More Tips & Tricks from Colleague

2009 Fall NCCCAEA Conference

Lou StoutBeaufort County Community Collegelous@beaufortccc.edu(252) 940-6307

Duplicate Students

SLC (Saved List Creation) ~ Student labels

DMP (Document Merge Processing) ~ File Folder labels

Internal Audit Checklist (ICR Report)

SECT changes

PACS (HR Module)

Group discussion, comments, questions, etc…

Look at both STAC records and decide which account to keep

Pull up the (bad) account (in STAC); and make screen shots of every class (including comments) if it is a “converted” class from Legacy

Go to BIO and under the “privacy” field use “X” to mark the record as “duplicate”

Go to last name field and put “~” in front of last name; answer the name change question as “NO”

Save record

Duplicate Students

Pull up the STAC record on the account you wish to keep

Go to the first available BLANK line and detail

Enter the information for the first class (from your screen shots)

Save and your are back to the main STAC screen

Again, detail into the next BLANK line, and enter information; this continues until you have entered all the information

Duplicate (continued)

Screenshots (Duplicate)

All the classes under one…

Duplicate (BIO)

Questions from “merging” duplicate records

Next: Missing/Invalid/Exp Grade Report, Grade Audit Report, and Transcript Requests

Missing/Invalid/Exp Grade Rpt

Use the Missing/Invalid/Expired Grade Report (MIEG) report to provide the user with a way to select STUDENT.ACAD.CRED records that have grades missing, invalid grades, or grades whose expiration date has passed. To only view continuing education sections, you should also include an academic level of CE, which can be done using Additional Selection Criteria.

Grade Audit Report

Use the Grade Audit Report (GRAU) to obtain a audit report of instances of verified grades that have changed and who made the change by operator ID, date and time. This report allows you to research grade disputes that may be requested by students, faculty or administration when security is compromised.

Transcript Requests

When you enter a student’s name at the Look Up prompt on TRRQ the system will immediately read transcript printing restriction rules and determine whether the student passes the rules or fails. The result will display on the form. If the student fails, you will receive a warning that transcripts will not be released until all holds are resolved.

Student Requests Print

Use the Student Requests Production (STRQ) form. This formed is used if there have been transcript requests submitted and you have entered information on the TRRQ form.

Questions from missing/invalid/exp, grade audit report, or transcript requests?

Next: Student labels using SLC and File folder labels using DMP

Print rosters or use attendance sheet to get a listing of students with student ID numbers◦ You can just search out students if you have their

names Go to SLC; enter label name

◦ for example: BCCCLABS Name your save list name

◦ for example: LOU Enter “I” for Individuals Detail into “Select Specific Individuals”

Student Labels

Enter your list of students and save IMPORTANT STEP: “Execute Select

Statement”◦ Enter “Y” and then save

DMP ~ again, pull up your label name◦ BCCCLABS

Saved List Name ~ LOU Save (3x) Alert Message; answer the first; BUT DO

NOT answer the second message

Student labels (continued):

When MS Word opens; enter ALT + M You will get two (2) messages from Word;

enter “YES” for both of them; this is a “bug” from R18 release and Word combined

Close empty record error document Insert label paper in your printer and print

out your labels

Student labels (continued):

Screen shots (SLC)

SLC (selecting students)

When you come back you willneed to “Clear Person List”before you start keying yournew list of student names

DMP (student labels)

File folder labels

Once you enter your selection you will be taken back to themenu tree

SAVE AND UPDATE THRU THE NEXT FEW SCREENS – THEN YOU WILL GET THE NEXT SCREEN

When WORD opens – remember to ALT + M

Answer YES to this questionTWICE

IGNORE THIS

An error record will appear – this due to something in R18 and Word– just close out and the next screen appears

Load your label paper in the printer, delete the “extra” information and ‘print’

PA CS DISPLAY 1. CE SECTIONS (Savedlist name is CE.SECT) DISPLAY 2. BSP SECTIONS (Savedlist name is BSP.SECT) DISPLAY * <<ENTER CHOICE>> IF <<ENTER CHOICE>> = '2' THEN GO TWO IF <<ENTER CHOICE>> # '1' THEN GO DEND SELECT COURSE.SECTIONS WITH @ID GE '<<ENTER BEGIN SECTION ID>>'

WITH SEC.CRED.TYPE = 'CE' BY @ID SAVE.LIST CE.SECT GO DEND TWO: SELECT COURSE.SECTIONS WITH @ID GE '<<ENTER BEGIN SECTION ID>>'

WITH SEC.CRED.TYPE = 'BSP' BY @ID SAVE.LIST BSP.SECT DEND: *

Query for menu option

Copy of Document

Questions on SLC or DMP◦ This is “actual” Communications Management

Next: Internal Audit Checklist

Disclaimer: Each College will have a different procedure or policy; this is just want I do at BCCC

Checklist for Internal Audit Review.doc

Then after running the ICR, I will pull the files and double-check my “checklist” against what the ICR says

Internal Audit (ICR)

Questions on Internal Audit Checks for the ICR

Next: SECT changes

NO easy way around it….NO magic screen

SECT Changes

Disclaimer: Each College will have a different procedure or policy; this is just want I do at BCCC

STAC Some use RGCS

Depends on changes that need to be made Discuss end date change; term change

To make changes

Questions on SECT changes?

Next: PACS, contract error message on FASC

If you use FASC to key your contracts you or may not have gotten an error message about assignment overload.

You can go to PACS, delete the “end date” and save;

Then go back to ST, back to FASC and enter the contract assignment information

PACS is in the HR Module

Since this is an HR screen, itwill be a “local” decision as to your access rights

Questions…comments…

We will use the 2nd session from 10:30 to 11:45 for open discussion

If we have time and there is interest, I can show you how to run different reports using XCES

Before checking yes –

you need to have the field name –

I use the fields from SECT

Need 3 things:1) Click on the

field2) Click on help3) Look at the

field name from the help box

Can’t explain why – but when help shows CSM.ROOM –

We use..

XSEC.ROOM

**seems to only be with rooms, buildings

Same with using the building as your search

When you can’t see all of the field name, click “more” and you will be able to see the entire field name

Questions – Open Discussion

THANK YOU …..