Banner 8.0 Academic History

Introductions Name Organization Title/function Job responsibilities Banner experience Expectations Introductions The instructor will introduce himself/herself by describing his/her experience with: SunGard Higher Education Banner Banner [Product name] Higher Education The participants in the class will introduce themselves by sharing with the class: Name Organization Title/Function Job Responsibility Banner experience Banner [ Product name] experience And their expectations of the training session Write down the expectations of the class members at the beginning of the training session. That way, at the end, you will be able to see if all expectations have been met. If they are not to be met, explain why.

Course Goals The goal of this course is to provide you with the knowledge and practice to setup and maintain academic history at your institution After discussing the course goals, discuss the use of the associated workbook and how it will assist them during training and after they return to their institutions.

Agenda Overview Set up Day-to-Day Question and Answer Discuss how the course will be structured…first going over the Set up (rule and validation forms) that are required for academic history. Followed by the discussion of the Day-to-Day procedures that are required to handle academic history.

Overview

Overview The office of the Registrar and/or Academic Records is responsible for running the end of term processes, which enables them to produce accurate academic transcripts and award degrees.

Process Introduction

Terminology Academic history CRN GPA Roll Academic History Grade reports, transcripts and degree records for a student. CRN Course Reference Number GPA Grade Point Average Roll to move validated data (such as enrolled and graded courses) from registration into academic history

Set Up

Set up Objectives At the end of this section, you will be able to complete various validation tables and control forms pertaining to academic history See Set Up Section of workbook.

Rule and Validation Forms Repeat/Multiple Course Rules (SHARPTR) Transcript Type Code Validation (STVTPRT) Transcript Type Rules (SHATPRT) Grade Code Maintenance (SHAGRDE) Grade Code Substitution (SHAGRDS) Academic Standing Rules (SHAACST) Source/Background Access (SOASBGA)

Rule and Validation Forms, continued Academic History Control (SHACTRL) GPA Display Rules (SHAGPAR) Continuant Term Rules (SOACTRM) Grade Mode Validation (STVGMOD) Incomplete Grade Rules (SHAINCG) Degree Status Codes (STVDEGS) Graduation Status Codes (STVGRST) Graduation Ceremony (SHACRMY)

Set up Review What Banner form do you use to define rules for non-repeatable courses and multiple enrollment courses? Which Banner form is used to create transcript types? Which Banner form is used to define rules for transcript types? What Banner form do you use to define grades that are accepted by your institution for transfer credit?NOTE: not covered in setup –referring to SHAGRDE rather than SHATGRD?? How do you make a grade available on the Web? On the Grade Code Maintenance Form (SHAGRDE), which Count In check boxes should you select? What is the Grade Code Substitution Form (SHAGRDS) used for? Solicit answers from above questions from audience.

Day-to-Day Operations

Day-to-Day Objectives At the end of this section, you will be able to build, enter, and roll grades change/maintain grades calculate Academic Standing produce Grade Mailers add/change/award degrees use the mass entry Graduation process review Academic History online print transcripts process XML transcripts generate a number of reports and processes See Day-to-Day section in workbook.

Day-to-Day Process Stage 1: Registrar runs end of term processes: Produces class/grade rosters Enters and/or verifies grades submitted by instructor Rolls grades to academic history Runs repeat processing Runs GPA calculation process Runs Academic Standing Produces Grade Mailers Updates student type (IPEDS reporting) Stage 2: Registrar verifies degree information, awards degrees, tracks graduation ceremony and diploma information. Stage 3: Registrar receives transcript requests, produces transcripts and mails them out. Stage 4: Student requests transcript, receives transcript Stage 5: Student receives degree, participates in graduation ceremony, receives diploma.

Processing Grades Class Roster Form (SFASLST) Used to enter grades and optionally roll them to Academic History Class Attendance Form (SFAASLT) Used to track attendance hours, entry of final grades and section and enrollment information Access Banner and enter data on form.

Roll Grades to History Roll Grades to History Process (SHRROLL) Rolls student grades to academic history including incomplete final grades and extension dates Grades may be rolled from either or both of: Class Roster Form (SFASLST) Class Attendance Roster Form (SFAALST)

Incomplete Grade Processing Incomplete Grade Process (SHRCINC) Automatically updates incomplete grades to final grades Scans only Academic History records Compares grade extension date against system date Also performs checking for grade substitution Performs GPA recalculation when parameter set to Y

Processing Repeat Courses Basic Course Information Form (SCACRSE) Used to develop repeat limits for individual courses Repeat/Equivalent Course Check Report (SHRRPTS) Used to flag repeated courses Takes into account rules on the Repeat/Multiple Course Rules Form (SHARPTR) Takes into account limits established on SCACRSE Access Banner and enter data on form.

Calculating GPA Calculate GPA Report (SHRCGPA) Used to calculate the GPA for the selected term and group of students. It calculates both term and cumulative GPA Access Banner and enter data on form.

Viewing a Student’s Grade in Academic History Term Course Maintenance Form (SHAINST) Used to maintain organizational course history Used to perform grade changes Used to identify repeat courses Course Maintenance Form (SHATCKN) Accessed via Options Menu on SHAINST Allows incomplete final grades and extension dates to be changed Access Banner and enter data on form.

