Business Process Modeling Banner Academic History

Transcription

1 Business Process Modeling Banner Academic History INTERNATIONAL TURNKEY SYSTEM P.O. BOX: 4627, Riyadh Kingdom of Saudi Arabia Date: 23 th, Mar 2008 Version 2.0

2 Banner Academic History I. Document Version Control... 3 Modification History...3 Reviewers...3 Distribution List...3 II. Scope & Purpose... 4 III. Next Steps... 4 IV. Banner Academic History Processes... 5 V. Banner End of Term Flow... 5 VI. Maintain End of Term Process... 6 VII. End Of Term Procedures... 6 First: Roll Grades to Academic History...7 Second: Run the Repeat Process...8 Fourth: Run Academic Standing Process...9 Fifth: Run Grade Mailers Sixth: Update Student Type VIII. Maintain Student s Academic History First: Viewing Student s Academic History Second: Maintaining Student s Academic History IX. Transcript Issuing Process X. Transfer Process XI. Graduation Appendix A Banner Academic History Validation Tables Document Approval... 23

3 I. Document Version Control Modification History Date Version Prepared By Comments 0.0 ITS Higher Education Template Hassan Malli First Draft Hassan Malli Second Draft Hassan Malli Third Draft Hassan Malli Add Graduation Part Reviewers Date Version Reviewed By: Comments Mohammad Sharafeddine Version 1.0 released Shawki Abderrahman Version 2.0 released Distribution List Date Version Distributed To: Location ITS PMU Project Manager PMU ITS PMU Project Manager PMU

4 II. Scope & Purpose This document will control the implementation of Banner Academic History Module at PMU. It presents how Banner Academic History component handles the main processes related to create / maintain Academic History information and the associated tasks. The document lists the processes, the related tasks (or steps) and the associated banner objects (form, report, job, etc.) that handle these tasks in a specified operation order. III. Next Steps This document must be reviewed and discussed thoroughly by PMU and ITS in scheduled workshop-sessions in order to produce the final version of the Banner General Student BPM document which will be the base for the implementation. The implementation governed by the final version of the BPM document will include: 1- Review and discuss the functionality of the forms (Screens) presented in this document. In addition to setting up the authorization rules required per each screen for different types of users 2- Build the validation tables and rule forms on the production database 3- Review the reports provided within Banner 4- Go Live.

5 IV. Banner Academic History Processes - End of Term Process - Student s Academic History Maintenance - Transcript Issuing Process - Transfer Process - Graduation Process V. Banner End of Term Flow

6 VI. Maintain End of Term Process Process begins: When all grades of a specific enrolled term are entered and verified in Class Roster (SFASLST) or in Electronic Grade Book Self-Service. Process ends: When all grades are posted to the student's record in Academic History Module. Actors: Instructor Registrar's Office Owner: Registrar's Office Stakeholders: Registrar's Office Functionality Needed: Post the academic information of the enrolled Students into the history portion of the SIS system in order to specify the outcome of the student during the processed semester. VII. End Of Term Procedures In End of Term Process, Registrar will be able to perform the following procedures: 1. Roll Grades to Academic History. 2. Run the Repeat Process. 3. Run the calculate GPA process. 4. Run Academic Standing Process. 5. Run Grade Mailers. 6. Update Student Type.

