Implementation Minutes
Student Team
Data Mapping – Academic History
Date: November 7, 2008
Meeting Information
Facilitator
Duane Thowe
Note Taker
Renee Roach, Assistant Registrar, Cameron University
Attendees
Brenda Dally, Kelli Peterson, Renee Roach, Dawne Massey, Kelly Simon, Julie
Duncan, Linda Phillips
Academic History
Relevant
Training/Discussion
Highlights:
GAPs Identified:
Decisions Made:
Decisions Required:





Check with Sandra for configuration of repeated course indicator.
We need to verify with Sandra which title will print on the
transcript the long or short course title?
We need to go into our data and update the FICE codes as much
as we can. We need to bring it forward cleanly as much as
possible
Sandra – we need to set up so the comments will print on the
transcript
For transfer courses that don’t have equivalencies, tell Sandra that
we mainly need the subject code. We can use the course number
on TRCE within 5 CHAR
Other Issues and
Concerns:
Action Items / Assignments
 Academic History includes grade code maintenance
form (SHAGRDE)
 There are 5 main tables to look at institutional courses:
SHAINST – term course main form
SHRITRM – maintenance term header repeating table.
SHRTCKN – institutional course term maintenance
repeating table.
SHRTCKB – institutional courses grade repeating
table.
SHRTCKL – institutional course maintenance level
applied repeating table...
 SHRTCKN – the table that is the course table.
SunGard Higher Education – Confidential & Proprietary
Document1
Deadline
Page 1 of 4
5/29/2016
Implementation Minutes








Any records that do not have a matching record in
SHRTCKN, will not show up in the system. We must
ensure these are connected in TTRM and TCKN. We
could only discover by performing a count and see that
we are missing those tables.
We are looking at the technical side of transfer
coursework. SHRTRIT, SHRTRAN, SHRTRCE,
SHRTRCE. SHRTTRN is the main table. The code
will be a one-up number for the FICE code, etc.
TRAN is the attendance period
TRIT and TRAN include the transfer work taken at a
transfer institution. First attendance at transfer
institution would be PIDM = 1, TRIT = 1, TRAN = 1.
SHRTRCE – is the table that will include our
institutional equivalencies.
SHAGRDE – this includes grade code, level,
abbreviation, term status indicator, quality points,
whether it counts in attempted, passed, earned, GPA.
Traditional Ind, Web ind, numeric value, repeat ind,
activity date.
Attempted, passed, earned and GPA are the most
important because we want to ensure we have the
correct grading information.
SHATERM includes current standing, term GPA and
course detail information. Current Standing includes
first term attended, last term attended, academic
standing, academic standing override, progress
evaluation, progress evaluation override, combined
academic standing override and combined academic
standing. Term GPA and course detail information
includes Term (attempted hours, passed hours, earned
hours, GPA hours, quality points and GPA).
Institutional courses include subject, course, title,
grade, mode, hours, repeat and campus.
We are beginning the mapping portion now.
Check with Sandra for configuration of repeated
course indicator.
Linda wants to talk about part of term with Duane: we
have a lot of different formats of classes and each one
has a different drop, add, withdraw and refund date.
According to Duane, we will have a new part of term
for each set of classes that have different start and end
dates from those of the whole term. We have up to
999 parts of term that we could identify for each term.
We need to verify with Sandra which title will print on
the transcript the long or short course title?
SunGard Higher Education – Confidential & Proprietary
Document1
Page 2 of 4
5/29/2016
Implementation Minutes









We need a place where we can verify the date of last
attendance if a student was assigned an “F” grade. We
are asking Duane this question. Duane says this goes
on the registration record, but we are not converting
the registration record.
We need to go into our data and update the FICE
codes as much as we can. We need to bring it forward
cleanly as much as possible.
Comment tables – how often do we receive a
transcript request for periods from the past where
coursework is entered into the comment fields? AS
long as we can bring the information forward and store
in comment table, we have access to the information at
an as-needed basis in order for it to print appropriately.
Sandra – we need to set up so the comments will print
on the transcript. For migration purposes, break out
what we can and populate the tables. What we can’t,
bring comments forward into the comment tables, by
level or term. Need to get a list of individuals of those
who were broke out. Have it available for registrar
can reference to see where we need to look for that
information.
Take transfer subject codes and build into subject code
validation table.
TRIT sequence number is a one-up number per
institution. We can use transfer institutions (freeform
up to 30 characters, can only use one time per student).
Attendance period table: SHRTRAM. Could include
the dummy term or be one of our valid terms. Term
type is semester. This is a 30 char field. Acceptance
date – the date at which the transfer work was
accepted at our institution.
SHRTRCR – transfer course detail repeating table.
Transfer work from other institutions is entered here.
This is a 60 char field. We could enter some of the
comments entered here. For transfer courses that
don’t have equivalencies, tell Sandra that we mainly
need the subject code. We can use the course number
on TRCE within 5 CHAR.
Dawne is asking a question about SHRTRCE – the
only part that is required is the top 4 fields and the
activity date. If we have comments associated with a
term, could we put the comment lines in course_name
(one record at a time) and have the 5 classes in there
under that sequence number.
Only need to attach the courses to one of the sequence
SunGard Higher Education – Confidential & Proprietary
Document1
Page 3 of 4
5/29/2016
Implementation Minutes





numbers. Generate a TRCR sequence number.
We need to send examples of our transfer course
screens to provide to Duane for review.
SHRTTCM – Transcript Comments by Term
Repeating table. Comments will print according to
sequence number. These are term related comments
that will print after each term on the transcript. (We
might want to verify that with Sandra).
SHBDIPL – diploma information table. This will
come from grad_dtl/rim_id. 500 CHAR in the
diploma name field. 75 characters and 4 lines for a
diploma address.
STVINNM - We need to supply values for institution
name on SHBDIPL. We will want this to default to
Cameron University. Kelly Simon will provide this
information.
Duane has uploaded all the tables that we have
completed thus far with the exception of faculty.
End of semester processing – reports that must be run
are included on the slide show print outs.
SunGard Higher Education – Confidential & Proprietary
Document1
Page 4 of 4
5/29/2016