Program Versions

You can use the Program Versions workspace to configure the program versions that will be associated with the program. You must define at least one program version for each program.

Program Versions can be used to:

• Distinguish between variations of a program. For example, the variations can include changes in the list of core and elective courses required to complete the program, or the program and duration of the program. At least one program version must be defined for each program. Each program version is likely to have different start and end dates.

• Change the parameters of a program for new students without affecting existing students. For example, you can define an initial program version and then change the parameters, such as course lists, costs, start date, end dates, and so on. The updated program version is then associated with a new version number and a record is maintained for each student that is associated with the updated program version.

Your institution can define custom properties that are unique to your institution using the Extended Properties page. (Select the Settings tile > expand System > select Extended Properties.)

The Extended Properties section on this page displays all the fields that your institution has defined so that you can view, complete, and edit them. Because the fields vary by institution, your institution will provide tooltips or additional information you need to complete or edit the fields. If your institution has not configured extended properties, this section is not visible.

Prerequisites

To view the page, you must have Academics - Configuration - View authorization.

To edit the page, you must have Academics - Configuration - Manage authorization.

You must have configured the program.

Your institution must have configured all the catalogs, course categories, and courses that will be used in the program version.

Access Method

Select the Configuration tile > expand Academic Records > select Programs.

Procedure to Add or Edit Items

1. Select a Program record in the Programs grid.

2. In the Program Versions grid, if you want to:

   • Copy a program version, select the Copy Program Version button. For more details, see Copy Program Version and Properties .

   • Add a new list item, select the New button on the toolbar

   • Edit an existing list item, select the name in the list

3. When adding or editing a program version record, select the General tile.

4. Review, specify, or change the following values.

   Campus License Unit The license units for the program version. Select Full if there are no limitations on full license units. Select Half for continuing or distance education that does not require financial aid or degree audit. A program version that is set up with half license units is usually for continuing education or distance education that does not require financial aid or degree audits. Anthology Student recognizes this lesser requirement and processes data accordingly. If a program version is set up with half license units, the Course List button is disabled. 2010 CIP Code The classification of instructional program (CIP) code associated with the program version. If the program is associated with a CIP Code, the CIP Code field displays the same value. 2020 CIP Code The classification of instructional program (CIP) code associated with the program version. If the program is associated with a CIP Code, the CIP Code field displays the same value. Course Fulfillment Order Specifies the order that you want Anthology Student to use to fulfill courses in the degree progress audit (DPA). When a course appears in more than one place, Anthology Student uses the course fulfillment order to determine where the course is fulfilled first. The orders can be configured by your institution. If no order is specified, then the system Default course fulfillment order is used. For the field to be displayed, your institution must have selected Yes for Enable Feature Flag for Course Fulfillment Order when it configured advanced features in the system settings for Anthology Student. Curriculum Standard Indicates whether the curriculum is based on credits or clock hours. Degree The degree or certificate that will be awarded when the student completes this program version. Min CUM GPA Specifies the minimum cumulative grade point average needed for the program version. The Min. Cum. GPA and Required Credits values are used to create a relationship between the degree, core courses, and grades required to attain the degree. Anthology Student checks continually to ensure that students meet their degree requirements.

   Program Group Indicates the program groups that this program version will be associated with. If the program is already associated with some program groups, the program version is automatically assigned to the same program groups. Program Groups are displayed under the label, "Interest" on the Student Profile page. Program Groups are only displayed if they are active and configured using Configuration > Academic Records > Program Groups. Program Type Indicates the program type available at the campus, that is either degree or non-degree. Degree is displayed by default for new program versions. Program Type is disabled when students are enrolled in a program version. Special Program Indicates that the student is enrolled in a special program. Valid values are: B - Bachelor's Degree Completion Program (This allows students with an associate’s degree, unfinished bachelor’s degree, or transferrable college credits to earn a bachelor’s degree.) T - Non Credential Teacher Certification Program (This is designed for those who have earned a bachelor’s degree or higher but have not yet completed a teacher preparation program.) N - Not Applicable P - Preparatory Coursework Graduate Professional Program (This refers to courses that a student is required to take to enroll in an eligible graduate program. The courses are preparatory to the degree, not a part of the degree requirements. It is sometimes referred to as foundation courses.) U - Preparatory Coursework Undergraduate Program (This refers to courses that a student is required to take ito enroll in an eligible undergraduate program. The courses are preparatory to the degree, not a part of the degree requirements. This is sometimes referred to as foundation courses) A - Selective Admission Associated Program (This is when an applicant must meet additional admissions criteria beyond general acceptance to the college for their program of choice.) Note: Special Program is displayed for the award year 2014-15 and later. Transcript Name The program version name as it should be displayed on official or unofficial transcripts for internal or external use. If you do not specify a transcript name, the default program version name is displayed on the transcript. Version Code The program version code. Version Name The program version name.

