeat Formatting

Use this group to configure how repeat courses are marked in transcripts and to provide a prefix and suffix for credit hours for repeated and forgiven courses. Leave the checkboxes cleared if you don't want these types of repeated or forgiven courses marked. Select any of the checkboxes to enable display of the repeat character, prefix, or suffix in transcripts.

The Repeat Characters appear in the transcript's Repeat column just after the Grade column.

The Hours Prefix and Suffix values surround the number in the transcript's Credit Hours column.

In this example, the school uses Repeat Characters to mark grades as follows:

· Forgiven: *

· Repeat (Not Earned): #

· Repeat (Earned): R

The transcript will show grades like this:

· Forgiven: 1.0*

· Repeat (Not Earned): 1.5#

· Repeat (Earned): 3.0R

In this example, the school uses Prefix and Suffix to mark the credit hours as follows:

· Forgiven Suffix: %

· Repeat (Not Earned)

o Prefix: (

o Suffix: )

· Repeat (Earned): *

The transcript will show credit hours like this:

Forgiven: 3.0%

Repeat (Not Earned): (3.0)

Repeat (Earned): 3.0*

Special Formatting

Use this group box to indicate special characters that display on the transcript around the credit hours. You select up to three different grade scales and/or credit types.

When you select a checkbox, you can then select a Grade Scale and/or a Credit Type from the drop-down lists, and you can enter a Prefix and/or a Suffix character.

For each row, if you select only a Grade Scale, the formatting is applied to all credit types in the grade scale. If you select only a Credit Type, the formatting is applied to that credit type in all grade scales. If you select both a Grade Scale and a Credit Type, the formatting is applied only to the selected combination of grade scale and credit type.

GPA Configurations

Several group boxes allow you to configure various versions of GPA. The first is the Career GPA; the others are alternates that your school can tailor to its needs. (You configure the Term GPA above in the Treatment of Repeat Courses group box.)

Career GPA Config

The career GPA includes the student's entire record including transfer credits. This is also the GPA that is used by the Financial Aid process.

Short Display Label: Enter up to three characters for a short label for Career GPA. Example: Cr

Long Display Label: Enter up to fifteen characters for a long label. Example: Career

Print Total Line at End of Each Term: Selected by default. Shows the Career GPA at the end of each term on the transcript.

Print Total Line at End of Each Subterm: Shows the Career GPA at the end of each subterm on the transcript.

Print Total Line at End of Each Division: Shows the Career GPA at the end of each division on the transcript.

If you select this checkbox, all academic recalculate functions that use a multiply or divide operation will truncate (rather than round off) the results of that operation.

Use the Number of Decimal Places to Use in GPA up and down arrows to select a number the number of decimal places (1 ??? 4) to show.

Financial Aid Manager uses the same truncation determined here. Be sure to confer with the Financial Aid Manager module manager when deciding how to use GPA truncation.

Select the number of places (1 ??? 4) after the decimal point to show in the truncated format.

The short and long labels for Career GPA that you designate here appear in many windows. The labels can modify other terms, too, such as hours or quality points. This GPA with your label appears in many windows including the following as column headers or in drop-down lists:

Alt 1 GPA Config

Use Alt 1 GPA: Select this checkbox to create an alternative GPA to supplement Term and Career GPA.

Short Display Label: Enter up to three characters for a short label. Example: Ret

Long Display Label: Enter up to fifteen characters for a long label. Example: Retention

Print Total Line at End of Each Term: Shows the Alt1 GPA at the end of each term on the transcript.

Print Total Line at End of Each Subterm: Shows the Alt1 GPA at the end of each subterm on the transcript.

Print Total Line at End of Each Division: Shows the Alt1 GPA at the end of each division on the transcript.

If you select this checkbox, all academic recalculate functions that use a multiply or divide operation will truncate (rather than round off) the results of that operation.

Use the Number of Decimal Places to Use in GPA up and down arrows to select a number the number of decimal places (1 ??? 4) to show.

