SA9_Student_Records
Created on Saturday, July 29, 2017
Training Guide
SA9_Student_Records
Table of Contents
SA9_Student_Records ...................................................................................................... 1
Student Records ......................................................................................................................... 1
Manage the Schedule of Classes .............................................................................................................1
Defining Class Permissions_FINAL ................................................................................................................... 2
Tracking Student Data ............................................................................................................................6
Viewing Student Groups by Student_FINAL ..................................................................................................... 7
Producing Transcripts ........................................................................................................................... 13
Processing Transcripts for Individuals or Small Groups_FINAL ..................................................................... 14
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Student Records
PeopleSoft Enterprise Student Records enables you to enter, track, and process all of your
academic information from the course catalog and schedule of classes to student programs, plans,
and subplans.
Once applicants are admitted and matriculate, Student Records will activate, enroll, grade,
evaluate, and graduate students. With Academic Advisement processes, Student Records tracks
students through graduation.
Upon completion of this module, you will be able to:
• Describe the functionality of Student Records.
• Create a course catalog.
• Schedule classes.
• Activate students.
• Process transfer credit.
• Manage enrollment appointments.
• Enroll students.
• Track attendance and student data.
• Grade students.
• Graduate students.
• Produce transcripts.
Manage the Schedule of Classes
When you first set up your Student Records system, you schedule new courses for the first time.
You can then roll classes from term to term, add any new courses to your schedule, and if
necessary, revise classes that are already scheduled.
Once you set up your course schedule for the first time, you can set parameters along the way that
command the system to roll, or copy, certain courses from term to term, and you can request that
certain verifications are made against a student's record at enrollment request time. Once you
copy a prior term schedule to a new term, you can use the schedule of classes component to move
existing courses from time period to time period, to add sections, and so on.
The scheduling features in the Student Records application include the following four
components: Schedule of Classes, Schedule New Course, Schedule Class Meetings, and
Schedule Class Section. The difference among these components is your view of the classes.
Other features of the class schedule function include how you create class associations, student
permissions for enrollment, instructor schedules, class meeting patterns, facility search
capabilities, producing the schedule of classes report, and copying classes from term to term.
Upon completion of this lesson, you will be able to:
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• Schedule new classes.
• Modify scheduled class meetings.
• View and update class sections.
• Roll data from the course catalog to the schedule of classes.
• Define class associates.
• Define class permissions.
• Create combined sections.
• Search for an available facility.
• Search for classes.
• Print the schedule of classes.
• Copy the prior term.
Defining Class Permissions_FINAL
Class permissions are numbers or authorizations that you can associate with a class and assign to
students to use at enrollment time. You can create general or student-specific permissions. You
can also generate permission numbers for an entire subject area.
Class permissions can override conditions such as requisites and limits. Permissions allow a
student to add or drop a class, as long as the student uses the permission by the expiration date
and does not violate overall student limitation rules (such as maximum number of units).
Procedure
Consider this scenario:
You are going to create general permission numbers for a class.
Key Information:
Academic Institution: UMDAR
Term: 1910
Subject Area: ARH
Catalog Nbr: 301
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Step
Action
1.
Begin by navigating to the Permission to Add page.
Click the Records and Enrollment link.
2.
Click the Term Processing link.
3.
Click the Class Permissions link.
4.
Click the Class Permissions link.
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Step
Action
5.
Enter the desired information into the Academic Institution field.
Enter "UMDAR".
6.
Enter the desired information into the Term: field.
Enter "1910".
7.
Enter the desired information into the Subject Area: field.
Enter "ARH".
8.
Enter the desired information into the Catalog Nbr: field.
Enter "301".
9.
Click the Search button.
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Step
Action
10.
Use the Permission to Add page to create general class permission numbers.
11.
The Expiration Date is the default expire date. You can change this date. When
you create permissions for a class, the system populates the Expire Date column
with the default date value.
12.
