Skip to main content

Recalculate Part-Time / Full-Time Status

Use this page to recalculate students' part-time / full-time status. This status is important for financial aid and for reporting, so you can run it before collecting information for either financial aid or reporting.

The updated information is stored on the Student Term Summary and Student Term Summary by Division tables.

You can recalculate one or more students' status. The process works in the background. You'll be notified when it's complete, and you can find the results in the Notification Center. Results include Date and Time and whether the process was successful.

Note

Only active students are processed.

Where Recalculated Statuses Are Stored in the Database

The records are stored on these tables:

  • Student Term Summary (stud_term_sum)

  • Student Term Summary by Division (stud_term_sum_div)

Which Fields Are Updated

The recalculated fields appear on the Student Information Details page in the following locations:

  • Summaries tab, Term view, Student Summary by Term datawindow: PT / FT Hours and PT / FT Status columns

  • Summaries tab, Division view, Student Term Summary by Division datawindow: PT / FT Hours and PT / FT Status columns

  • Enrollment tab, Part Time / Full Time category: PT / FT Credits and PT / FT Status fields

Desktop Fields Updated

  • Student Inquiry window, Summaries tab

    • Term subtab, Student Term Summary datawindow: PT/FT Hours and PT/FT Status columns

    • Division subtab, Student Term Summary by Division Records datawindow: PT/FT Hours and PT/FT Status columns

  • Student Information window, Student tab, Student Master subtab, Part Time / Full Time group: PT/FT Credits and PT/FT Status fields

Building the List

You can 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.

Optional Updates

There are several options for the process.

  • Year / Terms to Process:

    • Selected year and term: To recalculate the selected students' PT/FT status for a single year/term, select this radio button, and enter a Year / Term. This is the default option.

    • All years and terms: To recalculate the selected students' PT/FT status for all years and terms in their records, select this radio button.

  • Update Student Master Based on Student Term Summary: Select the term to use for updating the Student Master table (student_master.trm_pt_ft_hrs and student_master.trm_pt_ft_sts). This value appears on the Student Information Details page, Enrollment tab in the PT / FT Credits and PT / FT Status fields. (In Desktop, it's on the Student Information window, Student tab, Student Master subtab in the Part Time/Full Time group.)

    • Registration settings for current year and term: Uses the default current year/term (as determined on the Enrollment Settings page).

    • Registration settings for most recent year and term for which PT / FT information exists: Uses the most recent year/term that has part-time / full-time information.

  • Show Warnings: Missing NSC Division-Term Definitions: Use these checkboxes to display warnings if the system can't find the selected term in the division. The warnings show before the process runs.

    • Missing NSC Division-Term Definitions

      • Selected by default

      • Unavailable if Use Rules Based Update instead of NSC PT/FT definitions is selected on the Enrollment Settings page

    • Missing Division-Term Definitions

      • Selected by default

      • Unavailable if Use Rules Based Update instead of PT/FT definitions is selected on the Enrollment Settings page

How To

Recalculate Part-Time / Full-Time Status

  1. In the Registration Reporting and Processes hub, click Hub options.

  2. Select Processes and then Recalculate part-time / full-time status. The Recalculate Part-Time / Full-Time Status page opens.

  3. Read the information at the top of the page to get an overview of the process.

  4. Build the list of students:

    1. Select a radio button, Student or Data Set.

      1. If you select Student, type part or all of a name or ID. Select from the list the appears. Repeat if you wish.

      2. 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.

    2. Click the Add students button. The students appear on the list below. You can keep adding students to the list.

    3. If you want to remove a student from the list, click Remove icon Remove Icon on their row.

  5. Select options. See guidance above.

  6. Click Update. A message tells you the process has started. When it completes, you'll get another notification.