Create a Batch to Evaluate SAP

Instead of automatically evaluating SAP (refer to SAP & Alerts Settings for Campuses), you can use the Process tab on the SAP Calculation page to create a batch that has Anthology Student evaluate the SAP for students and propose changes to the student records. You can evaluate SAP for: 

• A single student

• All students in a group

• All students that meet the criteria you specify

Anthology Student evaluates SAP for students enrolled in program versions for your session default campus (refer to Set Session Defaults). For example, if a group contains students from more than one campus, only students at your session campus are evaluated. If a student is enrolled at more than one campus, SAP is only evaluated for the session default campus.

For each campus, your institution can also specify the number of days past the end of a payment period or term that SAP can be calculated.

Prerequisites

You must have:

• Common - Processes - View authorization

• Financial Aid – Processes - SAP Calculation authorization

To override the number of days past the end of a: 

• Payment period, your user ID must be allowed to override defined dates for payment periods

• Term, your user ID must be allowed to override defined dates for payment periods

The academic calendar for the student must be configured for SAP to support the mode you select in the Type list.

If you are evaluating a payment period for a single student and there are subsequent payment periods, confirm that the payment period end dates are correct using the Student Pace Evaluation (SPE) feature. If your institution does not use SPE, verify that the payment period end dates are correct.

You should be familiar with the Background for SAP.

Access Method

Select the Processes tile > expand Financial Aid > select SAP Calculation.

Procedure to Evaluate SAP 

If you are evaluating partial terms, you must select: 

• A value for Student or Student Group (You cannot specify criteria to select students.) 

• Term or Cumulative in the Type list

For partial terms, you cannot run SAP by term sequence. Your SAP policy can still use term sequences as an evaluation criterion (Select the Configuration tile > expand Financial Aid > select SAP Policies.)

When you create a batch to perform the SAP calculation for a student in a credit hour program version with an SAP policy that includes the maximum time frame (MTF) of required calendar time and select Term for Type, Anthology Student includes it in the evaluation. The calculations for the Payment Period and Cumulative will be available in a future release.

1. Select the Process tab.

2. Select the Campus.

3. The action you take and the fields you specify depend on the number of students you want to evaluate and the type of evaluation you want to perform.

   Students You Want to Evaluate	Action to Take	Values to Specify for the Type Specifies the type of evaluation. The type of evaluation you can perform for a student depends on whether the type was selected for the academic calendar for their program version when it was configured for SAP. You Select
   		Term	Cumulative	Payment Period
   A single student	Specify a value for Student The last and first name of the student. In some lists, the name of the student is highlighted. If it is highlighted, you can select the link and it will display the Student Profile or a page available from the profile (such as their Documents list in Contact Manager). To display the Student Profile, you must have Common - Student - View authorization. If the link takes you to a page available from the profile, you must have authorization for that page. For example, if it displays the Documents list, you must have Contact Manager - Student Document - View authorization.	Term The first term you want to evaluate. The list includes the terms for your default campus with an end date before or equal to the current date. The term must also be configured to be a SAP term. If you are evaluating a student, Anthology Student lists the terms for your default campus for the student. If you are evaluating more than one student, Anthology Student lists all the terms for your default campus.	No additional values to specify	Payment Period Specifies the first payment period you want to evaluate for the student. The list contains payment periods with an end date before or equal to the current date. Anthology Student prompts you to verify that the dates are accurate.
   All students that meet the criteria you specify (As you specify the values, Anthology Student displays information about which students are being evaluated, such as all students in the term and shift selected.)	Do not specify a value for Student The last and first name of the student. In some lists, the name of the student is highlighted. If it is highlighted, you can select the link and it will display the Student Profile or a page available from the profile (such as their Documents list in Contact Manager). To display the Student Profile, you must have Common - Student - View authorization. If the link takes you to a page available from the profile, you must have authorization for that page. For example, if it displays the Documents list, you must have Contact Manager - Student Document - View authorization. or Group The name of the student group. If you are selecting a group and your institution has configured Anthology Student to limit groups to campuses, you can only select groups for the campus that you are assigned to. If you are selecting a group, it can also be filtered to display groups where you are the owner, public groups, and private groups to which you have been given access.	Out of School From and To Specifies the date range of when the students were out of school. Specify the date range if you want to evaluate only students who have dropped. Term The first term you want to evaluate. The list includes the terms for your default campus with an end date before or equal to the current date. The term must also be configured to be a SAP term. If you are evaluating a student, Anthology Student lists the terms for your default campus for the student. If you are evaluating more than one student, Anthology Student lists all the terms for your default campus. Sequence From and To The term sequence number associated with the student's SAP evaluation. Shift The shifts you want to evaluate. If you do not select a shift, all shifts are included in the evaluation.	Out of School From and To Specifies the date range of when the students were out of school. Specify the date range if you want to evaluate only students who have dropped. Shift The shifts you want to evaluate. If you do not select a shift, all shifts are included in the evaluation.	Out of School From and To Specifies the date range of when the students were out of school. Specify the date range if you want to evaluate only students who have dropped. Shift The shifts you want to evaluate. If you do not select a shift, all shifts are included in the evaluation.
   All students in a group	Select a group for Group The name of the student group. If you are selecting a group and your institution has configured Anthology Student to limit groups to campuses, you can only select groups for the campus that you are assigned to. If you are selecting a group, it can also be filtered to display groups where you are the owner, public groups, and private groups to which you have been given access.	No additional values to specify	Term The first term you want to evaluate. The list includes the terms for your default campus with an end date before or equal to the current date. The term must also be configured to be a SAP term. If you are evaluating a student, Anthology Student lists the terms for your default campus for the student. If you are evaluating more than one student, Anthology Student lists all the terms for your default campus.	No additional values to specify