7 First: Roll Grades to Academic History I. Mapping PMU Regulations to Banner by setting the necessary rules: Grade Code Maintenance- SHAGRDE. a- Purpose The purpose of the Grade Code Maintenance Form is to capture and maintain all of the institution's grading symbols and associated quality points. In addition, this form also permits the end user to provide the rules governing which hours (earned, GPA, etc.) are affected by the specific grade symbol. The grade codes are stored by level within the institution. Additionally, an effective term is associated with each level/grade combination to enable the user to invalidate a specific grade code as of a specific term, and optionally, to identify a new set of rules for the level/grade combination. Changes to existing entries are not permitted, nor is deleting an entry if it has been posted to a student's record. At least one valid grading mode must be established for each grade entered. b- Setting and Validating Grade Codes Check the critical fields which affect directly the next steps of End Of Term process: Field Affected Processes Practice Quality Points GPA Calculation According to the PMU regulation, the Student's GPA is out of 4 so in this case the Quality Points field should be out of 4. Numeric Value Pre-requisite Checking and Repeat Process - Repeat Limit Evaluation Grade should be less then or equal to all grades whose are involved in the repeat evaluation step. - The grade used for transferred courses should be greater then or equal to grades used in Prerequisite checking. Repeat Ind. Repeat Process This field is used to specify whether or not the associated grade will be included in the repeat process evaluation. II. Rolling grades to Academic History, this process could be run in 2 ways: 1. Online via Class List Form SFASLST. One section at a time. 2. Batch via Grade Roll Process. SHRROLL. All sections that have not been previously rolled. This process can be run multiple times with no harm. Sections will not roll twice. Note that, PMU has now Students in Prep and Core levels which mean with no specific degree; in this case the roll indicator of Prep and Core programs in SGASTDN should be set to 'N'. Note that, non gradable records in SFASLST are not rolled to Academic History.

8 Second: Run the Repeat Process I. Mapping PMU Regulations to Banner by setting the necessary rules: Repeat/Multiple Course Rules- SHARPTR. a- Purpose The purpose of the Repeat/Multiple Course Rules Form is to create and maintain the institution's rules for determining when to consider a course as a repeat situation in registration, and whether (through academic history processing) to include or exclude a repeated or equivalent course in the student's GPA. The rules are defined by effective term and level. These rules will be used in the registration repeat checking procedures, as well as the Repeat/Equivalent Course Check Report (SHRRPTS) and the Calculate GPA Report (SHRCGPA) to set the include/exclude status of the course and then to look at that include/exclude status for the GPA calculation. b- Setting and Validating the Repeat rules PMU Regulations Banner Settings - Same course could be repeated once. SCACRSE: Repeat Limit = 1. - Same course could be earned once. SCACRSE: Repeat Hours = Credit Hours. - The Highest grade will be considered as SHARPTR: selected grade. Included in GPA = Highest. - Only the selected Grade will be SHARPTR: included in GPA calculation. GPA calculation = S. - All grades greater than or equal to F are SHARPTR: included in the evaluation process. Evaluation grade (limit and hours) = F. II. Run the Repeat Process SHRRPTS Steps followed by Banner in executing the Repeat Process: 1- Evaluate grades (based on values set in Numeric value in SHAGRDE) for considering in processing according course info. & SHARPTR. 2- Consider the grades according the repeat limit & Selection rule. 3- Consider the grades according the repeat hour and selection rule. 4- Flags included grades & excluded grades. 5- Decide about the non-selected grades i- Include only selected (Calculation in GPA = S)- the limit rule is considered only. ii- All include in GPA (Calculation in GPA = A) - the limit rule is considered only. Note here, all courses "Not Selected" in the evaluation process are considered as if they are totally different courses & they are used in GPA calculation whatever the GPA calculation flag is (A or S).

9 Third: Run the calculate GPA Process I. Mapping PMU Regulations to Banner by setting the necessary rules: GPA Display Rules- SHAGPAR. a- Purpose This form is used to set up rules for your institution that will determine how grade point averages (GPAs) and quality points will be displayed for the various segments of your student population. You can create overall GPA display rules and/or display rules for level and campus GPAs. b- Setting and Validating the GPA Display rule PMU Regulations Banner Settings - The GPA display has the same format SHAGPAR: for the whole university. Rules are set as overall for all students irrespective the college. - The GPA is rounded to 2 decimals. SHAGPAR: - The Quality Point is truncated to 2 decimals. GPA: Round = 2 Decimals. SHAGPAR: Quality Point: Truncate = 2 Decimals. II. Run the calculate GPA process- SHRCGPA. SHRCGPA is controlled by two parameters, term and selection. There are three options for selection: A All. When All is chosen, the term GPA will be calculated or recalculated for all students who have rolled enrollments for the specified term. R Rolled. When Rolled is chosen, the term GPA will be calculated or recalculated for students who have had sections rolled to Academic History or enrollment/grade changes made in Academic History for the specified term. C Collector. When Collector is chosen, all students who have had courses excluded by the Repeat/Equivalent Course Check Process (SHRRPTS) will have term GPAs calculated or recalculated for all terms with excluded courses, regardless of the specified term. Fourth: Run Academic Standing Process I. Mapping PMU Regulations to Banner by setting the necessary rules: Academic Standing Rules- SHAACST a- Purpose The intent of this form is to establish the rules for identifying students who are in academic difficulty as well as those students who have a GPA which qualifies them for the Dean's List. The rules are established by each student level (graduate, undergraduate, etc.). Additionally, the rules may be specified for each college within a specific level.