Use the Permission Valid for check boxes to specify which conditions a class
permission overrides. For example, if you select Requisites Not Met, and do not
select Closed Class, the class permission will allow students to enroll in the class
if they do not meet the prerequisites, but not if the class is full.
13.
Enter the number of permissions you would like to add into the Assign More
Permissions field.
Enter "10".
14.
Click the Generate button.
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Step
Action
15.
Scroll to the bottom of the page to view the permission numbers that were added
for the class.
16.
Click the Save button.
17.
Congratulations! You have successfully defined class permissions.
End of Procedure.
Tracking Student Data
Using Student Records, you can track, use, and view non-course related student data.
Upon completion of this lesson, you will be able to:
• Track student attributes.
• Assign advisors to students.
• Track extracurricular activities.
• Assign academic standing for students, individually and in batch.
• Track honors and awards for students.
• Track special grade point averages.
• Use milestones.
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Viewing Student Groups by Student_FINAL
Use the View Student Groups by Student component to view the lists of individual students in
each group.
Procedure
Consider This Scenario:
Your goal is to view a list of Honors students at UMass Lowell.
Key Information:
Academic Institution: UMLOW
Student Group: HONS
Step
Action
1.
Begin by navigating to the View Students Groups by Student page.
Click the Records and Enrollment link.
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Step
Action
2.
Click the Career and Program Information link.
3.
Click the View Student Groups by Student link.
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Step
Action
4.
Enter the desired information into the Academic Institution field.
Enter "UMLOW".
5.
Enter the desired information into the Student Group field.
Enter "HONS".
6.
Click the Search button.
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Step
Action
7.
Click the Select Effective Dates list.
8.
The Select Effective Dates field is new in version 9.0.
- All will retrieve all past, current and future rows.
- Most Current (Any Status) will retrieve all past and current rows.
- Most Current Active will retrieve all past and current rows that are active.
- Most Current Inactive will retrieve all past and current rows that are inactive.
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Step
Action
9.
Click the Most Current Active list item.
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Step
Action
10.
Click the Get Results button.
11.
The system displays the list of students in the HONS student group.
12.
To view the Student Groups details for a particular student, click the
Details link.
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Step
Action
13.
Click the OK button.
14.
Congratulations! You have successfully viewed a student group by students.
End of Procedure.
Producing Transcripts
Two distinct processes are available to create transcripts. One transcript process uses COBOL to
generate the transcript and Crystal reports to print the transcript. The other transcript process
generates transcripts using Application Engine, creates detailed results tables, and uses XML to
produce the report in .PDF format. The processes have separate and distinct transcript type setup
and processing pages and should not be in production concurrently.
After you have set up transcript notes, transcript types, and transcript type security, you're ready
to create transcript requests and process transcripts. The Transcript feature enables you to define
multiple types of transcripts at varying levels of security, formality, appearance, and function.
You can produce transcripts for individual students or for dynamically created groups of students
that meet criteria you specify. You can process transcripts online or in the background at
scheduled intervals, and you can send the results to a file, a window, or a printer. Finally, the
Transcript feature includes a purge process that enables you to delete transcript results and
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requests. Purging transcripts periodically is a maintenance practice that enhances system
performance.
If you are using the COBOL process to create transcripts, the choices you have for producing
transcripts are the same as those that you have for producing advising reports. In the Application
Engine transcript process, the advisement reports are created by using a different component. We
briefly discuss advising reports in this section, but you are encouraged to review the PeopleSoft
Enterprise Academic Advisement 9.0 PeopleBook for more information.
The COBOL transcript process provides you with five components that you can use to create,
process, print, and purge transcript requests:
• Transcript Request component to request, process, and print small numbers of transcripts
(fewer than 20).
• Batch Transcript Request component to define group parameters and create request for large
group (more than 20) of students.
• Batch Transcript Generation component to process and generate transcripts for a previously
created online request, and generate transcripts for a previously created batch request.
• Batch Transcript Print component to print transcripts that were previously generated through
either the Transcript Request inquiry component or the Batch Transcript Generation process
component.
