Implementation Minutes
Student Team
June 5, 2009
Auditing & Awarding Degrees
Facilitator
Sandra Beaulac
Note Taker
Renee Roach
Attendees
Linda Phillips, Renee Roach, Julie Duncan, Aubree Helvey, Kelli Peterson,
Kelli Simon, Stacie Bain
Academic History & Repeat rules continued from 6/4/09
Relevant
Training/Discussion
Highlights:
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and
Concerns:
Task List
Action Items / Assignments
Description
Owner
Deadline
The minimum grade that we will accept as a repeated course is a
“D”.
Sandra thinks that we need to know where to find if a job has the
user name assigned. We need to look if the job’s output file has the
user’s name associated with the output file. SHRTPOP &
GURJOBS. Functional users will not be able to access this, but IT
will be able to. Behind the scenes, we need to see whether it will
include the users name as part of the report name in GJIREVO.
Sleep/wake should be set up now. Sandra will ask us to print a
transcript as part of the sleep/wake process.
On SHATPRT – transcript type rules. We will be using form fusion
to print the transcripts as opposed to using the banner baseline
transcript.
SHATERM – a query form for term sequence course history.
Transcripts in banner and academic history in banner are stored by
course level. So when we print banner baseline transcripts, there
will be two distinct gpa’s.
SHATRMC – course history by term and campus. Do we have
departments who ask for specific GPA in courses such as PSY,
MATH, etc? Yes, we do on occasion. We cannot get to this form.
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SHARQTS-transcript request status form.
When we are going to audit a person’s academic history, We will
review the transcript.
To request a transcript:
1. SHARQTC—the very first time we enter this form and ask
where we want the form to print. We would select this for
the first time as we enter into banner each day.
If the student had holds, we can override the holds. We
can only request UG or GR so that we do not receive the
entire record. We might not want to flag everything as we
would if we were printing a student transcript. The only
time we want to flip the flag for an official transcript would
be if the student requests and official. We will save the
request, write down the ID number and the request number
in the form of 3 digits: 001, or 002, etc.
2. We would go out to GJAPCTL and pull up the SHRTRTC.
If we can’t remember what the process is we could do a
search on SH for student and history. We would enter
database and delete landscape and delete the number of
lines. Because we are running a singular file, we run
SHRTRTC as opposed to SHRTPOP. We put nothing in
the transcript population file, then enter the ID & Seq
number, enter the transcript type, address selection date,
put “T” and it will enter today’s date as default. Official
transcripts enter yes or no. We do not want to print the
control report. It is just a small listing and we don’t want to
waste the paper. We are not running in sleep/wake. We
have the choice to print in a specific order if we choose.
Yes, we do want to print the expanded hour’s format. We
can save the parameter set as” “and then we will only have
to do this once to prevent repeating this process each time.
Then you could simply pull up the parameter set each
semester.
To see the output, go up to options and review output. We
might want to write the file number down if we have to
search through many files. We want to look at the list file.
Then, you can go to list and make the file larger and easier
to read.
ONCE AGAIN WE NEED TO REMEMBER TO CHANGE
THE LEGEND ON OUR TRANSCRIPTS TO REFLECT
THE NEW GRADING CODES.
Auditing & Awarding Degrees
Relevant
Training/Discussion
Highlights:
GAPs Identified:

We have a continued GAP on determining institutional honors based
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upon both overall GPA & rank in class.
Decisions Made:
Decisions Required:
Other Issues and
Concerns:
Sandra does not know whether the non-course requirement form SHANCRS
will tie into Degree Works.
Task List for Sandra
Task List
Task List for Linda
Open task for CU to determine how to sue symbols in the diploma name.
SHADIPL – we want to know if we can enter accent marks and such in the
diploma name.




We need to make sure the validation table STVGRST is set up with our
codes.
Task to decide whether or not the graduation fee will be charged on the
graduation form.
We need to add these types in the STVQPTP table (assessment and
portfolio)
TASK: Luminis – we need to know if we will be using the GOATPAC
and if we will be granting access to the Registrar’s office to reset or
access the pin.

