SUNGARD SUMMIT 2007 sungardsummit.com 1 A Non-Credit Transcript Solution Presented by: Kathleen de Wit Jo Ann Keener Heather Palmer-Currey The Community College of Baltimore County March 22, 2007 A Community of Learning Session Etiquette Please hold all questions until the end of the session Please turn off your cell phone/beeper If you must leave the session early, please do so as discreetly as possible Please avoid side conversation during the session Thank you for your cooperation! 2 Purpose Provide an example of how a large community college has implemented a transcript of academic record for the College s non-credit Continuing Education and Economic Development Division 3 1
Benefits of Attending Gain knowledge of the technical process of using Banner to produce the non-credit transcript Learn about each step in the development process Develop an understanding of the issues that must be addressed 4 Topics of Discussion CCBC Background and Context Pre-implementation Technical Issues and Adaptations Training Looking Ahead Lessons Learned Questions & Answers 5 SUNGARD SUMMIT 2007 sungardsummit.com 6 CCBC Background and Context A Community of Learning 2
CCBC Background and Context Merger of three different community college campuses with unique histories Three suburban campuses and Continuing Education & Economic Development (CEED) Divisions SCT Banner implemented in December 1999 to unite 3 campuses and CEED in one enterprise application Use a Continuing Education supplementary system as well as WebFocus to run reports Demographics 7 History of Continuing Education Academic Records State Continuing Education Deans requested the development of a transcript with grades and program completion information for non-credit courses and programs Began efforts to merge credit and non-credit Five year requirement for maintenance of CEED enrollment records. 8 Comparison of Credit and Non-Credit: Considerations Prior to Implementation CREDIT NON-CREDIT Multi-Term Based Traditional student base Degree seeking or Transfer students Traditional Grades: A, B, C, etc. Transcripts of academic record for all students for all courses All courses/programs state approved College approved, articulation agreements with other colleges Completion information available in Banner A one-credit unit is granted for courses that meet the equivalent of one 50-minute period per week over a 15-week semester. One term per fiscal year Non-traditional student base Diverse reasons for enrolling No grades Certificate given based on successful completion of course(s). Letters of enrollment verification sent upon request Over 4000 state approved courses; Thousands of avocational and recreational college approved funded courses Articulation with credit limited to apprenticeship programs Program Completion information maintained in the program areas; not enterprised Continuing Education Unit (CEU) is defined as ten hours of participation in a recognized continuing education program. 9 3
Pre-Implementation Surveyed other Community Colleges Surveyed credit side Decided which courses to make gradable Chose a grading system Wrote Procedures Developed all of the necessary paper forms: transcript request forms, grade change forms, etc. Maintained on-going communication with College s Information Technology department 10 Grading System Graded Courses (CU) Grade Definition Detail CC Completion Demonstrated Competency Test or Practical CA Completion Attended at least 80% of course and performed satisfactorily NC Not Completed NGR No Grade Given Courses in Progress and Non-Gradable Courses (CE) Listed as In Progress (Banner Default) 11 SUNGARD SUMMIT 2007 sungardsummit.com 12 Technical Issues and Adaptations A Community of Learning 4
Technical Implementation Overview Grade Implementation Procedures, Training & Testing Reports Review of Technical Implementation 13 Grade Implementation The Set Up Identify/implement necessary changes to Banner forms SHAGRDE IT loaded grades in the Grades table SCACRSE Conversion of courses from non-gradable (CE) to gradable (CU) SSASECT Conversion of sections from non-gradable (CE) to gradable (CU) SFAREGS Conversion of non-gradable registrations SFASLST Grades loaded and rolled SHATPRT Transcript set-up 14 SHAGRDE Grade Code Maintenance 15 5
SCACRSE Basic Course Information CEU or Credit: Range of CEUs for transcript One CEU is awarded for every 10 contact hours of training Continuing Education check box: must be checked for gradable (CEU) courses 16 SCACRSE Course Level Level: CU = Continuing Education Gradable, CEU courses CE = Continuing Education non-gradable courses 17 SSASECT Section Details Credit Hours: Range of CEUs that default from SCACRSE Basic Course Information CEUs One CEU is awarded for every 10 contact hours Gradable Check Box: Must be checked for gradable courses 18 6
