Scanning For Missing Or Redundant Records

Scan Term Records

After each registration period (i.e. after the add/drop deadline for the term) it is necessary to run the Scan Term Records process. This removes any term entries for a student who registered at some point but did not remain in classes after the add/drop deadline.

To run this, in the Current Students Window from the menu choose Students > Global Processes > Student Related > Scan Term Records. The next dialog is a prompt about whether you are ready to proceed. Once you click yes, it will remove these empty term records. Records with a comment code generate a query; usually these records should be retained as they contain comments about degree conferral in a term when the student was not present.

There is a parallel process under the main menu Utilities > Archive Maintenance for those records for archived students. If the current students process is being carefully followed, it should not be necessary to run the archives version regularly. However, if a student was archived prior to the current students process being run, this will tidy up those records too.