Setting Up the MIS Matriculation Extract | www.sungardhe.com Setting Up the MIS Matriculation Extract Dottie Marron, Principal Functional Consultant

AUDIO TECHNICAL SUPPORT Before we begin… If you do not have a mute button, *6 = mute and *7 = un-mute Please do not put us on “Hold” TECHNICAL SUPPORT Press ‘*0’ to reach technical support or dial 888-272-2939 (U.S.) / 610.578.6323 (International) Before we begin today’s event, let me familiarize everyone with the interface. Important points to note are: If you don’t have a mute button, click *6 to mute your line and *7 to unmute if you want to ask a question. If you experience any technical difficulities, press *0 on your phone for technical assistance. Now, let me take a minute and show you how to use the various features of participant view. | www.sungardhe.com

While reading script below be sure to use animations to point out each feature. To use animations, click on the filmstrip icon and then click on the slide once for each animation: “You will see the presentation in the middle of the screen. Below the slides and on the left you can see the participant list (click for animations). To send a chat to me (or co-moderators) simply right click on my name and select Chat. To ask a question you can click on ‘Question & Answer’ on the left (click for animation). To see a larger view of the slides you can remove the participant list at the bottom by clicking on the arrow in the middle of the window pane (click for animation.) Now that I’ve covered some of the basics about the tool, do you have any questions before we proceed with the session?” | www.sungardhe.com

Click to Scale View of live application Viewing Features Click to Scale View of live application F11 for Full Screen Esc to return to Normal View | www.sungardhe.com

What is the Matriculation Extract Also known as the SM Extract Tracks the informed educational goal Tracks participation in Orientation Placement Testing Advising | www.sungardhe.com

Reported Elements SM01 STUDENT-MATRICULATION-GOALS SM02 STUDENT-MATRICULATION-MAJOR SM03 STUDENT-MATRICULATION-SPECIAL-SERVICES-NEEDS SM04 STUDENT-MATRIC-ORIENTATION-EXEMPT-STATUS SM05 STUDENT-MATRIC-ASSESSMENT-EXEMPT-STATUS SM06 STUDENT-MATRIC-COUNSEL/ADVISE-EXEMPT-STATUS SM07 STUDENT-MATRIC-ORIENTATION-SERVICES SM08 STUDENT-MATRIC-ASSESSMENT-SERVICES-PLACEMENT SM09 STUDENT-MATRIC-ASSESSMENT-SERVICES-OTHER SM12 STUDENT-MATRIC-COUNSELING/ADVISEMENT-SERVICES SM13 STUDENT-MATRIC-ACADEMIC-FOLLOW-UP-SERVICES | www.sungardhe.com

SM01 – Student Matriculation Goals Describes the student’s informed educational goals. This element should not be confused with SB-14-Initial educational goal SM01 consists of the educational goal followed by the number of terms required to achieve the goal Possible values: A = Obtain an AA degree and transfer to a 4-year institution. B = Transfer to a 4-year institution without an AA degree. C = Obtain a two year associate's degree without transfer. D = Obtain a two year vocational degree without transfer. E = Earn a vocational certificate without transfer. F = Discover/formulate career interests, plans, goals. | www.sungardhe.com

SM01 Student Matriculation Goals G = Prepare for a new career (acquire job skills). H = Advance in current job/career (update job skills). I = Maintain certificate or license (e.g. Nursing, Real Estate) J = Educational development (intellectual, cultural). K = Improve basic skills in English, reading or math. L = Complete credits for high school diploma or GED. M = Undecided on goal. X = Uncollected/unreported. Y = Not applicable Defined on STVGOAL Reported on SEADETL | www.sungardhe.com

SM01 Student Matriculation Goals Time Required is reported with the Educational Goal Possible values: 1 = One semester/quarter or less 2 = One year (two semesters/three quarters) 3 = Three semesters/four quarters 4 = Two years (four semesters/5-7 quarters) 5 = Three years (six semesters/8-9 quarters) 6 = More than three years 8 = Student does not know X = Unreported/uncollected Y = Not applicable. Defined on STVTREQ Reported on SEADETL | www.sungardhe.com

SM02 – Student Matriculation Major Describes the student’s major Reports the major’s TOP code Defined on STVMAJR Reported on SGASTDN | www.sungardhe.com

SM03 – Student Matriculation Special Services Needs Identifies the specialized support services needs identified by the student and/or staff through the matriculation process The data is reported in a 14-character data element. The first ten of the fourteen positions in this field refer to the following services respectively (the remaining four positions are reserved for later use): 1 = Financial Aid 2 = Child Care 3 = Disabled Student Services 4 = Transfer Services 5 = Employment Assistance 6 = Basic Skills | www.sungardhe.com

SM03 – Student Matriculation Special Services Needs 7 = Tutoring/Supplementary Instruction 8 = ESL 9 = EOPS 10 = CalWORKs 11-14 = Reserved The need code is not actually reported. It is used to determine the position of the referral code. For example a person given a referral (Referral Code 3) because they need child care (Need Code 2) would end up with a reported code of 0300000000. Positions 11-14 are left blank | www.sungardhe.com

