Classification Update
Important
Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.
Use the page to update students' classification.
A student's classification is their class or level in the institution as they progress toward a degree or certificate. Examples include first year or second year, or freshman or sophomore. Classifications are important in reports to the National Student Clearinghouse (NSC) and the Integrated Postsecondary Education Data System (IPEDS).
As students progress through their programs, their classification changes. And if a student has records in more than one division, they could have more than one classification. Therefore, there are several records of classification, and they might have different values from each other at a given time.
This process always updates the students' classification for the selected term, and you can opt to update it for the current division and the current moment, too.
See the "Classification Definitions" topic for a full discussion of the different classification fields for a given term or division or the current moment.
To run the update, you first select a term, and then you build a list of students to update. Once the student list is complete, you select an Update Type—a preset from Rules Based Updates (RBU).
The process updates the Student Term Summary by Division table, and you can opt to update the Student Master and Student Division Master tables.
Student Term Summary by Division
The report always updates the Class Code column on the Student Term Summary by Division table (stud_term_sum_div.class_cde).
This classification is calculated for each term in a student's career in your school, and it's used for reporting, including IPEDS and NSC.
Desktop: Student Inquiry window, Summaries tab, Division subtab, Student Term Summary by Division Records data grid, Classification column
J1 Web: None yet. (Student Inquiry is planned for a future release of J1 Web.)
Student Master
You can opt to update the Class Code column on the Student Master table (student_master.current_class_cde).
This is the student's classification at the current moment.
Desktop: Student Information window, Student tab, Student Master subtab, Term Update Information, Class column
J1 Web:
Student Information Details pages:
General Information, Demographics, Classification field
Registration Operations pages:
Student General Information, Name column (no heading for the classification, only the value such as Freshman)
Student Enrollment Information, Name column (no heading for the classification, only the value such as Freshman)
Student Program (Degree) Information, Student Name / Degree column (no heading for the classification, only the value such as Freshman)
Student Graduation Information, Student Name / Degree column (no heading for the classification, only the value such as Freshman)
Student Division Master
You can opt to update the Class Code column on the Student Division Master table (student_div_mast.class_cde).
This is a student's classification in a specific division. If a student has multiple divisions, each division has its own classification value.
Desktop: Student Information window, Student Division tab, Other Details group, Class Level field
J1 Web:
Student Information Details pages:
Division Information, Other Details, Class Level field
Registration Operations pages:
Student Division Information, Division Class Level field
The process uses Rules Based Update (RBU) to update the database.
The Classification Update Rules are set on the Update Results and Rules window in Desktop (and planned for a future release in J1 Web).
The Classification Update Rules are run on the Rules Based Update window in Desktop (and planned for a future release in J1 Web).
You can select all students (which means all students enrolled in the selected term), or you can use a data set.
Note
Data sets use InfoMaker to query the database and determine which students are included. Queries are managed in InfoMaker, and updates made there are reflected in J1 Web.
The Original data set is provided by Jenzabar. It also consists of all students enrolled in the selected term. Your school can define data sets.
Data sets are called queries in Desktop.
Update Type
Select CL1 - Classification Update Rules unless your school has set up a different RBU set.
Update Student Master
Select this checkbox if you want the process to also update the Student Master table (in addition to the Student Term Summary by Division table).
Update Student Division Master
Select this checkbox if you want the process to also update the Student Division Master table.
Before you run the update, make sure grades are up to date for the selected year/term.
In the Registration Reporting and Processes hub, click Hub options.
Select Processes and then Classification update. The Classification Update page opens.
Read the information at the top of the page to get an overview of the process.
Build the list of students:
In Term, enter a year. Select a year/term from the list that appears.
Select a radio button: All students or Data Set.
If you select All students, click Add students to put the students on the list.
If you select Data Set, select a data set from the Data Set drop-down. Then click Add students to put the students on the list.
Review the list of students.
Click the Remove icon
to remove individual students from this process as needed.You can add more students to the list by selecting another data set or by selecting All students.
Select options:
In Update Type, select CL1 - Classification Update Rules (or you can select a different type if your school has defined a different rule set for updating classification).
Select the Update Student Master table checkbox if you want the update to apply to the Student Master table (in addition to the Student Term Summary by Division table).
Select the Update Student Division Master table checkbox if you want the update to also apply to the Student Division Master table.
Click Update. A message tells you whether the update was successful.
If you want to update a previous term without affecting the current term, leave the checkboxes for Student Master and Student Division Master unselected. The update will affect only the selected term (on Student Term Summary by Division). It will not affect the current classification (on Student Master and Student Division Master).
The "Classifications Definitions" topic has a thorough explanation with examples.
To verify the update, you can inspect columns for the selected students in the locations listed above in the "Which Fields Are Updated?" portion of this topic.
If you don't see the expected values, try these steps:
Verify that the selected year/term exists (Desktop: Year Term Subterm Definition window).
Verify that the Division matches the Student Master Current Division (Desktop: Student Information window; J1 Web: Manage Student Division page)
Verify that the rules for the CL update type are correct (Desktop: Update Results and Rules window)