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Academic History Administration Course - Setup, Maintenance, and Processes

Learn how to efficiently manage and maintain academic history at your institution with this comprehensive course on setup, day-to-day operations, and processing. Develop the skills to accurately produce academic transcripts and award degrees.

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Academic History Administration Course - Setup, Maintenance, and Processes

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  1. Academic History Banner 8.0

  2. Introductions • Name • Organization • Title/function • Job responsibilities • Banner experience • Expectations

  3. Course Goals The goal of this course is to provide you with the knowledge and practice to setup and maintain academic history at your institution

  4. Agenda • Overview • Set up • Day-to-Day • Question and Answer

  5. Overview

  6. Overview The office of the Registrar and/or Academic Recordsis responsible for running the end of term processes, which enables them to produce accurate academic transcripts and award degrees.

  7. Process Introduction

  8. Terminology • Academic history • CRN • GPA • Roll

  9. Set Up

  10. Set up Objectives At the end of this section, you will be able to • complete various validation tables and control forms pertaining to academic history

  11. Rule and Validation Forms • Repeat/Multiple Course Rules (SHARPTR) • Transcript Type Code Validation (STVTPRT) • Transcript Type Rules (SHATPRT) • Grade Code Maintenance (SHAGRDE) • Grade Code Substitution (SHAGRDS) • Academic Standing Rules (SHAACST) • Source/Background Access (SOASBGA)

  12. Rule and Validation Forms, continued • Academic History Control (SHACTRL) • GPA Display Rules (SHAGPAR) • Continuant Term Rules (SOACTRM) • Grade Mode Validation (STVGMOD) • Incomplete Grade Rules (SHAINCG) • Degree Status Codes (STVDEGS) • Graduation Status Codes (STVGRST) • Graduation Ceremony (SHACRMY)

  13. Set up Review • What Banner form do you use to define rules for non-repeatable courses and multiple enrollment courses? • Which Banner form is used to create transcript types? • Which Banner form is used to define rules for transcript types? • What Banner form do you use to define grades that are accepted by your institution for transfer credit?NOTE: not covered in setup –referring to SHAGRDE rather than SHATGRD?? • How do you make a grade available on the Web? • On the Grade Code Maintenance Form (SHAGRDE), which Count In check boxes should you select? • What is the Grade Code Substitution Form (SHAGRDS) used for?

  14. Day-to-Day Operations

  15. Day-to-Day Objectives At the end of this section, you will be able to • build, enter, and roll grades • change/maintain grades • calculate Academic Standing • produce Grade Mailers • add/change/award degrees • use the mass entry Graduation process • review Academic History online • print transcripts • process XML transcripts • generate a number of reports and processes

  16. Day-to-Day Process

  17. Processing Grades • Class Roster Form (SFASLST) • Used to enter grades and optionally roll them to Academic History • Class Attendance Form (SFAASLT) • Used to track attendance hours, entry of final grades and section and enrollment information

  18. Roll Grades to History • Roll Grades to History Process (SHRROLL) • Rolls student grades to academic history including incomplete final grades and extension dates • Grades may be rolled from either or both of: • Class Roster Form (SFASLST) • Class Attendance Roster Form (SFAALST)

  19. Incomplete Grade Processing • Incomplete Grade Process (SHRCINC) • Automatically updates incomplete grades to final grades • Scans only Academic History records • Compares grade extension date against system date • Also performs checking for grade substitution • Performs GPA recalculation when parameter set to Y

  20. Processing Repeat Courses • Basic Course Information Form (SCACRSE) • Used to develop repeat limits for individual courses • Repeat/Equivalent Course Check Report (SHRRPTS) • Used to flag repeated courses • Takes into account rules on the Repeat/Multiple Course Rules Form (SHARPTR) • Takes into account limits established on SCACRSE

  21. Calculating GPA • Calculate GPA Report (SHRCGPA) • Used to calculate the GPA for the selected term and group of students. • It calculates both term and cumulative GPA

  22. Viewing a Student’s Grade in Academic History • Term Course Maintenance Form (SHAINST) • Used to maintain organizational course history • Used to perform grade changes • Used to identify repeat courses • Course Maintenance Form (SHATCKN) • Accessed via Options Menu on SHAINST • Allows incomplete final grades and extension dates to be changed

  23. Calculating Academic Standing • Calculate Academic Standing Process (SHRASTD) • Calculates a student's academic standing • Based on the rules established on the Academic Standing Rules Form (SHAACST)

  24. Producing Grade Mailers • Grade Mailer Report (SHRGRDE) • Used to print grade mailers by type (original, revised, mid-term, and duplicate) for students that have had grades rolled or grade changes made in Academic History • Status is maintained in Term Header block of the Term Course Maintenance Form (SHAINST) • Updates tables even if grade mailers are not produced

