SA9_Student_Records
Created on Monday, October 19, 2009
/ Training GuideSA9_Student_Records
Table of Contents
SA9_Student_Records 1
Student Records 1
Manage the Schedule of Classes 1
Defining Class Permissions_FINAL 2
Tracking Student Data 6
Viewing Student Groups by Student_FINAL 7
Producing Transcripts 13
Processing Transcripts for Individuals or Small Groups_FINAL 14
Page 25/ Training Guide
SA9_Student_Records
SA9_Student_Records
Student Records
PeopleSoft Enterprise Student Records enables you to enter, track, and process all of your academic information from the course catalog and schedule of classes to student programs, plans, and subplans.
Once applicants are admitted and matriculate, Student Records will activate, enroll, grade, evaluate, and graduate students. With Academic Advisement processes, Student Records tracks students through graduation.
Upon completion of this module, you will be able to:
• Describe the functionality of Student Records.
• Create a course catalog.
• Schedule classes.
• Activate students.
• Process transfer credit.
• Manage enrollment appointments.
• Enroll students.
• Track attendance and student data.
• Grade students.
• Graduate students.
• Produce transcripts.
Manage the Schedule of Classes
When you first set up your Student Records system, you schedule new courses for the first time. You can then roll classes from term to term, add any new courses to your schedule, and if necessary, revise classes that are already scheduled.
Once you set up your course schedule for the first time, you can set parameters along the way that command the system to roll, or copy, certain courses from term to term, and you can request that certain verifications are made against a student's record at enrollment request time. Once you copy a prior term schedule to a new term, you can use the schedule of classes component to move existing courses from time period to time period, to add sections, and so on.
The scheduling features in the Student Records application include the following four components: Schedule of Classes, Schedule New Course, Schedule Class Meetings, and Schedule Class Section. The difference among these components is your view of the classes.
Other features of the class schedule function include how you create class associations, student permissions for enrollment, instructor schedules, class meeting patterns, facility search capabilities, producing the schedule of classes report, and copying classes from term to term.
Upon completion of this lesson, you will be able to:
• Schedule new classes.
• Modify scheduled class meetings.
• View and update class sections.
• Roll data from the course catalog to the schedule of classes.
• Define class associates.
• Define class permissions.
• Create combined sections.
• Search for an available facility.
• Search for classes.
• Print the schedule of classes.
• Copy the prior term.
Defining Class Permissions_FINAL
Class permissions are numbers or authorizations that you can associate with a class and assign to students to use at enrollment time. You can create general or student-specific permissions. You can also generate permission numbers for an entire subject area.
Class permissions can override conditions such as requisites and limits. Permissions allow a student to add or drop a class, as long as the student uses the permission by the expiration date and does not violate overall student limitation rules (such as maximum number of units).
Procedure
Consider this scenario:
You are going to create general permission numbers for a class.
Key Information:
Academic Institution: UMDAR
Term: 1910
Subject Area: ARH
Catalog Nbr: 301
Step / Action /1. / Begin by navigating to the Permission to Add page.
Click theRecords and Enrollmentlink.
2. / Click the Term Processing link.
3. / Click the Class Permissions link.
4. / Click the Class Permissions link.
Step / Action /
5. / Enter the desired information into theAcademic Institutionfield.
Enter"UMDAR".
6. / Enter the desired information into theTerm:field.
Enter"1910".
7. / Enter the desired information into theSubject Area:field.
Enter"ARH".
8. / Enter the desired information into theCatalog Nbr:field.
Enter"301".
9. / Click the Search button.
Step / Action /
10. / Use the Permission to Add page to create general class permission numbers.
11. / The Expiration Date is the default expire date. You can change this date. When you create permissions for a class, the system populates the Expire Date column with the default date value.
12. / Use the Permission Valid for check boxes to specify which conditions a class permission overrides. For example, if you select Requisites Not Met, and do not select Closed Class, the class permission will allow students to enroll in the class if they do not meet the prerequisites, but not if the class is full.
13. / Enter the number of permissions you would like to add into theAssign More Permissionsfield.
Enter"10".
14. / Click the Generate button.
Step / Action /
15. / Scroll to the bottom of the page to view the permission numbers that were added for the class.
16. / Click the Save button.
17. / Congratulations! You have successfully defined class permissions.
End of Procedure.
Tracking Student Data
Using Student Records, you can track, use, and view non-course related student data.
Upon completion of this lesson, you will be able to:
• Track student attributes.
• Assign advisors to students.
• Track extracurricular activities.
• Assign academic standing for students, individually and in batch.
• Track honors and awards for students.
• Track special grade point averages.
• Use milestones.
Viewing Student Groups by Student_FINAL
Use the View Student Groups by Student component to view the lists of individual students in each group.
Procedure
Consider This Scenario:
Your goal is to view a list of Honors students at UMass Lowell.
Key Information:
Academic Institution: UMLOW
Student Group: HONS
Step / Action /1. / Begin by navigating to the View Students Groups by Student page.
Click the Records and Enrollment link.
Step / Action /
2. / Click the Career and Program Information link.
3. / Click the View Student Groups by Student link.
Step / Action /
4. / Enter the desired information into theAcademic Institutionfield.
Enter"UMLOW".
5. / Enter the desired information into theStudent Groupfield.
Enter"HONS".
6. / Click the Search button.
Step / Action /
7. / Click the Select Effective Dates list.
8. / The Select Effective Datesfield is new in version 9.0.
- All will retrieve all past, current and future rows.
- Most Current (Any Status) will retrieve all past and current rows.
- Most Current Active will retrieve all past and current rows that are active.
