There are times when an academic program needs to be batch updated. If an academic program already exists, add the new program first, then end the old program.
Adding Student Program
Use BASP (Batch Assign Student Programs) to batch assign the academic program to a group of students. This can be done by either creating a Savedlist or entering the Student IDs manually.
- To use the option of a Savedlist, the file must contain Student IDs
- Create an Excel spreadsheet with the Student IDs
- Highlight and copy the cells with data (do not highlight the entire column so that the header is not included)
- Run SLED (Savedlist Edit Contents) to create the Savedlist
- Run BASP
- For "Update Mode", enter N (No), so that you can see what would be updated
- For "Academic Program", enter the program that should be assigned to this group of students
- For "Status", enter A (Active)
- For "Start Date" enter the date the program should start
- for students (ex: freshmen) who haven't started the semester use the first day of the reporting term
- for students who have already started, use today's date
- For "Catalog", enter the appropriate year (ex: 2021), it is required
- Select the students:
- If using a Savedlist, enter the name of the Savedlist created above in the second "Saved List Name" field (STUDENTS)
- If manually providing the students, enter the Student ID in the Students column
- For "Output Saved List Name", enter a name to save the Student IDs that were updated
- For "Additional Selection Criteria", enter N (No)
- Click Save and Update twice
- Click "Download" to review the preliminary results on the report
- Click Close and Finish
- Rerun BASP
- The previous entries for the prompts should be displayed
- Change "Update" to Y (Yes), confirm the rest of the fields have the correct information
- Click Save and Update twice
- Click "Download" to review the updated results on the report
- Click Close and Finish
Ending Student Program
Use ESTP (End Student Programs) to batch end the student program for a group of students. This can be done by either creating a Savedlist or entering the Student IDs manually.
- To use the option of a Savedlist, the file must contain Student Program IDs: <7digitStudentID>*<AcadProgramID> (ex: 0000001*BS.PS)
- Create an Excel spreadsheet with the following columns (no headers):
- Column A - Student ID (ex: 0000001)
- Column B - Program ID (ex: BS.PS)
- Column C - enter the following formula: "=CONCATENATE(A1,"*",B1)", it will combine the data from the two fields into a third field in the appropriate format
- Highlight and copy the cells with data in column C (do not highlight the entire column)
- Run SLED (Savedlist Edit Contents) to create the Savedlist
- Run ESTP
- For "Action", enter R (Report Only), so that you can see what would be updated
- For "Student Program End Date" enter the date to end the program record (cannot be before the start date on SACP)
- for students who haven't started the semester yet (ex: freshmen) check the start date and if in the future, use the same date
- for students who have already started in the semester, use yesterday's date
- For "New Status", enter C (Changed Program)
- Select the students:
- If using a Savedlist, For "Student Programs Saved List", enter the name of the Savedlist created above
- If manually providing the students, enter the Student ID in the Students column and the Academic Program ID in the Academic Programs column
- For "Additional Selection Criteria", enter N (No)
- Click Save and Update three times
- Click Finish
- Review the End Student Programs Report
- Rerun ESTP
- The previous entries for the prompts should be displayed
- Change "Action" to U (Update and Report), confirm the rest of the fields have the correct information
- Click Save and Update twice
- Click Finish
- Review the End Student Programs Report