SSASECT Meeting Time Form Session Credit Hours: CEUs that default from Section Details. A revision to the CEUs in Section Details requires a manual change to the Session Credit hours field as well. 19 SFAREGS Student Course Registration Credit Hours: CEUs that default from SSASECT Level: CU = gradable, CEU course that defaults from SCACRSE CE = non-gradable that defaults from SCACRSE 20 SFASLST Class Roster Final Grade: Program support staff load grades in this column Rolled: Box is automatically checked when grades are rolled into history Hours: CEUs default from SSASECT 21 7
SHATPRT Transcript Type Rules Print Options: Customized transcript information can be set up using this form Type: EXTL = Official transcript format modeled from credit INTL = Unofficial transcript format modeled from credit 22 Grade Implementation Verification and Transcripts SHATERM Term GPA and Course Detail SHAINST Stored GPA by Term SHATCKN Students grades and changes are maintained SHACRSE Lists student s courses by term SFARHST Student s registration history SOADEST Printers set up for Banner selection SHARQTC Transcript Request 23 SHATERM Term GPA and Course Detail Earned Hours: Total CEUs for term Hours = CEUs for each gradable section in each term 24 8
SHAINST Term Course Maintenance Form 25 SHAINST Stored GPA by Term Control Earned Hours: Total of all CEUs from gradable courses for designated term CEUs are recalculated nightly from an automatic update by IT 26 SHATCKN Course Maintenance Student grades and changes are maintained in this form by term As CRNs are selected, the grade and CEUs appear Repeat Default of No Limit (None) Grade Change Reason Two choices for Continuing Education 27 9
SHACRSE Course Summary by term Term Leave blank to view all courses, OR Indicate a specific term to view courses only in that term 28 SFARHST Student Registration History Level: CE = Continuing Education Non-Gradable CU = Continuing Education Gradable UG = Undergraduate 29 SOADEST Printer Set Up IT added printer selections to Banner for Operations 30 10
SHARQTC Transcript Request Level: CU for all gradable CEU courses Transcript Type: Modeled credit Official: EXTL Unofficial: INTL Official Check Box: Check for official or remove check for unofficial 31 SHARQTC Issue Information Student Address Type: CE = Continuing Education address Street, City and Zip default from SPAIDEN 32 SHARQTC Current Student Status Earned Hours = Total CEUs from First Term to Last Term 33 11
TRANSCRIPT 34 Procedures, Training and Testing Developed training material for testing in test database Catalog Staff -- CE to CU Conversion in SCACRSE Program Support Staff -- CE to CU Conversion in SSASECT Registration Staff -- CE to CU Conversion in SFAREGS Instructors Overview Presentation Identified and input new CU courses for SCACRSE, SSASECT Created documentation Requested and printed Continuing Education transcripts Operations Staff Validator machine 35 Reports Transcript Activity Continuing Education Supplement Lists all students and payments by term from TSAAREV CEU Errors Continuing Education Supplement Lists various CEU data entry errors SFAREGS CEU Errors Coned Supplement Lists 0 credit hours for gradable courses Missing Grades WebFocus Lists students without grades or grades not rolled 15 days beyond end date of section Grade Distribution by Term WebFocus Lists all students with grades and CEUs by term 36 12
SUNGARD SUMMIT 2007 sungardsummit.com 37 Continuing Education after Implementation A Community of Learning Looking Ahead Integrating CAPP Completion information on transcript, as in credit Articulation agreements with credit now possible Expansion of our grading process Adding new grade designation(s) Contact Hours Drop Code(s) Using attendance 38 Lessons Learned Essential to have two-way communication with IT Strong communication with Continuing Education program areas and managers Have manuals and standard operating procedures readily available prior to implementation Should have had all new course numbers for all CU courses Use of a CU course number as an non-graded course DO NOT change from CE to CU in the middle of a term Careful planning for less difficult troubleshooting Print transcripts using AL in the level field in SHARQTC Evolving and changing current processes 39 13
Lessons Learned PLAN, PLAN, PLAN TEST, TEST, TEST 40 Training Material SCACRSE Procedures for Creating a CEU Course From an Existing non-ceu Course SCACRSE Procedures for Creating a CEU Course SSASECT Procedures for Updating Sections from non- CEU to CEU SSASECT Procedures for Creating CEU Sections Applying Continuing Education Grades in Banner Printing and Processing Continuing Education Transcripts 41 Thank You! Presenter Names: Kathleen de Wit: kdewit@ccbcmd.edu Jo Ann Keener: jkeener@ccbcmd.edu Heather Palmer-Currey: hpalmer-currey@ccbcmd.edu Please complete the online class evaluation form SunGard, the SunGard logo, Banner, Campus Pipeline, Luminis, PowerCAMPUS, Matrix, and Plus are trademarks or registered trademarks of SunGard Data Systems Inc. or its subsidiaries in the U.S. and other countries. Third-party names and marks referenced herein are trademarks or registered trademarks of their respective owners. 2006 SunGard. All rights reserved. 42 14
Questions & Answers 43 15