Student Management System
Transcript Logging
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
Introduction ................................................................................................ 1
Enabling Transcript Logging .................................................................... 3
Using the Log Screens .............................................................................. 5
Display Transcript Log screen (SM6036)................................................................................ 6
Display Transcript Degree Log screen (SM6037) ................................................................. 10
Display Transcript Course Requirements Log screen (SM6038) .......................................... 13
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Introduction
Transcript Logging allows you to log and view changes made to the
classes, degrees, and course requirements on a student’s transcript. In the
past, it was difficult to determine the specifics about a change, such as
who made the change and when. But once Transcript Logging is enabled,
you will be able to view extensive information about a specific change,
such as:
• date and time of the change
• type of transaction (Add, Change, or Delete)
• record as it existed before the change
• screen or program used to make the change
• User ID of the person making the change
• actual changes made (grade, decimal grade, degree title, and so on)
Once the parameter to log transcript changes has been set (see page 3), all
Adds, Deletes, and Changes are posted to files that can be viewed using
the following screens:
• Display Transcript Log (SM6036)
Displays changes made using the Transcript Classes screen
(SM6013) and the Transcript Batch Update process (SM6240J).
• Display Transcript Degree Log (SM6037)
Displays changes made using the Transcript Degree Information
screen (SM6009).
• Display Transcript Course Requirements Log (SM6038)
(For clock-hour colleges only)
Displays changes made using the Student Grade Roster Update
screen (SM6051), the Student Course Requirements screen
(SM6052), and clock-hour college Web grading.
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Enabling Transcript Logging
In order for Transcript Logging to be enabled at your campus, the following
steps must be completed:
1
The person on your campus who has access to the College
Parameter Table screen (SM5025) must set college parameter
SM1135 as described below. (Step-by-step documentation for this
procedure is available on the CIS Web site, www.cis.ctc.edu. From
the SMS Home page, go to the SMS Documentation Index and then
click the College Parameters link.)
The valid values for parameter SM1135 are:
Value Description
0
Do not log transactions (Default)
1
Log all transactions
This includes changes made using:
• Transcript Classes screen (SM6013)
• Transcript Degree Information screen (SM6009)
• Quarterly Transcript Grade Update job (SM6240J)
• Student Grade Roster Update screen (SM6051)
• Student Course Requirements screen (SM6052)
• Clock-hour college Web grading
2
Log screen transactions and transcript updates
(recommended)
This includes changes made using:
• Transcript Classes screen (SM6013)
• Transcript Degree Information screen (SM6009)
• Student Grade Roster Update screen (SM6051)
• Student Course Requirements screen (SM6052)
This also includes batch changes made to a transcript
record (after it has been added) and clock-hour college
Web grading.
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Value 2 is recommended. Value 1 includes all grades posted to a
transcript at the end of each quarter, making it difficult to differentiate between end-of-quarter grading and changes made after
grading is complete. If you use value 2, an alternative way to view
the log of end-of-quarter grades is to run the DataExpress
procedure Grade Transaction Log (SM6100R). Documentation for
SM6100R is available on the CIS Web site; from the SMS home
page, go to the SMS Documentation Index and click the
DataExpress link.
2
Center for Information Services
Using the Program Management System, the Application Security
Manager at your campus must assign the Display Transcript Log
screen (SM6036), the Display Transcript Degree Log screen
(SM6037), and (for technical colleges only) the Display Transcripts
Course Requirements Log screen (SM6038) to the college
personnel who will be using Transcript Logging. Because these are
view-only screens, they do not require an access level.
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Using the Log Screens
This section describes the three log screens that you can use to view the
changes that have been made to student transcripts. Since these are viewonly screens, you cannot make changes to the data on these screens.
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Display Transcript Log screen (SM6036)
Use this screen to view the changes that have been made to the classes on
a student’s transcript using the following:
• Transcript Classes screen (SM6013)
• Student Grade Roster Update screen (SM6051)
• Student Course Requirements screen (SM6052)
• Quarterly Transcript Grade Update job (SM6240J)
• Clock-hour college Web grading
Figure 1a: Format 1
SM6036-001
DISPLAY TRANSCRIPT LOG
SID......[CIS][00][0000]
Course ID..[
][
]
See page 9 for a
description of these
sample transactions.
