old grades and records user guide (blue book) - … · grades and records printed: aug 1988 edition...

STUDENT MANAGEMENT SYSTEM

USER GUIDE

GRADES AND RECORDS

Printed: AUG 1988 Edition A.1 Printed in U.S.A. --PLUSll!llm-

NOTICE

The information contained in this document is subject to change without notice.

This document contains proprietary information which is protected by copyright. All rights are reserved. No part of this document may be photocopied, reproduced, or translated to another language without prior written consent.

Copyright ©1988 by CEI Plus, WCCCC

CEI Plus 3860 - 159th Avenue N.E.

Redmond, Washington 98052

PRINTING HISTORY

New editions are complete revisions of the manual. Update packages, which are issued between editions, contain additional and replacement pages to be merged into the manual by the user. The date on the title page changes when a new edition or a new update is published.

Edition A.1 .............................................................................. AUG 1988

ii

TABLE OF CONTENTS

GRADES AND RECORDS USER GUIDE

OVERVIEW 1

Introduction............................................................................................................................................ 1-1

Control Information................................................................................................................................ 1-2

System-Defined Tables ................................................................................................................... 1-2 User-Defined Tables........................................................................................................................ 1-2

Grade Attributes Table.............................................................................................................. 1-2 Grade Processing Options Table.............................................................................................. 1-3

Grade Qualifiers ................................................................................. ,........................................... 1-4 Non-Printing Classes....................................................................................................................... 1-4

End-of-the-Quarter Grading................................................................................................................... 1-5

Grade Entry Forms......................................................................................................................... 1-5 Grade Entry ............. .... .. . .. ....... ..... ............ .......... .... ....... ........ .. .. ..... ... .. ... .. .. ........ .. .................. ... ..... 1-5 Merging Records into the Transcript File........................................................................................ 1-6

Updated Information.................................................................................................................. 1-6 Updating Cumulative Totals...................................................................................................... 1-6

Transcript Maintenance......................................................................................................................... 1-7

Screens........................................................................................................................................... 1-7 Transcript File Update Screens................................................................................................ 1-7 Transcript Display . .. .. .. . .. .. . .. .. .. . . . . . . .. . . .. . . . .. . .. .. .. . . . .. .. . . . . . . . . .. . . . . . . . . . . . . . . . .. .. . . . . . . . . .. . . . . . . . . .. . . . . . . . . . . .. . . .. . . 1-7 Process Screens....................................................................................................................... 1-7

Processes....................................................................................................................................... 1-8 Transcript Updates.................................................................................................................... 1-8 Print New Transcripts................................................................................................................ 1-8 Cumulative Totals Updates....................................................................................................... 1-9

Honor Roll/Probation....................................................................................................................... 1-9

Reports .................................................................................................................................................. 1-10

Grading Reports ............................................................................................................................. 1-10 Process Reports............................................................................................................................. 1-1 O

Interface with Other Systems ................................................................................................................. 1-11

USING SMS 2 Introduction............................................................................................................................................ 2-1

Using the Keyboard ................. ... .. .. . ....... .... ..... ........ .. ..................... ........ .. ..... .. .. ... ..... .. ... ....... ....... ........ 2-2

Return and Enter Keys.................................................................................................................... 2-2 Moving from Field to Field............................................................................................................... 2-2 Function Keys................................................................................................................................. 2-2 Printing the Screen......................................................................................................................... 2-3

System Printer.......................................................................................................................... 2-3 Terminal Printer........................................................................................................................ 2-3

CEI Plus A.1 iii SMS

TABLE OF CONTENTS GRADES AND RECORDS USER GUIDE

Application Security............................................................................................................................... 2-4 Password Assignment ..... ... .. ............ ... .. .. ................... ....... ..... ........ .. .......... ....... ..... ......... .. ...... .. ...... 2-4 User Access Level.......................................................................................................................... 2-4

Logging On............................................................................................................................................ 2-5

Accessing the Computer................................................................................................................. 2-5 Accessing Specific Applications...................................................................................................... 2-7

Logging Off the System........................................................................................................................ 2-7

System Menu (ZX0007) ... ................... ..... ....... ..... ................. .... ..... .................... ...... ..... .......... ....... .. . .... 2-8 Description...................................................................................................................................... 2-8 Menu Selections............................................................................................................................. 2-8 Selecting a Process........................................................................................................................ 2-9

Standard Screen ..... ... ..... ...... ............ ............ ...... ....... ............................... ..................................... .. . .... 2-1 O

Description...................................................................................................................................... 2-1 o Function Keys ......................................................................................................................•.......... 2-11 Message Window . .... ..... .. . ........... ............ ............... ..... ....... ............................... ..... .....•.... .....•..... ... 2-12

On-Line Edits ... ..... ......... ............... ......... ........ .......................... .......... ............ ....... .. .. ..... .......... 2-12 Changing Edits......................................................................................................................... 2-12 System Messages ..................................................................................................................... 2-13

Using Standard Function Keys .............................................................................................................. 2-14

Display a Record . .... ....... ............. ........... ....... ...... .. ..... ....... .... .......... .......... .......... ....... ................ .... 2-14 Add a Record ... .. ... .. ... ......... ..... ................... ..... .. ....... ..... .. ... ..... .... ............ ..... ....... ..... ............ ......... 2-14 Change a Record ... ..... ......... ... ................... ..... .. ....... ..... .. ............. ....................... ............... ............ 2-14 Update a Record . .... .. ... .. . ...... ...... ......... ....... .. ..... ....•.............. ........ ..... ....... ................. .. .. ..... .. ......... 2-15

Using the Update Function to Add ...................................................................................•....... 2-15 Using the Update Function to Change ....................................................................•................ 2-15 Using the Update Function to Delecte ............................... ,. ....................................•........ , ....... 2-16

Delete a Record ............................................................................................................................. 2-16 Refresh .............................................. , ............................................................................................ 2-16 Cancel ............................................................................................................................................. 2·17 Print ................................................................................................................................................ 2-17 Next Screen.................................................................................................................................... 2· 17 Help ................................................................................................................................................ 2-18 Menu .................................................................................•..... , ....................................................... 2·18 Exit .................................................................................................................................................. 2-18

GENERAL INFORMATION 3 Overview . . . . . .. . . . . . . .. . . . . . . . . . . . . . . .. . . . . . . .. . . . . . . . . . . . . . . .. . . . . . . .. . . . . . . . . . . .. . . . . . .. . . . .. . . . . . .. .. . . . . . . . . .. . . . . . .. . . . .. . . . . . . . . . . . .. . .. .. . . . . . . . 3-1 Valid Grading Symbols Screen (SM6001) ............................................................................................. 3-2

Description...................................................................................................................................... 3·2 Using the Screen............................................................................................................................ 3-3

Updating the Record................................................................................................................. 3.3 Messages................................................................................................................................. 3-3

Valid Grade Symbols....................................................................................................................... 3-3

SMS iv CEI Plus A.1


Grade Attributes Screen (SM6002) ....................................................................................................... 3-4

Description...................................................................................................................................... 3-4 Using the Screen............................................................................................................................ 3-5

