Recalculate Academic Record Process
This process is often called Academic Recalc. It runs automatically every few minutes, so you don't need to use this page except on occasions when you want to control the process manually such as to fix an error.
When you do need to run the process manually, you first build a list of students to recalculate, and then you select options before running the update.
The records are stored on several tables including these:
Student Term Summary (stud_term_sum)
Student Term Summary by Division table (stud_term_sum_div)
Student Subterm Summary by Division (stud_sterm_sum_div)
Student Division Master table (student_div_mast)
The process runs repeat logic, and it recalculates all GPA-related fields. The recalculated records are available in many places, including these:
J1 Web
Student Information Details page, Summaries tab
Unofficial Transcript page
Desktop
Student Inquiry window, Summaries tab, Division subtab, Student Term Summary by Division Records datawindow
Student Information window, Student tab, Student Division tab, Hours from Most Recent Academic Update group
Student Registration window, Registration tab, Inquiry subtab
Transcript Report window
First, under the When heading, you select whether you want to run the update now or schedule it for another date and time.
You can then build the list of students in any combination of these ways:
Student: You can add students by searching for them one at a time, entering their name or ID.
Data Set: You can select from data sets.
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. Your school can define others.
Data sets are called queries in Desktop.
There are several options for this manual run.
Start with this ID, and include all higher IDs: This is available if your list has only one student. The process will update the selected student and any student whose ID is higher than the selected student's.
Update advisor and degree information: In addition to the standard fields, this option updates the Degree, Major, Minor, and Advisor fields. It copies Degree, Major, and Minor fields from the Degree History (degree_history) record for the current degree, and it copies Advisor fields from the Advisor Student table (advisor_stud_table).
Year / Term: This is required if you're updating advisor and degree information.
Overwrite existing information: Degree, Major, Minor, and Advisor information will replace existing information in those fields.
Recalculate academic records even if they are unchanged since the previous calculation: This may take a long time. We don't recommend it unless you're trying to fix an error.
Log only students whose academic records are recalculated rather than all students selected for processing: Students who aren't recalculated won't appear in the log. This makes the process more efficient.
In the Registration Administration hub, click Hub options.
Select Settings and then Registration Settings. The Registration Settings page opens.
Click the Recalculation of Academic Records link.
Read the background information. For more information, click the Learn more link.
Click the Edit this section button. The fields are now editable.
Edit the fields:
Recalculation frequency: Enter a number of seconds (1–5).
Postrecalc stored procedure: Select a stored procedure from the drop-down if your school has made one.
Click Save this section.
In the Registration Reporting and Processes hub, click Hub options.
Select Processes and then Recalculate academic record. The Classification Update page opens.
Read the information at the top of the page to get an overview of the process.
Under the When heading, select a radio button:
Now: When you click the Update button below, it runs the process immediately.
Schedule: When you click the Update button below, it runs the process at the Date and Time you select here.
Build the list of students:
Select a radio button, Student or Data Set.
If you select Student, type part or all of a name or ID. Select from the list the appears. Repeat if you wish.
If you select Data Set, click in the field to select a data set. The Original data set is supplied, and your school may have created others.
Click the Add students button. The students appear on the list below. You can keep adding students to the list.
If you want to remove a student from the list, click the Remove icon
on their row.
Under Optional Updates, select options. See guidance above.
Click Update. The process runs now or when you scheduled it. You'll be notified when it's finished, and you can check the Notification Center to see if it ran successfully.
The settings for automatic runs are on the Registration Settings page, Recalculation of Academic Records section.
This option is available only if your list consists of a single student. That way, process runs on the selected student and all students with IDs higher than your listed student's ID.
If you select the checkbox labeled Recalculate academic records even if they are unchanged since the previous calculation, then all selected records are recalculated and logged. Therefore, the Log only . . . checkbox is disabled.