Trans
ClkHr
YRQ Date
A233 042103
A123 042103
A232
A232 042103
Student Name [STEWART MARTHA
Actn Itm
Cd
A
D
C
Num
9567
9214
9233
9233
YRQ [
Course ID
BA
256
MATH 085
MATH 104
MATH 104
Format [1]
Gr & Qlfr
BAB+
A-
Cr
5.0
5.0
5.0
5.0
]
]
Enr Process
User
Hr
0.0
0.0
0.0
0.0
ID
SM6240
SM6013
ID
BATCH
USER1
SM6013
USER1
Ind
Suppress non-printing classes?(Y/N)[N]
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Figure 1b: Format 2
SM6036-001
DISPLAY TRANSCRIPT LOG
SID......[CIS][00][0000]
Course ID..[
][
]
The Format 2 screen displays
additional information about
the same records shown in
Format 1. You enter 1 or 2 in
the Format field to control
which format is displayed.
YRQ
A233
A123
A232
A232
Trans
Date
042103
042103
Actn
Cd
A
D
042103 C
Itm
Num
9567
9214
9233
9233
Student Name [STEWART MARTHA
Course ID
BA
256
MATH 085
MATH 104
MATH 104
Format [2]
Course Title
STATISTICS
BEG ALGEBRA
COLLEGE ALGEBRA
COLLEGE ALGEBRA
YRQ [
]
Sec
Sec Stat2
G1
G2
G1
G1
Trans
Time
103706
104237
000000
104218
Suppress non-printing classes?(Y/N)[N]
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When you use this screen to view the changes that have been made to a
student’s transcript, the following options are available to you:
•
View all records by entering only a student ID.
•
View records for a specific year/quarter by entering a student ID
and a year/quarter.
•
View records for a specific course by entering a student ID and
a Course ID.
•
View records for a specific course in a specific year/quarter by
entering an SID, Course ID, and YRQ.
The records you display on the screen are sorted in the following order:
1
2
3
4
Course ID
Year/Quarter
Transaction Date
Transaction Time
Valid Action Codes
The letter displayed in the Actn Cd (Action Code) column identifies the
type of transaction that was logged. The valid codes are:
A Add
C Change
D Delete
Using the Format field
A second format for this screen is provided to display additional
information about each record. For a sample of Format 1, see Figure 1a
on page 6. For a sample of Format 2, see Figure 1b on page 6.
Both formats include the YRQ, Transaction Date, Action Code, Item
Number, and Course ID columns. The remaining columns in the screen
are different for each format, as shown on page 6. To switch to the second
format, type 2 in the Format field and press Enter. To switch back to
format 1, type 1 and press Enter.
Using the Suppress Non-printing Classes field
The default for this field is N, meaning that classes that have been selected
to not print on the student’s transcript will be displayed on this screen.
This is different from other SMS screens you may be familiar with that
contain this field, for example, the Student Transcript screen (SM6015)
where the default is Y. If you prefer to display on the screen only those
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classes that have been selected to print on the student’s transcript, type Y
in this field and press Enter.
Display of 0.0 grades
There is a difference in how the Transcript Classes screen (SM6013)
displays a decimal grade of 0.0 compared with how it is displayed on the
Display Transcript Log screen (SM6036). On the Transcript Classes
screen, if you enter 0.0 in the Dec Gr (Decimal Grade) field, the field will
appear to be blank the next time you view the record, but SMS will
nevertheless treat the field as a 0.0 grade. This means that if you view an
existing student record with the Transcript Classes screen and see that
both the Gr and Dec Gr fields are blank, you will know that the student
was assigned a decimal grade of 0.0 for the class. (If it were an ungraded
class, the Gr field would contain an asterisk, and if a decimal grade other
than 0.0 had been entered, it would appear normally in the Dec Gr field.)
Grades of 0.0 assigned using the Transcript Classes screen (SM6013) are
displayed normally in the Gr field on the Display Transcript Log screen
(SM6036). This difference in how 0.0 grades are displayed is a result of
the different field types used on these screens: on the Transcript Classes
screen (SM6013), Gr is a numeric field, while on the Display Transcript
Log screen (SM6036), Gr is an alpha-numeric field.
