More Tips & Tricks from Colleague 2009 Fall NCCCAEA Conference

1. More Tips & Tricks from Colleague2009 Fall NCCCAEA Conference Lou Stout Beaufort County Community College lous@beaufortccc.edu (252) 940-6307

2. Duplicate Students • SLC (Saved List Creation) ~ Student labels • DMP (Document Merge Processing) ~ File Folder labels • Internal Audit Checklist (ICR Report) • SECT changes • PACS (HR Module) • Group discussion, comments, questions, etc…

3. Duplicate Students • Look at both STAC records and decide which account to keep • Pull up the (bad) account (in STAC); and make screen shots of every class (including comments) if it is a “converted” class from Legacy • Go to BIO and under the “privacy” field use “X” to mark the record as “duplicate” • Go to last name field and put “~” in front of last name; answer the name change question as “NO” • Save record

4. Duplicate (continued) • Pull up the STAC record on the account you wish to keep • Go to the first available BLANK line and detail • Enter the information for the first class (from your screen shots) • Save and your are back to the main STAC screen • Again, detail into the next BLANK line, and enter information; this continues until you have entered all the information

5. Screenshots (Duplicate)

6. All the classes under one…

7. Duplicate (BIO)

8. Questions from “merging” duplicate records • Next: Missing/Invalid/Exp Grade Report, Grade Audit Report, and Transcript Requests

9. Missing/Invalid/Exp Grade Rpt Use the Missing/Invalid/Expired Grade Report (MIEG) report to provide the user with a way to select STUDENT.ACAD.CRED records that have grades missing, invalid grades, or grades whose expiration date has passed. To only view continuing education sections, you should also include an academic level of CE, which can be done using Additional Selection Criteria.

11. Grade Audit Report Use the Grade Audit Report (GRAU) to obtain a audit report of instances of verified grades that have changed and who made the change by operator ID, date and time. This report allows you to research grade disputes that may be requested by students, faculty or administration when security is compromised.

13. Transcript Requests When you enter a student’s name at the Look Up prompt on TRRQ the system will immediately read transcript printing restriction rules and determine whether the student passes the rules or fails. The result will display on the form. If the student fails, you will receive a warning that transcripts will not be released until all holds are resolved.

14. Student Requests Print Use the Student Requests Production (STRQ) form. This formed is used if there have been transcript requests submitted and you have entered information on the TRRQ form.

15. Questions from missing/invalid/exp, grade audit report, or transcript requests? • Next: Student labels using SLC and File folder labels using DMP

16. Student Labels • Print rosters or use attendance sheet to get a listing of students with student ID numbers • You can just search out students if you have their names • Go to SLC; enter label name • for example: BCCCLABS • Name your save list name • for example: LOU • Enter “I” for Individuals • Detail into “Select Specific Individuals”

17. Student labels (continued): • Enter your list of students and save • IMPORTANT STEP: “Execute Select Statement” • Enter “Y” and then save • DMP ~ again, pull up your label name • BCCCLABS • Saved List Name ~ LOU • Save (3x) • Alert Message; answer the first; BUT DO NOT answer the second message

18. Student labels (continued): • When MS Word opens; enter ALT + M • You will get two (2) messages from Word; enter “YES” for both of them; this is a “bug” from R18 release and Word combined • Close empty record error document • Insert label paper in your printer and print out your labels

19. Screen shots (SLC)

20. SLC (selecting students) When you come back you will need to “Clear Person List” before you start keying your new list of student names

21. DMP (student labels)

22. File folder labels

23. Once you enter your selection you will be taken back to the menu tree

25. SAVE AND UPDATE THRU THE NEXT FEW SCREENS – THEN YOU WILL GET THE NEXT SCREEN

27. IGNORE THIS Answer YES to this question TWICE When WORD opens – remember to ALT + M

28. An error record will appear – this due to something in R18 and Word– just close out and the next screen appears

29. Load your label paper in the printer, delete the “extra” information and ‘print’

30. Query for menu option • PA • CS • DISPLAY 1. CE SECTIONS (Savedlist name is CE.SECT) • DISPLAY 2. BSP SECTIONS (Savedlist name is BSP.SECT) • DISPLAY • * <<ENTER CHOICE>> • IF <<ENTER CHOICE>> = '2' THEN GO TWO • IF <<ENTER CHOICE>> # '1' THEN GO DEND • SELECT COURSE.SECTIONS WITH @ID GE '<<ENTER BEGIN SECTION ID>>' WITH SEC.CRED.TYPE = 'CE' BY @ID • SAVE.LIST CE.SECT • GO DEND • TWO: • SELECT COURSE.SECTIONS WITH @ID GE '<<ENTER BEGIN SECTION ID>>' WITH SEC.CRED.TYPE = 'BSP' BY @ID • SAVE.LIST BSP.SECT • DEND: *

31. Copy of Document

32. Questions on SLC or DMP • This is “actual” Communications Management • Next: Internal Audit Checklist

33. Internal Audit (ICR) • Disclaimer: Each College will have a different procedure or policy; this is just want I do at BCCC • Checklist for Internal Audit Review.doc • Then after running the ICR, I will pull the files and double-check my “checklist” against what the ICR says

34. Questions on Internal Audit Checks for the ICR • Next: SECT changes

35. SECT Changes • NO easy way around it….NO magic screen

36. To make changes • Disclaimer: Each College will have a different procedure or policy; this is just want I do at BCCC • STAC • Some use RGCS • Depends on changes that need to be made • Discuss end date change; term change

37. Questions on SECT changes? • Next: PACS, contract error message on FASC

38. PACS is in the HR Module • If you use FASC to key your contracts you or may not have gotten an error message about assignment overload. • You can go to PACS, delete the “end date” and save; • Then go back to ST, back to FASC and enter the contract assignment information

39. Since this is an HR screen, it will be a “local” decision as to your access rights

40. Questions…comments… • We will use the 2nd session from 10:30 to 11:45 for open discussion • If we have time and there is interest, I can show you how to run different reports using XCES

41. Before checking yes – you need to have the field name – I use the fields from SECT

42. Need 3 things: Click on the field Click on help Look at the field name from the help box

43. Can’t explain why – but when help shows CSM.ROOM – We use.. XSEC.ROOM **seems to only be with rooms, buildings

45. Same with using the building as your search

49. When you can’t see all of the field name, click “more” and you will be able to see the entire field name