Transcripts – Batch Request for
Departments
The Batch Transcript process is a three-step process. The steps must be completed
in order.
Step 1: Transcript Request (This step generates a file of student ID numbers.)
Home > UA Custom Addons > UASA Student Records > Process > UA
Transcript Request
Enter UA_TRANSCRIPT_REQUEST_Your User ID in the Run Control ID field.
Select the Search button
.
FIRST TIME User Note: If this is your first time running this process you need to
create a Run Control ID. To create the Run Control ID, select the Add a New Value
link
.
Enter the name of the Run Control followed by your User ID (e.g.
UA_TRANSCRIPT_REQUEST_AAA123), and select the Add button
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Select UAGRD from the list of values in the Transcript Type field.
Add a
Row
here
Select Career/Program/Plan from the list of values in the Transcript Request
Criteria field.
If desired, enter the appropriate Academic Career (i.e. GRAD or UGRD).
Select UAGRD from the list of values in the Transcript Type field.
Select the criteria you would like to use from the list of values in the Transcript
Request Criteria field. In this example, we are using Career/Program/Plan.
If desired, enter the appropriate Academic Career (i.e. GRAD or UGRD).
Enter the Academic Program that you want transcripts for.
Enter the appropriate Academic Plan.
Enter the term in the Term field (i.e. 2063 = Spring 2006).
Note: This will give you transcripts for all students that are active in the program/plan
selected for the term indicated.
If you would like to generate transcripts for additional programs/plans or career, use
the Add a Row button
to add an additional row(s) reflecting other student criteria.
Save
.
Choose the Run button
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Server Name: PSUNX
Type: (None)
Format: (None)
Select OK
.
Process
Monitor link
Select the Process Monitor link
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Details
link
Wait for a Run Status of Success.
You may need to use the Refresh button
status.
to give you the most current
Once the Run Status shows Success select the Details link
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Select the View Log/Trace file link
.
You may be asked to log in again using a window similar to the image below.
Enter your User ID in the User ID field. You must type your User ID in all CAPS.
Enter your password in the Password field.
Select the Sign In button
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A new window will appear that looks similar to the image below.
Select the Message Log link
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A new window will open containing the list of student id numbers for which a
transcript request was made. This file also contains the Transcript Request
numbers.
Slowly scroll down to find the first “Transcript Request Number generated” message.
Write this number down on a piece of paper. This number will be used later in the
Transcript Generation Process.
Scroll down to the end of the file to get the last Transcript Request Number. Write
this number down on a piece of paper. This number will be used later in the
Transcript Generation Process. Close the window .
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Step 2: Transcript Generation
Home > Manage Student Records > Manage Academic Records > Process >
Transcript Generation
The Transcript Type field should contain UAGRD. If it does not, select UAGRD from
the drop down list.
Be sure you select the Request Nbr option.
Enter the Report Request Number(s) in the From and To fields.
Note: The Report Request Numbers come from the message log file in the
Transcript Request process. Do not choose the Request Date option.
Save
.
Choose the Run button
.
Note: One hundred transcripts can be put in one Report Request Number. If you
are expecting more than one hundred transcripts, you will have more than one
Report Request Number.
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Server Name: PSUNX
Type: (None)
Format: (None)
Select OK
.
Choose the Process Monitor link
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Wait for a Run Status of Success.
You may need to use the Refresh button
status.
Select the Go back to Transcript Generation link
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to give you the most current
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Choose the Print Transcript link
.
Step 3: Generating the Print File
Be sure the “From” and “To” Report Request Number(s) indicate those that you
wrote down from the Transcript Request section from Step 1: Transcript Request
Choose the Run button
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Server Name: PSUNX
Type: Web
Format: PDF
Select the OK button
.
Select the Process Monitor link
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If you are
having the
Computing
Center print
the batch
transcripts,
they need this
Instance
number to
print them.*
Wait for a Run Status of Success.
You may need to use the Refresh button
status.
to give you the most current
At this point you can print your own transcripts or have Computer Operations print
them for you. If you want to print your own transcripts choose the Details link
.
Continue with the instructions on the next page under the heading Printing the
Transcripts.
If you want Computer Operations to print the transcripts please see the contact
information below.
*Note: Contact Computer Operations (phone: 442-3719 or email:
operations@uamail.albany.edu) to make arrangements for printing batch
transcripts by the Computing Center.
You will need to give Computer Operations your User ID, the Instance
Number from Step 3: Generating the Print File (see image above) and the
Report Request Number(s) from Step 1: Transcript Request.
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Printing the Transcripts
Once the Run Status shows Success select the Details link
Select the View Log/Trace link
.
.
A new window will appear that looks similar to the image below.
Select the uasrtrpr…1.PDF file link to see the actual transcript. (The uasrtpr…2.PDF
file lists the student’s name that you requested a transcript for.)
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Select the Printer icon
The Student Grade Report of the selected students opens into the Adobe Acrobat
software application. You can view and/or print the grade report from the Adobe
application.
If you would like to print the unofficial transcripts, select the printer icon
the Student Grade Report to your default printer setup on your computer.
Close the window
to print
when you are finished viewing or printing the transcripts.
If you would like the Computing Center to print the transcripts, contact Computer
Operations (phone: 442-3719 or email: operations@uamail.albany.edu) to make the
arrangements for printing. You will need to give Computer Operations your User ID,
the Instance Number from Step 3: Generating the Print File and the Report
Request Number(s) from Step 1: Transcript Request.
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