Understanding “Before” and “After” versions of records
In some cases, the Display Transcript Log screen (SM6036) displays both a
“before” and “after” version of a record. You will know that a record is the
“before” version because the Transaction Date, Action Code, Process ID,
and User ID columns (on the Format 1 screen) are blank and the
Transaction Time column (Format 2 screen) displays all zeros. The
“before” version is always displayed on the line previous to the “after”
version. By comparing the two versions of a record, you can easily
determine what about the record was changed.
The two situations when “before” and “after” versions of a record are
displayed are as follows:
•
When a class record was added to a student’s transcript before
Transcript Logging was enabled at the campus, and the record was
subsequently changed (action code C).
•
When a new class was added to a student’s transcript by the Quarterly
Transcript Grade Update job (SM6240J), if college parameter SM1135
(see page 3) is set to 2 (Log screen transactions and transcript updates),
and the record was subsequently changed (action code C).
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Typical transactions on the Display Transcript Log screen
Figures 1a and 1b on page 6 display samples of three typical transactions
affecting a student’s transcript:
•
Line 1 is an example of the addition of a statistics class (BA 256) to
the student’s transcript as a result of the Quarterly Transcript Grade
Update job (SM6240J) being run on April 21, 2003. For this record,
the Action Code is A (Add), the Process ID is SM6240, and the User
ID is Batch.
•
Line 2 records the deletion of a beginning algebra class (Math 085)
from the student’s transcript by the use of the Transcript Classes
screen (SM6013). The Action Code for this record is D (Delete), the
Process ID is SM6013, and the User ID, which in this case identifies
the person who deleted the class using SM6013, is USER1.
•
Lines 3 and 4 illustrate a change to the grade for an algebra class (Math
104) that was originally added to the student’s transcript before
Transcript Logging was enabled at the student’s campus. Line 3 displays
the “before” version of the record: the Transaction Date, Action Code,
Process ID, and User IDs are all blank, and the entry in the Transaction
Time column is all zeros. Comparing line 3 to line 4, you can see that
the grade was changed from B+ to A-. In line 4, the Action Code is C
(Change), the Process ID is SM6013 since the change was made using
the Transcript Classes screen (SM6013), and the person making the
change is identified with the User ID of USER1.
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Display Transcript Degree Log screen (SM6037)
Use this screen to view the changes made to the degrees on a student’s
transcript using the Transcript Degree Information screen (SM6009).
Figure 2a: Format 1
SM6037-001
DISPLAY TRANSCRIPT DEGREE LOG
SID [CIS][00][0000]
See page 11 for a
description of these
sample transactions.
Deg
Num
1
1
2
3
3
Trans Actn Grad
Date
Cd
YRQ
042103 D
A233
042103 A
A233
042103 A
A233
042103 A
A232
042103 C
A233
Stu Name [STEWART MARTHA
Prg
Compl
354
245A
245B
245C
245C
]
Exit
Cd
3
1
1
3
3
Degree Title
MANAGEMENT SUPERVISION CERT
AAS-MGMT/SUPERVISION
AAS-MGMT/MRKT/MRCH/SALES
MGMT/MRKT/MRCH/SALES CERT
MGMT/MRKT/MRCH/SALES CERT
Process
ID
SM6009
SM6009
SM6009
SM6009
SM6009
User
ID .
USER1
USER1
USER1
USER1
USER1
Format [1]
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Figure 2b: Format 2
SM6037-001
DISPLAY TRANSCRIPT DEGREE LOG
SID [CIS][00][0000]
Deg Trans
Num Date
The Format 2 screen displays
additional information about
the same records shown in
Format 1. You enter 1 or 2 in
the Format field to control
which format is displayed.