Updating the Record................................................................................................................. 3-5 Messages................................................................................................................................. 3-5

Field Names . .. .... ...... .. .. ... ....... .............. ............ .. ... ... .. .... ... .. ....... ...... .. .... ... ... .. .. ........ ...... ....... .. ....... 3-5

Grade Processing Options Screen (SM6003) ....... ... ... ...... ...... .... .. ... ....... ... ..... .... .. . ....... .. ..... ..... ....... ... .. 3-8


Updating the Record................................................................................................................. 3-9 Messages . . . . . .. . . . . . . .. .. . . . . . . . . .. . . . . . . . .. . . . .. .. ... . . . . . . . .. . . . . . . .. . . .. . . . .. . .. . . .. . . . .. . . . . . . . . . . . . . . . . . .. . . . . . . . . . . .. . . . .. . . .. . . . . . 3-9

Field Names ... .. ..... ............... .............. ............ .. ........ .. ................... .. ..... .. ........ .... ... .. . .... .. ... .. ....... .... 3-9

Non-Printing Classes ... ................ ..... ... ..... .... ... ..... .. .......... ....... ......... ..... .. ... .. ........ .... ... .. .. ..... ..... ........... 3-12

Grade Qualifiers ............................................................................................................................. 3-12 Repeated Classes ..................................................................................................................... 3-12 High School Classes ................................................................................................................. 3-12 Grade Forgiveness .................................................................................................................... 3-12 Do Not Print ............................................................................................................................. 3-12

Section Status ................................................................................................................................ 3-13 Zero Credit Classes ........................................................................................................................ 3-13 Designated Grades ......................................................................................................................... 3-13

Cumulative Lines ................................................................................................................................... 3-14

Quarterly Cumulative Lines ............................................................................................................. 3-14 Transcript ................................................................................................................................. 3-14 Grade Mailer ............................................................................................................................ 3-15 Grade Labels ............................................................................................................................ 3-15

College Level Cumulative Lines ...................................................................................................... 3-16 Transcript ................................................................................................................................. 3-16 Grade Mailer ............................................................................................................................ 3-16 Grade Labels ............................................................................................................................ 3-16

Total Cumulative Lines .................................................................................................................... 3-16 Transcript ................................................................................................................................. 3-17 Grade Mailer ............................................................................................................................ 3-17 Grade Labels ............................................................................................................................ 3-17

END-OF-THE-QUARTER GRADING 4

Overview . ....... .. ....... ........ .. ....... ..... .. ... ................ ................. ........ .. .. ... .. ....... ... ..... ....... .... ...... .......... .. ... .. 4-1

The Grade Roster File . .... .. ... ....... ........ .... .. ... ... ....... .... ..... ................. ..... .. .. ... ....... .. ...... .. .. ..... ..... ....... .... 4-2

Creating the Grade Roster File ... ................. ....... .... ..... ........ .. .. ... .. ....... ... ..... .. . .. .... ....... ....... ... .. . .... .. 4-2 Printing Reports from the File......................................................................................................... 4-3

Grade Entry Forms ................................................................................................................... 4-3 Scanners.................................................................................................................................. 4-3 Check Off List . ... ... ... ..... .. ........ .... .. ... ....... .. ..... ... .. ... ....... ..... ..... .. ..... ..... ... . .. ... ... .. .. ..... ..... ........... 4-4 Reprinting Reports . .... .. ........ .... ..... ............. ....... .. ......... ........ ... .. .. .. . ....... .. .. . .... ... ..... ...... ..... ..... ... 4-4

Removing Records......................................................................................................................... 4-4

CEI Plus A.1 V SMS


The Grade Roster Update Screen (SM6005) ....... ........................... .. ............... ......... ..... ..... .. ... ............. 4-6


Updating the Record................................................................................................................. 4-7 Messages................................................................................................................................. 4.7

Field Names . ....... ..... .... .. ...... ..................... .......... ....... ................ ...... .. .. .. ............. ..... ....... ...... ......... 4-7

Updating the Grade Roster File............................................................................................................. 4-9

Using the Grade Roster Update Screen......................................................................................... 4-9 Using Scanners ... .. ..... ... .. ..... ..... ........... ..... ..... ..... .. ..... ............ ... .. .......... ...... ... .. ... .. .......... ....... ........ 4-9 Using the Screen and Scanners . ...... ... .. ..... ... .. ..... ....... ............... ...... ...... ......... .. ... ..... .... ... ............ .. 4-9 Using Decimal Grades ............ ..... .. ........ ..... ..... ....... ..... ...... ............ ......................... .... ....... ............. 4-9 Section Status Codes ...................................................................................................................... 4-1 o

Grade Posting Screen (SM6004) ........................................................................................................... 4-12


Updating the Record ................................................................................................................. 4-13 Reports ..................................................................................................................................... 4-13 Messages ................................................................................................................................. 4-13

Field Names ..... ..... .. .......... ..... ..... ................ ... .. ....... ................. ..... ..... .......... .............. .. ........... ... .. .. 4-13

Updating the Enrollment Record ............................................................................................................ 4-15

Posting Grades from the Roster File .............................................................................................. 4-15 Using the Grade Posting Screen .................................................................................................... 4-15 Using the Registration Screen ........................................................................................................ 4-16 Using Grades in the Enrollment File ............................................................................................... 4-16

Available Reports .................................................................................................................................. 4-17

Edit Reports .................................................................................................................................... 4-17 Item Numbers Not Processed (SM6105) .................................................................................. 4-17 Invalid Grades and Variable Cred~ Assignments (SM6220) .................................................... 4-17 Missing Grades (SM6107) ........................................................................................................ 4-18

Quarterly Grade Output ................................................................................................................... 4-18 Quarterly Grade Report (SM6109) ........................................................................................... 4-19 Transcript Stickers (SM6111) ................................................................................................... 4-20 Zip Code Counts (SM6110) ...................................................................................................... 4-21

Merging Records into the Transcript File .............................................................................................. 4-22

Updated Data ... .. ... ..... ....... ..... ...... .......... ..... ... ....... .. ..... .. ................. ... ....... ......... .. ... ....... ........... ... .. 4·22 Enrollment Data ........................................................................................................................ 4-22 Biographic Data ........................................................................................................................ 4-23 Quarterly Biographic Data ......................................................................................................... 4-24 Course Data ............................................................................................................................. 4-24

Updating Cumulative Totals ............................................................................................................ 4-25

Printing Transcripts ....... ........ .. ..... ..... ..... .. ... ...... .......... .. .................. .... .. ........ .. ..... ..... ..... ......... ....... .. .. .. . 4-26

Cumulative Amounts ....................................................................................................................... 4·26 Biographic Data.............................................................................................................................. 4-26 Identifying End-of-the-Quarter Transcripts ...................................................................................... 4·26

SMS vi CEI Plus A.1


Other Grading Runs.............................................................................................................................. 4-27

Early Grades................................................................................................................................... 4-27 Late Grades.................................................................................................................................... 4-28