10 b- Setting and Validating the Academic Standing Rule and Dean's List Rule: Academic Standing- PMU Regulations - Students will be placed on academic probation at the end of any semester in which their cumulative GPA is below Probation is removed if the student obtains a Cum. GPA >= 2. - Probation is allowed for 2 consecutive terms only. - Student on probation one should obtain a term GPA >= 2 else he is dismissed. - Student on probation two should get Cum. GPA >= 2 else he is dismissed. - Student on probation one or two is restricted from registering more than 12 hours. - Student in Dean's list is granted to register till 20 hours. Academic Standing- Banner Settings- STVASTD Student on probation one two. Max Hours = 12. Student in Dean's List. Max Hours = 20. Academic Standing- Banner Settings- SHAACST Current AC. ST. Status Term. Inst. GPA Cum. Inst. GPA Next AC. ST. Status Good Standing [2, 4] Good Standing Good Standing [0, 1.99] Prob. 1 Prob. 1 [2, 4] [0, 1.99] Prob. 2 Prob. 1 [0, 1.99] [0, 1.99] Academic Dismiss Prob. 1 [2, 4] Good Standing Prob. 2 [0, 1.99] Academic Dismiss Prob. 2 [2, 4] Good Standing Dean's List PMU Regulations Banner Settings - Term GPA >= 3.5 Term GPA is calculated when running the Calculate GPA process- SHRCGPA. - Have no failing grades or Incomplete courses in the current term. SHAACST- Next Block: Specifying all excluded grades: D, F, I, N, WF. - Complete 15 hours Passed not earned. SHAACST: Number of Passed Hours = 15. Type of Hours = P (Passed hours). - Top 10% by college. - No disciplinary action. - Be in good academic standing. These conditions are validated by reports built to report the final lists

11 II. Run Academic Standing Process- SHRASTD. 1. This process will determine the end of term academic standing for the enrolled students. 2. Use rules defined on the SHAACST form do not have rules overlap or gap!! If the student does not match a rule, the academic standing will be defaulted into 00 Good Standing. 3. Calculate Max Reg. hours: to compare max hours for the new academic standing to future term existing registrations in SFAREGS. 4. Pre-Registration future term: Enter the future term registration to be compared to the new academic standing maximum registration hours. 5. Max hours update/audit: update the max hours for existing Registrations. Records and for new records it defaults to the value specified on STVASTD. - Note I: if you plan to build rules for the whole university => use 99 as college code else you should building your rules for each college. - Note II: Banner distinguishes between GPA = 0 calculated from grades that count in GPA (like 'F' and 'WF') and the GPA = 0 calculated from grades that none counts in GPA (like 'W' and 'Audit'). In the first case, Banner places the first student on probation while the second will be assigned the most recent stored academic standing; however, if it does not exist then Banner puts the default which is 00 (Good Standing). - Note III: you can change the academic standing and Dean's list in SHAINST as well as you can override the Academic standing and combined Standing in SGASTDN. Fifth: Run Grade Mailers a- Purpose The grade mailer lists the courses taken, credits, quality points, and grades received, as well as transfer GPAs and term descriptions for each student who have had grades rolled to academic history. Grade mailers are produced by course level using the Grade Mailer Report (SHRGRDE). Revised grade mailers may also be produced when grade changes are made on the Course Summary Form (SHACRSE). Duplicate grade mailers are produced, when requested, on the Term Course Maintenance Form (SHAINST). b- Producing grade mailers in batch mode SHRGRDE a. This process will produce a grade mailer for the enrolled student in the aimed semester. b. Can produce Original (O), Revised (R), Duplicate(D) mailers or all in one run