Stu Name [STEWART MARTHA
Actn Grad Prg
Cd
YRQ Compl Degree Title
]
CIP
COL Time
1
042103
D
A233 354
MANAGEMENT SUPERVISION CERT
510907 160 130950
1
042103
A
A233 245A
AAS-MGMT/SUPERVISION
521401 160 131004
2
042103
A
A233 245B
AAS-MGMT/MRKT/MRCH/SALES
521401 160 131019
3
042103
A
A232 245C
MGMT/MRKT/MRCH/SALES CERT
521401 160 131031
3
042103
C
A233 245C
MGMT/MRKT/MRCH/SALES CERT
521401 160 131038
Format [2]
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The records you display on the screen are sorted in the following order:
1
2
3
Degree number
Transaction Date
Transaction Time
Valid Action Codes
The letter displayed in the Actn Cd (Action Code) column identifies the
type of transaction that was logged. The valid codes are:
A Add
C Change
D Delete
Using the Format field
A second format for this screen is provided to display additional
information about each record. For a sample of Format 1, see Figure 2a on
page 10. For a sample of Format 2, see Figure 2b on page 10.
Both formats include the Degree Number, Transaction Date, Action Code,
Graduation YRQ, Program Completed, and Degree Title columns. The
remaining columns in the screen are different for each format, as shown
on page 10. To switch to the second format, type 2 in the Format field and
press Enter. To switch back to format 1, type 1 and press Enter.
Understanding “Before” and “After” versions of records
If a degree record was added to a student’s transcript before Transcript
Logging was enabled at the campus and the record was subsequently
changed (action code C), a “before” version of the record is automatically
displayed on the line prior to the changed record. You will know that a
record is the “before” version because the Transaction Date, Action Code,
Process ID, and User ID columns (on the Format 1 screen) are blank and
the Time column (Format 2 screen) displays all zeros. By comparing the
“before” and “after” versions of a record, you can easily determine what
about the record was changed.
Typical transactions on the Display Transcript Degree Log screen
Figures 2a and 2b on page 10 display samples of typical transactions on
the Display Transcript Degree Log screen. The sample transactions
include deleting a degree (line 1), adding degrees (lines 2, 3, and 4), and
changing a degree (line 5).
Lines 4 and 5 illustrate the common scenario of a record being changed
because of a data entry error. In line 4, the Graduation Year/Quarter was
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incorrectly entered as A232 when the degree was originally added using
the Transcript Degree Information screen (SM6009). This made it
necessary to use SM6009 again to change the Graduation Year/Quarter to
A233; the change is displayed in the Grad YRQ column of line 5. Note
that, in this case, no “before” version of the transaction is displayed. A
“before” version would only be necessary if the degree was originally
added before the Transcript Logging process was enabled. In effect, line 4
serves as the “before” version of the record on line 5, since the line 4
transaction occurred after Transcript Logging was enabled.
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Display Transcript Course Requirements Log screen
(SM6038)
Use this screen to view the changes that have been made to the course
requirements on a student’s transcript using the Student Grade Roster
Update screen (SM6051), the Student Course Requirements screen
(SM6052), or through clock-hour college Web grading.
Note Changes to the overall grade on the Student Transcript screen (SM6051)
or the Student Course Requirements screen (SM6052) are displayed on the
Display Transcript Log screen (SM6036); see page 6.
Figure 3a: Format 1
SM6038-001
DISPLAY TRANSCRIPT COURSE REQUIREMENTS LOG
SID......[CIS][25][0065]
Course ID..[
][
]
See page 15 for a
description of these
sample transactions.
YRQ
A234
A234
A341
A341
A341
A341
A341
Trans
Date
062403
062403
062403
062403
062403
062403
A Itm
C Num
7777
C 7777
A 8888
A 8888
A 8888
A 8888
C 8888
Student Name [OUGHTRY JEAN
Course ID
ART 101
ART 101
ART 102
ART 102
ART 102
ART 102
ART 102
Reqr ID
CHALK001
CHALK001
PAPER001
WOOD 001
METAL001
PLAST001
PLAST001
Gr &
Qlfr
D+
CB
C+
A
BB
Hr
60.0
60.0
60.0
60.0
60.0
60.0
60.0
YRQ [
]
YRQ [
]
]
Process
ID
User
ID
SM6052
SM6051
SM6051
SM6051
SM6051
SM6052
STEST4
STEST4
STEST4
STEST4
STEST4
STEST4
Format [1]
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Figure 3b: Format 2
SM6038-001
DISPLAY TRANSCRIPT COURSE REQUIREMENTS LOG
SID......[CIS][25][0065]
Course ID..[
YRQ
Trans
A Itm
Date
C Num
A234
The Format 2 screen displays
additional information about
the same records shown in
Format 1. You enter 1 or 2 in
the Format field to control
which format is displayed.