Method 1 .................................................................................................................................. 4-28 Method 2 .................................................................................................................................. 4-28 Method 3 ... ....... .. ..... ..... ... .... ..... ....... ..... .......... ............ ..... ...... ..... ..... ..... .. ... .. ... .. .. ... .... ..... .......... 4-29

TRANSCRIPT MAINTENANCE 5 Overview ... .. ..... ... .... ........ .. ..... .... ... .... ..... ....... ...... ......... ... ......... ..... .. ... ..... .. .... ...... ...... ......... ........ .. ......... 5-1

Transcript Biographic Screen (SM6008)................................................................................................ 5-2


Updating the Record................................................................................................................. 5-3 Messages................................................................................................................................. 5-3 Transcript Print Option.............................................................................................................. 5-3

Field Names ................................................................................................................................... 5-3

Transcript Biographic Information.......................................................................................................... 5-6

Adding the Biographic Record . .... ..... ... .............. .. ........ .. ..... .. ..... ....... ... ....... ..... .. ..... .. ....... .. . ..... ....... 5-6 End-of-the-quarter Grading....................................................................................................... 5-6 Transcript Maintenance............................................................................................................. 5-6

Updating the Biographic Record . ...... ...... ....... .... ..... ... .. ....... ....... ... ....... ..... ....... ..... .. .. ........ .. ..... ..... .. 5-6 End-of-the-quarter Grading....................................................................................................... 5-6 Transcript Maintenance............................................................................................................. 5-7

Transcript Tracking......................................................................................................................... 5-7 Year/Quarter Student Actually Started............................................................................................ 5-8

Transcript Degree Information Screen (SM6009) ... .......... .. .. ..... ....... ... .. ..... ..... ..... ....... ....... .... ...... ...... ... 5-10


To Update the Degree Record ................................................................................................. 5-11 To Add a Degree Using Program Codes ................................................................................. 5-11 Messages................................................................................................................................. 5-12 Transcript Print Option .............................................................................................................. 5-12

Displaying the Student's Degrees ................................................................................................... 5-12 On the Transcript Degree Screen ............................................................................................. 5-12 On Other Screens ..................................................................................................................... 5-12

Using Program Codes ..................................................................................................................... 5-13 Field Names ................................................................................................................................... 5-13

Transcript Quarterly Data Screen (SM6010) ......................................................................................... 5-16


Updating the Record ................................................................................................................. 5-17 Messages ................................................................................................................................. 5-17 Transcript Print Option .............................................................................................................. 5-17

Using Quarterly Data ....................................................................................................................... 5-17 Field Names ....... ...... ....... .... ....... ..... ............. .... ..... ... .. ....... ..... .. ..... .. . .. ..... ..... .. ..... ......... ... .. .... ......... 5-18

CEI Plus A.1 vii SMS


Beginning Credit Information Screen (SM6011) .................................................................................... 5-20


Updating the Record ................................................................................................................. 5-21 Messages................................................................................................................................. 5-21 Transcript Print Option .............................................................................................................. 5-21

Using Prior Cumulative Totals ......................................................................................................... 5-21 Field Names ................................................................................................................................... 5-22

Transcript Comments Screen (SM6012) ............................................................................................... 5-24


To Update the Comment Record .............................................................................................. 5-25 To Display Comment Records .................................................................................................. 5-25 Messages................................................................................................................................. 5-25 Transcript Print Option .............................................................................................................. 5-26

Using Comment Records ................................................................................................................ 5-26 Quarterly Comments ................................................................................................................. 5-26 General Comments ................................................................................................................... 5-26

Field Names . .... ....... ... ..... .. ....... ........ ...... ..... ... .. ... ....... ..... ....... .. ..... ..... .... ...... ...... .......... ......... ......... 5-27

Transcript Classes Screen (SM6013) .................................................................................................... 5-28


Updating the Student's Record ................................................................................................. 5-29 Posting to the Enrollment Record ............................................................................................. 5-30 Displaying the Student's Classes ............................................................................................. 5-31 Messages . .. . . . . . .. . . . . . . . . . . . . . . . .. .. . . . . . . . . . . .. .. . . . . . . .. . . . . . . . .. . .. . . . . . . . . . . .. . . . . . .. . . . .. . . .. . . . . . . . . . . .. . . . . . . . . .. . . . . . .. .. . . . . . . . 5-31 Transcript Print Option .............................................................................................................. 5-31

Field Names . ....... .. ..... ..... ..... ....... ..... ......... ..... ..... ............ ..... .............. .... ...... ...... ...... .... ......... ..... .... 5-32

Student Transcript Screen (SM6015) .................................................................................................... 5-34


Non-Printing Classes ................................................................................................................ 5-35 Displaying Classes by Year/Quarter ......................................................................................... 5-35 Displaying Classes Alphabetically ............................................................................................ 5-36 Accessing the Second Hall of the Screen ................................................................................ 5-36

Processing Grade Updates .................................................................................................................... 5-38

Printing Transcripts ......................................................................................................................... 5-38 Updating Biographic Data ............................................................................................................... 5-39 Updating the Student's Cumulative Data........................................................................................ 5-40

Updating Cumulative Information ........................................................................................................... 5-41

Recalculating Cumulative Information ............................................................................................. 5-41 Posting Cumulative Information ...................................................................................................... 5-42

SMS viii CEI Plus A.1


Student Identification Number Changes ................................................................................................ 5-43

What the Process Does .................................................................................................................. 5-43 Transcript Student Biographic ................................................................................................... 5-43 Transcript Degree Information .................................................................................................. 5-43 Transcript Quarterly Data .......................................................................................................... 5-44 Transcript Prior Cumulative ...................................................................................................... 5-44 Transcript Comments ................................................................................................................ 5-45 Transcript Classes .................................................................................................................... 5-45 Recalculate Cumulative Amounts ............................................................................................. 5-45

Producing Transcripts for SID Changes ......................................................................................... 5-46

On Request Transcript Screen (SM6007) ............................................................................................. 5-48


Requesting Transcripts ............................................................................................................. 5-49 Messages................................................................................................................................. 5-49

Printing the Transcript ..................................................................................................................... 5-49 Field Names ....... ..... ....... ...... .. ..... ....... .......... .. ..... .............. ... .. ....... ... .. .. ....... ..... .. ...... ....... .. ......... .... 5-49

Transcripts from Extracts ....................................................................................................................... 5-50

The Student Biographic Extract ...................................................................................................... 5-50 The Student Generalized Extract .................................................................................................... 5-51

Honor Roll/Probation Transcripts .............................................................................. : ............................ 5-52

Transcript Archival ................................................................................................................................ 5-53

Archival Reactivation............................................................................................................................. 5-54

The Automated Reactivation Process ............................................................................................. 5-54 Job Group SG086R .................................................................................................................. 5-54 Job Group SG087R .................................................................................................................. 5-55 Combining Automatic and Manual Processes.......................................................................... 5-55

The Manual Reactivation Process .................................................................................................. 5-55 Merging the Records ....................................................................................................................... 5-56

Transcript Student Biographic ................................................................................................... 5-56 Transcript Degree Information .................................................................................................. 5-56 Transcript Quarterly Data .......................................................................................................... 5-57 Transcript Prior Cumulative ...................................................................................................... 5-57 Transcript Comments ................................................................................................................ 5-57 Transcript Classes .................................................................................................................... 5-58

