Term Activate Multiple Students (Batch Process)

Large numbers of students can be activated in a term using the Term Activation Batch Process. The process selects for term activation only those students who are active in an academic program within the academic career for which the process is being run. Additional criteria can be used to further define the population of students to be term activated.

(Optional) Global Exclusion Rule can be attached to the process to exclude from term activation those students who meet the criteria defined by that rule.

1. Log into CUNYfirst.
2. Click the NavBar.
3. Click Menu.
4. Click Records and Enrollment.
5. Click Term Processing.
6. Click Term Activation.
7. Click Term Activation Batch Process.
8. Use the Add a New Value tab to create a new Run Control ID (or Find an Existing value tab to search for an existing Run Control ID).
9. Click the Search button.
10. Use the Selection 1 page to enter the request parameters. These parameters will be used to define the processing rules and data to be included when the process is run.
11. Under Required Fields group box:
    
    1. Enter or lookup value for the Institution field.
    2. Enter or lookup value for the Acad Career (academic career field.
    3. Enter or lookup value for the Actvtn Term (activation term) field.
    4. Retain the default value for the Commit Freq (frequency) field.
    5. Use the Run Mode field to select the mode in which you want the Term Activation process to run.
       
       1. If Insert is selected, the Term Activation process considers for term activation only the students not yet activated in the activation term. If eligible, the process adds a new row of term data to the student’s career term record.
       2. If Update is selected, the Term Activation process considers for record modification only the students who already have been activated in the activation term. If eligible, the process updates the student’s existing career term data.
    6. Use the Selection Criteria field to indicate the type of selection criteria that you want the Term Activation process to use for the run.
       
       1. Select Panel to use the fields available in the component to specify the criteria that determines the students who are eligible for term activation.
       2. Select Custom to activate a custom population of students, or large batches of students, for one term or across multiple terms. For example, use this option when you need criteria beyond what the component provides, or when you want to perform a student records conversion.
    7. Use the Student Type field to indicate the type of student to activate:
       
       1. Select New to activate only students newly admitted to your academic institution.
       2. Select Continuing to activate only continuing students.
       3. Select Both to activate both new and continuing students simultaneously in a single run.

Note:

The Term Activation process defines new and continuing students by comparing the activation term against the admit term. Students that have the same activation term and admit term are new. Students with an admit term prior to the activation term are continuing.

12. You can select an academic plan to narrow the population of the students to term-activate. You can specify an academic plan independently of an academic program.
13. Note: if you specify both an academic program and plan, then only students active in both the academic program and plan are eligible for term activation. However, if you specify an academic plan alone, then only students active in that academic plan regardless of their academic program are eligible for term activation.
14. You can define a student group to narrow the population of students to term-activate. The process only activates students within that student group who also meet the other selection criteria of the component.
15. Global exclusion rules control which students can be activated in a term through the application process. For example, your institution might have different term activation policies for summer terms as opposed to regular terms. In such a case, you would use one global exclusion rule for the summer term and another for the regular term.
16. Use the Selection 2 page to enter any program actions, academic standings, and service indicators that the
17. Term Activation process should consider as eligible for term activation for the process run.
    
    8. (Optional) Enter value into the Program Action / Action Reason fields.
    9. (Optional) Enter value into the Academic Standing Action field.
    10. (Optional) Enter value into the Service Indicator Cd (code) / Service Ind (indicator) Reason Code fields.
18. Use the Selection 3 page to enter required enrollment terms or enrollment lapse rules for a single run of the Term Activation process.
19. Use the Process Control page to indicate how the Term Activation process initializes or sets various values for the student records.
    
    1. Retain all the default values.
    2. Use the check boxes in the Process Log Control group box to select how you want the Term Activation process to log statistics by selecting the type and level of detail information that you need.
       
       1. The selected system defaults are Activated Students, Excluded Students, and Run Criteria. The system assigns a unique process number to the log file that you generate so that you can retain and track online versions of the log files. The log includes processing totals on students activated, students updated, and students ineligible.
       2. If you only want a count of the students included or excluded from term activation, clear all check boxes.
20. Use the Custom Population page to create a custom list of students to activate into terms, or to retrieve, view, and edit an existing custom list of students.
21. Note: The fields on this page are available only when you select Custom in the Student Type field on the Selection 1 page.

22. Click the Run button and select SRTRMAC checkbox from the Process List.
23. Click the OK button.
24. Select Process Monitor link.
25. Click Refresh button to monitor the process Run Status until it is "Success" and Distribution Status is “Posted”.
    
    • Click on the Details link and under Actions section, click on the View Log/Trace link.
      
      1. Under File List section:
      2. Click on the srtmac_XXXX.out (where XXXX is the process instance number) to verify the results.

End of Procedure.