Action Items / Assignments
Description
Owner
Deadline
SHADEGR – we are thinking that we would not want to enter the
sought records until they actually apply for graduation. Because
students change their major several times, we might not want to do
this.
SHADEGR – will be created when they come to apply for
graduation, we would create the record at this point.
In the delivered validation table, there are only 3 degree status’s
STVDEGS. Do we do a preliminary review to see whether the
student is close to finishing? We use AA – audited ok, AD for
audited deficient, and NA the audit has not been completed as of
yet. When they apply for graduation, there degree status is NA for
not audited.
There are two ways we can use this (either in graduation status or
in outcome status). We would enter this information in graduation
status. The graduation information block would be the same as our
current GRAD screen in legacy. We could do a mass update . We
need to make sure the validation table STVGRST is set up with our
codes. We do not want to check status so that it will not affect the
degree status.
Graduation status is not viewable on the web. We might want to
word it differently.
The outcome status: can be changed from sought to whatever we
want, but the SO code must stay in order to run the SHRROLL
process.
We can charge the graduation fee from the SHADEGR.
There is a review form that we can look at to see where the charges
have been assigned (TSAAREV). Accounting would prefer we go
to TSICSRV – the customer service inquiry page. We have to be
careful not to charge more than the $15 graduation fee. Task to
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decide whether or not the graduation fee will be charged on the
graduation form.
We have a continued GAP on determining institutional honors
based upon both overall GPA & rank in class.
GAP’s will not be addressed until the CRP session. There is not a
resolution to the gap at this point. There will have to be a
discussion with Mike on how to fix the problems. Sherry is
indicating that we should start working on the gaps as soon as
possible.
Lorene will ensure that she has all of the gaps on the master gap
document.
For honors, other universities look at the list serve and request
information on how others might create the honors program.
There is a commencement report that we can utilize to print the
program if it meets the needs of our format currently.
On SHADEGR – all of the institutional courses are listed on the
SHADEGR record. Under institutional courses, we can look at
section attributes to indicate that is could be applied to liberal arts.
If there are non-course requirements for completion of a degree, we
can indicate this on SHADEGR under non-course work. A good
example would be the assessment exams and portfolio
requirements for some majors.
SHAQPNO – qualifying papers. The validation table is STVQPTP.
There are delivered prototypes here and we can change if needed.
We need to add these types in the STVQPTP table (assessment
and portfolio). We have the option to print this on the transcript if
we wish to. We have talked about this before for indicating thesis
or dissertation information for the master’s programs as well.
Under SHAQPNO if we enter the title line 1,2,3,4, we have the
choice to print on the script. The second step to this is go to
options or exit the menu and go straight into the form SHANCRS
(academic non-course form). This is where we have to tie all of the
papers. We could provide query access to the faculty if needed.
You can insert the meetings (committee members who were
present). We would tie to CAPP if we decide to. Sandra does not
know whether this non-course requirement will tie into Degree
Works in the SHANCRS form.
1. SHAQPNO – initiate the requirement and enter correct
information
2. SHANCRS – tie the requirement to the degree audit and
save it.
When we begin the degree audit and use banner to do so, the
qualifying paper will now show up on SHADEGR as a qualified item
needed to be eligible to graduate.
We could give faculty access to these forms so that they would be
aware of the papers and such that are needed to complete the
degree.
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There are a few graduation items that we could use.
There are some options to have a graduation application set up in
SSB.
There are committee/services information if we need to track who
the committee members were.
We are scheduled for EDI in the Fall.
GOATPAD – We could look at the pin.
GOATPAC – this will not allow us to change the pin number, but we
could reset the pin here.
TASK: Luminis – we need to know if we will be using the
GOATPAC and if we will be granting access to the Registrar’s office
to reset or access the pin.
GUAPPRF – enterprise pin preferences form. This will show the
global institutional decision on how the pin will be set. Functional
users will not have access to this form.
Sandra wants us to run a transcript for those id numbers that Linda
has provided.
Sandra is attempting to find out why the hours, quality points and
GPA don’t print on the SSB transcript for the degree.
Open task for CU to determine how to sue symbols in the diploma
name. SHADIPL – we want to know if we can enter accent marks
and such in the diploma name.
Shacrmy – ceremony information if we want to control ticket
information.
SHAMDIP – we can use the mass update process to request the
diploma record.
IN the workbooks, there are instructions on how to set up the
graduation application on SSB. We need to take the PDF version
and set up the graduation application online in SSB. You can find
this in the self service workbook on page 160. We need to set up
the total graduation application option.
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