Basics

Introduction

Stellic provides real-time visibility into student progress, enabling advisors and administrators to efficiently assess graduation readiness and maintain ongoing communication with students. Use this guide to set up and use Graduation Clearance in Stellic.

Core concepts and system architecture

Data hierarchy

Credentials are required for graduation clearance functionality in Stellic. A credential record is a program grouping that determines a student's progress toward a degree or certificate (e.g., BA degree with a major in Statistics and minor in Economics; BS degree with two majors, one in Statistics and another in Psychology). The credential record is one layer above programs in Stellic, with multiple programs grouped under one credential record to indicate simultaneous completion.

An example of flexible combinations of credentials

These records may correspond to specific Student Information System (SIS) records or serve as conceptual groupings. Regardless of source, credentials represent groupings of programs (majors, minors, certificates) with applications to graduate at specific times. All programs within a credential must be completed before graduation clearance because they collectively represent one degree or certificate being awarded.

Modifying credentials during the clearance process

Common modification scenarios

Removing Programs from a Credential: If a student determines they cannot complete all programs in their current credential grouping (for example, they can no longer finish their minor), the institution can modify their credential to remove the incomplete program. This happens in the SIS. The removal will reflect in Stellic after the next data sync. Once the credential is updated to reflect only the programs the student can complete (such as just the major and core requirements), graduation clearance for that student can move forward based on the revised grouping.

Important Note: Any credential modifications should be completed before the graduation clearance deadline for the intended term.

Required data feeds

As mentioned above, Credentials are required for Graduation Clearance.

Credential Data:

• Credential Definitions

  • File: credential.csv

  • Content: Credentials offered by your institution. Think of this as a validation table that should represent all possible diplomas or certificates awarded by your institution.

• Student Credential Mapping

  • File: student_credential.csv

  • Content: This is where you send the individually grouped programs per credential per individual student.

Graduation Application Data:

• Graduation Application Status

  • File: grad_application_status.csv

  • Content: Valid graduation application statuses used at your institution. Think of this as a validation table that should represent all possible statuses you will send into Stellic for any individual student.

• Student Graduation Application Data

  • File: student_grad_application.csv

  • Content: Application status and term information for each individual student's application for each individual credential.

Graduation Application on a student profile

Once the graduation application feeds are set up, any active application is now available on a student's profile