12 Sixth: Update Student Type I. Mapping PMU Regulations to Banner by setting the necessary rules: Continuant Terms Rule- SOACTRM a- Purpose The purpose of the Continuant Terms Rule Form is to provide the rules for which terms constitute consecutive enrollment. The rules on this form must be established before running the Student Type Update Process (SHRTYPE). b- Setting and Validating the Continuant Terms Rule Access SOACTRM, Continuant Terms Rule Form. In the key block of this form, you should enter the term code for which you just completed end of term processing. Also enter the valid student type code(s) you wish to update. In the rules term on this form, you can further narrow your selection of the population by stating those term(s) for which the student(s) must have at least one institutional record in academic history ONLY. Note that, based upon your PMU policy, if you need to add more than one term code here, this would be an 'OR' situation. II. Update Student Type SHRTYPE. Scenario: Grades have been rolled to history for the Fall 2007 term We need to update the Student Type, for the Spring 2007 term , for all students who have Registration AND at least one institutional academic history record for the term : - Parameter 1 Report Term: This should always be the term you enter in the key block of SOACTRM, in our case it will be Parameter 2: Update Term: The term code you wish to update the student type or on SGASTDN, in our case it will be Parameter 3: It is highly recommended to first process in AUDIT mode to verify the report will select the correct population. Then proceed to process in UPDATE mode. VIII. Maintain Student s Academic History First: Viewing Student s Academic History Viewing a List of Courses and Grades Grouped by Term. Use the Term Sequence Course History form (SHATERM) to view student s academic standing and a list of all courses and grades for a student grouped by term in addition to their GPAs (Term GPA and Cumulative GPA). Within the term, you can view credits grouped by institutional (PMU) credits and by transfer credits. Transfer credits display in the term they were evaluated by PMU. You can also view the student s overall transfer hours.

13 Viewing a List of Courses Grouped by Subject. Use the Subject Sequence History form (SHASUBJ) to view a list of courses for a student grouped by subject. Viewing a List of All Courses and Grades by Term (SHACRSE). Use the Course Summary form (SHACRSE) to view a student s list of courses and grades sorted by term. This form only displays posted courses and grades. Transfer credits don t display in this form. Viewing a List of Evaluated Courses by Transfer Institution Using SHATRNS Use the Transfer Course form (SHATRNS) to view one transfer institution at a time. This form lists only the institutions associated with transfer credits that have been evaluated and accepted by PMU. You can also view term GPA and course details using the Term GPA & Course Detail block. Second: Maintaining Student s Academic History Adding course to student s history. 1. Determine the Term to which course will be attached. If there are no rolled grades in student s history for the aimed term then we need to create the student s term record manually in Term Course Maintenance Form (SHAINST). 2. Add new course record in Course Maintenance Form (SHATCKN). Note: If no section record exists in PMU s Course Schedule Form (SSASECT) in the selected term then this course will not be considerate during the repeat process upon the upcoming terms. 3. Save the changes which trigger automatically the calculation of Term and cumulative GPAs. Maintaining Grades. Access the targeted section in Course Maintenance Form (SHATCKN) where the following actions can be done: Changing Grade by creating new grade record. Excluding/Including Grade by changing the Repeat flag to (I)-include in GPA calculation, (E)-exclude or (A)-exclude from earned hours but average into GPA. Note: Once you change the Repeat flag manually then the course record will not be affected upon running the Repeat process. Taking courses in cooperative institutions. 1. Enabling the cooperative education button in Course Maintenance Form (SHATCKN) by flagging the Co-op Assignment Allowed field for the agreed schedule types in Schedule Type Code Form (STVSCHD). 2. Accessing the Cooperative Education Form (SGACOOP) in order to enter the student s cooperative education information which includes information of employers who are defined in STVEMPL.

