Term Association Copy & Build Student AYs

You can use the Term Association Copy & Build Student AYs page to copy and build academic years for students. The purpose of this dual process is to allow a preconfigured term association track to be copied to any other similar program version sharing the same configured start setup in Configuration > Academic Records > Start Date. Additionally, staff can schedule a job to build the individual student academic years that have been added to the term association configuration. The Schedule - Student AY Build tab can be used at any time to evaluate students in program versions selected during the job creation and ensure they have the latest academic year in configuration added to their sequences.

The purpose of this feature is to lessen the configuration burden on FA staff when setting up term association for an upcoming academic year. This allows staff to set up the term pattern used to create academic years for a configured start date one time and have the system copy them to any other similar program versions across programs using that same start date.

This feature uses Anthology Student's academic year building functionality accessed at the individual student's Academic Years tab (refer to Add Academic Year Sequences).

The Term Association Copy functionality will not touch an academic year that has awards packaged or has a combination of a Budget and Housing status assigned.

Requirements

Program Versions are configured with an academic calendar and academic year type. If it is a Scheduled Academic Year (SAY), the Summer usage must be selected.
Terms are configured for the type of academic calendars used by the school and shared with the relevant campuses.
Start dates are configured and shared with the relevant campuses and program versions. The term start dates should match the loan period start dates.

Each start date needs to be set up at least once.

Example: If an institution has students starting in Summer, Fall, Winter, and Spring, each term still needs to be set up and copied separately.
At least one program version has term association configured to use as the "Template Track" to apply to other program versions.

Term Association Copy

You can copy a term association track from a configured program version and apply it to other program versions as long as the following criteria are the same:

Academic Calendar
Academic Year type
Uses Summer

Within the Term Association form, select a program version and select Preview Academic Years. After selecting a Start Date, select Next. The system validates the first term from the template term association track against the first term for previously configured tracks. The results display only program versions with matching values for the first term in the template, the target program version, Academic Calendar, Academic Year Type, Uses Summer, and Start Date.

Note: The first term validation the system performs is to avoid overwriting pre-existing term tracks for program versions sharing a start date across multiple campuses, but one of those campuses is using different terms.

Select the desired result from the list and use the Queue Copy functionality to copy that configuration to your selected program version.

Schedule - Build Student AYs

The purpose of this is to allow the system to add/build individual student academic years based on the newly configured academic years. Within the Schedule - Student AY Build tab, you can schedule the process using the same program version criteria and start date that is available in the Term Association Copy.

Prerequisites

You must have the following authorization:

Common - Processes - View
Financial Aid - Processes - Term Association Copy Program Version and Build Student AY - Edit and View

Access Method

Select the Processes tile > expand Financial Aid > select Term Association Copy & Build Student AYs.

Procedure to Copy a Term Association Configuration and Build Student Academic Years

Process Tab

Use the Process tab to select the program version configured with the term association you want to copy.

In the Program Version field, select the configured program version you want to copy from. Once you make your selection, the following details from the program version will be auto-populated below the field:
- Academic Calendar
- Academic Year Type
- Uses Summer (Yes or No)
In the Start Date field, select the desired Start Date and select Preview Academic Years.
Select the Preview Academic Years button. The system displays the configured track from the selected program version. The results are listed by Term, Term Start date, and Term End date.
Select Next.

The system displays the potential program versions that would match the selection criteria from step 1.

The Results section displays the following details for the program version with matching Academic Calendar, Academic Year Type, Uses Summer, and Start Date:
- Campuses
- Degree Level
- Program Code
- Program Version Code
- Program Version Description
- Start Date
Select the desired program version(s) in the Results grid and select Queue Copy in the toolbar.
In the Queue Batch dialog, select Queue to send the records to the batch service and complete the copy.

This copies the configuration from the initial program version you chose to the program version(s) you select within the Results grid. You can then review the copy process in the History tab.

History Tab

Use the History tab to review all the Queue Copy processes and Build AY processes performed by users. The result set on the History tab lists the students that were evaluated and the number of academic years impacted by the job.

The Term Association Process History grid lists all recorded processes with the following details:

Batch Type The type of process performed in the system: either Copy Configuration or AY Build.

Created The date and time the process (Copy Configuration or AY Build) was created.

Duration How long the Copy Configuration or Build AY process took.

Name The name associated with the Copy Configuration or the AY Build process.

Program Version The program version the term association configuration was copied from.

Result Indicates the processing result for job. If it was successfully processed, it displays Passed or Succeeded. Otherwise, it displays the reason why it was not processed.

Started The date and time the process (Copy Configuration or Build AY) was begun.

Status If the process Succeeded or Failed.

Submitted By The user who instituted the process.

