Implementation Minutes
Student Team
Training
June 4, 2009
Academic History Part II
Facilitator
Sandra Beaulac
Note Taker
Renee Roach
Attendees
Linda Phillips, Renee Roach, Katia Mayfield, Shelley Lytle, Julie Kendall, Julie
Duncan, Vicki Henson, Aubree Helvey, Dawne Massey, Sherry Hendrix, Mandy
Husak,
Academic History Part II
Relevant
Training/Discussion
Highlights:
GAPs Identified:
Our probation/suspension will have to be a complete custom program.
Because we utilize transfer institutional coursework, Banner does not have the
capability to utilize both.
This is a GAP per SANDRA. The repeat limit (number of times allowed to
register for a course) has no impact on the calculation of the GPA.
Decisions Made:
Decisions Required:
Task List:
Linda needs to set up the SHAGRDS form with the valid substitution types. We
need this completed prior to the classroom pilot.
We do not want the web indicator checked on SHAGRDE. Task to review
SHAGRDE web indicator.
Look at the grade mode at catalog to determine if the grade mode is set up
correctly for S/U or A-F courses such as PSY 4331 & COMM 3991 and some
special studies courses.
Update the STVASTD validation table for Academic Standing.
Task for Sandra: Why are there multiple students on grade roll in audit format.
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
Deadline
Additional resources:
Self service student and Self service faculty manuals would be
great resources. We will be using some of our transcripts to see
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that they are accurate. We have looked at academic history at
various points throughout our training sessions. Today, we would
like to look at academic history process controls. This will bring into
focus some of the setup we would create for grading, academic
standing, continuing term rolls, control terms needed for end of term
process.
1. SHAGRDE – the grade maintenance form. We are going
through the academic history workbook to review the
validation tables and control forms.
Processing grades in day to day operations will be what we look at
first. Linda created the grade validation table and provided each
grade type needed for academic history.
Grade substitution form – SHAGRDS – if someone entered an “A”
at the graduate level, this “A” is an audit grade (this is how it is set
up on SHAGRDS). If SHAGRDE allows the grade to be associated
with the student record on the internet, and we didn’t want the
faculty to assign a particular grade, banner will go through and flag
that it is an error and indicate what grade it should be listed as.
When we run grade substitution at the end of the term banner will
automatically enter the grade when the process is run.
Linda needs to set up the SHAGRDS form with the valid
substitution types. We need this completed prior to the classroom
pilot.
We are using the example of PE courses at this time.
The code is GMODGRD is the internal code for the group
FACWEB. This is delivered as yes. We only want the faculty to be
restricted to the grade mode that is created at SSASECT. These
will be the only grades that faculty will be able to use.
We do not want the web indicator checked on SHAGRDE. Task to
review SHAGRDE web indicator.
We have workshops that can be grades as S/U or A-F. There will
need to be a multiple grade mode set up for those courses that may
be either S/U or A-F. This is set up at the course level on
SCACRSE. When there are multiple grade modes,
If the grade mode is left blank at the section, when the student
attempts to register on the web, it will default to standard. The
person who is registering can change the grade mode in INB. We
can select the other grade mode if needed. We need to think about
the courses that have multiple grade modes. In order to make one
of the sections a “U” mode, the grade modes will have to be
entered at the catalog level. This will be another task would be to
look at what was created at the catalog level and whether we need
to fix sections.
Do we allow faculty to assign an “I” grade over the web? Yes we
do. What is the grade mode for this: this is a standard grade
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mode. We would allow most if not all courses to be assigned a
grade of “I”. Do we have standard processing for incomplete
grades? We do not have an automatic process that would change
the “I” grade or associate the grade with a grade type such as no
grade. SHAINCG – incomplete grade rules would allow a process
to occur if we decide to utilize the grade change. A student may not
re-enroll in the course that they received an “I” in for at least a year.
Is there a process to check this? We could exclude at SCARRES –
we could associate a student attribute with the student who
received the ‘I” and then exclude this attribute (a global incomplete
attribute) and exclude anyone from any section of any course. We
could set up at the course catalog that would drop down to the
sections. We could challenge the department with putting on the
attribute. We think this is too big for what we need. We would
simply have to put this on the terms for the student’s enrollment
options for the next year.
1. SGASADD – the attribute would be assigned here for the “I”
restriction. Attributes are 4 CHAR.
2. The restrictions are on SCARRES and would be entered as
a student attribute.
We will be looking at additional control forms that we could build.
Grade book would be another one of these we could look at.
ACADEMIC STANDING – we must include transfer work
with institutional work to determine academic standing.
When we look at the types of hours to use –do we used
attempted, earned, passed or GPA – SHAACST –
academic standing form. What about the deans and honor
roll listing for each semester which is listed on SHAACST
on the back side of the academic standing rules. It will ask
what type of GPA and we can choose institutional or
combined. We use earned hours to determine
deans/presidents list. 12 hours are needed and 3.00 gpa
for dean’s list. The excluded grades block would allow us
to exclude D’s, F’s we would still allow them to be on the
dean’s list. Is there any grade that we would say: if you get
an F, you may not be on the dean’s list, but we do not
currently restrict on this basis at Cameron University.