- Most Current Inactive will retrieve all past and current rows that are inactive.
Step / Action /
9. / Click the Most Current Active list item.
Step / Action /
10. / Click the Get Results button.
11. / The system displays the list of students in the HONS student group.
12. / To view the Student Groups details for a particular student, click the Detailslink.
Step / Action /
13. / Click the OK button.
14. / Congratulations! You have successfully viewed a student group by students.
End of Procedure.
Producing Transcripts
Two distinct processes are available to create transcripts. One transcript process uses COBOL to generate the transcript and Crystal reports to print the transcript. The other transcript process generates transcripts using Application Engine, creates detailed results tables, and uses XML to produce the report in .PDF format. The processes have separate and distinct transcript type setup and processing pages and should not be in production concurrently.
After you have set up transcript notes, transcript types, and transcript type security, you're ready to create transcript requests and process transcripts. The Transcript feature enables you to define multiple types of transcripts at varying levels of security, formality, appearance, and function. You can produce transcripts for individual students or for dynamically created groups of students that meet criteria you specify. You can process transcripts online or in the background at scheduled intervals, and you can send the results to a file, a window, or a printer. Finally, the Transcript feature includes a purge process that enables you to delete transcript results and requests. Purging transcripts periodically is a maintenance practice that enhances system performance.
If you are using the COBOL process to create transcripts, the choices you have for producing transcripts are the same as those that you have for producing advising reports. In the Application Engine transcript process, the advisement reports are created by using a different component. We briefly discuss advising reports in this section, but you are encouraged to review the PeopleSoft Enterprise Academic Advisement 9.0 PeopleBook for more information.
The COBOL transcript process provides you with five components that you can use to create, process, print, and purge transcript requests:
• Transcript Request component to request, process, and print small numbers of transcripts (fewer than 20).
• Batch Transcript Request component to define group parameters and create request for large group (more than 20) of students.
• Batch Transcript Generation component to process and generate transcripts for a previously created online request, and generate transcripts for a previously created batch request.
• Batch Transcript Print component to print transcripts that were previously generated through either the Transcript Request inquiry component or the Batch Transcript Generation process component.
• Transcript Purge component to purge transcript requests and transcript results based on parameters that you specify.
The Application Engine transcript process provides three components that you can use to create, process, print, and purge transcript requests:
• Request Transcript Report component to request, process, and print small numbers of transcripts (fewer than 20).
• Process Transcripts component combines the functionality of both the Batch Transcript Request and the Generate and Print Transcripts components.
• Purge Transcript Reports component to purge transcript requests and transcript results based on parameters that you specify.
Upon completion of this lesson, you will be able to:
• Process transcripts for individuals or small groups.
• Process batch transcripts.
• Create batch transcript requests.
• Use the Grade Review Transcript Release process.
• Produce electronic transcripts.
• Produce electronic transcripts in batch.
• Review TS130 outbound transactions.
• Process TS131 inbound files.
• Review student transcript request history.
• Purge transcripts.
Processing Transcripts for Individuals or Small Groups_FINAL
Use the Request Transcript Report component to create and update transcript requests for an individual student or a small group of students. A small group of students is defined as a group of fewer than 20. Process the request, and you can view the transcripts online and print them. You can also use the Flexible Transcript Request component to create transcript requests for processing on future dates or events. For example, a student can request that a transcript be processed once they have been awarded a degree, once their grades have been posted for a term, or once a specific date arrives. Upon saving the future transcript request, the system generates a report request number. You can then use a single report request number, a range of report request numbers, or requested print dates to process these requests.
To create a transcript request by student ID:
1. Select the transcript type and enter other general parameters on the Transcript Request Header page.
2. Enter IDs for students requesting transcripts, as well as recipient information, on the Transcript Request Detail page.
3. Submit your request by clicking the Process Request button on the Request Detail page.
4. View results in .PDF format by clicking the View Report link that appears for each student. If no link appears, view any process errors on the Report Errors page.
5. Print all results by clicking the Print button.
In this topic, you will process a transcript for an individual student.
Procedure
Consider This Scenario:
Your goal is to print two unofficial student transcripts.
Key Information:
Student ID 1: 88899667
Student ID 2: 22273474
Step / Action /1. / Begin by accessing the Transcript Request Header page.
Click the Records and Enrollment link.
2. / Click the Transcripts link.
3. / Click the Request Transcript Report link.
4. / Use the Transcript Request Header page to select the type of transcript you want to process and set general parameters for the request.
Step / Action /
5. / Click the Institution list.
Step / Action /
6. / Click the UMBOS list item.
Step / Action /
7. / Click the Transcript Type list.
Step / Action /
8. / Click the UNOFF list item.
Step / Action /
9. / Click the Transcript Request Detail tab.
Step / Action /
10. / Use the Transcript Request Detail page to enter the IDs that you want to process and the number of copies you want to create.
Step / Action /
11. / Enter the desired information into theIDfield.
Enter"88899667".
12. / Press [Tab].
13. / You can request more than one student's transcript by adding a new row.
Click the Add a new row button.
14. / Enter the desired information into theIDfield.
Enter"22273474".
15. / Press [Tab].
16. / Click the Process Request button.
17. / Notice that the View Report links appear once the request is processed.
If you have a popup blocker enabled in your browser, you may need to hold the CTRL key while clicking the link. This will allow the transcript to appear in a new window.
18. / Press the [Ctrl] key and click the View Report link.
19. / The system opens a new window and displays report contents in a PDF file.
20. / If you'd like to print an individual transcript, you can do so by clicking the Print button shown here.
You can also print by following the printing instructions for your browser.