About semester status codes
Status codes are used to record information regarding a student each semester. For example, leave of absence, dean's list, academic probation, and other notations regarding the student’s academic record.
Campus Cafe creates semester status codes during your initial Campus Cafe implementation to align with your historical data. You may need to adjust the configuration of them to match your institution’s academic policies or create new ones if your institution develops new business practices in the future.
Prerequisites
None.
Required permissions
Module | Number | Description |
|---|---|---|
Registration | 70 | Create and change status codes |
Create semester status code
Go to Registrar > Semester Status Codes.
Click New Record.
Status Code: Internal code representing the status.
Description: Description of the status. This prints on the transcript if custom control TRANS_CUST, Sequence 5, Parameter 1 is set to Y. If set to N, the Transcript Comment entered while placing the status on the student will print.
Prints External: The status will always display on the transcript, including on the unofficial transcript displayed to a student.
Prints Internal: The status will display on the transcript if the person requesting the transcript checks Use Internal Status Codes when generating the transcript. The person must have access to permission #702 to see this box.
Print No Date: Select to exclude the status date from the transcript.
Is Withdrawal: Select to indicate the status is a withdrawal from the institution.
Is Leave of Absence: Select indicates a leave. A student on a leave isn’t expected to attend class when attendance percentage is calculated. Class attendance may not be entered during a time when a student is on leave. When a leave of absence is entered for a student, Campus Cafe deletes any existing class attendance records during the leave of absence period.
Show on Audit: Select will show the status on the degree audit.
Is Honors Header: Select to indicate the status is a degree honor; if appearing on transcript, the status must be associated with the header section transcript position; not all transcript designs support degree honors.
Is Reentry Date: Marks a status code to be printed on a student’s transcript as a re-entry.
Limit to Level: Optionally enter a degree level. This status will be limited to students at that level. For example, perhaps Dean’s List is only available to undergraduate students.
Deactivated: Check to suppress status as an option when assigning a status to a student; has no impact on existing records
Transcript Font Style: Select a font.
Transcript Position: Select where to display the status on the transcript
D: Detail Section: Pre-GPA Default: Text will appear above the GPA statistics for the semester of which the status is tied to
H: Header Section: Text will appear at top of transcript and be labeled “Honors”
E: Detail Section: Pre-All Enrollment: Text will appear under the semester Description and before enrollment for the semester of which the status is tied to
P: Detail Section: Post-GPA: Text will appear below the GPA statistics for the semester of which the status is tied to
Click Create.
Go to Admin > Refresh Data Cache.
Change status code
Applying a change to a status code will apply the change retroactively. For example, if you rename Dean’s List to Honors, changing the description will change it for alumni and their transcripts. We recommend creating a new code and deactivating a the old code if your changes shouldn’t apply to alumni.
Go to Registrar > Semester Status Codes.
Select the box next to the status code to update.
Click Edit Selected.
Click Update.
Go to Admin > Refresh Data Cache.
Deactivate (Delete) status code
A status code can be deleted even if attached to a student. However, the status will no longer appear on the transcript or in finder menus. As such, Campus Cafe doesn’t recommend deleting status codes applied to students. Campus Cafe will not warn that the status is attached to a student upon deletion.
Go to Registrar > Semester Status Codes.
Select the box next to the status code to delete.
Select Delete Selected.
Click Update.
Go to Admin > Refresh Data Cache.
