Recalculate Academic Record Window

Automated Recalculation

Academic records are recalculated automatically.

Important features of automated recalculation include these:

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'.


You can change some parameters of the recalculation on the Registration Configuration tab of the Registration Configuration window.

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

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.

Manual and Scheduled Recalculation

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.

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

Selection Query

Student ID

Restart From This ID

Optional Updates

Update Advisor and Degree Information [for Year and Term]

Overwrite Existing Information

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

Select this checkbox to make processing more efficient.

Checkbox: Recalculate all academic records even if they're unchanged.

Select this checkbox when you want to recalculate even unchanged academic records. It may take a long time.
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.

Location

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.

OK

Cancel/Stop

Schedule...

FAQ

Why is the Schedule... button disabled?

Why is the checkbox disabled that's labeled Only log students whose academic records are recalculated rather than all students selected for processing?

How to

Change the Settings for Automated Recalculation

Manually Recalculate Academic Records

Force the System to Recalculate Even Unchanged Records

Learn More

Recalculate Academic Record

Change the Settings for Automated Recalculation

Process Schedule Window

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