We would use 99 for college to allow academic standing rules to
apply to all students regardless of the college to which they fall
under.
STVASTD – academic standing validation table. This form will
allow us to use a standing that will stop registration or to control the
minimum/maximum registration hours that we will allow a student to
have. This would be good for transfer probation/suspension. On
SFAREGS – we can then allow a min/max at that point to allow
registration past the certain number of hours. We will need to
update the validation table on STVASTD. There will need to be
cleanup for this.
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SHAACST – academic standing rules. Our probation/suspension
will have to be a complete custom program. This is a GAP.
SHRASTD – the job used to calculate academic standing. We can
choose “N” = to not update academic standing. It can be used to
update Dean’s List or President’s list only without affecting the total
academic standing.
SHAINST – term course maintenance form. The grade mailer
process will be run at the end of the term to create our header
records. This will create the term code maintenance form
SHAINST. When we run the grade mailer process, SHAGCOL – it
would indicate any errors, etc. I hold can actually stop the grade
mailer. Did we put a hold on a group of people to prevent them
from receiving their grade mailer? Such as an exit interview?
REPEAT RULES – this is a current GAP. We think we can exclude
the course on SHATERM, but we want to test for certain.
A decision is needed as to whether we currently round or truncate
the GPA in legacy because there is a difference between the CU
legacy and CU banner grade point averages. If we have rounded
set, we would need to set to rounded or round to.
Banner has 2.285 and CU legacy has 2.286. We have determined
that CU rounded for GPA so, Sandra will let Duane know to update
this. Sandra wants to consult with Duane before she changes it in
Banner.
SHAINST will help us look at the detail. The difference in Banner is
that the excluded hours do not come out of the Attempted hours. In
legacy, we use Attempted hours to calculate GPA, but in Banner,
attempted is not used to calculate GPA. We need to look at this
more carefully. Attempted hours in banner – this is used for
financial aid. This is the numbers of hours that the student
attempted during the entire term the student was enrolled at CU.
There will need to be a change in the notation in the legend of the
back of the CU transcript. We need to remember this for
conversion.
If financial aid needs a grade counted in the attempted hours, we
would enable the attempted hours, but not enable the gpa. We
suspect that this was not converted for round 1 and we will need to
add this
Sandra will take ownership for our repeat policy and create
scenarios so we may see if Banner has a way to fix this issue.
SHAGPAR – the form where gpa is set up as decimal or truncate.
Only Dawne & Julie will need to know where this is located.
When we grade a section of a course, we need to roll the grades to
history. We can roll individually or in batch. Once we roll to history,
they will impact the gpa at that point. Sandra is looking for a
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section that will have enrollment. She is checking to see if we have
graded the section.
We have gotten the grades on SSB; they do not automatically roll to
history.
There are two different places where we can enter the grades. The
form is SFASLST – class roster. It will allow final grades, and
midterm and incomplete finals. The other grade form is SFAALST
– the class attendance roster. It does not have mid-term, but does
include last date of attendance and hours attended. There is a
space in SSB for the faculty to include last date of attendance and
hours attended. However, there is not a way to make it mandatory.
We are looking at the difference of rolled and non-rolled courses.
We look at SHAINST for institutional history. The roll indicator must
be turned off at SFASLST if we don’t want to roll academic history.
SHATRNS – transfer course information form. We are looking at
the institution number to select which institution he has attended.
There are multiple attendance periods for each term that the
student ahs attended the transfer institution.
SHAINST – stored GPA by term calculation – double check the end
of term processing. We want to make sure honors can be run as
an end of term processing by graduation status as opposed to
simply be each individual student????
SHRROLL –part of term or end of term. We can run a course by
CRN or part of term. We take the grades from SFASLST and send
them to SHAINST. This roll process causes the grade to academic
history, but has not calculated the end of term GPA at this point.
SHRCGPA – process submission controls – we want to run this
calculate gpa on just those that are rolled for the part of term. We
can run this process and the roll process at any time, not
necessarily at the end of each term.
SHATCKN – course maintenance
SCACRSE – Basic course information (repeat details) may need to
be looked at catalog before we look at them on the course. On the
repeat indicator, if it is stated as null, it will look at the repeat
indicator. If we put 2 as the limit, banner will look at the last 3 times
to determine how the credit will be applied to the courses. Linda
thought the repeat limit applied to courses that can be taken more
than once such as our CJ 4493 which can be repeated for a
maximum of 6 hours. We can indicate that there are no repeats. In
the SHAINST form Sandra thinks we could use this and test to see
if it will give us the answers we are looking for, but this is on a
particular student’s basis, not globally.
We are testing the repeat limits at this point.
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We will have to manually apply the “INCLUDE GPA” function
on SHAINST or SHATCKN under the repeat status.
SHACRSE – course summary form which will show all of the
student’s institutional coursework. If we do not indicate a term, than
(A= include in GPA). All of the previous data in legacy that included
a RP indicator was converted to the code A in banner so that the
course would be included in the GPA.