14 IX. Transcript Issuing Process I- PMU s Regulations. 1- Refer to PMU s Business needs, the transcript types should be divided in 2 categories: o Internal Transcripts: It may include all possible information like Academic information, warnings, Discipline record, In-progress information, etc... This kind of Transcripts is used for advising, program transfer etc and should be accessed only by faculty members. o External Transcripts: this kind of transcript is divided in 2 categories: a. Unofficial Official Transcript: it may not include academic standing, term comments, and qualifying paper information. This kind of transcripts can be accessed by students via Self Service and is for free of charge and then no transcript request is needed. b. Official transcript: Same specifications of unofficial transcript but transcript requests are needed in order to print transcripts. The first request is processed for free and then the followings, which are limited to 3 copies per day, are charged automatically to student s account. Student has to confirm his transcript submission. II- Mapping PMU Regulations to Banner. 1- Defining transcript types in Transcript Type Rules Form (SHATPRT). For each transcript type: a. Determine the availability of the transcript on the web. Validation Form STVTPRT Setting Be sure to select the Web Indicator checkbox for the transcript types that you want to be available on the Web. b. Determine the information, that you want included in the transcript, by selecting the associated checkbox. c. Include information (other than course work) in transcript i. Check Qualifying Paper Information Option. Information other than normal course requirements such as competency exams, projects, etc can be captured in Qualifying Paper Form --SHAQPNO. ii. Check Transcript Events and Comments Option. Student s Warnings and Disciplines can be mentioned in transcript as comment in Transcript Events and Comments Form SHATCMT. d. Determine transcript fees, transcript request per day and max number of free transcripts before charges.

15 Validation Form STVWSSO STVWPYO SHAWTRR Setting Used to define the delivery methods, (e.g. DHL, Mailing, etc ), its charges and the associated printer, for Web Transcript Request. Used to define Web Payment methods for Web transcript requests. Used to set up the processing rules (i.e. Maximum free transcripts before charges, Maximum transcripts allowed per day, etc ) that will be in effect for all Web transcript requests. 2- Requesting Transcripts. Registrar s office can control the content of transcripts by specifying the course level needed for requested copies: o PR level is selected only preparation courses will be included in transcript. o UG level is selected only UG courses will be included in o transcript. AL is selected all courses taken by the student will be included in transcript whatever the course level is. There are 3 methods for requesting transcript: a. Request on-line transcripts in Back Office-- SHARQTC. the following are the steps of setting Transcript Request Form SHARQTC: i. Set printer for transcript in SOADEST. ii. Request to print. iii. Specify level of transcript. iv. Who to send it to. v. Print it immediately? vi. Defer printing? vii. Transcript requests entered and displayed by ID. viii. Must have override if hold is in effect to prevent transcript production. b. Request in batch using transcript population-- SHRTPOP. c. Web Request using Self Service. Setup Student s Signature Page which is used to confirm student s request submission: i. Define Letter Code in Letter Code Validation Form GTVLETR. ii. Assign the defined letter code to Transcript module T in HTML Letter Rule SOAELTL. iii. Construct the letter, defined on GTVLETR, using formatting commands and free text. iv. Enter the letter code in the Electronic Letter Code field in the key block of the Self-Service Print Options Win which will be used by student as transcript submission confirmation. 3- Running the Academic Transcript process. This process is run in order to produce the Banner paper transcript from the system. A transcript must have been requested through the use of the Transcript Request Form (SHARQTC), Student Self-Service transcript request processing, or a transcript population for a transcript identified through the