Printing Reports.............................................................................................................................. 5-58 Exeeption Reports ..................................................................................................................... 5-58 Transcripts................................................................................................................................ 5-59

Archival Reactivation Screen (SM6006) ................................................................................................ 5-60


Adding an SID to the Reactivation File .................................................................................... 5-61 Messages ................................................................................................................................. 5-61

Field Names ................................................................................................................................... 5-61

CEI Plus A.1 ix SMS


Transcript Print Screen (SM6017) ......................................................................................................... 5-62


Printing a Transcript .................................................................................................................. 5-63 Nonstandard Functions ............................................................................................................. 5-63 Messages................................................................................................................................. 5-63

Printing Transcripts ......................................................................................................................... 5-63 Banner Pages . ............ ............ ......... ......... ...... ............ .. ..... .... ........................... .............. ... ...... 5-63 Transcript Data ......................................................................................................................... 5-64

Field Names ........ ..... .. .... ...... ....... .... ........ .... ............... .... ........ .......... ...... ..... ............... .... ..... .... ..... .. 5-64

HONOR ROLL/PROBATION 6

Overview ... ..... .. ....... .. . ....... .. ... .. .. . .............. ......... ............. ..................... .. ....... ... .................. ........ .... ..... .. 6-1

Honor Roll/Probation Screen (SM6014) ................................................................................................ 6-2

Description...................................................................................................................................... 6-2 Using the Screen............................................................................................................................ 6-3 Field Names ................................................................................................................................... 6-3

The Honor Roll/Probation Process........................................................................................................ 6-5

List Organization............................................................................................................................. 6-5 Honor Roll List Example 1 ........................................................................................................ 6-5 Honor Roll List Example 2 ... .. ... ..... ...... ... ..... ......... ............ ... ....... ......... .......... .. .................. ....... 6-6 The Throw-Away List . .. ............ ......... ........ ....... .. ..... ..... ....... ..... ....... ............ ......... ........ ......... .... 6-6 Probation List Example............................................................................................................. 6-7 Honor Roll and Probation Example ...................... ............ .......... ....... ..... .. ..... .. ..... ... .. .... ...... ..... 6-7

The Process . .. .. ............ ... .. .. ............... ..... .... ..... ... ..... ............ ...... ... .. ..... .. ... .. ....... ........ .... ..... ...... ..... 6-8 Available Reports ........................................................................................................................... 6-9

Ordering Reports....................................................................................................................... 6-9 Ordering Transcripts ................................................................................................................. 6-9

Other Extracts ... ..... .. .. ..... .. ... ... .. .. .................... .... ..... ... ........... ................... ..... ....... ............. ............... .... 6-11

ELECTRONIC TRANSFER 7

ELECTRONIC TRANSCRIPT EVALUATION 8

REPORTS 9

Grades and Records Reports................................................................................................................ 9-1

Continuous Transcripts (SM6101) ......................................................................................................... 9-2

Transcript Update Transaction Log (SM6102) ...................................................................................... 9-3

Grade Marking Sheets (SM6103) .......................................................................................................... 9-4

Grade Mal1<ing Sheet Check Off List (SM6104).................................................................................... 9-5

Grade Marking Sheets Not Processed (SM6105) ................................................................................. 9-6

Grade Marking Sheet Exception Report (SM6106) ............................................................................... 9-7

Missing Grades (SM6107) ..................................................................................................................... 9-8

Grade Posting Transaction Log (SM6108) ............................................................................................ 9-9

Quarterly Grade Report (SM6109) ........................................................................................................ 9-10

Quarterly Grade Mailer Zip Code Counts (SM6110) ............................................................................. 9-11

SMS X GEi Plus A.1


Transcript Stickers (SM6111) ................................................................................................................ 9-12

Grade Analysis (SM6113) ...................................................................................................................... 9-13

Student Academic Record (SM6114) .................................................................................................... 9-14

Honor Roll/Probation Mailing Labels (SM6118) .................................................................................... 9-15

Honor Roll/Probation Class List (SM6119) ............................................................................................ 9-16

Occupational Prep - Degrees and Quarterly Information (SM6120) ..................................................... 9-17

Transcript SID Change Detail Transaction Log (SM6121) .................................................................... 9-18

Honor Roll/Probation List (SM6122) ...................................................................................................... 9-19

Repeated Classes (SM6123) ................................................................................................................. 9-20

Print Grade Entry Form "A" (SM6124) .................................................................................................. 9-21

PRint Grade Entry Form "B" (SM6125) ................................................................................................. 9-22

Archival Reactivation Exception Report (SM6202A) ............................................................................. 9-23

Archival Reactivation Duplicate Course List (SM6202B) ..... .. ...... .... .. ..... ........ ..... .. .. ... .... ... ....... .. ....... ... 9-24

Archival Reactivation Log (SM6202C) ................................................................................................... 9-25

Transcript Print Exception Report (SM6209) ......................................................................................... 9-26

Variable Credit Assignments and Invalid Grades (SM6220) ................................................................. 9-27

Transcript Print Exception List (SM6236) .............................................................................................. 9-28

GRADES AND RECORDS CODES APPENDIX A

Citizenship Status Codes....................................................................................................................... A-2

Ethnic Origin Codes.............................................................................................................................. A-3

Exit Codes............................................................................................................................................. A-4

Fee Paying Status Codes...................................................................................................................... A-5

Grade Qualifier Codes ... ....... .. ... ...................... ...... ...... .... ... .. ..... .. ..... ...................... ............ .. ..... .. ....... .. A-6

High School Codes (Alphabetic) ............................................................................................................ A-7

High School Codes (Numeric) ............................................................................................................... A-14

Punitive Action Codes ........................................................................................................................... A-20

Residency Status Codes ........................................................................................................................ A-21

Student Intent Codes ............................................................................................................................ A-22

ERROR MESSAGES APPENDIX B

SM6001, Valid Grading Symbols Screen.............................................................................................. B-2

SM6002, Grade Attributes Screen......................................................................................................... B-3

SM6003, Grade Processing Options Screen......................................................................................... B-4

SM6004, Grade Posting Screen............................................................................................................ B-5

SM6005, Grade Roster Update Screen................................................................................................. B-6

SM6006, Archival Reactivation Screen ..... .. ..... ..... ... .. .. ... ..... .. ... .. .. ... .............. ..... .. .. ..... ..... .............. ...... B-7

SM6007, On Request Transcript Screen............................................................................................... B-8

SM6008, Transcript Biographic Screen................................................................................................. B-9

SM6009, Transcript Degree Information Screen ................................................................................... B-1 O

SM6010, Transcript Quarterly Data Screen .......................................................................................... B-11

CEI Plus A.1 xi SMS


SM6011, Beginning Credit Information Screen ..................................................................................... 8-12

SM6012, Transcript Comments Screen ................................................................................................. 8-13

SM6013, Transcript Classes Screen ..................................................................................................... 8-14

SM6014, Honor Roll/Probation Screen .................................................................................................. 8-16

SM6015, Student Transcript Screen ...................................................................................................... B-17

SMS xii GEi Plus A.1

USER GUIDE CONVENTIONS

FIELD NAMES

FUNCTION KEYS

INVERSE VIDEO

JOB STATUS CONDITIONS

MESSAGES

PARAMETERS

PROMPTS

SPECIAL KEYS

TERMS

USER-ENTERED DATA

GEi Plus A.1

The following conventions are obseNed throughout this manual.