• Transcript Purge component to purge transcript requests and transcript results based on
parameters that you specify.
The Application Engine transcript process provides three components that you can use to create,
process, print, and purge transcript requests:
• Request Transcript Report component to request, process, and print small numbers of
transcripts (fewer than 20).
• Process Transcripts component combines the functionality of both the Batch Transcript
Request and the Generate and Print Transcripts components.
• Purge Transcript Reports component to purge transcript requests and transcript results based
on parameters that you specify.
Upon completion of this lesson, you will be able to:
• Process transcripts for individuals or small groups.
• Process batch transcripts.
• Create batch transcript requests.
• Use the Grade Review Transcript Release process.
• Produce electronic transcripts.
• Produce electronic transcripts in batch.
• Review TS130 outbound transactions.
• Process TS131 inbound files.
• Review student transcript request history.
• Purge transcripts.
Processing Transcripts for Individuals or Small Groups_FINAL
Use the Request Transcript Report component to create and update transcript requests for an
individual student or a small group of students. A small group of students is defined as a group of
fewer than 20. Process the request, and you can view the transcripts online and print them. You
can also use the Flexible Transcript Request component to create transcript requests for
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processing on future dates or events. For example, a student can request that a transcript be
processed once they have been awarded a degree, once their grades have been posted for a term,
or once a specific date arrives. Upon saving the future transcript request, the system generates a
report request number. You can then use a single report request number, a range of report request
numbers, or requested print dates to process these requests.
To create a transcript request by student ID:
1. Select the transcript type and enter other general parameters on the Transcript Request
Header page.
2. Enter IDs for students requesting transcripts, as well as recipient information, on the
Transcript Request Detail page.
3. Submit your request by clicking the Process Request button on the Request Detail page.
4. View results in .PDF format by clicking the View Report link that appears for each student. If
no link appears, view any process errors on the Report Errors page.
5. Print all results by clicking the Print button.
In this topic, you will process a transcript for an individual student.
Procedure
Consider This Scenario:
Your goal is to print two unofficial student transcripts.
Key Information:
Student ID 1: 88899667
Student ID 2: 22273474
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Step
Action
1.
Begin by accessing the Transcript Request Header page.
Click the Records and Enrollment link.
2.
Click the Transcripts link.
3.
Click the Request Transcript Report link.
4.
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Use the Transcript Request Header page to select the type of transcript you
want to process and set general parameters for the request.
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Step
Action
5.
Click the Institution list.
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Step
Action
6.
Click the UMBOS list item.
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Step
Action
7.
Click the Transcript Type list.
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Step
Action
8.
Click the UNOFF list item.
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Step
Action
9.
Click the Transcript Request Detail tab.
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Step
Action
10.
Use the Transcript Request Detail page to enter the IDs that you want to process
and the number of copies you want to create.
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Step
Action
11.
Enter the desired information into the ID field.
Enter "88899667".
12.
Press [Tab].
13.
You can request more than one student's transcript by adding a new row.
Click the Add a new row button.
14.
Enter the desired information into the ID field.
Enter "22273474".
15.
Press [Tab].
16.
Click the Process Request button.
17.
Notice that the View Report links appear once the request is processed.
If you have a popup blocker enabled in your browser, you may need to hold the
CTRL key while clicking the link. This will allow the transcript to appear in a
new window.
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Step
Action
18.
Press the [Ctrl] key and click the View Report link.
19.
The system opens a new window and displays report contents in a PDF file.
20.
If you'd like to print an individual transcript, you can do so by clicking the Print
button shown here.
You can also print by following the printing instructions for your browser.
Step
Action
21.
After you have reviewed or printed the report, close the window to return to the
page.
Click the Close button.
22.
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If your department has designated a printer for printing reports from PeopleSoft,
you can print both of these transcripts as a group by pressing the Print button.
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Step
Action
23.
Click the Print button.
24.
Congratulations! You have successfully processed transcripts for a small group of
students.
End of Procedure.
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