16 Transcript Population Creation Process (SHRTPOP), in order to be produced through this process. Note that, you can run the Academic Transcript Process (SHRTRTC) in sleep/wake mode and then have all requests printed automatically on a designated printer. 4- Tracking status of the requested transcripts (Back office and Self Service Requests) using Transcript Request Status Form SHARQTS. X. Transfer Process I- PMU Regulation - There is no school agreement for student's transfer. - Transferred courses are not included in GPA calculation. II- Mapping PMU Regulations to Banner. Banner provides possibility to articulate student s transfer by 2 methods: a. Articulate by institution. i. Building the transfer institution catalogs either by program or by university. ii. Building equivalences for all courses accepted by PMU. iii. Build attendance periods of transfer institution. iv. Link articulation to students. b. Articulate by Student. i. Build attendance period in university. ii. Articulate students manually course by course. Based on PMU s regulations, Articulate by Student is the suitable method for implementing Transfer articulation. III- Process a. Create Transfer Articulation Institution on SOABGTA. Purpose of the Transfer Articulation Institution Form is to capture and maintain information pertaining to the transfer institution. Validation Form STVSBGI STVCALD STVTLVL STVHLWK Setting The transfer institution must be established on the Source/Background Institution Validation Form (STVSBGI) prior to building data on SOABGTA. Different term multipliers defined on STVCALD (e.g. quarter to Semester, Semester to Semester, Year to Semester, etc ). Level of transfer institution (e.g. UG, PR, etc ). Degree level (e.g. BS, Master, etc ).

17 b. Transfer Articulation Grading Scheme defined on SHATGRD. Each institution must have its own set of valid transfer grades. This must be established prior to entering transfer articulation information about the student. The Transfer Grade Code Maintenance Form is designed to capture and maintain all the transfer institution's grading symbols and associated quality points. In addition, this form permits the end user to provide the rules governing which hours (earned, GPA, etc.) are affected by the specific grade symbol. This form also maintains an Institution Grade and Grading Mode which is used to convert the transferring grade into an acceptable grade at the receiving institution. c. Define transfer institution SHATRNS SHATRNS is used to attach a transfer institution (one transfer institution at a time) to a student record, establish attendance periods, and can be used to enter transfer course information manually and individually. Note I: the student must have been added to the system via the General Person Identification Form (SPAIDEN). Note II: SHATRNS lists only the institutions associated with transfer credits that have been evaluated and accepted by PMU; in other word, only institutions that are entered in SOABGTA Form. Note III: The attendance periods entered must pertain to a specific student level (e.g. undergraduate, graduate, etc.). Note IV: Once we articulate manually a student in SHATRNS, the transfer work is automatically rolled to academic record of the student. Term Sequence Course History Form SHATERM could be used to show the effect of this articulation in student record. d. PMU doesn t include the transferred courses in GPA calculation. Basically, this regulation is mapped to banner by defining a TR grade in Grade Code Maintenance SHAGRDE. This grade should have the following specifications: Code Level Quality Points Atmpt. Hrs Passed Hrs Earned Hrs GPA Hrs Grade Mode TR UG PMU does not articulate courses in Prep level. In order to bypass Pre-requisite restrictions, TR grade should have the same quality points of A grade. 0 0 Nb. Of Transferred Cr. 0 T Trans.

18 XI. Graduation The Graduation Module is used to monitor the graduation and diploma information associated with the degree being awarded to the student. The module also supports the creation of ceremonies being held and tracks those individuals who are attending the ceremonies. This is done through the use of mass entry and update forms which give you a new quick data entry/update method. I- Degree Awarding - SHADEGR, is used to display degrees being sought (the student is currently working towards) or awarded to the student. Students can earn multiple degrees; therefore, a sequence number is assigned to each degree. This form can also be used to display all of the student s course exemptions as well as a detailed view of degrees / honors and awards. - SHADEGR also contains detailed course information: number of credits, grade earned, and if transfer credits are included. Degrees are captured by sequence number (1, 2, 3, etc.) to prevent the occurrence of duplicate degree records for a student since multiple degrees may be sought by a student. A GPA calculation may be requested for any of the degrees posted to the student's record. Degree GPAs only include those courses which have the Apply to Learner Outcome (Indicator) checked in the Institutional Courses window and the Transfer Credits window on this form. Note here, Learner Outcome Processing controls based upon the value in the Outcome Status field in the Learner Outcome Information work so that other values can be updated under correct conditions. The following rules apply: Outcome Status is SO (sought), any data elements in the degree record (degree information, graduation information, primary curriculum, or secondary curriculum) can be updated, but institutional or departmental honors cannot be entered. This is the default status Outcome Status is PN (pending), any data elements in the degree record (degree information, graduation information, primary curriculum, or secondary curriculum) can be updated and institutional or departmental honors can be maintained. Changes to graduation information (graduation term or date) will be allowed even if honors exist. Outcome Status is AW (awarded), no data element, except Outcome Status, in the degree record (degree information, graduation information, primary curriculum, or secondary curriculum) can be updated. Institutional or departmental honors can be maintained. - The Graduation Information section is used to maintain graduation status, dates, and fee information.

