Undergrad Program Status

Overview

The purpose of this document is to outline:

• The Undergrad Program Status field on the Contact record

• The definitions for each value of the Undergrad Program Status field

• The manual and automated ways that the Undergrad Program Status field is updated

Undergrad Program Status Field Definition

The Undergrad Program Status field is used by the Undergraduate Advising Office (UAS) to classify students as:

1. Leave of Absence

2. Declared Graduate Bus Major

3. Declared Undergrad Bus Major

4. Declared Undergrad Bus Minor

5. Pre Business

6. Pre Minor / Certificate

The top 4 classifications are system-defined values based on Peoplesoft data in the Major Codes and Minor Codes fields, and the bottom 2 classifications are user-defined values that are editable by UAS staff.

It is important to note that:

• System-defined values will always override user-defined values.

• If a student meets the criteria for multiple classifications, the highest academic standing classification will win. For example, a student that is declared as MSIS and Pre Business would be classified as Declared Graduate Bus Major, and a student that is declared as a Pre Business major and an Entrepreneurship Minor would be classified as Declared Undergrad Bus Minor.

• Students that no longer meet any of the classification definitions will have the field cleared out for their record.

Undergrad Program Status Value Definitions

The Undergrad Program Status field values are defined as follows. To reference major/minor codes, please visit https://uofu.box.com/s/tlc5niutzh62inlnw21udbssr37tacbi

System Defined

1. Declared Graduate Bus Major

   • Eccles Salesforce is actively receiving Peoplesoft data for this student

   • The student's Major Codes field contains at least one of the Business Graduate Semester Major Codes

2. Declared Undergrad Bus Major

   • Eccles Salesforce is actively receiving Peoplesoft data for this student

   • The student's Major Codes field contains at least one of the Business Undergraduate Semester Major Codes excluding Pre Business (BUSIBA.P,BUSIBS.P) and Pre QAMO (QAMOBS.P)

   • The student's Major Codes field does NOT contain any of the Business Graduate Semester Major codes

3. Declared Undergrad Bus Minor

   • Eccles Salesforce is actively receiving Peoplesoft data for this student

   • The student's Minor Codes field contains at least one of the Business Undergraduate Semester Minor Codes

   • The student's Major Codes field does NOT contain any of the Business Graduate Semester Major Codes or Business Undergraduate Semester Major Codes

4. Pre Business

   • Eccles Salesforce is actively receiving Peoplesoft data for this student

   • The student's Major Codes field contains at least one of the Pre Business (BUSIBA.P,BUSIBS.P) and Pre QAMO (QAMOBS.P) Major Codes

   • The student's Major Codes field does NOT contain any of the Business Graduate Semester Major Codes, non-pre business Business Undergraduate Semester Major Codes, or Business Undergraduate Semester Minor Codes

5. Leave of Absence

   • Eccles Salesforce is actively receiving Peoplesoft data for this student

   • The student's Major or Minor codes indicate they are an Eccles student

   • The Enrollment Status field contains "U: Leave of Absence"

User Defined

1. Pre Minor / Certificate

   • Advisors will set this value if they are actively working with a student who is working toward declaring a minor or a business certificate

   • This value will be changed automatically if the student declares as a business major / minor and the Eccles Salesforce instance receives Peoplesoft data for the student.

Process to Update the Field

The Undergrad Program Status field is currently updated two ways:

1. Advisors manually update records to Pre Minor / Certificate if they are working with a student who does not meet any of the other 4 classifications

2. An automated process will run every week night and reclassify students as one of the 4 System-Defined values mentioned above. If a contact record does not meet the criteria for the system-defined values (e.g. a student dropped their business major), the Undergrad Program Status field will be cleared. This automated process will send a status report email with an attachment of students that were reclassified. To request to be added to this email, please contact the Eccles Salesforce Team

A flow chart of the business logic to automatically reclassify students can be found here:

System Administrator Details

• The automated process is run weekdays using a scheduled apex class (UndergradProgramStatusUpdaterBatch) with a batch size of 50

• The batchable class queries contacts that have a value in either the Peoplesoft_Load_Date__c or Undergrad_Program_Status__c fields

• Each contact will be reviewed for reclassification, and the class will only update contacts where the Undergrad_Program_Status__c value was changed as a result of the scheduled job

• A job status email will be sent to the addressed listed in the UG_PROGRAM_UPDATER_NOTIFICATIONS custom label (comma separated). If contacts were identified as needing to be reclassified, a CSV will be attached to the email with one row per contact including contact id, previous and updated undergrad_program_status__c values, among others.

• A list of major/minor codes can be obtained from the student data warehouse. A copy can be found in Ubox: https://uofu.app.box.com/folder/135564083709

• Use the UU_Academic_Program_Code_Setting__mdt custom metadata type to add/update/remove academic programs and to assign Eccles Program Statuses.