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 dates, 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.

To use Automated Multiple Fulfillment in Degree Progress Audit, your institution must have selected Yes for the following advanced feature. (Select the Settings tile > expand System > select Advanced Features.):

• Enable Feature Flag for Automated Multiple Fulfillment Select this option to enable the use of Automated Multiple Fulfillment in the Student web app only. This allows you to configure the number of categories that a course could satisfy a requirement in the DPA.

• Enable Feature Flag for Course Fulfillment Order Select Yes if you want to use the Course Fulfillment Order option from the Configuration tile to modify the order the system uses to fulfill courses in the degree progress audit (DPA). The course fulfillment orders you configure can then be selected when you configure program versions. If you select Yes, the Degree Progress Audit dialog in the legacy interface is disabled. You must use the Degree Progress Audit tile in the web app to work with the DPA for a student. If you select No, the system uses the default for all program versions.

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, refer to 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 Select a Campus License Units (CLU) option: Full or Half. There are no limitations on full license units. All programs that receive financial aid are set up with full license units. 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. Example: If an institution is licensed for 900 ASRs (Active Student Records), and they go over that amount, they will receive a pop-up message to inform them that they have gone over their Max Campus License Unit (CLU) by X amount, and that they have 45- days to resolve the matter. 2010 CIP Code The Name, Code, and Description of the Classification of Instructional Program (CIP) Code that will be associated with the record. The CIP Code assigned to the program will be automatically assigned to the program version. This option enables institutions to accurately report all program-related activity to COD. 2020 CIP Code The Name, Code, and Description of the Classification of Instructional Program (CIP) Code that will be associated with the record. The CIP Code assigned to the program will be automatically assigned to the program version. This option enables institutions to accurately report all program-related activity to COD. 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, 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 Degrees are formal academic qualifications awarded to students upon completion of requirements for a program or major. For example: Associate, Bachelor’s, or Master’s degree. Degrees are linked to specific program versions and may include minors or concentrations. The Degree Progress Audit (DPA) ensures students meet all requirements for the degree. Include Remedial course credit hours If your institution uses a third-party financial aid processor or servicer, you can select or clear the “Include Remedial course credit hours” option. This setting allows Global academic extracts to include or exclude these credit hours when determining the grade level. If remedial hours are included in the current hours, the student will receive funds for the classes. The remedial hours cannot be included in the cumulative hours unless there is a written policy. Remedial classes do not count towards progression. Financial Aid Administrators who rely on a servicer to process Financial Aid have the flexibility to exclude remedial course work credit hours from the cumulative count of the academic extracts when the grade level progression policy at their institution does not specify that remedial course work counts toward grade level progression. For more details, refer to Servicer Settings for Campuses. Min CUM GPA Specifies the minimum cumulative grade point average needed for the area of study or 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.

   Multiple Fulfillment in Categories available Specify automated multiple fulfillment at the Program Version level. This field is not selected by default. Number of Categories to which a Course can be applied Specify the Number of Categories to which a Course can be applied. Once Multiple Fulfillment in Categories is selected, the Number of Categories to which a Course can be Applied becomes editable. The default value is 2. The allowed values are between 2-99. 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 The type of programs available at the campus. If the campus provides non-degree programs (NDS), Non-Degree is displayed. If the campus does not allow NDS enrollments, Degree is displayed. 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 alphanumeric code assigned to the item by your institution. In most cases, codes must be unique. Select or assign the code for this item. Version Name The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file).

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", and "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.   Read 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 The sum of credit values of all the registered courses in an enrollment Credits Currently Taking The 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 or for which you want to generate the report.

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 number of credits or hours required for the course, program version, or enrollment. Less Than Half Time The minimum number of credits required for a student to be considered as less than half time enrollment.

   Published Program Length The length of the instructional program in years, months, or weeks as published by the school. The published program length includes calendar breaks. 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. The Published Program Length should always match Total Weeks. When start dates are not associated with program versions, the system calculates graduation by the Total Weeks value listed on the program version, which only reflects instructional weeks, and does not factor in breaks, etc., when calculating graduation dates. 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 name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file).

   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.