Probation/Dismissal Notification Processing

PROBATION/DISMISSAL NOTIFICATION PROCESSING

   5/15/25  Dartp - Eliminated all Grad Ed emails per Lauren Kicak.

Components of this process :

   Banner shell script:              $REGLIB/regr080.shl

   SQL run by shell script:       $REGLIB/regr080.sql

   Database Table:                   wreg080 holds output from sql for reporting/adhoc generation

   Infoview Reports:                 regr080 and regr081

1. Banner’s student academic standing process determines a student’s standing based on the rules defined on SHAACST.

Once the registrar’s office has completed grade processing at the completion of a term, the Registrar will run regr080 from banner. REGR080 will collect the data needed for the various %DISPRO% adhocs and stores it in the wreg080 table. Regr080.shl will also update wsys0008 and set these same adhocs to run, as long as the process was run with the param to schedule the adhoc to run set to ‘Y’.   REGR080.sql inserts into table regr080 all those students with shrttrm_astd_code_end_of_term values that indicate they should  be dismissed or on probation.  Based on the school, it sets up a letter code so that the appropriate letter will be generated.  Letter codes are assigned such that if you qualify for one letter, you will not be assigned a second letter.   For example, if you qualify for a 7A, you will not qualify for a 7B.  Letters are generated based on the following criteria:

*CURRENTLY - NO LETTERS EXIST.

1. The following print screen is a listing of the adhocs that are scheduled to run as part of regr080.shl:

Undergraduate

1)      The Deans offices are responsible for maintaining the text of the letters and emails sent to students. These templates can be found on the cims (\\filer) ADV\data.  The output can be found in the ADV\print directory.  Adhocs can have one and only one template and output location.   This is why the input files are located on ADV\data and output for all these files go to ADV\print.  Individuals can have different drive letter mappings to these locations. 

Adhoc:  UGSTU_DISPRO__LT utilize templates as follows:

ADV_GEN_ENV.DOC

AS_7ADISMISS_LTR.DOC                        -  Ltr Indicator = 7A

AS_7BPROBATION_LTR.DOC                 -  Ltr Indicator = 7B

ED_5ADISMISS_LTR.DOC                        -  Ltr Indicator = 5A

ED_5BPROBATION_LTR.DOC                 -  Ltr Indicator = 5B

BU_9ADISMISS_LTR.DOCX                     -  Ltr Indicator = 9A

BU_9BPROBATION_LTR.DOCX                -  Ltr Indicator = 9B

Adhoc:  UGSTU_DISPRO_EM utilize templates as follows:

ADV_GEN_ENV.DOC

AS_7ADISMISS_EML.HTM                       -  Ltr Indicator = 7A

AS_7BPROBATION_EML.HTM                -  Ltr Indicator = 7B

ED_5ADISMISS_EML.HTM                      -  Ltr Indicator = 5A

ED_5BPROBATION_EML.HTM                -  Ltr Indicator = 5B

BU_9ADISMISS_EML.HTM                   -  Ltr Indicator = 9A

BU_9BPROBATION_EML.HTM              -  Ltr Indicator = 9B

 *Note:  when attempting to edit a .HTM file, right click on the file and open with Word

2)      The Parent letter is generated from the adhoc UGPAR_DISPRO_LT.       In April of 15, Blair had the code changed to send the parent letter regardless of the FERPA form if the student is a dependent.

AS_TO_PARENTSOF_ENV.DOC              - Ltr Indicator like ‘7%’

AS_P7ADISMISS_EML.DOC                     -  Ltr Indicator = 7A

AS_P7BPROBATION_EML.DOC                -  Ltr Indicator = 7B

ED_TO_PARENTSOF_ENV.DOC              - Ltr Indicator like ‘5%’

ED_P5ADISMISS_EML.DOC                     -  Ltr Indicator = 5A

ED_P5BPROBATION_EML.DOC              -  Ltr Indicator = 5B

BU_TO_PARENTSOF_ENV.DOC              - Ltr Indicator like ‘9%’

BU_P9ADISMISS_EML.DOCX                  -  Ltr Indicator = 9A

BU_P9BPROBATION_EML.DOCX           -  Ltr Indicator = 9B

3)      Use the SUAMAIL screen to see letter generation activity by student id number:

Graduate

1)      For graduate level dismissal/probation letters, there are 4 separate adhocs. 

GRAD_DISPRO_LTR – Arts & Sciences

      Templates:       GRAS_2ADISMISS_LTR.DOC        – Ltr Indicator 2A

                              GRAS_2BPROBATION_LTR.DOC  – Ltr Indicator 2B

      Template Directory:   adm\data\CommLead\

      Output Directory:       adm\print\CommLead\

GRBU_DISPRO_LTR - Business

Templates:       GRBU_4ADISMISS_LTR.DOC      -  Ltr Indicator 4A

                       GRBU_4BPROBATION_LTR.DOC– Ltr Indicator 4B

Template Directory:   adm\data\GraduateBusiness\

      Output Directory:       adm\data\GraduateBusiness\

GRED_DISPRO_LTR- Education

 Templates:           

GRED_6ADISMISS_OTHER_LTR.DOC        - Ltr Indicator 6A

GRED_6BDISMISS_OTHER_LTR.DOC          - Ltr Indicator 6B

   for the 2 letter populations (1 letter template) above, we will use the GRED_DISMISS_SECOND_F_EMAIL.html email template 

GRED_6CDISMISS_GPA_LTR.DOC             - Ltr Indicator 6C

   for the 1 letter population above, we will use the GRED_DISMISS_SECOND_SEM_BELOW_3_EMAIL.html email template

GRED_6DPROBATION_OTHER_LTR.DOC  - Ltr Indicator 6D

GRED_6EPROBATION_GPA_LTR.DOC        - Ltr Indicator 6E

   for the probation populations above, we will use the GRED_PROBATION_EMAIL.html email template

GRE_GEN_ENV.ENV

Template Directory:   \adm\data\SEHS\

Output Directory:       \adm\print\SEHS\

GRPS_DISPRO_LTR – Professional Studies

Templates:            

GRPS_10ADISMISS_LTR.DOCX      - Ltr Indicator 10A

GRPS_10BPROBATION_LTR.DOCX - Ltr Indicator 10B

Template Directory:   \ops\data\

Output Directory:       \ops\print\

PORTAL MESSAGE:

Adhoc P_STU_DISPRO1 creates the dismissal/probation portal message

Message #51 in wys058:

A review of your grades from this past semester indicates serious academic difficulties. Information about your situation has been sent to your Canisius email and home address. This message is a directive to you that you carefully read these communications as they provide the detail needed for you to fully understand your situation.

Sent to everyone in table wreg080.

See the attached spreadsheet for more details.   Dispro.xlsx