Data elements used as screen field names are shown in uppercase italic letters. II the field name is an abbreviation, the long name is spelled out beneath it. For example:

ADMIN UNIT (Administrative Unit)

Screen function key labels are shown in uppercase letters along with the function key number in square brackets. For example: ADD [12], CHANGE [13], REFRESH [14]

Shading is used to represent inverse video on screen figures. It is used to indicate key fields, function keys, and the message window on screen figures.

References to job status conditions are shown in uppercase letters. For example: FATAL, FLUSHED, GROUPFAIL

Program messages are shown exactly as they appear in the message window on the screen. For example: To ADD: enter data, press ENTER.

Parameters are shown in uppercase letters. For example: SLEDG-CD, TRANS-ARRAY, BEGIN-DATE, END-DATE

Screen prompts are shown in uppercase letters. For example: ENTER USER IDENTIFICATION

Referrals to specific keys on the keyboard are shown in square brackets. For example: [CAPS], [RETURN], [ENTER]

System names and other special terms are fully spelled out when initially used; acronyms and/or abbreviations are used for subsequent referrals. For example: Financial Management System (FMS).

Commands and/or data that users are to type on a screen are shown in uppercase letters. For example:

:HELLO MARY,MENU.P444

xiii SMS


THIS PAGE INTENTIONALLY LEFT BLANK

SMS xiv CEI Plus A.1

OVERVIEW

INTRODUCTION

GEi Plus A.1

The grades/records subsystem supports all end-of-the-quarter grading and transcript maintenance functions.

The grading system accommodates letter grades, plus/minus grades, and/or decimal grades.

The transcript record can contain the following information:

• Transcript biographic information.

• Quarterly transcript biographic information.

• Quarterly and general comments.

• Degrees, certificates, and awards.

• Prior cumulative totals.

• Class records.

1

1 - 1 SMS

OVERVIEW GRADES AND RECORDS

CONTROL IN FORMATION

SYSTEM-DEFINED TABLES

USER-DEFINED TABLES

SMS

Users can display, but not change, data in system-defined tables. The following screens access system-defined tables used in grades and records:

IS1013 SM5007 SM5010 SM5011 SM5012 SM5013 SM5022 SM6001

Section Status Codes Table Ethnic Origin Codes Table Student Intent Codes Table Residency Status Codes Table Fee Paying Status Codes Table High School Codes Table Citizenship Status Codes Table Valid Grading Symbols Table

Users can assign and define codes and/or determine options in user-defined tables. The following screens access user-defined tables used in grades and records:

IS2002 SM5006 SM5008 SM5009 SM6002 SM6003

Advisor/Instructor Table College Educational Programs Table Veteran Benefit Codes Table Student Type Codes Table Grade Attributes Table Grade Processing Options Table

GRADE ATTRIBUTES TABLE

The Grade Attributes Table defines valid grades for the specific college and the numeric point value for that grade in the GPA calculation. It also determines tt:

• A class with the specttic grade is included in the GPA (grade point average).

• A class with the specific grade is included as credit earned.

• A class with the specific grade prints on the student's transcript, quarterly grade mailer, and/or transcript label.

• The credit amount for a class with a specific grade should print on the transcript, quarterly grade mailer, and/or transcript sticker ii the class is not included as earned credit.

• The grade is currently active.

1 - 2 CEI Plus A.1


CONTROL INFORMATION

USER-DEFINED TABLES (Cont.)

CEI Plus A.1

GRADE PROCESSING OPTIONS TABLE

The Grade Processing Options Table defines if:

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•

•

•

•

•

The advisor's name should print on the student's transcript and/or quarterly grade mailer.

A quarterly grade mailer should print for students that received an audit (N) grade for all classes.

A college level cumulative line (comprised of classes with a course number greater than 099) should print on the student's transcript and/or quarterly grade mailer.

The college is using decimal grading .

Classes taken for high school completion (grade qualifier symbol "#") should print on the transcript, quarterly grade mailer, and/or transcript label.

The name of the student's high school should print on the transcript.

"PRESORTED" should print in the upper right hand corner of the transcript mailer.

The student's enrolled program should print on the transcript and/or quarterly grade mailer.

Repeated classes (grade qualifier symbol "R") should print on the transcript, quarterly grade mailer, and/or transcript label.

Student type should print on the transcript and/or quarterly grade mailer.

A total cumulative line (comprised of all classes) should print on the student's transcript and/or quarterly grade mailer.

The first three or all four digits of the course number should print on the student's transcript and/or quarterly grade mailer.

Classes with zero credits should print on the transcript, quarterly grade mailer, and/or transcript label.

1 - 3 SMS


CONTROL INFORMATION

GRADE QUALIFIERS

NON-PRINTING CLASSES

SMS

A grade qualifier symbol can be added to the student's grade to designate a special status for the specific class. The following grade qualifiers are valid:

R # • I

Repeated class. High school completion class. Grade forgiveness . Do not print on grading output.

The following options can suppress a class from printing on the grading output:

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The class has a grade qualifier of "R" and the college has chosen not to print repealed classes.

The class has a grade qualifier of "#" and the college has chosen not to print high school completion classes.

The class has a grade qualifier of "/" .

The class has zero credits and the college has chosen not to print zero credit classes.

The class has a specific grade that has been designated as non-printing.

The class has an "A" or a "C" in the second position of section status on the class record.

1 - 4 CEI Plus A.1


END-OF-THE-QUARTER GRADING

GRADE ENTRY FORMS

GRADE ENTRY

GEi Plus A.1

The end-of-the-quarter grading process includes the following steps:

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•

Creating the Grade Roster File .

Printing desired grade entry forms for the instructors .

Entering the grades into the Grade Roster File .

Merging the grades from the Grade Roster File into the Enrollment File.

Checking for errors and omissions .

Printing grade mailers and/or transcript labels for students.

Merging quarterly grades into the Transcript File .

Printing continuous transcripts for students .

The following grade entry forms are available for instructors:

SM6103 SM6124 SM6125

Grade Marking Sheets (scanner form) Grade Entry Form "A" Grade Entry Form "B"

Grades can be entered into the Grade Roster File by:

• The Grade Roster Screen (SM6005).

• Reading the grades with a scanning machine and entering them into the file by tape.

• Scanning some grades and entering others directly into the Grade Roster File with the Grade Roster Screen.

Grade entry into the Enrollment File can be done by:

• Merging the grades from the Grade Roster File.

• Using the Grade Posting Screen (SM6004).

• Using the Registration Screen (SM4001) for the "W", "N", and/or "P" grades.

1 - 5 SMS



MERGING RECORDS INTO THE TRANSCRIPT FILE

SMS

Users have the following choices when merging records into the Transcript File:

• All classes for all students enrolled for the year/quarter.

