Automated Loading of AP Test Scores Melissa Hyatt Associate University Registrar

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Purpose Eliminate the paper roster coming from the Testing Center Lessen errors made in data entry Speed up and streamline processing Allows advisors to see test scores sooner and adequately advise students

Previous Process Someone in the Testing Center would evaluate each score that came in, put it on a paper roster, and send it to the Registrar’s Office. Registrar’s Office would manually enter the grade into SHAINST and SHATCKN Registrar’s Office would manually review for repeats and academic standing

New Process Test scores load into SOATEST nightly (done by Admissions) SRTLOAD- Electronic Prospect Load SRRSRIN- Electronic Prospect Match SRRPREL- Migrate Electronic Prospects Test scores evaluated and loaded in SHAINST and SHATCKN via custom batch jobs nightly (TZR0051) Batch job adds attributes such as core codes and WRIT (TZR0056) Repeat and academic standing script run nightly

Rules symbol. In ALL cases, the following GENERAL conditions apply: (1) If a student already has earned credit for the exact same course code, then no credit will be awarded for that course based on the AP exam. (2) Credit based on AP exam scores should only be awarded to students whose current status level is undergraduate (UG). Banner Test Code Test Name/Description effective date (start) end date score test-specific conditions credit award (courses) total hours AP07 AP US History 2016-01-04 undefined 3 if the student already has credit for HIST 1310 with a grade of A, B, C, or D, then award HIST 1320 HIST 1310 OR HIST 1320 (but not both) 4,5 if the student has earned credit for either HIST 1310 or HIST 1320, but not both, then award credit for the course that he/she does not have yet HIST 1310 AND HIST 1320 6 AP13 Art History 3,4,5   ARTH 2301 AP14 Studio Art - Drawing ARTF 1302 AP15 Studio Art - 2D Design ARTF 1301 AP16 Studio Art - 3D Design ARTF 1303 AP20 AP Biology {1} award credit for BIO 1130 and BIO 1330 only if the student does not already have credit for BIO 1320 or BIO 1430; {2} if student has credit for either BIO 1130 or BIO 1330, but not the other, award only the missing course from the pair. BIO 1130 AND BIO 1330 4 4, 5 {1} award credit for BIO 1130 and BIO 1330 only if the student does not already have credit for BIO 1320 or BIO 1430; {2} if student has credit for either BIO 1130 or BIO 1330, but not the other, award only the missing course from the pair; {3} award credit for 1131 and 1331 ONLY IF the student does not have credit for BIO 1431; {4} if the student has credit for either BIO 1131 or BIO 1331, but not the other, award only the missing course from the pair. BIO 1130, 1330, 1131, AND 1331 8

SRTLOAD- Electronic Prospect Load

SRRSRIN- Electronic Prospect Match

SRRPREL- Migrate Electronic Prospects

Input Test Scores If an active SGASTDN exists for the term test is taken, it will load. Otherwise, script looks for first active SGASTDN record. If none, it doesn’t load.

Input Test Scores

Input Test Scores .

Input Test Scores

Things We Learned Make sure you create the Header record on SHAINST and calculate a GPA as this can impact transcript printing and academic standing Make sure the script can evaluate if the score has already been credited so it doesn’t reload it night, after night, after night…. If credits are posted to a semester earlier than their first semester taking classes, credits will not be applied to their classification. Records team will need to remove the records and add them to the first semester attended. Transcripts will not print if credits are the only grades on their transcript for the term. You will need to wait until grades post to get an official transcript.

Stuff to Make the Techy Folk Go Ahhh Modified the txcustom.registrar_load_ap_credits package to implement the conditions for awarding credits to students. Created a txcustom.tzr0051 - Student AP Test Score Transaction table to save the transactions that will not satisfied the conditions for awarding credits to students. Altered the txcustom.ap_score_xwalk table to add to the records the ap_eff_start_date and ap_eff_end_date columns. Populated the txcustom.ap_score_xwalk.ap_eff_start_date column with date 01/04/2016 12:00:01 AM as default. Modified the txcustom.registrar_load_ap_credits package to select only active records using the ap_eff_start_date and ap_eff_end_date columns.

Melissa Hyatt mh07@txstate.edu Questions, Answers, Sharing Contact Information Melissa Hyatt mh07@txstate.edu 512-245-2727