19 - Produce Degree Status Update The Degree Status Update Report (SHRDEGS) updates the degree status and/or the student status based on user defined criteria. The report allows an institution to update, very quickly, all those students whose degree status is PENDING to AWARDED. It also allows the institution to set a student status which may prohibit future registration from occurring. The update of degree status is controlled via the parameter selected values. For example, you supply the current degree status as well as the new degree status. Only those students with the current degree status will be selected for processing. Other optional selection parameters include: Graduation Term, Graduation Year, Graduation Status, Degree Code, Campus, and Level. The student status to be used for the update may be specified along with the effective term to update the General Student Record. - Produce Commencement Report The Commencement Report (SHRCOMM) produces a list of students by degree award status code, their degrees, majors, and any institutional or departmental honors associated with the degree. It prints by student in last name alpha order. A graduation date must exist in the Graduation Date field on the Degrees and Other Formal Awards Form (SHADEGR) in order to be included in the report. II- Diploma Information Diploma information for a student may be entered using the Diploma Form (SHADIPL) or the Mass Entry Diploma Form (SHAMDIP). Mass updates of diploma information can be accomplished using the Mass Update Diploma Form (SHAMUDI). The Diploma Form (SHADIPL) is used to create and maintain diploma related information. The student must have a degree record on the Degrees and Other Formal Awards Form (SHADEGR) before a diploma record can be created. Concerning mass entry of diploma information, we can identify two methods: - The first method queries a population of likely candidates and allows the selection of desired records for update. Information may be entered in the Key Information of the form which can be used to query the database and return those students meeting the selection criteria entered. This reduces the number of records retrieved. Information which may be entered in the query includes: Graduation Term, Degree, Degree Status, Level, College, Major, Class, and Campus. If this method is used for entering diploma information, the students returned will display in the Add Diploma Information window, which is accessed by selecting the Update Diploma Information item in the Options Menu or performing a Next Block. You may then select those students to be updated by checking the Add Diploma box. - The second method is to enter the students manually on the form without performing a query. This is done by filling in diploma update data and then selecting the Add Diploma ID Number item in the Options Menu or by performing a Previous Block Function after entering the form. This method

