Programs
The Institution Config / Programs section allows you to manage important settings related to how programs function across your institution. From setting default calculation rules to customizing data fields and tracking student progress more precisely, this section gives you the flexibility to tailor programs to your school’s needs.
There are three tabs within this section:
- Defaults – Set rules for how repeat courses, cumulative totals, and audit courses are handled across all programs.
- Custom – Add up to 20 custom fields to capture additional program-related information specific to your institution.
- Sub Stati – Create sub statuses for Enrolled, Completed, and Withdrawn programs to help further categorize a Student’s progress.
Together, these tools allow for greater control, customization, and visibility when managing programs and supporting Students through their academic journey.
Under the Defaults tab, you can define how the system handles key program-related calculations. These settings apply across all programs unless specifically overridden elsewhere.
You can adjust the following:
Repeat Calculation – Select which course result to use when a Student repeats a course:
- First – Uses the grade from the first attempt.
- Most Recent – Uses the grade from the most recent attempt.
- Highest Average – Uses the attempt with the highest overall average.
Cumulative Calculation – Choose which courses count toward cumulative totals like GPA or credit completion:
- Use All Program Courses
- Use Only Courses Applied – Includes only the courses that have been explicitly applied to the program.
Audit Courses – Decide which courses should be included in program audits:
- Use All Courses
- Use Only Courses After Start – Includes only courses taken after the Student’s program start date.
The Custom tab allows you to create and manage Program Custom Fields. You can add up to 20 custom fields to collect or store additional program-related information based on your institution’s unique requirements.
To create a custom field, click the green New Custom Field button. A window will appear where you can enter the Field Label and choose the Field Type from the following options:
- Text – For short free-text responses
- Text Area – For longer responses
- Select List – A dropdown list (separate your options with commas)
- Checkbox – For true/false or yes/no responses
- Radio Buttons – A list of single-select options (entered like the select list)
- Date – For entering a specific date
If you choose Select List or Radio Buttons, a new field will appear called Field Values, where you’ll enter the available options separated by commas (e.g., Option 1, Option 2, Option 3).
Once you add a new program custom field, it will automatically appear in the Program Details section of every program profile, including those that already exist. The custom field will show up just above the Program Description area, where you can enter or edit the field's value as needed.
The Sub Stati tab allows you to create Sub Statuses for each primary Student Program Status. These sub statuses help further differentiate a Student’s progress within a program. For example, you may want to distinguish between Enrolled – Full-Time and Enrolled – Part-Time, or Withdrawn – Academic vs. Withdrawn – Personal Reasons.
To add a new sub status, click the green New Sub Status button. A modal window will appear where you can select the related Student Program Status (Enrolled, Completed, or Withdrawn), enter the Sub Status in the text field, and click Add to save it to the list.
Once created, these sub statuses can be assigned when managing Student programs, giving you more detailed insight and flexibility when tracking progress.