Calculating Academic Standing Calculate Academic Standing Process (SHRASTD) Calculates a student's academic standing Based on the rules established on the Academic Standing Rules Form (SHAACST) Access Banner and enter data on form.

Producing Grade Mailers Grade Mailer Report (SHRGRDE) Used to print grade mailers by type (original, revised, mid-term, and duplicate) for students that have had grades rolled or grade changes made in Academic History Status is maintained in Term Header block of the Term Course Maintenance Form (SHAINST) Updates tables even if grade mailers are not produced Access Banner and enter data on form.

Reviewing Grade Mailer Status/Error Correction Grade Mailer Status/Error Correction Form (SHAGCOL) Provides a means to review and/or update the Grade Collector Table (SHRGCOL) Shows Grade Mailers that could not be produced due to errors Shows Grade Mailers that are Pending Have been produced Have been printed Access Banner and enter data on form.

Updating Student Type Student Type Update Process (SHRTYPE) Automatically updates student type on the General Student Form (SGASTDN) Update is based on rules defined on Continuant Terms Rule Form (SOACTRM) Process is run after Grade Roll Process (SHRROLL) Data is used in IPEDS reporting Access Banner and enter data on form.

Producing Transcripts Transcript Request Form (SHARQTC) Used to enter a transcript request to produce official transcripts immediately or on a delayed basis Academic Transcript Process (SHRTRTC) Used to generate (print) transcripts for single or multiple IDs Transcript Population Creation Process (SHRTPOP) Used to generate transcripts for a Population Selection Access Banner and enter data on form.

Processing XML Transcripts PESC/XML Export Document Status Form (SHIEPTD) Inquiry form used to track the status of XML transcripts sent by the institution PESC/XML Import Document Status Form (SHIIPTD) Inquiry form used to track the status of XML transcripts received by the institution. PESC/XML Transcript Export Process (SHRPESE) Process used to create electronic transcripts in XML format by producing a .xml file that can be read by the receiving institution PESC/XML Transcript Import Process (SHRPESI) Process used to import XML transcript files into an institution from other institutions

Entering and Maintaining Degree Information Qualifying Papers Form (SHAQPNO) Used to enter qualifying papers for degree completion Academic Non-Course Form (SHANCRS) Used to record non-academic course work to be applied to the degree record Degrees and Other Formal Awards Form (SHADEGR) Used to display degrees being sought or awarded to the student Access Banner and enter data on form.

Diploma and Ceremony Processes Terms: Diploma – official record that student has completed all degree requirements and may receive Ceremony – participation in the convocation Enter/Update Diploma information Diploma (SHADIPL) Used to create and maintain diploma information Can enter a duplicate diploma charge Access Banner and enter data on form.

Diploma and Ceremony Processes Enter/Update Ceremony Information Event Form (SLAEVNT) Used to create graduation ceremony event(s) Ceremony (SHACRMY) Used to create and maintain ceremony information Ceremony Attendance (SHACATT) Used to create and maintain ceremony attendance records Ceremony Query (SHACRMQ) Used to display all existing ceremonies for an institution. Access Banner and enter data on form.

Diploma and Ceremony Processes Enter/Update Ceremony Information Ceremony Attendance Query (SHACATQ) Used to display detail information for a ceremony and its attendees. Ceremonies By Attendee Query (SHACPRQ) Displays all ceremonies for which an attendee is registered Commencement Report (SHRCOMM) Camera-Ready commencement report Commencement Attendance Report (SHRCATT) Report summarizing ceremony information and attendees. Access Banner and enter data on form.

Mass Entry Graduation Processes Graduation Mass Entry Mass Entry Graduation Form (SHAMDEG) Used for mass entering of graduation data. Mass Entry Diploma (SHAMDIP) Used to perform mass entry of diploma information. Mass Update Diploma (SHAMUDI) Used to perform mass updating of diploma records. Access Banner and enter data on form.

Mass Entry Graduation Processes Graduation Mass Entry Mass Entry Ceremony Attendance (SHAMCAT) Used to perform mass update of ceremony attendance data Mass Update Ceremony (SHAMUCA) used to perform mass update of ceremony attendance records for students with existing ceremony records (SHACATT). Access Banner and enter data on form.

Mass Entry Graduation Processes Mass Entry Processes Mass Entry Audit (SOAMAUD) Used to query and view the results of a mass entry event Mass Entry Batch Update (SORMEBP) Executes the mass entry process for a form Mass Entry Purge Audit (SOPMAUD) Purge mass entry audit SORMAUD, SOBMAUD and SORMECL

Day-to-Day Review What do you use the Class Roster Form (SFASLST) for?  How can you view a student’s grades after they’ve been rolled to academic history? How do you roll grades to academic history using the (SFASLST) form? What Banner forms are used to generate grade mailers? What is the first process that must be run if you want to generate grade mailers? Solicit answers from above questions from audience. Continued on next page

Day-to-Day Review, continued Can you generate grade mailers for only a group of students? What Banner form do you use to maintain students’ degree information? What is the Transcript Request Form (SHARQTC) used for? What process must be run for generating either single or multiple transcripts?

Course Summary/Review As a result of this course we have provided you with the knowledge and practice to setup and maintain academic history at your institution

Questions and Answers

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