Is there a process that we could run to catch any RP courses that
we have not found manually? Sandra does not think there is
currently a global process that would fulfill the requirements that we
need for the repeat policy.
We could run the repeat process in report mode only to look at the
ones that are indicated on the report and then go manually change
them in SHATCHKN.
If there is nothing set up on the repeat form, then we can’t ever run
the repeat job. There is no include or exclude, it will simply take
every single course. There has to be rules set up in SHARPTR in
order to get a report to come out for repeat indicators. Sandra will
set up a scenario and set up close to what CU needs and run in
report mode and look at the output to see if it is doing what we need
it to do.
This is a GAP per SANDRA. The repeat limit (number of times
allowed to register for a course) has no impact on the calculation of
the GPA.
SFASLST – we are going to try to grade courses now.
We can set up SHADEGR so that degree records are created
automatically when we complete the SHROLL process. People
who already have a degree awarded will have a degree record
created through conversion. Anyone has an awarded degree has a
degree sequence in SHADEGR. Behind the SHADEGR form, it will
show all of the various records that a student will have.
If we want to apply a particular course to “apply to learner outcome”
and that would calculate the degree gpa that would be a separate
gpa that we could print on the transcript. It is listed by degree
sequence.
SHRROLL – grade roll to academic history. Sandra wants us to
print a few pages 13-287 through 13-289. It will provide info about
what the SHRROLL process is doing to the SHADEGR record.
There are awarded degree records out there, but at the end of the
term, we can create a sought record. A person is seeking a
particular degree sequence and there would be an additional
sequence created for an additional degree major that the student is
seeking. There are pro’s and con’s. SHRROLL goes through and
looks to see if there is already a degree record on the student. If it
is the same, do not create another sought record.
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When we roll records for a term, it will indicate that there is a
specific sequence in Banner, but a major was changed during that
time. A new degree sequence will be created at that time but it
does not inactivate the previous one. Do we want a new degree
sequence record created in SHADEGR if the student changes their
major? Sandra is asking Linda. Pro-keep track of them all. Conthere will be multiple degree seeking records. Sandra would like an
opinion as a task to look over the SHRROLL page to decide if we
want to leave the flag enabled to create multiple SHADEGR
records. Sandra says most schools do not leave the flag activated
to prevent multiples of the records being seen by students, etc.
SHATPRT - Printing transcripts – do we want the transcripts to print
from SHADEGR?
In SSB, there is a way for students to request transcripts. We can
hold for end of term processing, We can set up these rules per
each transcript type.
SHARQTC – student system distribution initialization. Test to see if
the printers are set up to date. We are looking at an example of
how to request a transcript. We would want all levels of work to
print. Transcript request is not official if the indicator is not
selected. The default is on the second step of this and make sure it
is not official. We need to write down the student’s id number and
the request number for the transcript request. If sleep/wake were
functional a copy would be sent to the printer. The second step
would be to go to GJAPCTL – and go to the process form (we don’t
have to remember this step because sleep/wake will be running.
SHRTRTC would be where we actually pull the transcript from.
There are two methodologies for printing transcripts. You can
select a population selection if we wish to. For Id & Seq number,
you have to enter the entire ID number and sequence number.
SHRTPOP – transcript population correction. We will look to see if
there is a parameter selection to request a transcript. We use for
ROTC, end of semester checking for probation/suspension,
graduation (degree) audits.
SHRTRTC – the process under GJAPCTL.
In the submission block, we can select save and that way we don’t
have to rewrite this each time we want to process another
population selection.
A concern about SHRTPOP is that you can override another
person’s population selection. Are there also conflicts in self
service? If someone requests a transcript on SSB. SHRTPOP can
not be run at the same time. We would not allow many people to
have access to SHRTPOP at the same time. This will affect us
more commonly at the end of semester.
END OF TERM PROCESSING: There are 13 steps.
Remember to go set the flags in SOATERM before we can
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begin entering grades.
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
SHAGRDE
SHAGRDS – grade substitution form
SFASLST – enter grades
SHRROLL – roll grades to academic history; this in on
GJAPCTL. It will only roll those courses that have
grades assigned to them. We can specify a particular
ID. It is best to run in report mode first as opposed to
the update mode to begin with. We always want to look
at the lis file to see what it looks like. This is in
GJIREVO (saved output review).
Task for Sandra: Why are there multiple students on
grade roll in audit format.
We have to decide as an institution if we want a degree
record to be created every time SHRROLL is ran.
Use SHARPTR to set up rules to determine what courses
are condiered repeats and how they will be used in GPA
calculation.
Jj
Run the calculate gpa SHRCGPA to calculate GPA’s for
students who took courses.
Run the SHRCGPA based on term and selection of
students.
Set up academic standing rules.
Run the SHRASTD – academic standing process.
Produce grade mailers SHRGRDE
Build continuant term rules on SOACTRM. These rules
allow you to determine which terms constitute consecutive
enrollment. The process adds a new general student
record. We will run this only for the upcoming banner term.
Run the Student type Update process (SHRTYPE) to
automatically update the student type on the general
student record based on the rules created on the
Continuant Rules form.
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