Implementation Minutes
Cameron University
Student Team Notes and Report Follow up for April 9, 2008
Student Team
Managing Transfer Articulation
April 9, 2009
Meeting Information
Facilitator
Sandra Beaulac
Note Taker
Renee Roach
Attendees
Linda Phillips, Julie Kendall, Dawne Massey, Kelli Peterson, Aubree Helvey,
Betty Flack, Brenda Dally, Vicki Hinson, Katia Mayfield, Zoe DuRant, Lani
Malcolm
Transfer Articulation
Relevant
Training/Discussion
Highlights:
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and
Concerns:
Action Items / Assignments
Description
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Owner
Deadline
We will create a transfer institution/courses/equivalencies,
articulate/roll to academic history
Academic history is included in the transfer articulation
module in the Banner menu.
We have talked about visiting with other institutions about
networking with other OK schools will benefit CU in loading
data as opposed to manually entering data.
How to create a transfer articulation institution:
SOABGTA:
1. STVSGBI – validation STVSBGI data will be initcap’d
(per Dawne).
In the test database, we want to make sure that we are
using for the classroom pilot.
Drop downs –
Highest degree level offered – doctorate
Acceptance – whether or not we decide to accept part
or all of credit.
Acceptance Authority – we can indicate who has
authority to make the decisions on acceptance.
The highest degree offered and calendar type must
be entered for transfer articulation.
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Questions about borrowing equivalency data? If there
is there a common numbering system in Oklahoma that
we could load into our system? Sandra and Linda want
to look at this.
We must complete the level to the transfer level block.
We only have to fill in the general and transfer level
information. (For procedure to be applicable in
Banner)
For the test database, the term needs to be the CRP
term.
For go-live testing (CRP) use 200920. After we go live,
what term will we use for creating? 201110 is what
Sandra recommends. If we have someone who
attended CU a long time ago and say we want you to
re-evaluate coursework, we can’t evaluate anything
prior to the entry term, which is why we have to put the
go live term. We at CU do a considerable amount of
prior equivalency.
Sandra showed us the implication of using a term other
than the go live term:
If we enter all zeros in the transfer articulation
institution term so that we grab all prior credit (historical
transfer term).Final answer is that we want to use all
zeros in the term for transfer articulation. (hold for
additional testing) Implications to equivalency usage.
2. SHATGRD – transfer grade code. Transfer grade – we
can create one default institution and default them into
all other institutions if we choose to do so to prevent
manual entry. She would use a real institution as
opposed to a fictitious university.
Transfer grade, effective term, level, abbreviation,
status ind, quality points (the way the points are
calculated at Norman). At this point, we do not believe
that we want to include the count in indicator in shagde
calculation of the prior college grade in this section.
We would use the numeric value that we currently use
at Cameron when created the transfer institution grade.
Institution grade defaults to SHAGRDE to determine
what grade to enter as a transfer grade at Cameron.
We would choose T% grades created in SHAGRDE –
quality points from SHAGRDE. We can writet anything
in the abbreviation field that we want to. We might
want to enable attempted as well, Linda will validate
with Chris to determine the impact on Fin Aid.
3. SHATATC – Discussed creating catalogs based on
program. We can have a default institution if we wish.
We will not be using the program code. We are at this
point creating a course. We will have to enter their
course title unless we borrow the information from one
of our counterpart institution. To create grades go to
SHATGRD and create an F because we transfer all
grades that are an “F”. There is a possibility that we
may want to use this – we might be able to enter this
but it does not print anywhere. If we want to include a
course comment, we can add that in the block.
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4.
5.
6.
7.
It would be an institutional decision as to whether we
want to include the course description on this form.
SHATATR – discussed creating the course equivalent.
We want to make certain that when we do a transfer
equiv evaluations, we enter the equivalency we enter
the term that the student will be entering the institution
(CU). We would not want to put the actual semester,
but the semester in which they are beginning
coursework at CU. We could record the actual dates
they attended in the Attendance period field on
SHATRNS.
SHATATR – transfer articulation attributes. We can
see or establish attributes associated with a particular
student if we needed to.
SHATAEQ – think in two columns, institution and
attendance period (created in SHATRNS). Transfer
attendance period we will have to put the effective term
as the time she begins but we can enter the attendance
begin/end date for actual dates of attendance.
Attendance period will be a range. We may want to
enter a transfer degree here in SHATRNS for a transfer
degree. We will want to put the actual dates in
attendance begin end date. It will not print in banner,
but if we use evisions or other transcript facilitator, we
can pull it to print on the transcript. Discussed how
when save SHATAEQ to history and it will populate
information to SHATRNS 3 ways to (conversion, roll
SHATAEQ to academic history and finally manually).
On SHATAEQ – there is the ability to list every course
taken at a particular institution. Options – perform
articulation to pull the transfer course information.
Next block, Used SHATAEQ to roll into transfer history
included in SHATRNS.
Next RECORD by down arrow on keyboard – we are
entering one more course for Linda from OU. This is
one for one and equate We must enable the count in
GPA flag in order for it to pull from SHAGRDE. Term
popped in from what was available on the front page.
A big issue that we discovered is that if a student took a
4 hour course at a transfer institution and it is 3 hours
at CU, if the equivalency is out there, it will only give
the 3 hours of credit, not 4, so we would have to enter a
ANTH 3xxx to get the other hour to calculate on the
transcript. We could enter the course to pull for all
students in SHATATC so that anytime the course is
transferred it will populate the 4 hours.
SHATAEQ – final form. Do next block; there is an error
that says, transfer work in history, use options to
access equivalent roll information in SHATRNS. Use
options, equivalency roll, it will take us back to where
we can make changes to the equivalencies. If we use
roll & unroll process when FINAID is working on
academic process, it can remove from history where
they will not appear on the transcript. Sandra will
provide information on the benefit of this worksheet.