Financial Aid Manager uses the same truncation determined here. Be sure to confer with the Financial Aid Manager module manager when deciding how to use GPA truncation.

Select the number of places (1 ??? 4) after the decimal point to show in the truncated format.

Alt 2 GPA Config

Use Alt 2 GPA: Select this checkbox to create a second alternative GPA to supplement Term and Career GPA. (Available only if Use Alt 1 GPA is also selected.)

Short Display Label: Enter up to three characters for a short label. Example: Gra

Long Display Label: Enter up to fifteen characters for a long label. Example: Graduation

Print Total Line at End of Each Term: Shows the Alt2 GPA at the end of each term on the transcript.

Print Total Line at End of Each Subterm: Shows the Alt2 GPA at the end of each subterm on the transcript.

Print Total Line at End of Each Division: Shows the Alt2 GPA at the end of each division on the transcript.

Grade Scale	Credit Type	Adds to Grade	Adds to Attempted	Adds to Earned	GPA Hours	Quality Points	Grade Priority
CU	LT	A	Y	Y	Y	4.00	95
CU	LT	B	Y	Y	Y	3.00	85
CU	LT	C	Y	Y	Y	2.00	75
CU	LT	D	Y	Y	Y	1.00	65
CU	LT	F	Y	N	Y	0.00	55
CU	PF	P	Y	Y	N	0.00	75
CU	PF	F	Y	N	N	0.00	55

Grade Scale	Credit Type	Adds to Grade	Adds to Attempted	Adds to Earned	GPA Hours	Quality Points	Grade Priority
CU	LT	A	Y	Y	Y	4.00	95
CU	LT	B	Y	Y	Y	3.00	85
CU	LT	C	Y	Y	Y	2.00	75
CU	LT	D	Y	Y	Y	1.00	65
CU	LT	F	Y	N	Y	0.00	55
CU	PF	P	Y	Y	N	0.00	75
CU	PF	F	Y	N	N	0.00	55

Year	Term	Course	Course Title	Trans Div	Credit Type	Grade	Repeat Flag
2007	01	ENG-141-1	Fresh Comp I	UG	LT	F	*
2008	03	ENG-141-4	Fresh Comp I	UG	LT	C	R
2009	01	ENG-141-1	Fresh Comp I	UG	LT	D	*

Year	Term	Course	Course Title	Trans Div	Credit Type	Grade	Repeat Flag
2007	01	ENG-141-1	Fresh Comp I	UG	LT	F	*
2008	03	ENG-141-4	Fresh Comp I	UG	LT	C	*
2009	01	ENG-141-1	Fresh Comp I	UG	LT	D	R

Year	Term	Course Code	Grade	Repeat Flag	Credit Hours	Quality Points	GPA
1999	10	ACTG 221-A	D	*	3.00	3.00	See Below
1999	10	HIST 201-B	B		3.00	9.00
1999	20	BIOL 101-A	A		3.00	12.00
1999	20	ECON 100-B	A		3.00	12.00
2000	10	ACTG 221-A	A	R	3.00	12.00
2000	10	ANTH 125-A	A		3.00	12.00

Repeat/Transcript/GPA Tab (Registration Configuration Window)

Treatment of Repeat Courses

For Advising Module Users

Transcript

Repeat Formatting

Special Formatting

GPA Configurations

Career GPA Config

Alt 1 GPA Config

Alt 2 GPA Config

How To

Learn More

	Academic Recalc Run 1999 10	Academic Recalc Run 1999 20	Academic Recalc Run 2000 10
Career GPA 1999 10	2.00	2.00	3.00
Career GPA 1999 20	-----	3.00	3.67
Career GPA 2000 10	-----	-----	3.8

	Academic Recalc Run 1999 10	Academic Recalc Run 1999 20	Academic Recalc Run 2000 10
Career GPA 1999 10	2.00	2.00	2.00
Career GPA 1999 20	-----	3.00	3.00
Career GPA 2000 10	-----	-----	3.8