SM03 – Student Matriculation Special Services Needs In each of the first ten positions, enter one of the following status codes. (In positions 11-14, enter blanks.) 0 = Not recommended/needed/referred 1 = Recommended/needed/referred by either student or staff 2 = Needed as identified by the student 3 = Recommended/referred by staff 4 = Both 2 and 3 X = Unknown Y = Not applicable Defined on STVNEED and STVNDRF Reported on SEADETL | www.sungardhe.com

Define Service Codes To track Services the following codes should be defined on STVSSER ORN Orientation (SM07) PLC Placement (SM08) APT Aptitude Testing (SM91) CPI Career Planning (SM92) SLS Study Skills (SM93) CAS Counseling/Advisement (SM12) AFU Academic Follow-Up (SM13) | www.sungardhe.com

SM04 – Student Matriculation Orientation Exempt Status Indicates whether the student was directed to, or exempted from, matriculation orientation services at the college Possible Values: A = Student was directed to orientation services. D = Student has completed an Associate or higher degree. O = Student exempted based on other district criteria. Y = Not applicable Defined on STVSSEP Reported on SEADETL | www.sungardhe.com

SM05 – Student Matriculation Assessment Exempt Status Indicates that the student was directed to, or exempted from, matriculation assessment testing services at the college Possible values: A = Student was directed to assessment testing services. D = Student has completed an Associate or higher degree. O = Student exempted based on other district criteria. Y = Not applicable Defined on STVSSEP Reported on SEADETL | www.sungardhe.com

SM06 – Student Matriculation Counseling/Advisement Exempt Status Indicates whether the student was directed to, or exempted from, matriculation counseling/advisement services at the college Possible Values: A = Student is directed to counseling/advisement services. D = Student has completed an Associate or higher degree. O = Student exempted based on other district criteria. Y = Not applicable Defined on STVSSEP Reported on SEADETL | www.sungardhe.com

SM07 – Student Matriculation Orientation Services Indicates whether the student received orientation services as a part of the matriculation process at the college. Possible values: A = Orientation services were provided to student. N = Orientation services were not provided to student. R = Student refused orientation services. Y = Not applicable Defined on STVSEPR Reported on SEADETL | www.sungardhe.com

SM08 – Student Matriculation Assessment Services Placement Indicates whether the student received assessment services for placement as a part of the matriculation process of the college Possible values: A = Student participated in placement testing. H = Student participated in other measures of assessment. B = Student received skills assessment services based on both of the above. N = Student was not provided assessment placement services. R = Student refused assessment placement services. Y = Not applicable Defined on STVSEPR Reported on SEADETL | www.sungardhe.com

SM09 – Student Matriculation Assessment Services-Other Indicates whether the student received other supportive assessment services as a part of the matriculation process at the reporting college This is a 3-character data element. The three positions in this field refer to the following services respectively: 1 = Aptitude assessment 2 = Study/Learning Skills assessment 3 = Career Planning/Interest assessment In each of the positions, enter one of the following status codes: 0 = Service not provided 1 = Service delivered Y = Not applicable | www.sungardhe.com

SM09 – Student Matriculation Assessment Services-Other Banner will report the status in the appropriate position based on the information entered on SEADETL Defined on STVSSER, STVSEPR Define codes that will make sense to the end-users. Banner will convert the codes to the correct MIS codes. | www.sungardhe.com

SM10 and SM11 These elements have been deleted. Colleges no longer report them | www.sungardhe.com

SM12 – Student Matriculation Counseling/Advisement Services Indicates whether the student received counseling/advisement services as a part of the matriculation process of the college Possible values: A = Student received counseling/advisement services. P = Student received assistance in development of a Student Education Plan. B = Student received services encompassing both of the above. N = Student was not provided counseling/advisement services. R = Student refused counseling/advisement services. Y = Not applicable Defined on STVSSER and STVSEPR Reported on SEADETL | www.sungardhe.com

SM13 – Student Matriculation Academic Follow-Up Services Indicates whether the student received academic follow-up services as a part of the matriculation process of the college Possible values: A = Student received academic follow- up services. N = Student was not provided academic follow- up services. Defined on STVSSER and STVSEPR Reported on SEADETL | www.sungardhe.com

Batch Loading Matriculation Services The SERLOAD process can be used to load matriculation services for a population selection Define the matriculation group code on STVSSGP Add the matriculation services to the group on SEASSGP Run SERLOAD for a population selection | www.sungardhe.com

Running the Extract Extracts are submitted through the Report Engine | www.sungardhe.com

Summary The Matriculation Extract tracks participation in Orientation Placement Testing Advising It also tracks a student’s Informed Educational Goal Orientation, placement testing and advising services, and exemptions use the same validation tables so enter your descriptions in a way that makes sense for all three services Services can be batch loaded for incoming students using the SERLOAD process Banner Report Engine has standard MIS reports available, but customized reports can be written | www.sungardhe.com

Questions | www.sungardhe.com