Audit Publishing Process

Overview

The Stellic Audit publishing system employs asynchronous processing to prioritize student-facing updates. When audits are published—whether for regular programs, general requirements, or shared requirements—the system immediately updates student profiles while continuing background processing for less critical system components. This design ensures students always see their most current academic progress when accessing their profiles, even as the system completes remaining audit calculations.

1. Publishing a regular program audit

• Try on a Student reflects the updated audit to able to test the audit on a student even before publishing and is available immediately post publishing

• After the Publishing stage is done, every affected student’s audit is automatically computed, if needed, when the profile is loaded (by a student or staff)

You can see up-to-date progress information with two temporary exceptions during background processing:

Official Audits: For requirements edited in such a way that a new set of courses can satisfy the requirements, mode average will be outdated while the follow on tasks are in progress. As a result the remaining count would still reflect prior information. This will automatically update when the follow on tasks complete ​

Planned Audits: For similarly edited requirements, if a student is using placeholders in their plan AND they have double counting rules - the remaining count would still reflect prior information. This will automatically update when the follow on tasks complete

2. Publishing a General Requirement audit

General requirements can be scoped to specific student populations. Publishing follows two scenarios:

Scope Unchanged: Requirements are modified but apply to the same student population as before.

Scope Changed: Requirements are modified AND the student population changes—some students are added, others are removed, or both.

Note: When scope changes, students remaining in the new scope receive updated audits immediately during publishing. ​ ​Note: A follow on task then removes audits from students no longer in scope and applies audits to newly added students.

3. Publishing a Shared Requirement audit

Shared requirements are treated slightly differently because they are referenced in other requirements.

Note: When updating shared requirements, the audits on student’s profile are updated after the follow on task to update references in other audit completes.

Follow-On Task Completion

Follow-on tasks may complete throughout the day, but completion time varies based on several factors including the number of published audits, audit types, scope of changes, and affected student count. The system guarantees overnight completion of all follow-on tasks, ensuring daily system-wide updates.

Publishing Error Notifications

When an audit publish fails (e.g., a "diff issue"), only the user who triggered the publish sees the on-screen error message. No additional emails or alerts are sent to other users or advisors at your institution.

Stellic's internal error-tracking system automatically logs these failures for internal monitoring and troubleshooting purposes.

Testing and Publishing Best Practices

• Before Publishing: Use Test on a Student to validate changes in draft mode

• After Publishing: Check student profiles to verify audit updates, keeping in mind the temporary limitations noted above

• Planning New Work: Schedule pathway development for the following day to ensure all overnight processing is complete