• Those specttic classes in the designated item number range.

• Those specific students with classes in the designated item number range.

Users can have separate grading runs for early finishing classes, late finishing classes, and/or the normal end-of-the-quarter sequence.

UPDATED INFORMATION

The following information in the Transcript File is updated when records are merged:

• The student's biographic information.

• The student's quarterly biographic information.

• The student's class informalion.

UPDATING CUMULATIVE TOTALS

The following cumulative totals are updated in the student's biographic record:

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Quarterly cumulative total for the specific year/quarter .

College level (classes numbered above 099) cumulative amounts.

Total (all classes) cumulative amounts .

1 - 6 CEI Plus A.1


TRANSCRIPT MAINTENANCE

SCREENS

CEI Plus A.1

TRANSCRIPT FILE UPDATE SCREENS

The following screens are used to maintain data in the student's transcript record:

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The Transcript Biographic Screen (SM6008) is used to create a biographic record in the transcript file or to change specific data in an existing record.

The Transcript Degree Information Screen (SM6009) is used to add degrees to, delete degrees from, or change degrees in the student's transcript.

The Transcript Quarterly Data Screen (SM6010) is used to update the student's quarterly biographic record in the transcript file.

The Beginning Credit Information Screen (SM6011) is used to add, change, or delete cumulative amounts representing previous academic work by the student.

The Transcript Comments Screen (SM6012) is used to add comments to, delete comments from, or change comments in the student's transcript.

The Transcript Classes Screen (SM6013) is used to add, delete and change classes in the student's transcript record and to post the appropriate grade to the student's enrollment record.

TRANSCRIPT DISPLAY

The Student Transcript Screen (SM6015) displays the student's transcript with the classes sorted by year/quarter, or sorted by department/division abbreviation and course number.

PROCESS SCREENS

The following screens are used to support input for specttic processes:

• The Archival Reactivation Screen (SM6006) is used to enter students into the holding file for archived transcript reactivation.

• The On Request Transcript Screen (SM6007) is used to order a specific number of copies of the student's printed transcript.

• The Honor Roll/Probation Screen (SM6014) is used to specify criteria for honor roll and/or probation categories.

1 - 7 SMS



PROCESSES

SMS

The transcript maintenance functions support the following processes:

• Processing transcript file modifications.

• Updating cumulative totals in the student's admissions record.

• Changing student identffication numbers.

• Printing transcript(s) for a specific student on request.

• Printing transcripts for specific students identified by an extract process.

• Printing transcripts for students identified in a specific honor roll/probation category.

• Archiving transcripts for nonattending students.

• Reactivating transcripts when the student re-enrolls.

TRANSCRIPT UPDATES

Updates to the student's transcript record are made online and occur as soon as the data on the appropriate screen passes all edits. Subsequent processing produces:

• Logs reflecting entries made on the screens.

• A transcript, ii requested, for students with changes to their transcript records.

• Updates to transcript biographic data.

• Updates to the student's cumulative totals in the admissions record.

PRINT NEW TRANSCRIPTS

When a new transcript is printed for a student, the source of the new transcript is identified by a printed symbol under the registrar's signature line on the transcript form. II the student has a transaction from more than one source, a transcript prints from each source.

1 - 8 CEI Plus A.1



PROCESSES (Cont.)

HONOR ROLL/PROBATION

CEI Plus A.1

CUMULATIVE TOTALS UPDATES

Update processes recalculate and post new cumulative totals to the student's admission record for the following kinds of updates in the transcript file:

• SID change.

• Archived transcript reactivation.

• Change on the Transcript Classes Screen (SM6013) or the Beginning Credit Information Screen (SM6011 ).

The following cumulative totals are updated in the student's biographic record:

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Quarterly cumulative total for the specific year/quarter .

College level (classes numbered above 099) cumulative amounts.

Total (all classes) cumulative amounts .

Each of these cumulative amounts is comprised of the following:

• Credit earned.

• GPA credits.

• Grade points.

• Grade point average (GPA).

The honor roll/probation process performs the following functions:

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It provides a screen for the users to enter criteria for each honor roll and/or probation category.

It selects students that fit into each defined category based on their quarterly or cumulative credits earned, GPA credits, and/or GPA.

It produces desired reports for each honor roll and/or probation category.

1 - 9 SMS

REPORTS

GRADING REPORTS

PROCESS REPORTS

SMS


Grading reports fall into one of the following categories:

• They print existing data from the student's record and/or the class record.

• They are produced as a supplement to a process requested by the user.

The following student and/or class reports are available as part of grades/records:

SM6101 SM6103 SM6104 SM6105 SM6107 SM6109 SM6111 SM6113 SM6114 SM6118 SM6119 SM6120 SM6122 SM6123 SM6124 SM6125

Continuous Transcripts Grade Marking Sheets Grade Marking Sheet Check Off List Grade Marking Sheets Not Processed Missing Grades Quarterly Grade Report Transcript Stickers Grade Analysis Student Academic Record Honor Roll/Probation Mailing Labels Honor Roll/Probation Class List Occupational Prep - Degrees And Quarterly Information Honor Roll/Probation List Repeated Classes Grade Entry Form "A" Grade Entry Form "B"

The following reports are generated as part of a specific process:

SM6102 SM6106 SM610B SM6110 SM6121 SM6202A SM6202B SM6202C SM6209 SM6220 SM6236

Transcript Update Transaction Log Grade Marking Sheet Exception Report Grade Posting Transaction Log Quarterly Grade Mailer Zip Code Counts Transcript SID Change Detail Transaction Log Archival Reactivation Exception Report Archival Reactivation Duplicate Course List Archival Reactivation Log Transcript Print Exception Report Variable Credit Assignments and Invalid Grades Transcript Print Exception List

1 - 10 CEI Plus A.1


INTERFACE WITH OTHER SYSTEMS

CEI Plus A.1

Academic progress for financial aid students is measured against information in the grading system. The process is accomplished in the following steps:

1. The financial aid office schedules a batch job that records the number of credits for which the student has registered for the specific year/quarter. This number of credits is recorded as "funded credits" for the student for the year/quarter.

This process is usually run between the tenth day of the quarter and the fifteenth day of the quarter when the add/drop period has passed.

2. After grading is complete, the financial aid office schedules a batch job that records the student's quarterly credits earned, quarterly grade point average (GPA), cumulative credits earned, and' cumulative GPA.

3. The ratio of funded-to-earned credits and GPA determine each student's level of progress. The student's expected level of progress is based on the cumulative credits earned. Available reports identify those students that do not attain a satisfactory level of progress.

1 - 11 SMS

SMS



1 • 12 CEI PlusA.1

USING SMS

INTRODUCTION

CEI Plus A.1

This chapter describes the standard procedures used throughout the SMS system. These include logging on, logging off, using function keys, standard screen format and functionality, interaction with Application Security, and standard on-line edits.

This chapter is repeated in the manual for each of the SMS modules.