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She is going to GJAPCTL –GJAJOBS Process this will
show the specific items that are specific to transfer
articulation. SHRTAEQ - -worksheet we will give to the
advisor or student. Printer control, database, can run
worksheets by population selection as well. Save the
criteria, then options, review worksheet then select the
worksheet up a little bigger. The worksheet may only
be printed if the data is still in SHATEAQ.
To roll to history, options, roll to history we can roll and
unroll as many times as needed.
SHATERM – will show academic history for the student
for transfer work and anything that was converted. It
will show courses at transfer institution can be viewed
in history.
How do we identify the term the student attended the
class other than the range included in the attendance
period? Sandra has seen people put ANTH 2367 in
Subject and Course number would include the
semester and year such as Subject ANTH, Course
Number (free format) 3112 Fall 1995. The courses are
free. This is on SHATRNS.
How to print a transcript – request the transcript in
SHARQTC. Sleep/Walk process created in Distribution
parameters (SOADEST) – we can send to a printer and
does not have to go through a two step process. Exit
from SOADEST form and it will go to SHARQTC – it
will offer if there are all levels in academic history AL for
all levels (UG, GR) of coursework. We could set up OU
nursing as a level so that it will not print on the CU
transcript. Do dropdown to see what transcript have
been created. Number of copies, official or not, issue
information tab, issue to outside institution if it is one
that is stored, it will populate the address. Have to
save.
SHRTRTC (Remember to write down the ID and
Sequence No from the Request form)
1.Have to enter, level, transcript type, number, official
Fill out transcript destination portion
2. Go to GJAPTCTL and look for SH in process and
Transcript in title, hit f8 scroll down to what we want
3. SHRTRTC and fill in the parameter values – once
the sleep/wake process is set up, we will not have to
follow the two step process. (Reminder to CU IT to
work on the process and have it in place for the CRP)
SHATPRT – options that will print on transcript. We
can ask.
WE WANT THE SLEEP/WAKE PROCESS!! We have
to fill in the fields that were required. Make sure that all
values are required in the parameter value portion.
Save and options- review output.
SHATRNS – grade will want to be C, not SHATGRD –
default grades for Norman so we don’t have to
manually enter, just select the default institution and
add any additional ones that are needed.
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3. SHATATC –
We can create groups on either side, the transfer
institution side or on the CU side. Ex: Biology with lab
is an example of group. Put the same number on the
group number, such as BIOL 1004 group 01,
BIOL1004L 01 and evaluate as one course. They are
only equivalent and only one course will have the
primary indicator enabled.
You only create the equivalent on the primary
group, in SHATATR, i.e. BIOL 1004 group 01 not
BIOL 1004L group 01.
You can use an “AND” indicator to show it meets the
requirements for the course and lab. The biology lab
will not have an equivalent, only on the primary. No
GJAPCTL – transfer equivalency catalog – which will
show equivalency information. We could provide view
access to SHATATR.
GJIREVO – saved output review.
Ask Sandra what the STVTAST table really does (does
it export to the worksheet)?NO
Use the Transfer Articulation Course Status Validation
Form (STVTAST) to create, update, insert, and delete
transfer articulation course status codes. The Transfer
Institution Catalog Entry Form (SHATATC), Transfer Course
Articulation Form (SHATATR), and the Transfer Course
Query Form (SHQTATC) use this form to validate the
transfer articulation course status codes. You can create
and update these codes only from this form.
After being away from Sandra, we are coming back.
We are beginning to understand the issue with entering 000000 in
the term block. Terms If we put all 000000 in the key block, the
catalog does not go back far enough to pull all the courses. The
effective term cannot be earlier than the go-live term in order for us
to move forward unless we choose to manually create the
equivalent course.. It would have to be 201110 in the effective
term in order to pull past information. CU decision on how to
move forward, use 000000 and type CU equivalent courses
manually or use go live term and pull the CU catalog data over to
the form.
Questions – on SOABGTA we need to use 200920 for the test
database and 201110 forward.
What if an institution changes the way it calculates hours (quarter
hours)? We would set up SOABGTA so that it began 000000 and
under general information we would put from 000000 to 999999.
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Then we would go in and put 200710 and strike maintenance and
then copy.
On calendar type, we would want to change the calendar type and
multiplier so that the quarter hours will be converted to semester
hours.
Sandra will provide examples of a quarter to semester school to
review.
We will be able to list courses by term in the attendance period on
SHATRNS.
Any other Banner school created an unofficial transcript from the
SHRTRCR table. We will be able to see the equivalencies but only
on the worksheet and not on the transcript.
We could set up in our procedural manual that we want our
personnel to ensure that a student’s academic credit has been
rolled to history before we exit the form.
Action Items and/or Assignments for Cameron University
Date
Assigned
Description
During
session
04.09.09
Resolve open issues and
concerns noted above.
Continue creating CU
specific equivalent
courses in TEST.
Create transfer
institutions for both
straight semester and
quarter to semester.
Sandra to provide
examples
Create transfer
articulation scenarios to
be used by the CRP
Run the Banner supplied
jobs/processes
associated with the class
schedule, listed in the
Banner Student Users
Guide as well as the
delivered workbook.
04.09.09
04.09.09
04.09.09
Owner
Critical
Date for
Completion
Status
L. Phillips
Prior to
CRP
Open
L. Phillips
Prior to
CRP
Sandra
emailed
scenario’s to
L. Phillips
4.10.09
L. Phillips
Prior to
CRP
OPEN
L. Phillips
Prior to
CRP
Open
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