][
Student Name [OUGHTRY JEAN
]
]
Trans
Course ID
Reqr ID
Requirment Title
CR
Sec Time
7777 ART
101
CHALK001
WORKING WITH CHALK
0.0 C
000000
A234 062403 C 7777 ART
101
CHALK001
WORKING WITH CHALK
0.0 C
075318
A341 062403 A 8888 ART
102
PAPER001
WORKING WITH PAPER
0.0 C
075718
A341 062403 A 8888 ART
102
WOOD 001
WORKING WITH WOOD
0.0 C
075718
A341 062403 A 8888 ART
102
METAL001
WORKING WITH METAL
0.0 C
075718
A341 062403 A 8888 ART
102
PLAST001
WORKING WITH PLASTER
0.0 C
075718
A341 062403 C 8888 ART
102
PLAST001
WORKING WITH PLASTER
0.0 C
075745
Format [2]
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When you use this screen to view the changes that have been made to a
student’s transcript, the following options are available to you:
• View all records by entering only a student ID.
• View records for a specific year/quarter by entering a student ID and a
year/quarter.
• View records for a specific course by entering a student ID and Course
ID.
• View records for a specific course in a specific year/quarter by entering
an SID, Course ID, and YRQ.
The records you display on the screen are sorted in the following order:
1
2
3
4
5
6
Year/Quarter
Course ID
Section
Course Requirements ID
Transaction Date
Transaction Time
Valid Action Codes
The letter displayed in the AC (Action Code) column identifies the type of
transaction that was logged. The valid codes are:
A Add
C Change
Using the Format field
A second format for this screen is provided to display additional
information about each record. For a sample of Format 1, see Figure 3a on
page 13. For a sample of Format 2, see Figure 3b on page 13.
Both formats include the YRQ, Transaction Date, Action Code, Item
Number, Course ID, and Requirement ID columns. The remaining
columns in the screen are different for each format, as shown on page 13.
To switch to the second format, type 2 in the Format field and press Enter.
To switch back to format 1, type 1 and press Enter.
Understanding “Before” and “After” versions of records
In some cases, the Display Transcript Course Requirements Log screen
(SM6038) displays both a “before” and an “after” version of a record. You
will know that a record is the “before” version because the Transaction
Date, Action Code, Process ID, and User ID columns (on the Format 1
screen) are blank and the Transaction Time column (Format 2 screen)
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displays all zeros. The ”before” version is always displayed on the line
previous to the “after” version. By comparing the two versions of a record,
you can easily determine what about the record was changed.
The two situations when “before” and “after” versions of records are
displayed are as follows:
•
When a class record with course requirements was added to a
student’s transcript before Transcript logging was enabled at the
campus, and the record was subsequently changed (action code C).
•
When a new class was added to a student’s transcript using Technical
College Web Grading, and the record was subsequently changed
(action code C).
Typical transactions on the Display Transcript Course Requirements
Log screen
Figures 3a and 3b on page 13 display samples of typical transactions
affecting a student’s transcript:
•
Lines 1 and 2 are an example of a course requirement that was initially
graded before Transcript Logging was enabled at the student’s
campus, and then the grade was changed after Transcript Logging was
enabled. You know that line 1 is the “before” version of the record
because the Transaction Date, Process ID, and User ID columns in
Figure 3a are blank, and the Transaction Time column in Figure 3b
displays all zeros. By comparing line 2 of Figure 3a—the “after”
version of the record— to line 1, you can see that the grade was
changed from a D+ to a C-. In line 2, the Action Code is C (Change)
and the Process ID is SM6052 since the change was made using the
Student Course Requirements screen (SM6052).
•
Lines 3, 4, 5, and 6 are examples of course requirements that were
graded using the Student Grade Roster Update screen (SM6051). For
all four records, the Action Code is A (Add) and the Process ID is
SM6051. The grade of B- shown in line 6 was subsequently changed
using the Student Course Requirements screen (SM6052). The
changed grade of B is displayed in line 7; the Action Code is C
(Change) and the Process ID is SM6052.
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