2

2 - 1 SMS

USING SMS GRADES AND RECORDS

USING THE KEYBOARD

RETURN AND ENTER KEYS

MOVING FROM FIELD TO FIELD

FUNCTION KEYS

SMS

Use the following keys (on a standard HP2392A keyboard) to communicate with (send data to) the computer:

• Use [RETURN] to communicate in conversational mode. Conversational mode occurs when the computer displays a prompt and the user types a response.

This mode is used for the logon process and for ad hoc reporting functions (Inform and DataExpressPlus).

• Use [ENTER] to communicate in block mode. Block mode occurs when data is entered on a preformatted screen and is then sent to the computer.

The screen and all the data displayed on it (not just the changes) are sent to the computer when pressing [ENTER]. If Reflections software is being used on a personal computer to emulate a HP2392A terminal, use the "+" (plus) key on the ten-key pad as the [ENTER] key.

KB Lockd (Keyboard Locked) appears briefly in the lower left-hand corner of the screen when [ENTER] is pressed. This means the keyboard is locked (or disabled) for a brief time while the terminal is transmitting the data to the computer.

Pressing the [TAB] key moves the cursor forward to the next field. If the data entered in the field uses all available spaces, the cursor will move to the next field automatically.

Hold the [TAB] key down to move forward rapidly.

Hold the [SHIFT] key down and press [TAB] to move the cursor backwards (if the terminal is a HP2392A.)

The eight highlighted boxes along the bottom of all screens correspond to function keys at the top of the keyboard (11 through 18). Pressing the appropriate function key issues instructions to the computer for the designated action.

2-2 CEI Plus A.1

USING THE KEYBOARD

PRINTING THE SCREEN

CEI Plus A.1


SYSTEM PRINTER

Pressing the PRINT [13] function key sends the screen image to the system printer (usually located at the data center).

TERMINAL PRINTER

The following instructions are appropriate for a standard HP2392A terminal with attached screen printer.

To print the entire screen image (field headings and data) on a printer attached to the terminal (not a system printer):

1. Hold down the [ESCAPE] key and press the "X" key.

2. Hold down the [SHIFT] key and press [PRINT]. This PRINT function shares a key with the [ENTER] function and is found on the lower left-hand side of the keyboard (on the HP2392A terminal).

If step 1 is not followed, only the data in unprotected fields is printed (not field headings and/or data in protected fields).

To place the terminal back in block mode (so the computer can accept the screen and tts data):

Hold down the [ESCAPE] key and press the "W" key.

2-3 SMS

USINGSMS GRADES AND RECORDS

APPLICATION SECURITY

PASSWORD ASSIGNMENT

USER ACCESS LEVEL

SMS

Application Security access is administered by the security manager for the specific agency.

The security manager determines which processes (screens) can be accessed when logging on with a specific user identification code and user password.

When logging on the user idenlttication code and password must be typed exactly as they are contained in Application Security.

The security manager can also customize the system menu for the specific user. Frequently used processes (screens) can be grouped on the first page of the menu. Less frequently used processes can be grouped on subsequent pages.

The user access level (established for each process accessed by a specific user identification code) indicates whether the user has the ability to add, change, inquire, and/or delete records. Valid user access levels are:

0 Inquire only 1 Change and inquire 2 Add, change, delete, and inquire 3 Add, change, delete, and inquire 4 Add, change, delete, and inquire

(data processing center staff only)

The instructions for updating records described in this document are for the highest user level (user access level 2).

If you attempt to perform a !unction not authorized for your access level, the system displays a message indicating that the function selected is not authorized for your user identttication code.

2-4 CEI Plus A.1

LOGGING ON

ACCESSING THE COMPUTER

CEI Plus A.1


The process that allows a user to access a specific application on the computer is called logging on. Logging on occurs in two steps:

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•

Accessing the specific application area on the computer .

Accessing specific applications with security .

Complete the following steps to log on to the computer:

1. Press [RETURN] to obtain a colon ( :) prompt.

2. Type the logon command provided to you by your application security manager.

EXAMPLE: HELLO SPIKE,SMENU.P888

3. Press [RETURN].

The computer allows several seconds (only) to complete logging on. Press [RETURN] to obtain a new colon prompt if there is no response and the typed letters do not display on the screen.

If the logon command is entered incorrectly (errors are indicated), press [RETURN] for a new colon prompt and begin again.

When the logon command has been successfully completed, the computer will prompt:

ENTER USER PASSWORD:

Type in your assigned system password; press [RETURN].

Passwords are unique to each agency; the characters do not display on the screen as they are typed.

2 - 5 SMS


LOGGING ON

ACCESSING THE COMPUTER (Cont.)

: fJEtctcQ $PlKf,,$MENU ,,P!lll!l ENTER USER PASSWORD:

The "ENTER USER PASSWORD" prompt redisplays if the password is entered incorrectly. Alter three incorrect password entries "INCORRECT PASSWORD" displays. Obtain a new colon prompt by pressing [RETURN]; start the logon procedure again.

Obtain the correct logon command and passwords from the security manager at your specttic agency.

The logon command determines the specific application area accessed by the specific user.

When logging on is successfully completed, the system displays several lines of banner information. This banner identifies the date, time and computer that is accessed (Figure 2.1 ).

The "END OF PROGRAM" notation on the screen indicates that the program that connects the user to the computer has completed.

HP3000 / MPE V G.Al.06 (BASE G.Al.06). FRI, JUL 24, 1987, 10:45 AM ************************************************************ *** WASHINGTON COMMUNITY COLLEGE COMPUTING CONSORTIUM *** *** HP/3000 SERIES 42 DEVELOPMENT PROCESSOR *** *** SYSTEM: WABC X/XXX #N SN: 2999V9999 ***

************************************************************

END OF PROGRAM

Figure 2.1, Logging On

SMS 2-6 CEI Plus A.1

LOGGING ON

ACCESSING SPECIFIC APPLICATIONS


When logging on is successfully completed, the screen clears and this prompt displays:

ENTER USER IDENTIFICATION:

Type in the appropriate user Identification code (established through Application Security). Press [RETURN].

In response, the following prompt displays:

ENTER PASSWORD:

Type in the user password (established through Application Security).

Press [RETURN].

The characters of the password do not display on the screen as they are typed.

If the correct user identification code and user password are entered, the message "* .. PERFORMING INITIAL PROCESSING***" displays on the screen. The screen clears and the System Menu displays a list of the processes assigned to the specific user identification code. See page 2-8 of this chapter for complete information on the System Menu.

If an incorrect user identification code and/or an incorrect user password are entered, the message "END OF PROGRAM" displays. Press [RETURN] for a colon prompt; begin the logon process again.

The prompt for the user password always appears ( even if an incorrect user identification code was entered).

User identification codes and user passwords must be typed exactly as they have been established in Application Security (ii entered in Application Securtty in uppercase, they must be typed in uppercase also).

LOGGING OFF THE SYSTEM

CE\ Plus A.1

When you have finished entering data, you must exit the process you are using and log off the system. From any process screen, press the MENU [18] function key to return to the SMS Menu. At the SMS Menu, press the EXIT [18] function key to log off. Once you have logged off the system, you will not be able to enter additional data until you go through the logon procedure again.