  25. Reviewing Grade Mailer Status/Error Correction • Grade Mailer Status/Error Correction Form (SHAGCOL) • Provides a means to review and/or update the Grade Collector Table (SHRGCOL) • Shows Grade Mailers that could not be produced due to errors • Shows Grade Mailers that are • Pending • Have been produced • Have been printed

  26. Updating Student Type • Student Type Update Process (SHRTYPE) • Automatically updates student type on the General Student Form (SGASTDN) • Update is based on rules defined on Continuant Terms Rule Form (SOACTRM) • Process is run after Grade Roll Process (SHRROLL) • Data is used in IPEDS reporting

  27. Producing Transcripts • Transcript Request Form (SHARQTC) • Used to enter a transcript request to produce official transcripts immediately or on a delayed basis • Academic Transcript Process (SHRTRTC) • Used to generate (print) transcripts for single or multiple IDs • Transcript Population Creation Process (SHRTPOP) • Used to generate transcripts for a Population Selection

  28. Processing XML Transcripts • PESC/XML Export Document Status Form (SHIEPTD) • Inquiry form used to track the status of XML transcripts sent by the institution • PESC/XML Import Document Status Form (SHIIPTD) • Inquiry form used to track the status of XML transcripts received by the institution. • PESC/XML Transcript Export Process (SHRPESE) • Process used to create electronic transcripts in XML format by producing a .xml file that can be read by the receiving institution • PESC/XML Transcript Import Process (SHRPESI) • Process used to import XML transcript files into an institution from other institutions

  29. Entering and Maintaining Degree Information • Qualifying Papers Form (SHAQPNO) • Used to enter qualifying papers for degree completion • Academic Non-Course Form (SHANCRS) • Used to record non-academic course work to be applied to the degree record • Degrees and Other Formal Awards Form (SHADEGR) • Used to display degrees being sought or awarded to the student

  30. Diploma and Ceremony Processes • Terms: • Diploma – official record that student has completed all degree requirements and may receive • Ceremony – participation in the convocation • Enter/Update Diploma information • Diploma (SHADIPL) • Used to create and maintain diploma information • Can enter a duplicate diploma charge

  31. Diploma and Ceremony Processes • Enter/Update Ceremony Information • Event Form (SLAEVNT) • Used to create graduation ceremony event(s) • Ceremony (SHACRMY) • Used to create and maintain ceremony information • Ceremony Attendance (SHACATT) • Used to create and maintain ceremony attendance records • Ceremony Query (SHACRMQ) • Used to display all existing ceremonies for an institution.

  32. Diploma and Ceremony Processes • Enter/Update Ceremony Information • Ceremony Attendance Query (SHACATQ) • Used to display detail information for a ceremony and its attendees. • Ceremonies By Attendee Query (SHACPRQ) • Displays all ceremonies for which an attendee is registered • Commencement Report (SHRCOMM) • Camera-Ready commencement report • Commencement Attendance Report (SHRCATT) • Report summarizing ceremony information and attendees.

  33. Mass Entry Graduation Processes • Graduation Mass Entry • Mass Entry Graduation Form (SHAMDEG) • Used for mass entering of graduation data. • Mass Entry Diploma (SHAMDIP) • Used to perform mass entry of diploma information. • Mass Update Diploma (SHAMUDI) • Used to perform mass updating of diploma records.

  34. Mass Entry Graduation Processes • Graduation Mass Entry • Mass Entry Ceremony Attendance (SHAMCAT) • Used to perform mass update of ceremony attendance data • Mass Update Ceremony (SHAMUCA) • used to perform mass update of ceremony attendance records for students with existing ceremony records (SHACATT).

  35. Mass Entry Graduation Processes • Mass Entry Processes • Mass Entry Audit (SOAMAUD) • Used to query and view the results of a mass entry event • Mass Entry Batch Update (SORMEBP) • Executes the mass entry process for a form • Mass Entry Purge Audit (SOPMAUD) • Purge mass entry audit SORMAUD, SOBMAUD and SORMECL

  36. Day-to-Day Review • What do you use the Class Roster Form (SFASLST) for? •  How can you view a student’s grades after they’ve been rolled to academic history? • How do you roll grades to academic history using the (SFASLST) form? • What Banner forms are used to generate grade mailers? • What is the first process that must be run if you want to generate grade mailers? Continued on next page

  37. Day-to-Day Review, continued • Can you generate grade mailers for only a group of students? • What Banner form do you use to maintain students’ degree information? • What is the Transcript Request Form (SHARQTC) used for? • What process must be run for generating either single or multiple transcripts?

  38. Course Summary/Review As a result of this course we have provided you with the knowledge and practice to setup and maintain academic history at your institution

  39. Questions and Answers

  40. Thank you for your participation

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