20 III- will return the Diploma Add Identification Number window. IDs are then entered for the students for which you wish to add diploma records. Note here, you may also choose to add the ceremony attendance information when adding the Diploma Information on SHAMDIP. If you enter a ceremony in the Diploma Update Values section and check the Add Ceremony Attendance box in the Add Diploma Information window or the Diploma Add Identification Number window, the ceremony attendance record will be created, and the ceremony will also be added to the diploma record. The ceremony attendance information may be viewed on the Ceremonies by Attendee Query Form (SHACPRQ). Ceremony Information You define the ceremony type via the Ceremony Validation Form (STVCERT). Examples of ceremonies might be: Spring Graduation, College of Business Diploma Ceremony, or an Awards Dinner. The ceremony information may be associated with the event information in the Location Management Module. This may be done by entering a valid event in the Event field. (Note: Events may not be created using this form.) If an existing event from the Event Form (SLAEVNT) is entered, the Site, Building, Room, Date, and Time fields will default in and cannot be changed on SHACRMY. If the Event field is left blank, you are able to enter or change the event information. Buildings and rooms are not validated. First and second choice locations are available for events. - Set Up Ceremony Attendance Information Once the ceremony has been created, the attendees for the ceremony are entered using either the Ceremony Attendance Form (SHACATT) or the Mass Entry Ceremony Attendance Form (SHAMCAT) -- The logic behind SHAMCAT is similar to the logic of SHAMDIP. The Mass Entry Diploma Form (SHAMDIP) and the Mass Update Diploma Form (SHAMUDI) may also be used to add ceremony information. - Produce Commencement Attendance Report The Commencement Attendance Report (SHRCATT) displays the ceremony information and lists those persons who are attending the ceremony. You may request that the report also display the information on caps, gowns, and hoods, which may be used by the institution to place their orders. The parameter selection options which may be specified include: Print only students, non-students, or all; Print the cap, gown, and hood detail; Print the cap, gown, and hood order totals; List only those persons who have no cap, gown, or hood information; List only those persons who have not picked up their order; List only those persons who have not returned their order.

21 Appendix A Banner Academic History Validation Tables Validation Form STVACST STVASTD STVATTR STVATYP STVCALD STVCAMP STVCERT STVCHRT STVCLAS STVCOLL STVCOMF STVCOMS STVCOMT STVDEGC STVDEGS STVDEPT STVDRES STVEDLV STVEVEN STVEXAM STVFCST STVGAIN STVGCHG STVGMOD STVGRST STVHLDD STVHLWK STVHOND STVHONR STVINCM STVINNM STVLEAV STVLEVL STVMAJR STVMEAS STVNATN STVNCRQ STVNCST STVORIG STVPRAC STVPRGA STVPTRM Description Institutional Accreditation Status Validation Form Academic Standing Code Validation Form Attribute Validation Form Address Type Code Validation Form Calendar Type Code Validation Form Campus Code Validation Form Ceremony Type Validation Form Cohort Code Validation Form Class Code Validation Form College Code Validation Form Committee Member Role/Function Validation Form Committee/Service Status Validation Form Committee/Service Type Validation Form Degree Code Validation Form Degree Status Code Validation Form Department Code Validation Form Ceremony Dress Validation Form Education Level Code Validation Form Academic History Event Code Validation Form Examination Code Validation Form Faculty Status Code Validation Form Gain Status Code Validation Form Grade Change Code Validation Form Grading Mode Code Validation Form Graduation Status Validation Form Hold Type Code Validation Form Highest Level of Work Code Validation Form Department Honors Code Validation Form Institutional Honors Code Validation Form Income Range Code Validation Form Awarding Institution Validation Form Leave of Absence Code Validation Form Level Code Validation Form Major, Minor, Concentration Code Validation Form Measurement Validation Form Nation Code Validation Form Non-Course Requirements Code Validation Form Non-Course Requirements Status Code Validation Form Originator Code Validation Form Practical Training Code Validation Form Program Accreditation Code Validation Form Part of Term Code Validation Form

22 STVQPTP STVRDEF STVREPS STVRESD STVSBGI STVSCHD STVSESS STVSIZE STVSSTS STVSTAT STVSTST STVSTYP STVSUBJ STVTAAU STVTAST STVTERM STVTLVL STVTPRT STVTRCN STVTRMT STVTYPE Qualifying Paper Type Code Validation Form Building/Room Attribute Code Validation Form Repeat Status Code Validation Form Residence Code Validation Form Source/Background Institution Code Validation Form Schedule Type Code Validation Form Session Code Validation Form Academic Dress Size Validation Form Section Status Code Validation Form State/Province Code Validation Form Student Status Code Validation Form Student Type Code Validation Form Subject Code Validation Form Acceptance Authority Code Validation Form Transfer Articulation Course Status Validation Form Term Code Validation Form Transfer Level Code Validation Form Transcript Type Code Validation Form Transfer Center Code Validation Form Term Type Validation Form Academic Dress Type Validation Form

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