Recalculate Academic Record Window

If automated recalculation isn't working, make sure scheduled processes are enabled on the Maintain Config Table window.
The SCHED_PROCESS function's 'Enabled' characteristic should be set to 'Y'. This is set to 'Y' by default, but it may have been switched to 'N'.

The process runs every five minutes by default, but you can change the interval to as frequent as one minute.

Manual and Scheduled Recalculation

The Academic Record Recalculation process creates and deletes, as needed, the Student Term Summary, Student Term Summary by Division, Student Subterm by Division, Transcript Header, Student Midterm Summary tables. It also updates some columns on the Student Master and Student Division tables. It then processes the Student Course History rows for each student selected and updates the cumulative hours, quality points, and GPA on various tables.

Recalculating Records Even If They're Unchanged

Usually only changed records are recalculated. However, if you want even unchanged records recalculated, select this checkbox: Recalculate academic records even if they are unchanged since the previous recalculation. Then all records you've selected with a query or by Student ID will be recalculated when you click OK.

This applies to manual recalculations but not to automated or scheduled recalculations. Therefore, the Schedule... button is disabled when you select Recalculate academic records even if the are unchanged since the previous calculation. To schedule a recalculation, deselect that checkbox.

Group Boxes and Columns

Student IDs Selection

Optional Updates

Checkbox: Only log students whose academic records are recalculated rather than all students selected for processing.

Report File

If you wish to view a report that was generated for an earlier recalc of the Academic Record, you can select the desired report and press the View Report button to preview and/or print a list of the error/audit report for the Academic Recalc process.

Progress Bar and Buttons

If there are hundreds of ID Numbers to process, the progress bar will NOT immediately display movement. If the Cancel button has changed to a Stop button, you can assume that the process is working.

When you press the OK button, the Recalculate Academic Record process begins. When the process completes, an Error/Audit Report is displayed and shows whether the process has completed successfully for each ID Number. A database message is recorded for those ID Numbers that encountered errors.

Cancel closes the window without any other action; however, if you have already clicked OK, the label changes to 'Stop'.

If you click Stop, the process completes for the current ID Number and then halts the operation.

This button opens the Process Schedule window to establish a schedule as to when the Jenzabar J1 Client Application Services will run the Recalculate Academic Record process. The process uses the parameters you have selected in the Recalculate Academic Record window when you click the Schedule… button and save a Process Schedule.

	Because the Recalculate Academic Progress process is now automated, you may not need to schedule runs or to run the process manually. However, if you use the Update Advisor and Degree Information feature for snapshots, you do need to run the process manually or schedule it.
	The Schedule... button is not available unless you have the Jenzabar J1 Client Application Services installed on your local machine and permissions to run the Service. Contact your IT Department for more information on the Jenzabar J1 Client Application Services.

FAQ

Automated and scheduled recalc processes affect only changed records. Therefore, if you select the Recalculate academic records even if they are unchanged since the previous calculation checkbox, the Schedule... button is disabled. To open the Schedule window, first deselect the checkbox, and then click the Schedule... button.

How to

1. Open the Registration Configuration window | Registration Configuration tab.

2. In the Recalculate Academic Record Controls group box, edit parameters.

· Update Academic Record during Grade Entry
(selected by default)

· Truncate Academic Record Results
(selected by default)

· Number of Places to Use in GPA: (select 1 – 4)

· Process Interval (select 1 – 5 minutes; 5 is default)

3. Click Save.

Changes to Registration Configuration can have wide-ranging consequences in the course catalog, in current and historical academic records, in reporting, and so on. Make changes with caution.

In the Student IDs Selection group box, select a query or enter a student ID.
Select Restart from This ID if you want to work with your selected ID and all the IDs with higher numbers.
Click OK. The system will begin recalculating any of the selected records that have changed since the previous recalculation. The Progress bar tracks the progress of the process.

In the Student IDs Selection group box, select a query or enter a student ID.
Select Restart from This ID if you want to work with your selected ID and all the IDs with higher numbers.
Select the Recalculate academic records even if they are unchanged since the previous calculation button.
Click OK. The system will begin recalculating the selected records. The Progress bar tracks the progress of the process.

Learn More

Change the Settings for Automated Recalculation

	Automated recalculations do not use the Update Advisor and Degree Information feature. See Manual and Scheduled Recalculation below.
	In most cases, automated recalculation is all you need. Set the parameters on the Registration Configuration window \| Registration Configuration tab in the Automated 'Recalculate Academic Record' Process group box. There you can also see when the last recalculation was run, and how many records are flagged for the next run.
	After the Recalculate Academic Record process has completed for a student, then J1 automatically runs Compute Student Progress for that student. This provides you and your advisors nearly “real time” academic information.

	When you wish to run the Update Advisor and Degree Information process for a selected year and term, then use the Recalculate Academic Record window.
	If you already have scheduled runs with the Update Advisor and Degree Information checkbox selected (for "snapshots"), then keep your runs scheduled. If you don't have this checkbox selected, you can delete scheduled runs.