About class levels

A student's class level (e.g. freshman, sophomore, junior, senior) is helpful in categorizing and advising students. Class levels may also be used in reporting. Class levels are based on earned credits.

A student's assumed class level represents the anticipated class level for the student provided he or she completes all in-progress courses for a given semester. For example, assume that a freshman is considered a student with 1 to 30 credits and a sophomore a student with 31 to 59 credits. A student is enrolled in 6 credits in the semester presently underway and earned 27 credits in previous terms. Campus Cafe labels the student a freshman with an assumed class level of sophomore because 27 + 6 = 33, putting them in the sophomore range. Campus Cafe assumes students will successfully complete their in-progress credits.

Prerequisites

• Create semesters.

• Create majors.

Required permissions

Turn on class levels

Since not every institution uses class levels, Campus Cafe won’t calculate class levels unless you tel it to do so.

1. Go to Admin > Custom Control.

2. In Search enter GPA_Line.

3. Click the pencil.

4. In Parameter Value 1 enter Y.

5. Click Save.

Rename levels

By default, campus cafe delivers levels freshman, sophomore, junior, etc. You may wish to rename them to reflect your institution’s vernacular.

1. Go to Admin > STParm.

2. Search Parameter Value SMLNCD.

3. Next to the level to rename, click the pencil.

4. Enter a new name and click Save.

5. Go to Admin > Refresh Data Cache.

Credit thresholds

To tell Campus Cafe how many credits are required for each class level, set the credits on Majors setup. You can set different thresholds for different majors.

Choose which semesters to include in level calculation

When calculating class levels, you may want Campus Cafe to include all credits or only credits from a specific semester and prior.

Include all semesters

1. Go to Admin > Custom Control.

2. In Search enter GPA_Line.

3. Click the pencil.

4. In Parameter Value 2 enter 999999.

5. Click Save.

Include credits only for specific semester and prior

1. Go to Admin > Custom Control.

2. In Search enter GPA_Line.

3. Click the pencil.

4. In Parameter Value 2 enter 0.

5. Click Save.

6. Go to Registrar > Reg. System Control.

7. In Semester, select a semester. Campus Cafe will calculate class level based only on credits in this semester and prior.

8. Click Save.

Level used during course registration

A course may limit registration to only students with a specific class level or above. For example, you may wish to limit an advanced biology class to juniors and above. By default, students registering for the class must have earned at least the number of credits set to be considered a junior.

However, your class registration may take place mid-semester before sophomores have earned enough credits to be considered juniors. But as rising juniors, you want them to be able to register for the advanced biology class. In such a case, you want to tell Campus Cafe to use assumed class level during registration.

Tell Campus Cafe to use assume class level

1. Go to Admin > Custom Control.

2. In Search enter WEBUSEASSU.

3. Click the pencil.

4. In Parameter Value 1 enter Y.

5. Click Save.

Recalculate students' class levels

Campus Cafe computers student class levels nightly.

To update on demand

1. Go to Registrar > GPA Processor.

2. Select All people enrolled based on the semester and site chosen below.

3. Select the semester and site.

4. Select Update Line Code.

5. Click Submit.

View student class level

For an individual student’s current levels

1. Go to the student’s profile.

2. Go to Person Selected > Student codes.

3. The class level and assumed class level are displayed.
   
   

   Open

   

For an individual’s past, current or future levels

Since a student’s class level will likely change - for example moving from freshman to sophomore to junior to senior - you might want to see their level for a specific academic period.

1. Go to the student’s profile.

2. Go to Person Selected > Session Data.

3. Review the Class Level and Assumed Class Level columns. If you don’t see these columns click Column Visibility and select them.

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For a group of students

1. Go to Filters > Students.

2. Select filters and click Submit.

3. After the results are shown, click Column Visibility.
   Class Level: The numerical code for the level (e.g. 1)
   Class Level Decoded: The text describing the level (e.g. Freshman)
   Assumed Class Level: The numerical code for the level (e.g. 2)
   Assumed Class Level Decoded: The text describing the level (e.g. Sophomore)

Manually update class level for one student

1. Go to the student’s profile.

2. Go to Person Selected > Session Data.

3. Next to the academic period for which to update the level click the pencil.

4. In Class Level and Assumed Class Level set the student’s level.
   
   

5. Click Save.

Manually update class levels for a group of students

Setting class levels through this method doesn’t impact student financial aid awards if using the Campus Cafe financial aid module.

1. Go to Filters > Students

2. Use a Saved Filter or click Filters to build your criteria and find your students.

3. Select by checking the Selected checkbox the students you wish to change their class level.

4. Click Update Class Levels >For All.

5. In Student Codes Class Level select the new level.

6. In Session Semester Class Level you must select the academic period for which to apply this level. Remember, the student must already have a session row for this semester.

7. If you also want to set an assumed class level, in Student Codes Assumed Class Level select the assumed level.

8. If you selected an assumed class level, you must select in Session Semester Assumed Class Level the academic period for which to apply this level. Remember, the student must already have a session row for this semester.

9. Click Submit.

Example: Update students to sophomores

You’ve concluded the spring semester and have a group of students who will now be considered sophomores in the fall.