5. Under Academic Evaluation, review, specify, or change the following values.

   Active Unit Type The Active Unit Type for the program version. The options are: - Credits have been Registered - Credits Currently Taking - Days from Term Start Date after - Days from Term Start Date before - Hours of Attendance Recorded - Lesson Grades Recorded  Active Units The numeric value for the Active Unit Type that triggers an update of the student's status to Active. Decimal values are not allowed. See Note. Note: The system updates the student status to Active based on the configured numeric value for Active Units in the selected Active Unit Type. Active Unit Type Active Units Credits have been Registered Sum of credit values of all the registered courses in an enrollment Credits Currently Taking Sum of credit values after attendance has been posted by a faculty member Days from Term Start Date after The number of days after the term start date Days from Term Start Date before The number of days before the term start date Hours of Attendance Recorded Total number of hours a student must attend for the scheduled classes Lesson Grades Recorded Total lesson grades recorded for various assignments Grade Level Promotion The grade level promotion that will be associated with this program version. For students to be automatically promoted based on the criteria defined in the requirement rules associated with a program version, automatic grade level promotion must be enabled on the campus where the student is enrolled.

   Grade Scale The grade scale that will be used for this program version. If you change a grade scale on this page, a message will be displayed where you can update the grade scale for students currently enrolled in the program version with Active, Enrolled, or Temporary Out categories. SAP Table Indicates the SAP table that will be used in calculating satisfactory academic progress for this program version.

6. Under Lengths and Loading, review, specify, or change the following values.

   3/4 Time Minimum The minimum number of credits required for a student to be considered as 3/4 time. Credits Required The total number of credits required to complete this program version. Expected Credits Per Term The total number of credits that the student is expected to complete per term. Full Time Minimum The minimum number of credits required for a student to be considered as full time. Half Time Minimum The minimum number of credits required for a student to be considered as half time. Hours Required The total number of hours required to complete this program version. Less Than Half Time The minimum number of credits required for a student to be considered as less than half time.

   Published Program Length The length of the instructional program in years, months, or weeks as published by the school. Published Program Length Amount The numeric units associated with the published program length. Total Months The total number of months required to complete this program version. Total Weeks The total number of weeks required to complete this program version. Use Scheduled Hours Indicates that a clock hour program version is used to calculate a student's hours through real-time scheduling. When a program version is configured for real-time scheduling, you cannot configure an Excused Absence Policy because Excused Absence Policies display program versions that are configured for clock hours. You cannot configure an Earning Method with a revenue basis of Scheduled Hours when the student's program version is configured for real-time scheduling. The only exception is if there are no students enrolled in the program version. If Use Scheduled Hours is selected and students are enrolled, it cannot be cleared. You cannot use a weighted GPA if you use real-time scheduling.

7. In the Campuses grid, review the following items.

   Active for Application and Enrollment Indicates the campus can be used for application and enrollment purposes.

   Name The descriptive name of the item.

   1. To associate a program version with a campus, select the Add button in the grid toolbar.

   2. Select one or more campuses that will be added to the list. Select Select.

   3. In the Active for Application and Enrollment column, select Yes or No to indicate whether the campus can be used for application and enrollment.

   4. If you want to remove one or more campuses associated with the program version, select the Remove button.

8. If your institution has configured extended properties, complete the fields under Extended Properties.

9. If you want to save and: 

• Continue making changes, select the Save button

• Close, select the Save & Close button

Implications in Changes for Degree Pathways

If you edit a program version after you configure it and there are custom plans for degree pathways for students for the program version and the changes affect the degree pathway, Anthology Student automatically:

• Updates the Student Plan

• Resets any custom plans with a status of Approved to the Student Plan

Draft plans are not changed. The next time a custom plan is accessed for a student, Anthology Student displays a message indicating there was a configuration change. For both approved and draft custom plans, a staff member should review and edit the plans as needed.