Generating Midterm Deficiency Reports and Communications

Important! Letter Generation (Letter Gen) is a deprecated product. It is strongly recommended that you use Communication Generation (Comm Gen) instead. For more information on Comm Gen, see Using the Communication Generation Process

This section provides an overview of midterm deficiency reporting and discusses how to:

  • Generate the midterm deficiency report.

  • Generate midterm deficiency letters.

The Mid-Term Deficiency process generates a report that lists students with deficient midterm grades. Deficient grades are those grades with a grade input value that is equal to the value in the Grade Input field on the Mid-Term Deficiency Report page.

Page Name

Definition Name

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Usage

Mid-Term Deficiency Report

RUNCTL_SRTRMDEFCNY

Curriculum Management > Grading > Mid-Term Deficiency Report > Mid-Term Deficiency Report

Produce a summary report of all students whose grades are deficient during the midterm for each class.

Access the Mid-Term Deficiency Report page ((Curriculum Management > Grading > Mid-Term Deficiency Report > Mid-Term Deficiency Report).

The system inserts the IDs of all students with deficient grades into the Communication table so that you can easily identify them and create individual warning letters.

Field or Control

Description

Academic Institution

Select an academic institution for which to evaluate students.

Term

Select a term for the system to use as it searches for student enrollment records. Term values are defined on the Term Table page.

Academic Organization

Select an academic organization for the system to use as it searches for records. Academic organization values are defined on the Academic Organization Table page.

Session

Select a session for the system to use as it searches for records. Session values are defined on the Session Table page.

Class End Date From and Class End Date To

Select the class end date from and to values. The values in these fields further narrow your processing parameters. The system evaluates enrollment records for classes that are active between these dates and within all other parameters you specify.

Campus

Select a campus for the system to use as it searches for records. Campus values are defined on the Campus Table page.

Grading Scheme

Select a grading scheme to prompt for appropriate grades in the Grade Input field. Grading scheme values are defined on the Grading Scheme Table page.

Grade Input

Select the grade that the system should seek to identify whether a student is midterm deficient.

Click Run to run the report using PeopleSoft Process Scheduler. The process populates the Communication table with IDs for students with deficient grades. Later, you can produce a letter to inform them of their status.

Complete these steps to generate midterm deficiency letters:

  1. Set up midterm deficiency keys on the Communication Speed Keys page.

    After you set these parameters, you do not have to set them each time you run the report. Select the Administrative Function of STRM, which is a delivered value. When defining your communication speed key for midterm deficiency reports, select the method of letter, the direction of out, and the letter code of MAD (Midterm Academic Deficiency).

  2. Generate midterm deficiency reports on the Mid-Term Deficiency page.

    In addition to generating a report of midterm deficiencies, the report places students with deficiencies into the Communication table so that you can generate a letter informing them of their deficient grades.

    The Mid-Term Deficiency report creates one midterm deficiency communication record per student who fits the criteria for having deficiencies. After you run letter generation for letter code MAD, the system inserts a row in the corresponding comma delimited (.CSV) extract file for each deficient class for the term. Using Microsoft Word Merge, the system creates a single letter for a student with midterm deficient grades. The letter includes up to 10 classes in which the student is deficient.

    If you run the Mid-Term Deficiency report and letter generation again at a later date, Microsoft Word Merge produces student letters that include all previously deficient classes for the term, as well as any newly selected deficient classes.

  3. Generate letters on the Letter Generation - General Parameters page.

    To generate midterm deficiency report letters, select the letter code of MAD.