If the Result column displays a Details link, select the link to get a quick view of the details indicating why the student record was not processed.
When you select the link in the Name column, the specific program version you copied the configured term association details into is displayed below the grid as "Job Results: Term Association Copy" (along with the date and time). Further details are displayed below the term association copy heading:
- Campuses
- Program Code
- Program Version Code
- Program Version Name
The program version name link will open a new form showing all the details of that program version.

Schedule - Student AY Build Tab

Use the Schedule - Student AY Build tab to schedule a process to build student academic years using the same program version criteria and Start Date configured on an existing program version.

The scheduled job spins off separate threads per program version so the History tab will display each program version and its student results in separate entries.

The Schedule grid lists the following details for existing schedules:

Academic Calendar
Academic Year Type
Name
Queued By
Start Date
Student Statuses
Uses Summer

You can Delete or Activate an existing schedule by selecting the appropriate button in the toolbar.

To create a new schedule, select +New in the toolbar. This opens the New Schedule section. Configure the following criteria as needed:

Active Whether the Term Payment Period Enrollment Allocation is currently configured to be used or if it is inactive.

End Date The date the schedule or AY build you are configuring should end.

Frequency How often you wish the scheduled build of AYs to occur.

Name The name associated with the Copy Configuration or the AY Build process.

Notify Staff Whether the necessary staff member should be notified when the schedule is run.

Recurrence How often you wish the schedule to occur within the specified Frequency.

Specific Date The date you wish to use based on the entry in the Frequency field.

Time The specific time you wish the process to occur based on your entry in the Recurrence field.

Time Zone A region that observes a uniform standard time for legal, commercial, and social purposes.

In the Build AY Options section, review and configure the following fields:
- Select a Student Status Specifies the status of the prospect or student at your institution. Statuses vary by institution. They are configured by your institution. If you change the status for a student, a dialog is displayed so that you can confirm the change. If there are also tasks associated with the previous status, Anthology Student displays a dialog that you can use to select the tasks to keep and the tasks to close with the result of canceled.. Open "Choose the status" of the students that you want to include in the evaluation.
- Select an Academic Calendar The academic calendar. The values correspond to calendar options required by the Department of Education. They are non-standard terms, standard terms of quarters, standard terms of semesters, standard terms of trimesters, clock hours, and credit hours without terms. The default is the academic calendar configured for the program version. If you are configuring program versions from Financial Aid, the list is filtered to show the academic calendars appropriate for the Curriculum Standard selected when the program version was configured from Academic Records.. Open "Choose the academic calendar" for the type of program you want evaluated by the service: non-standard terms, standard terms of quarters, standard terms of semesters, or standard terms of trimesters.
- Select an Academic Year Type The type of academic year. If you selected Non-standard terms, Credit hours without terms, or Clock Hours in the Academic Calendar list, Borrower-Based Academic Year is selected by default and the list is disabled. If you select any other value in the Academic Calendar list, the field is enabled and you can select either Borrower-Based Academic Year or Scheduled Academic Year. When a student enrolls in a program version that has the Scheduled Academic Year selected, the process for enrolling the student is filtered to standard terms. If you selected Standard term of quarters for Academic Calendar, Anthology Student sets the value in No. of Terms in Academic Year to 3. If you selected Standard terms of semesters or Standard term of trimesters, Anthology Student sets it to 2. When Scheduled Academic Year is selected, academic years do not need to be associated with the program version. If academic years are configured, they are ignored because Anthology Student creates the academic year based on the value you specified for Full Academic Year – Credits and Weeks specified on this form. (They must be specified for Anthology Student to create the correct academic years.). Open "Choose either BBAY or SAY" for the type of academic year. This selection will be referenced against the Academic Year Type assigned on the program versions.
- Select Header or Trailer in Uses Summer If a Summer term is configured or not. . This control is only selectable if the Academic Year Type is SAY.
- Select a Program Version The program version associated with the student or item.. The list of program versions available within the field is based on your selections within the previous fields. The search box for the Program Version presents any program versions that are configured with the criteria above.
Select Run Now in the toolbar.

Anthology Student builds academic years for all students with the selected Status who are in the selected Program Version with the selected Start Date.

If you want to save and:
- Continue making changes, select the Save button
- Continue to add another item to the list, select the Save & New button
- Close, select the Save & Close button

To close the New Schedule section, select Cancel.

Limitations & Practice Recommendations

When configuring a term track, a start date can only be configured for one track of terms. You cannot have two separate tracks associated with the same start date ID. (If there are program versions that start on the same date but would use different terms, you need to configure to separate starts for the same day.)
When determining if a program version with a pre-configured track is still eligible to receive the template track chosen in step 1 on the Process tab, the logic checks to make sure all the terms in the target track exist in the template track.
When determining the campus group for the target program versions, if a pre-existing track is found, the copy functionality will re-use the same campus group. If it’s a copy to a program version never configured for term association, the campus group is created using all the campuses from the academic program version.