Tuition Classification Script Workbook. Office of Information and Instructional Technology

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1 Tuition Classification Script Workbook and Instructional Technology May 2008

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3 Table of Contents Table of Contents Tuition Classification Script Introduction... 1 Purpose... 1 Target Audience and Run Frequency Implementing Execute the Tuition Classification Script... 3 Import Data into Excel... 4 Page iii Tuition Classification Script May 2008

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5 Introduction Purpose Tuition Classification Script Introduction The Audit Department has requested the Board of Regents provide the USG institutions with a standard method of monitoring and reporting any tuition classification changes to student records on campus. The institution is required to identify all students that have a change in tuition classification, the individual responsible for the change within Banner, the number of changes to tuition classification, and indication that the changes were reviewed and approved. The Report (ZSRTUIC) will be used to provide information related to classification changes for students enrolled at the institution based on a requirement by the Audit Department. Changes in the tuition classification must be recorded and tracked based on the approval of the change and the user making the changes to the classification in Banner. The report output will be used by the institution to audit their files internally before it becomes time for an audit. As a result, the output would be provided to the appropriate person on the campus (possibly the tuition classification officer). Target Audience and Run Frequency This workbook is for Registrars, Tuition Classification Coordinators, and staff responsible for maintaining tuition classification changes. The process can be executed at any time during the term to review classification changes made to student records. Page 1 Tuition Classification Scripts May 2008

6 Implementing Tuition classification changes will require institutional users to set up rules and codes related to the changes. Comments will be entered in the Comment form (SPACMNT) with a specific comment code. To properly report data, the following set up must be completed: 1. Create a comment code in the Comment Type Validation form (STVCMTT). 2. Define an originator code in the Originator Validation form (STVORIG). 3. Create a contact code in the Contact Code Validation form (STVCTYP). Tuition classification changes will be recorded in the General Student form (SGASTDN) and the Comment form (SPACMNT). The creation of the change records is based on the approval of the tuition classification change. New student record created for term the tuition classification is changed. The residence status is also updated to the approved tuition classification code. Page 2 Tuition Classification Scripts May 2008

7 Codes Created in set up. Detailed comments will print on report output. Execute the Tuition Classification Script The Tuition Classification Change Report (ZSRTUIC) is used to review the tuition classification changes made in Banner for a specified term. The script output will provide the current term and associated classification, prior term and associated classification, comments entered, the date the comment was entered, and the user associated with the comment. The ZSRTUIC report is executed through Job Submission (GJAPCTL). The lis file generated can then be exported into Excel. Parameters for ZSRTUIC No Name Required Description/Instructions 01 Term Yes Enter term to be processed. Default Values 02 Comment Code Yes Enter the comment code to be selected. Sample Output for ZSRTUIC Page 3 Tuition Classification Scripts May 2008

8 Import Data into Excel ZSRTUIC creates a lis file to be loaded into Excel. The file produced contains the values required to evaluate the tuition classification changes made for a specified term. In Excel, open the lis file created by ZSRTUIC. This should start the Text Import Wizard. Click the Delimited Radial button to identify the file as delimited. Verify the file is importing on the correct row (the row may change if you are loading multiple files or all files to the same workbook or spreadsheet). Click next. Select the Delimited Radial button. Verify the Semicolon checkbox is marked. Make sure that no other delimited indicator checkboxes are marked. Click next. Semicolon checkbox should be marked. Page 4 Tuition Classification Scripts May 2008

9 Click the text button to verify the Column Data Format is in Text format. Failure to use the text format may cause an unwanted decimal place in the course number. Click finish to import the file. Column data format should be Text. Click Finish. Sample Output for ZSRTUIC Page 5 Tuition Classification Scripts May 2008