You can define business rules on the Business Rules page in Configuration. Use business rules to customize standard procedures and requirements that affect all users.

Because business rules can make fundamental changes to how Registrar's Office works, the system administrator must define business rules only after careful consideration.

Note: If you also have Admissions Office, relevant business rules are shared between Admissions Office and Registrar's Office. Review How to create business rules in Admissions Office 7 (BB289838).

General business rules

  • General Business Rules -- With General business rules, you set rules for student IDs, the format of the years in Class of fields, whether to show marital status and maiden name fields for students, and the statuses to include in grade and attendance entry.
    • Automatically generate student IDs starting with -- Mark this checkbox so Registrar's Office automatically generates new student ID numbers when you add students to the database. You also designate the first number to use when creating student ID numbers. If you have Admissions Office, this business rule also applies to applicant IDs.
    • Student IDs are [ ] characters long -- If you automatically generate IDs, designate the number of characters to use when creating new student ID numbers. If you have Admissions Office, this business rule also applies to applicant IDs.
    • Prefix student ID with -- You can enter a prefix of up to five characters to add to each new student ID.
    • Prevent data entry to the student ID field -- Mark this checkbox to prevent the student ID field from being edited on records. This business rule prevents missing and duplicate IDs.
    • Display Marital Status and Maiden Name fields for Students -- Mark this checkbox to include Marital Status and Maiden Name fields on student records. If you have Admissions Office, this business rule also applies to applicant IDs.
    • Display class of using -- Select whether to use the full-year format (YYYY) or only the last two digits of the year (YY) in Class of fields.
    • Include the following statuses when entering grades or attendance -- Mark checkboxes for the statuses of students to include in grade and attendance entry. For example, you can exclude statuses of people who never attended your school or have graduated.
    • Generate NetClassroom User IDs and PINs for for individuals and faculty/staff with the included relationships with students -- This box appears if your organization uses the optional module NetClassroom. Mark checkboxes for the relationship types (such as Father, Mother, and Legal Guardian) for which the program should automatically generate NetClassroom logins. In the When generating User ID field, you can select last name first name, first name last name, or random characters.
    • When creating a new note, use -- Review How to set a default font for notes (BB235514)  
       
  • Organization Business Rules -- With Organization business rules, you set rules for organization IDs and duplicate records.
    • Automatically generate organization IDs starting with -- Mark this checkbox so Admissions Office automatically generates new organization ID numbers when you add organizations to the database. You also designate the first number to use when creating organization ID numbers.
    • Organization IDs are [ ] characters long -- If you automatically generate IDs, designate the number of characters to use when creating new organization ID numbers.
    • Prefix organization ID with -- You can enter a prefix of up to five characters to add to each new organization ID.
    • Prevent data entry to the organization ID field -- Mark this checkbox to prevent the organization ID field from being edited on records. This business rule prevents missing and duplicate IDs.
    • Duplicate organization criteria -- In this grid, you can select specific organization record fields to use as criteria when searching for duplicate records. The duplicate search is useful for preventing users from entering duplicate organization records.

      In the Field Name column, you can select fields to use in the duplicate search. In the Length column, enter the number of characters to check in each field during the duplicate search.  

    • Automatically check for duplicate organizations -- With this business rule, the program automatically searches for duplicate organization records based on duplicate organization criteria when you save a new organization record. In the corresponding field, you can require the program to either disallow duplicate organizations or warn the user if duplicate organizations are found.
       
  • Faculty/Staff Business Rules -- With Faculty/Staff business rules, you set rules for faculty/staff IDs and duplicate records.
    • Automatically generate faculty/staff IDs starting with -- Mark this checkbox so Admissions Office automatically generates new faculty/staff ID numbers when you add faculty/staff to the database. You also designate the first number to use when creating faculty/staff ID numbers.
    • Faculty/Staff IDs are [ ] characters long -- If you automatically generate IDs, designate the number of characters to use when creating new faculty/staff ID numbers.
    • Prefix faculty/staff ID with -- You can enter a prefix of up to five characters to add to each new faculty/staff ID.
    • Prevent data entry to the faculty/staff ID field -- Mark this checkbox to prevent the faculty/staff ID field from being edited on records. This business rule prevents missing and duplicate IDs.
    • Duplicate faculty criteria -- In this grid, you can select specific faculty/staff record fields to use as criteria when searching for duplicate records. The duplicate search is useful for preventing users from entering duplicate faculty/staff records.

      In the Field Name column, you can select fields to use in the duplicate search. In the Length column, enter the number of characters to check in each field during the duplicate search.  

    • Automatically check for duplicate faculty/staff -- With this business rule, the program automatically searches for duplicate faculty/staff records based on duplicate faculty/staff criteria when you save a new faculty/staff record. In the corresponding field, you can require the program to either disallow duplicate faculty/staff members or warn the user if duplicate faculty/staff members are found.
       
  • Individual Business Rules -- With Individual business rules, you set rules for individual IDs and duplicate records.
    • Automatically generate individual IDs starting with -- Mark this checkbox so Admissions Office automatically generates new individual ID numbers when you add individuals to the database. You also designate the first number to use when creating individual ID numbers.
    • Individual IDs are [ ] characters long -- If you automatically generate IDs, designate the number of characters to use when creating new individual ID numbers.
    • Prefix individual ID with. You can enter a prefix of up to five characters to add to each new individual ID.
    • Prevent data entry to the individual ID field. Mark this checkbox to prevent the individual ID field from being edited on records. This business rule prevents missing and duplicate IDs.
    • Duplicate individual criteria. In this grid, you can select specific individual record fields to use as criteria when searching for duplicate records. The duplicate search is useful for preventing users from entering duplicate individual records.

      In the Field Name column, you can select fields to use in the duplicate search. In the Length column, enter the number of characters to check in each field during the duplicate search.  

    • Automatically check for duplicate individuals. With this business rule, the program automatically searches for duplicate individual records based on duplicate individual criteria when you save a new individual record. In the corresponding field, you can require the program to either disallow duplicate individuals or warn the user if duplicate individuals are found.
       
  • Registrar Business Rules -- With Registrar business rules, you set rules for Registrar Setup in Configuration.
    • Display the GPA Cutoff Value column on the Translation Table -- Mark this checkbox to display the Cutoff Value column for each GPA type in the GPA view of a translation table.
       
  • Student Business Rules -- With Student business rules, you set rules for student ages, status date updates, and duplicate student records.
    • Base student age on -- Select how the program determines each student's age based on birth dates. You can select System Date, Academic Year, or Specific Date. If you select Specific Date, a date field appears for you to enter the date.
      • If you select System Date, the program calculates a precise age based on the current date.  
      • If you select Academic Year, the program calculates age based on the first date of an academic year. For example, you may use this setting for reporting on applicant ages for the next academic year.  
      • If you select Specific Date, the program calculates age based on a date you enter. For example, you may use this setting for checking applicant ages as of a certain date for cutoff requirements.
    • Update status date when updating current status -- Mark this checkbox to automatically update the status date to the current date whenever you change the status on a student record.
    • Duplicate student criteria -- In this grid, you can select specific student record fields to use as criteria when searching for duplicate records. The duplicate search is useful for preventing users from entering duplicate student records.

      In the Field Name column, you can select fields to use in the duplicate search. In the Length column, enter the number of characters to check in each field during the duplicate search.  

    • Automatically check for duplicate students -- With this business rule, the program automatically searches for duplicate student records based on duplicate student criteria when you save a new student record. In the corresponding field, you can require the program to either disallow duplicate students or warn the user if duplicate students are found.

Also review: