Student Management System
Printed College Catalog
Process
Center for Information Services
Supporting Washington State’s Community and Technical Colleges
Center for Information Services
3101 Northup Way, Suite 100
Bellevue, WA 98004-1449
Phone 425.803.9700
http://www.cis.ctc.edu
June 2003
Contents
Overview ..................................................................................................... 1
How the process works.............................................................................................................2
Planning.............................................................................................................................2
Scheduling the Desktop Course Catalog Job Group (SG074R) ............ 3
The DATA-ITEM-LN# parameter values ................................................................................5
Data Item codes .................................................................................................................5
Special codes .....................................................................................................................6
Other coding ......................................................................................................................6
Using the codes.........................................................................................................................8
Breaks and repeating items................................................................................................8
Other Parameters ......................................................................................................................9
Job Group Parameters Screen, example 1 ..............................................................................10
Formatted college catalog, example 1 .............................................................................11
Job Group Parameters Screen, example 2 ..............................................................................12
Formatted college catalog, example 2 .............................................................................13
Desktop Download Process.................................................................... 15
Downloading the Desktop Course Catalog file ......................................................................16
Using the File in Desktop Publishing..................................................... 19
Using the asterisk (*) wildcard in word processing................................................................20
Using the download file in desktop publishing ......................................................................21
Using PageMaker to create a catalog ..............................................................................21
Using Ventura Publisher to create a catalog....................................................................22
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Overview
By using data generated in the Student Management System along with
desktop publishing software, you can control the creation and production
of the printed college catalog. This user guide describes how to extract the
data elements you want to appear in the printed catalog, determine the
format specifications, and print camera-ready originals.
For help
The CIS has staff available to assist you at any point in producing your
printed course schedule. For help, call CIS Customer Support at (425)
803-9721.
Center for Information Services
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June 2003
How the process works
Complete the following steps to produce the desktop course catalog:
1
Schedule SG074R (page 3.)
On the HP3000, schedule the Desktop Course Catalog job group
(SG074R). This is accomplished through the Job Scheduling System,
usually by the individual who has responsibility for scheduling SMS
jobs and reports at the college.
One of the jobs in the job group—the Printed College Catalog job
(CM3105J)—produces a “tagged” ASCII file that resides on the
HP3000. After you download the file to a PC, your desktop publishing
application uses the paragraph tags to format the text.
2
Download the “tagged” file to a PC (page 15.)
You accomplish the transfer process from a PC by selecting the Desktop
Download (IS1030) from SMENU. You must have Minisoft or
Reflection software installed on your PC in order for the process to
work.
3
Edit the file in word processing (optional). (page 20.)
Using word processing software on a PC, edit and insert additional
information as required.
4
Format and print using a desktop publishing application. (page 21)
Open the file in desktop publishing software and format the text with the
style sheet established for that purpose. Print the final, camera-ready copy
on a laser printer.
Planning
The way in which the Desktop Course Catalog job group (SG074R) is
scheduled impacts the content and format of the printed catalog. For that
reason, someone knowledgeable about the course management database
and someone involved in the final format and layout specifications of the
printed catalog should participate in the determination of job parameters.
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June 2003
Scheduling the Desktop Course
Catalog Job Group (SG074R)
The Desktop Course Catalog job group (SG074R) produces the “tagged”
file (PUnnnnnn) that will be transferred (downloaded) to the PC. (The
tagged file name, PUnnnnnn, is PU plus the 6-digit job group transaction
number.)
Complete the following steps in the Job Scheduling System:
1
Use the College Catalog Set-up Form (page 23 in the Appendix) to
determine and write out job parameters and data item codes before
scheduling. As necessary, include special codes for tab indicators,
carriage returns, and wildcard indicators, as described on the back of
the form.
2
Log on to the job scheduling system. On the Job Scheduling Main
Menu Screen, select Process 1 (Schedule Job Groups).
The Job Group Scheduling Screen is displayed.
3
In the GROUP NUM field, type SG074R and then press [F2] ADD
GROUP.
4
Press Enter.
The Job Group Selection Screen is displayed again, with a number in
the TRANS NUM field. The transaction number is required at the
time the file is transferred to the PC. Give this number to the person
responsible for doing the file transfer.
5
In the Job Group Scheduling Screen, enter a Run Date and Execution
Time, plus any optional data as necessary and press Enter.
The first group of parameters is displayed in the Job Group
Scheduling Screen.
Center for Information Services
6
Type values for the parameters you want to use, as recorded on the
College Catalog Set-up Form in step 1. For the parameters DATAITEM-LN1 through DATA-ITEM-LN6, type the data element values
in the order you want them to appear in your printed class catalog.
The remaining parameters on the Job Group Parameters Screen refer
to selection and sort criteria and can also affect how the data will
appear in the printed catalog.
7
When you have typed all the values for the first group of
parameters, press Enter to display the second group. When you
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have specified all the remaining parameters, press Enter to schedule
the job group.
Note
Experiment with the parameters for this job group until the output
matches the college’s content and format requirements. When you
are satisfied with the output, you can save the parameters as the
default parameters by using the Parameter Default Screen (JM1004),
which is item 8 on the Job Scheduling Main Menu Screen.
Job Group Scheduling Screens 1 and 2 for SG704R are show below:
JM1001-003
JOB GROUP SCHEDULING SCREEN
GROUP NUM :
TRANS NUM :
PRIORITY :
EXECUTION TIME :
COLLEGE : SPDEV
PARAMETER:
RUN DATE :
HH:MM
STATUS : REQUESTED
PROCESS LEVEL :
FREQ :
SEND TO :
VALUE:
ADMIN-UNIT-LINE _________________________________________________________________________
CM3105-CALC-PRNT ________________________________________________________________________
CM3105-PUB-OPT __________________________________________________________________________
CM3201-EFF-YRQ _________________________________________________________________________
CM3201-SRT-OPT _________________________________________________________________________
DATA-ITEM-LN1 ___________________________________________________________________________
DATA-ITEM-LN2 ___________________________________________________________________________
DATA-ITEM-LN3 ___________________________________________________________________________
DATA-ITEM-LN4 ___________________________________________________________________________
DATA-ITEM-LN5 ___________________________________________________________________________
DATA-ITEM-LN6 ___________________________________________________________________________
DEPT-DIV-LINE ___________________________________________________________________________
JM10010019: To ADD parameter value: enter data, press ENTER
Job Group Scheduling Screen 1
JM1001-003
JOB GROUP SCHEDULING SCREEN
GROUP NUM :
TRANS NUM :
PRIORITY :
EXECUTION TIME :
COLLEGE : SPDEV
PARAMETER:
RUN DATE :
HH:MM
STATUS : REQUESTED
PROCESS LEVEL :
FREQ :
SEND TO :
VALUE:
EXCLUD-STAT-4 ___________________________________________________________________________
EXCLUD-ZRO-SEC __________________________________________________________________________
JM10010019: To ADD parameter value: enter data, press ENTER
Job Group Scheduling Screen 2
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June 2003
The DATA-ITEM-LN# parameter values
Six lines are provided on the Job Group Scheduling Screen for specifying
the codes to indicate which data items to use and the order you want them
to appear in the printed catalog.
When “tagged” ASCII file is produced, paragraph tag names (for example,
<CLS1>, <CLS2>, and so on) are inserted at the beginning of the line for
each corresponding DATA-ITEM-LN#. These paragraph tags are used by
desktop publishing software to format the text to your specifications. Each
paragraph tag name represents a different format option and applies to the
specified paragraph only.
Examples of how the Job Group Scheduling Screens are completed and the
resulting formatted output are provided on pages 10 through 13.
Data Item codes
There are two types of data item codes:
•
Those that represent single data elements, for example, 3
represents course name, 6 represents instructor name, and so on.
•
Those that represent textual data, for example, 30 is used for
footnote 1 data.
The following codes are used to represent the indicated data items:
Code
1
2
3
4
5
6
7
8
10
11
12
15
26
28
29
30
31
Center for Information Services
Data Element Item
Title
Department
Course Number
Course Title
Credits
Contact-Hr-Lec
Contact-Hr-Lab
Contact-Hr-Clin
Contact-Hr-Othr
Contact-Hr-Sys
Number of Sections Fall/Wntr/Spr/Sum
Course ID
Long Course Title
Description 2
Description 1
Footnote 1
Footnote 2
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Special codes
Use the following codes to indicate special instructions:
Code
Description
<9>
The number 9 surrounded by angle brackets indicates a
tab stop between data element items. For example:
DATA-ITEM-LN2:18,2<9>3<9>4<9>5<9>15<NR16>,
For this line, data element items 2, 3, 4, 5, and 15 are to
be separated by tab stops.
<R>
<R> indicates a carriage return (the data following the
code prints on a new line). For example:
DATA-ITEM-LN3:,30<R>31<R>34<R>35<R>15<NR16>,
For this line, data element item 31 will print on the line
following 30, 34 on the line following 31, 35 on the line
following 34, and 15 on the line following 35.
<B>
Use <B> to indicate that boldface is to be turned on. For
example:
DATA-ITEM-LN2:,2<9><B>3<D>4…etc.
For this line, data for code 3 will be in boldface.
<D>
Use <D> to indicate that boldface is to be turned off. For
example:
DATA-ITEM-LN2:,2<9><B>3<D>4…etc.
For this line, boldface will be turned off after data for
code 3 is printed.
<NR#>
NR surrounded by angle brackets indicates that the line is
to start printing only when the data element code number
(#) changes. Refer to page 8 for an example.
Other coding
The following characters can be inserted along with any of the parameter
codes already described. When the tagged file is produced, the characters
are inserted at the indicated points. Use commas to separate each of these
characters from the data element codes that come before or after them.
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Code
Description
,(, or ,),
You can insert parentheses wherever they are to appear in
the printed output.
,CREDITS,
You can insert the word “CREDITS” or “Credits” to
appear after the credit value.
,*,
You can use asterisks as a wildcard feature. When the
extract file is produced, asterisks are inserted at the
indicated points. Use search and replace functions in
word processing to replace asterisks with the desired
characters.
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June 2003
Using the codes
Use a College Catalog Set-up Form (page 23) to write out the values for
all the parameters you want for job group SG074R, including sort and
selection options. Use the form to determine the data item codes and the
order in which they are to appear in your college catalog. Someone
knowledgeable about the course management database and someone
involved in the final format and layout specifications of the college
catalog should participate in the completion of the form. This form should
be completed prior to scheduling SG074R in order to provide the
scheduler with all the necessary parameter information for correctly
scheduling the job group.
On the Printed Catalog Set-up Form, write out the desired data item codes
for each DATA-ITEM-LN#, putting them in the order in which you want
them to appear on the corresponding printed catalog line. You can enter up
to 60 characters on each DATA-ITEM-LN#.
When you have completed the Printed Catalog Set-up Form, you are ready
to schedule the job group is ready. Provide the scheduler with the Printed
Catalog Set-up Form to use as a guideline for completing the Job Group
Scheduling Screens. On the Job Group Scheduling Screens, the scheduler
will type the data item codes, special codes, and other parameters as they
have been written out on the College Course Catalog Set-up Form.
Breaks and repeating items
The <NR#> code on a line starts the current line printing whenever the
data item associated with the data item number (#) changes or breaks.
Usually college catalog data breaks occur whenever Course ID (data
element code 15) changes, in which case the code is <NR15>,
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Other Parameters
The remaining parameters for the Desktop Course Catalog job group
(SG074R) are:
•
ADMIN-UNIT-LINE
•
CM3105-CALC-PRINT
•
CM3105-PUB-OPT
•
CM3201-EFF-YRQ
•
CM3201-SRT-OPT
•
DEPT-DIV-LINE
•
EXCLUD-STAT-4
•
EXCLU-ZRO-SEC
Your choice of parameters and the values you select for them will affect
how the data is sorted, where breaks occur, and so on. You should be
familiar with your databases and understand how these variables interact.
Refer to the job scheduling instructions for SG074R (available on the CIS
Web site at http://www.cis.ctc.edu/jobdoc/index.htm) for complete
information regarding these parameters.
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June 2003
Job Group Parameters Screen, example 1
In order to obtain the college catalog data items in the sequence shown on
the following page, complete the DATA-ITEM-LN# parameters as
indicated:
JM1001-003
JOB GROUP SCHEDULING SCREEN
GROUP NUM :
TRANS NUM :
PRIORITY :
EXECUTION TIME :
COLLEGE : SPDEV
PARAMETER:
RUN DATE :
HH:MM
STATUS : REQUESTED
PROCESS LEVEL :
FREQ :
SEND TO :
VALUE:
ADMIN-UNIT-LINE _________________________________________________________________________
CM3105-CALC-PRNT ________________________________________________________________________
CM3105-PUB-OPT __________________________________________________________________________
CM3201-EFF-YRQ __________________________________________________________________________
CM3201-SRT-OPT __________________________________________________________________________
DATA-ITEM-LN1 ,1,________________________________________________________________________
DATA-ITEM-LN2 ,2,*,3,*,*,4,*,*,*,5,Credits,<NR15>,_______________________________________
DATA-ITEM-LN3 ,29<NR15>,_________________________________________________________________
DATA-ITEM-LN4 ,__________________________________________________________________________
DATA-ITEM-LN5 ___________________________________________________________________________
DATA-ITEM-LN6 ___________________________________________________________________________
DEPT-DIV-LINE ___________________________________________________________________________
JM10010019: To ADD parameter value: enter data, press ENTER
Screen 1
PARAMETER:
VALUE:
EXCLUD-STAT-4 ___________________________________________________________________________
EXCLUD-ZRO-SEC __________________________________________________________________________
JM10010019: To ADD parameter value: enter data, press ENTER
Screen 2
Other parameters can vary according to the requirements of your college.
Refer to the job scheduling instructions for SG074R (available on the CIS
Web site at http://www.cis.ctc.edu/jobdocs/index.htm) Complete the
parameters and press Enter to schedule the job group.
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Formatted college catalog, example 1
AGRICULTURE COOPERATIVE
AGBUS 160 – Pest Mgmt II-diseases,
2 Credits
AGBUS 099 – Independent Study, 0 Credits
An introductory course in the identification and management of
tree fruit, row crop and ornamental disease pests. Emphasis will
be on the concepts of prevention by proper management and
decision making based upon knowledge of pathogen life cycles
and weather conditions. Two hours Lecture
AGBUS 153 – Organization and Operation,
5 Credits
Survey of agri-business firms and their management, including
organizational structures, physical facilities, financing, production planning, decision making, cost studies, and analysis. Five
hours System
AGBUS 158 – Agr Chemicals, 5 Credits
An introductory course designed to provide students with the
classification and identification or agricultural chemicals, handling techniques, and application rates and methods. Emphasis
is placed upon safety and sane usage. Five hours Lecture
AGBUS 190 – Coop Field Exper-l, 4 Credits
Cooperative education integrates the students’ classroom study
with work experience in cooperating employer organizations.
Students usually alternate periods of college study with extended
employment periods in appropriate fields of business, industry,
government, social services, health services and the professions.
The students’ education, therefore, is shared between employer
supervisors and faculty. Four hours Lecture
AGBUS 191 – Coop Field Exper-II, 8 Credits
AGBUS 159 – Independent Study, 1-0 Credits
An introductory course in the identification and management of
tree fruit, row crop, vegetable and ornamental insect pests. Emphasis will be on the concepts of pest management that include
economic threshold levels, biological controls, and the techniques of sampling and monitoring insect populations.
Cooperative education integrates the students’ classroom study
with work experience in cooperating employer organizations.
Students usually alternate periods of college study with extended
employment periods in appropriate fields of business, industry,
government, social services, health services and the professions.
The students’ education, therefore, is shared between employer
supervisors and faculty. Eight hours Lecture
In this example, the following replacements were made for wildcard
asterisks:
Center for Information Services
•
All occurrences of one asterisk (*) were replaced with a space.
•
All occurrences of two asterisks (**) were replaced with space
hyphen space.
•
All occurrences of three asterisks (***) were replaced with comma
space.
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Job Group Parameters Screen, example 2
In order to obtain the college catalog data items in the sequence shown on
the following page, complete the DATA-ITEM-LN# parameters as
indicated:
JM1001-003
JOB GROUP SCHEDULING SCREEN
GROUP NUM :
TRANS NUM :
PRIORITY :
EXECUTION TIME :
COLLEGE : SPDEV
PARAMETER:
RUN DATE :
HH:MM
STATUS : REQUESTED
PROCESS LEVEL :
FREQ :
SEND TO :
VALUE:
ADMIN-UNIT-LINE _________________________________________________________________________
CM3105-CALC-PRNT ________________________________________________________________________
CM3105-PUB-OPT __________________________________________________________________________
CM3201-EFF-YRQ __________________________________________________________________________
CM3201-SRT-OPT __________________________________________________________________________
DATA-ITEM-LN1 ,1,________________________________________________________________________
DATA-ITEM-LN2 ,2,*,3<NR15>,______________________________________________________________
DATA-ITEM-LN3 ,4,(,12,)<9>(,5,)<NR15>,___________________________________________________
DATA-ITEM-LN4 ,29<NR15>,_________________________________________________________________
DATA-ITEM-LN5 ___________________________________________________________________________
DATA-ITEM-LN6 ___________________________________________________________________________
DEPT-DIV-LINE ___________________________________________________________________________
JM10010019: To ADD parameter value: enter data, press ENTER
Screen 1
PARAMETER:
VALUE:
EXCLUD-STAT-4 ___________________________________________________________________________
EXCLUD-ZRO-SEC __________________________________________________________________________
JM10010019: To ADD parameter value: enter data, press ENTER
Screen 2
Other parameters can vary according to the requirements of your college.
Refer to the job scheduling instructions for CM3201J and CM3105J.
Complete the parameters and press Enter to schedule the job group.
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Formatted college catalog, example 2
AGBUS 160
PEST MGMT II-DISEASES (S)
AGRICULTURE COOPERATIVE
AGBUS 099
Independent Study (F, W, S)
(0)
AGBUS 153
Organization and Operation (F, W, S)
(5)
Survey of agri-business firms and their management, including
organizational structures, physical facilities, financing, production planning, decision making, cost studies, and analysis.
AGBUS 158
Agriculture Chemicals (F, W)
(5)
An introductory course designed to provide students with the classification and identification or agricultural chemicals, handling
techniques, and application rates and methods. Emphasis is placed
upon safety and sane usage.
(2)
An introductory course in the identification and management of
tree fruit, row crop and ornamental disease pests. Emphasis will
be on the concepts of prevention by proper management and
decision making based upon knowledge of pathogen life cycles
and weather conditions.
AGBUS 190
COOP FIELD EXPER-I (F, W, S)
(4)
Cooperative education integrates the students’ classroom study
with work experience in cooperating employer organizations. Students usually alternate periods of college study with extended
employment periods in appropriate fields of business, industry,
government, social services, health services and the professions.
The students’ education, therefore, is shared between employer
supervisors and faculty.
AGBUS 191
COOP FIELD EXPER-II (F, W, S)
AGBUS 159
INDEPENDENT STUDY
(1-0)
An introductory course in the identification and management of
tree fruit, row crop, vegetable and ornamental insect pests. Emphasis will be on the concepts of pest management that include
economic threshold levels, biological controls, and the techniques of sampling and monitoring insect populations.
(8)
Cooperative education integrates the students’ classroom study
with work experience in cooperating employer organizations. Students usually alternate periods of college study with extended
employment periods in appropriate fields of business, industry,
government, social services, health services and the professions.
The students’ education, therefore, is shared between employer
supervisors and faculty.
In this example, all occurrences of one asterisk (*) were replaced with a
space.
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Desktop Download Process
When job group SG074R (Desktop Course Catalog) is scheduled and
processed, it generates a text file containing the data you specified to be
extracted. The text file remains on the HP3000 until you download it to a
PC.
To download the desktop course catalog text file from the HP3000 to your
PC, you use the File Transfer Process (ZX4010). The PC software
application Minisoft or Reflection must be installed on the PC used for the
file transfer process. Minisoft and Reflection are software applications that
enable PCs to communicate with the HP3000.
In order to download the text file, you must be assigned a user
identification code for logging onto the SMS Menu (SMENU). The user
access level (which is established for each process accessed by a specific
user identification code) indicates what file transfer functions you can
perform. Valid user access levels for all file transfer processes are:
0
1
2
3
4
Download only
Upload only
Upload or download
Upload, download, and purge HP3000 file
CIS access only
The Application Security manager determines which file transfer function
can be performed for each user identification code.
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Downloading the Desktop Course Catalog file
To download files from the HP3000 to your PC, complete the following
steps:
1
On your PC, start Minisoft or Reflection and, from SMENU, select
the Desktop Download Process (IS1030). The File Transfer Process
ID ZX4010 is displayed:
ZX4010.011
COPYRIGHTED (C) 1989 CTC
ENTER THE TRANS NUMBER FOR THE DESKTOP FILE DOWNLOAD: 501909
HOST FILE:
CREATED:
MODIFIED:
PU500427.RUN
TUE, AUG 6, 2002
TUE, AUG 6, 2002,
9:44 AM
ENTER PC FILENAME TO DOWNLOAD TO
OR PRESS RETURN TO CANCEL: A:CATALOG.TXT
2
At the ENTER THE TRANS NUMBER FOR THE DESKTOP
FILE DOWNLOAD prompt, type the 6-digit TRANS NUM (job
group transaction number) that was generated when the job group
Desktop Course Catalog (SG074R) was scheduled, for example,
501909
3
Press Enter.
4
At the ENTER PC FILENAME TO DOWNLOAD TO prompt, type
the drive name, directory name (if used), and the name and
extension you want for the downloaded file on the PC. Use the
.TXT extension to indicate ASCII format. For example:
A:CATALOG.TXT
-orC:\CATALOG\2002.TXT
5
Press Enter.
The File Transfer window is displayed, indicating that the download
is taking place. The file is transferred to your PC in ASCII format.
The transfer process usually takes a few minutes. When the file
transfer is complete, the message DOWNLOAD COMPLETED is
displayed, followed by the prompt OK TO PURGE DOWNLOAD
FILE FROM THE HP3000 (N/Y)?
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6
Press Enter to accept the default of N (No).
You are returned to SMENU. The downloaded file is now available
to use on your PC with word processing, desktop publishing, or
other PC applications.
Note
Center for Information Services
If any errors occur during this process, error messages are
displayed on the screen. If you need help correcting an error
situation, make a note of the error message and contact CIS
Customer Support at (425) 803-9721.
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Using the File in Desktop Publishing
Before loading your college catalog file(s) into PageMaker or other
desktop publishing application, confirm that the following have been
done:
Center for Information Services
•
Be sure that the downloaded files have been saved in ASCII format
with an appropriate file extension (.TXT).
•
Make any kind of editing changes, such as global replacement of
items, in your word processor. Most text editing (adding and
changing text) can be accomplished more quickly and efficiently
with a word processor.
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Using the asterisk (*) wildcard in word processing
You can use the asterisk wildcard to expedite the editing process in word
processing. By using one or more asterisks in conjunction with the search
and replace utility in your word processing application, you can make
changes quickly and accurately.
Asterisks are inserted into the “tagged” file when the Desktop Course
Catalog job group (SG074R) is scheduled. Insert one or more asterisks
into the DATA-ITEM-LN# codes wherever you wish to make a unique
change. The tagged college catalog file will be produced with the asterisks
inserted at the indicated places.
When the tagged text file is brought into word processing, use the search
and replace utility to replace each combination of asterisks with the
desired word, character, format marker (for example, a carriage return or
tab indicator), or spaces.
Note
The search and replace function varies from word processor to word
processor. Follow the instructions in your word processing reference
manual.
Use the asterisk wildcard to make the following type of change:
•
To insert a space between the department and course number. For
example, when SG074R is scheduled, you could use the following
codes:
DATA-ITEM-LN2: ,2,*,3<NR15>,
When the file is brought into word processing, replace all
occurrences of * (one asterisk) with a space.
For a more complex example of use of the asterisk wildcard, see the Job
Group Scheduling Screen 1 on page 10. In that example, asterisks have
been inserted into DATA-ITEM-LN2 to put a space between department
and course number, a space between course number and course title, and a
comma between course title and credits. The results are shown on page 11.
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Using the download file in desktop publishing
This section describe the steps necessary to use PageMaker and Ventura
Publisher to create your college catalog.
Using PageMaker to create a catalog
Use the following steps in PageMaker to create documents for your class
schedule data:
1
From PageMaker’s File menu, select Place….
2
Use the Place dialog box to select the download file you want to
place. Select the Read Tags checkbox in the Options portion of the
dialog box and then click Open.
The import filter dialog box appears.
3
On the import filter dialog box, under the Remove Extra Carriage
Returns heading, select only the Between Paragraphs checkbox.
4
Use the loaded text icon to place the text in the PageMaker
document.
Note that PageMaker’s Styles palette now displays paragraph styles
(<CLS1>, <CLS2>, and so on) that correspond to the DATA-ITEMLINEs used on the Job Group Scheduling Screens (page 5).
5
From the Edit menu, select Edit story.
6
In Story mode, edit the text to clean up extra spaces at the beginning
of every line and to remove extraneous coding information:
• Change all occurrences of two spaces (space, space) to nothing.
There are two extra spaces at the beginning of every line.
• Change all occurrences of <$!^p > to nothing. The characters
in <$!^p > are as follows: less than sign, dollar sign,
exclamation point, caret, the letter p, two spaces, greater than
sign.
Note
Center for Information Services
It will also be necessary to remove this extraneous <$!^p >
coding from the download file if you are using Quark or
most other desktop publishing applications (but not
Ventura Publisher).
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June 2003
Using Ventura Publisher to create a catalog
Complete the following steps in Ventura Publisher to create a document
(chapter) for your course catalog data:
Center for Information Services
1
Load the style sheet that has been created for your college catalog.
• On the File Menu, select Load Diff. Style.
• Highlight the desired style sheet name on the Item Selector and
then click OK.
2
Draw a frame on top of the underlying page frame. (If you are using
a 2-column format, draw a frame for each column.)
• In Frame Mode, highlight the Add New Frame selector.
• Draw the frame with the mouse cursor.
3
Load a text file into Ventura.
• On the File Menu, select Load Text/Picture File.
• Highlight the appropriate boxes on the Load Text/Picture
dialog box and then click OK.
• Highlight the desired text file name on the Item Selector and
then click OK.
4
Load the text file into the frame.
• Select the frame. Black boxes called handles appear on each
side of the new frame.
• Click the text file name in the Assignment List. (Select the
frame for the remaining column and click again on the file
name in the Assignment List.)
5
Insert a new page.
• On the Page Menu, select Insert/Remove Page.
• Highlight “Insert New Page After Current Page.”
6
Repeat steps 2, 4, and 5 until the entire text file has been loaded into
Ventura.
7
Save the document.
• On the File Menu, select Save As…
• Type a name for the chapter and then click OK.
8
Print the document.
• On the File Menu, select To Print…
• Highlight the appropriate options on the Print Information
dialog box and then click OK.
– 22 –
June 2003
College Catalog Set-up Form
Job Group SG074R
Complete the DATA-ITEM lines, using the desired data element codes and special codes.
ADMIN-UNIT-LINE
___________________________________________________________________
CM3105-CALC-PRNT
___________________________________________________________________
CM3105-PUB-OPT
___________________________________________________________________
CM3201-EFF-YRQ
___________________________________________________________________
CM3201-SRT-OPT
___________________________________________________________________
DATA-ITEM-LN1
___________________________________________________________________
DATA-ITEM-LN2
___________________________________________________________________
DATA-ITEM-LN3
___________________________________________________________________
DATA-ITEM-LN4
___________________________________________________________________
DATA-ITEM-LN5
___________________________________________________________________
DATA-ITEM-LN6
___________________________________________________________________
DEPT-DIV-LINE
___________________________________________________________________
EXCLUDE-STAT-4
___________________________________________________________________
EXCLUDE-ZRO-SEC
___________________________________________________________________
For your convenience, this form is available as a separate download on the CIS Web site at http://www.cis.ctc.edu/wctc/sms/DocIndex.htm
Center for Information Services
– 23 –
June 2003
College Catalog Set-up Form
Data Item Codes
SG074R
Use the following codes to complete the parameter values for DATA-ITEM-LN1 through DATA-ITEM-LN6. Determine the data
elements, the order in which they are to appear, and any special formatting instructions (for example, tab stops or displaying a
specific data element in boldface). Select the corresponding code for each element or function. Write the codes on the reverse side
of this form. Refer to the job scheduling instructions for CM3201J and CM3105J on the CIS Web site
(http://www.cis.ctc.edu/jobdoc/index.htm) for information regarding the remaining parameters. Give the completed form to the
person responsible for scheduling SMS jobs.
Data Element Codes
Textual Data Codes
1
2
3
4
5
6
7
8
10
11
12
15
26
28
29
30
31
=
=
=
=
=
=
=
=
=
=
=
=
=
Title
Department
Course Number
Course Title
Credits
Contact-Hr-Lec
Contact-Hr-Lab
Contact-Hr-Clin
Contact-Hr-Other
Contact-Hr-Sys
Number of Sections Fall/Wnter/Spr/Sum
Course ID
Long Course Title
=
=
=
=
Course Description 2
Course Description 1
Footnote 1
Footnote 2
Special Formatting Codes
,
Use a comma to start and stop a line, to separate the codes (if you do not want a tab between them), or to perform both
functions.
,*,
Insert one or more asterisks, each separated by a comma, to use as wildcards for search and replace functions in word
processing.
Inserts a tab stop between data element items. If you want one or more asterisks to appear before a tab code indicator,
the format is ,*,*<9> If you want one or more asterisks to appear after a tab code indicator, the format is <9>*,*,
Inserts a carriage return (the following data is printed on a new line).
<B> indicates that boldface formatting is to be turned on. <D> indicates that boldface formatting is to be turned off.
Breaks the data on COURSE-ID (combination of division/department and course number).
Indicates that the next paragraph tag (and associated data) will not be printed until all the data lines associated with the
current tag have been printed. Can be used only once; however, if more than one data item line is to be repeated in the
schedule, place this code on the last data item line that is to be repeated. Type this code at the beginning of the line.
You can insert parentheses wherever you want them to appear in the printed output.
You can insert the word CREDITS (or Credits) to appear after the credit value.
<9>
<R>
<B> <D>
<NR15>
18
,(, ,),
,CREDITS,
Note: Do not include a break code <NR##> for DATA-ITEM-LN1. All other DATA-ITEM-LINEs require a break code.
Center for Information Services
– 24 –
June 2003