   • SAP Type = Cumulative only checks the student's progress as of the day you run SAP. It does not look at any previous SAP statuses.

   • For SAP to run on a term (Type = Term), all grades must be posted for that term and the grading dates must fall within the term dates.

   • For SAP to cover multiple enrollments, the Linked SAP Enrollment option must be selected on the student's enrollment.

   • Transfer Credits need to have an end date within the term that SAP is being run for.

   • For students that have changed enrollments, you can include courses from a previous enrollment in the new enrollment by:

     • Setting up SAP Linked Enrollments (refer to Add an Enrollment or Edit or Delete an Enrollment)

     • Associating courses that apply to the new program which are counted towards the rate of progress

4. Select the check boxes that apply.

   • Override if gathered students have a term end date that is past the number of days allowed to be calculated

   • Override if gathered students have a payment period end date that is past the number of days allowed to be calculated

5. Select the Queue Batch button.

6. In the Queue Batch dialog, review or change the name of the batch and select the Queue button.

Anthology Student queues the job. The batch will not be processed and approved until the job is executed.

If you select an unsupported mode in the Type list and you are evaluating: 

• A student, Anthology Student displays a message indicating that it is not supported

• More than one student, Anthology Student processes all the students but does not evaluate the students in program versions with academic calendars that do not support the mode and retains their previous SAP status

If you selected Override if gathered students have a term end date that is past the number of days allowed to be calculated, Anthology Student overrides the deadline and continues to evaluate SAP. If you do not have permission or choose not to override the deadline, Anthology Student: 

• Processes, but does not evaluate the students and retains the previous SAP status

• Displays a message in the SAP Status column indicating it could not be evaluated

• Displays a message in the SAP Reason column indicating it could not be evaluated because the term was past the number of days allowed to calculate it

For the students that can be evaluated, Anthology Student then: 

• Evaluates the SAP status, but does not make the changes in the database

• Evaluates students who exceed the maximum time frame of credit or clock hours criteria configured for the SAP policy, even if the student has already failed one criterion within the SAP policy

• Determines the most recently completed term and processes the auto probation and school status changes for the most recently completed term only (They are not updated for historical terms.)

Continue with the Open Batches tab to review the proposed changes in the batch before submitting the batch from that tab that makes the changes. Refer to Review and Submit the SAP Batch.