Update Student Course Lists and Requirement Rules

Use the Update Student Course Lists and Requirement Rules page to update the required course list and the requirement rules for students after they are enrolled. This option enables staff members to edit course lists and requirement rules and then propagate the changes across course lists for all the students enrolled in a program version. It propagates changes to the:

Requirement rules for programs
Course lists and requirement rules for program versions
Course lists and requirement rules for areas of study

You can apply changes related to automated multiple fulfillment in Program Versions to Student Profiles for multiple enrollments. The changes applied to the first enrollment are applied to the second/newer enrollments only when the update tool is run for the second Program Version.

This feature re-evaluates non-term students for academic years (AY), loan periods (LP), and student pace evaluation (SPE). It also enables Anthology Student to process enrollments through AY or LP evaluation logic and SPE logic after updating the course list for enrollments using a non-term program version.

For the batches that you created to Update Student Course Lists and Requirement Rules, you can use the History tab to review the status of all the batches based on your campus-level permission, review the results of specific batches, and manage batches that have been queued.

Program Version Course List Changes and Financial Aid Processing

When a student registers for a course associated with a Category, the course is included in Financial Aid (FA) calculations and appears correctly on the Aggregate FA Term Information page.

If an Academic Administrator subsequently modifies the course classification in the Program Version > Course List (for example, changing the course from a Category to a different Category, Area of Study (AOS), or Elective), the Update Student Course Lists and Requirement Rules process must be run to synchronize the change with the student's academic record.

If additional registration activity occurs before this process is executed, the Aggregate FA Term Information page may display unexpected results, including:

A blank value in the Source column
Include in FA Calculation set to No
Incorrect FA credit calculations
Incorrect FA Enrollment Intensity calculations

These results occur because the student's course record has not yet been updated to reflect the latest Program Version configuration.

Best Practice:

To ensure accurate FA calculations and reporting:

Whenever changes are made to course a Category in a Program Version > Course List, the Academic department should run the Update Student Course Lists and Requirement Rules process before any additional registration activity occurs for the affected student and term.
This process ensures that Category changes are reflected correctly in Student Profile > Academic Records > Student Courses and that downstream FA calculations remain accurate.
If discrepancies are identified in the FA Credits, Source, or Include in FA Calculation fields on the Aggregate FA Term Information page, select Load Historical Terms to refresh and recalculate the data based on the updated course information.
FA administrators should coordinate with the Academic department to determine whether any course Category changes have been made to the associated Program Version before investigating FA calculation discrepancies.

Prerequisites

Authorizations:

Common - Processes - View

Academics – Processes – Update Student Course List - Queue

Your institutions must have:

Configured the various course lists and associated them with a course and a catalog
Cleared the Allow courses to be exempt from progress Select this check box to measure student progression using only courses that are part of the program version course list and to meet a minimum grade point if configured. For additional information on Allow Courses to be Exempt from Progression, refer to General Background for Student Pace Evaluation. check box for student pace evaluation (SPE)
Enabled Courses Exempt from Progression (CEFP)
Selected the academic year for processing in SPE settings

Access

Processes > Academic Records > Update Student Course Lists and Requirement Rules

Update Student Course Lists and Requirement Rules

Process Tab

Use the Process tab to filter the data and queue the batch job.

Specify the Selection Criteria to filter the records.

Fields followed by From and To specify the range of dates you want to use. For example, if you specify From, you must also specify To.

Campuses The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column.

Expected Start Date This field represents the student's expected first day of attendance. It is used for planning and reporting purposes. The value may differ from the actual start date if the student delays or defers. The field is often auto-populated based on the Version Start Date selected during application entry. It can also be manually adjusted during enrollment setup.: From and To

Orig. Expected Start Date The date when the student was originally expected to start the course. From and To

Program Versions The program version associated with the student or item.

Remove Manually Added Courses from Catalog Indicates that manually added courses are removed from the Course Category on the Degree Progress Audit. When the check box is cleared, manually added courses are not removed from the Course Category on the Degree Progress Audit.

Student Status Specifies the status of the prospect or student at your institution. The school statuses with status categories of L (Lead), N (Never Attended), and P (Permanent Out) are omitted from the list. Placement school statuses (status category of G) are also omitted from the list. The Status list includes only Active and Future statuses for degree-seeking students. The process does not apply to Non-Degree-Seeking (NDS) students.

Update the Student Courses Indicates whether to update the student courses.

Update the Student Requirement Rules Indicates whether to update the student requirement rules.

Select Next. The applicable students are displayed and are selected by default.

Review the record values.

Campus The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column.

Program Version The program version associated with the student or item.

School Status The prospect or student status at your institution is configurable and may differ by school. When you change a student's status, you must confirm the update in a dialog box, and if there are pending tasks from the previous status, another dialog lets you choose which tasks to keep or close as canceled. A student's current status (like Active) depends on their history and activation units; simply entering a Version Start Date does not automatically activate them without proper status progression. Status values help filter student records in lists, processes, and reports. Alumni statuses include "complete" or "graduated."

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.

Student Number If your institution assigns student numbers, the number your institution uses to identify the student. How the number is assigned is specified by your institution. For example, Anthology Student can be configured to assign the number, or your institution can use another method to assign it.

Select the Queue Update button.
Review or change the name of the batch and select Queue. The update is submitted to the queue.

You can view the status of the jobs in the History tab and retry or cancel jobs that have failed.

History Tab

Use the History tab to review the results of manually queued jobs.

Anthology Student removes batches after 28 days. To keep the batch, use Export ( Export button ) on the toolbar.

Review the record values.

Batch The name assigned to the batch. The name can include the date when the batch process was started.

Created The date that is automatically added by the system when the task is created.

Duration The amount of time it took to process the job or batch.

Number of Students Indicates that the course requires a retake fee. Retake Fee is enabled only when Retake Course is enabled. The default is No.

Started The date and time when the first job within the batch started executing.

Status A status of Preparing indicates that the jobs in the batch are still being created or are waiting on the system resources required to create them. Started indicates that the batch has been started. (At least one job in the batch is Enqueued, Processing, Succeeded, or Deleted.) Succeeded indicates all jobs in the batch have been executed, and ALL job statuses are Succeeded. Completed indicates all jobs in the batch have been executed; some jobs may be in the Succeeded status, but at least one of the jobs is in the Deleted status. Awaiting indicates the batch is awaiting the completion of a dependent job or batch. Deleted indicates that the batch has been canceled.

Submitted By The name of the staff member who submitted the background job or batch for processing.

Select the batch.

Review the record values.

Job Created The date and time when the job was added to the background job queue.

Job Started The date and time when the job was pulled from the queue and started executing. The start time for a job will be the same time or later than the start time for the batch.

Job Status The status of the job. Enqueued indicates the job is in the queue waiting to be executed. Scheduled indicates the job is scheduled to run at a future time. Processing indicates the job is running. Succeeded indicates the job was completed with no errors. Deleted indicates the job was completed with errors.

Program Version The program version associated with the student or item.

Student Status The prospect or student status at your institution is configurable and may differ by school. When you change a student's status, you must confirm the update in a dialog box, and if there are pending tasks from the previous status, another dialog lets you choose which tasks to keep or close as canceled. A student's current status (like Active) depends on their history and activation units; simply entering a Version Start Date does not automatically activate them without proper status progression. Status values help filter student records in lists, processes, and reports. Alumni statuses include "complete" or "graduated."

Reason If the student or item could not be processed, the reason why it failed. If the Job Status is Succeeded, it will be blank.