Always log off your terminal before leaving at the end of each day or when leaving terminals unattended for an extended period of time, especially in unrestricted areas.

2-7 SMS


SYSTEM MENU (ZX0007)

ZX000?-001

Seq No T.

2. 3. 4. 5. 6. 7. 8. 9.

10. 11. 12. 13. 14. 15. 16.

Process ID

S Y S T E M M E N U

Process Description

01/01/88

Select a Seq No. or a Process ID.

DESCRIPTION

MENU SELECTIONS

SMS

When the logon process is successfully completed, the terminal displays the System Menu (ZX0007). This screen provides:

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A list of all processes available for the specmc user identification code.

A field lo designate the screen selection .

The first page of the system menu might not contain all available processes:

• The screen can accommodate sixteen processes. II more than sixteen processes are assigned to a specific user identification code, the first sixteen processes display on the first page (in alphabetic order); the rest display on subsequent pages.

• The security manager can designate a specttic group for each available process. Processes placed in the first group (for the specttic user identification code) display on the first page of the menu; subsequent groups display on the appropriate page of the menu.

2-8 CEI Plus A.1


SYSTEM MENU (ZX0007}

SELECTING A PROCESS

GEi Plus A.1

All processes in a specific group are listed in alphabetic order.

To view the next page of the menu, press the NEXT [14] function key. To view the previous page of the menu, press the PREVIOUS [15] function key.

See page 2-11 of this chapter for more information about function keys.

Each page of the System Menu contains a list of (up to) 16 different processes that can be accessed. These processes are listed alphabetically by PROCESS DESCRIPTION; each process displayed on the screen is numbered sequentially.

To select a specific process:

1. Type the sequence number (1 through 16) corresponding to the desired process in the SEQ NO field.

2. Press [ENTER].

OR

1. Press the [TAB] key to move the cursor to the PROCESS ID field.

2. Type the desired process identification number in the PROCESS ID. field.

3. Press [ENTER].

To select a process with a sequence number, the specific page of the menu that is displayed must contain the desired process. However, the process identification can be entered on any page of the menu (even if the specific process is not listed on that page).

2-9 SMS


ST AND ARD SCREEN

IS2OO2-OO2

Adv Id ...

DESCRIPTION

SMS

ADVISOR/INSTRUCTOR

Instr Id ........ .

Instr Name ...... [ l Empl Stat ....... [ l

Instr Distr ..... [ l

Empl Name ....... [ l

Adv Phone ....... [ l

Adv Bldg/Room ... [ I l

Advisor/Instructor Screen (IS2002) is an example of a standard screen.

The screen identification number displays in the upper left-hand corner of the screen and consists of two parts:

• A 6-character process identification.

• A 3-digit number designating the version number of the screen.

The screen title (used as the process description on the system menu) is centered and underlined.

All screens have one or more key fields; type in the appropriate data to access (add, change, delete, or display) the desired record. Key fields always highlight when the screen first displays; however, not all highlighted fields are key fields. The key fields are designated in the FIELD NAMES section of the documentation for each screen.

Many screens have protected fields containing data that cannot be updated on the specific screen. Protected fields never highlight; they are designated in the FIELD NAMES section of the documentation for each screen.

2 - 10 CEI Plus A.1

STANDARD SCREEN

FUNCTION KEYS

CEI Plus A.1


All screens have some common, frequently used function keys; many screens have unique function keys.

• Common function keys are identified below; instructions for using them begin on page 2-14 of this chapter.

• Unique function keys are identified (including instructions for using them) in the documentation for the screen on which they appear.

Common function keys (when available on a screen) are always located on the same key number regardless of the screen on which they appear. They are:

[11] ADD

[12] CHANGE or UPDATE

[13] PRINT

[14] REFRESH

[15] DELETE

[16] NEXT SCREEN

[17] HELP

[18] MENU or CANCEL or EXIT

2 - 11 SMS


STANDARD SCREEN

MESSAGE WINDOW

SMS

The message window is the bar along the bottom of the screen (above the function key boxes). It displays the following types of messages:

• Edit messsages.

EXAMPLE: Sex must be M, For blank

• General information or directions.

EXAMPLE: To ADD: enter data, press ENTER

• Confirmation of successful function.

EXAMPLE: ADD complete

ON-LINE EDITS

The following actions occur when a screen entry fails an edit:

• The screen redisplays.

• The fields in error are highlighted.

• The cursor is positioned in the first field in error.

• The appropriate message for the first field in error displays in the message window.

Make corrections to the indicated field (where the cursor is located) and to any other highlighted fields. Press [ENTER]. If the updated screen still fails an edit, repeat the process until all errors are corrected.

CHANGING EDITS

Some edits and/or messages can be changed by users. These changes are made to the Message Code Table, ZX0010, which is accessed through the system menu for the Financial Management System (FMS). Refer to the FMS Control Tables User Guide for further information.

2 • 12 CEI Plus A.1

STANDARD SCREEN

MESSAGE WINDOW (Cont.)

CEI Plus A.1


SYSTEM MESSAGES

System edits are not associated with a specific screen; they are designed to give information about the error and how to correct it. Some examples of system edits are:

• The required field is empty.

• You must enter an "R" or leave blank.

• The field can only contain a number with max 2 decimal places.

System edits do not include a corresponding screen/message number; they cannot be changed by the user.

2 - 13 SMS


USING STANDARD FUNCTION KEYS

DISPLA V A RECORD

ADD A RECORD

CHANGE A RECORD

SMS

To display a record:

1 . Type the appropriate data in the key field( s).

2. Press [ENTER].

The screen and the data from the desired record display; the cursor is positioned in the key field. The message "INQUIRY complete" displays in the message window.

To add a record:

1. Type the appropriate data in the key field(s).

2. Press ADD [11 ].

3. Type the desired data in the highlighted fields.

4. Press [ENTER].

A fresh screen displays with the cursor positioned in the key field. The message "ADD complete" displays in the message window.

To change a record:


2. Press CHANGE [12].

3. Type the desired data in the highlighted fields.

4. Press [ENTER].

A fresh screen displays with the cursor positioned in the key field. The message "CHANGE complete" displays in the message window.

2 - 14 CEI Plus A.1



UPDATE A RECORD

CEI Plus A.1

The UPDATE function key (available on some screens) combines the ADD and/or CHANGE function on screens that enter multiple records for a specific entity.

Using the UPDATE function allows the user to add, change, and/or delete portions of a specific record.

USING THE UPDATE FUNCTION TO ADD


2. Press UPDATE [12].

3. Position the cursor on the first available empty line. Type the desired data in the highlighted fields.

4. Repeat step three (ii needed) until all records for the specific entity are entered on the screen.

5. Press [ENTER].

A fresh screen displays with the cursor positioned in the key field. The message "UPDATE complete" displays in the message window.

Existing records can be changed at the same time that additions are being made.

USING THE UPDATE FUNCTION TO CHANGE

1. Type the appropriate data in 11,e key field(s).


3. Position the cursor on the field requiring change. Type the desired data in the highlighted field.

4. Repeat step three (tt needed) until all necessary changes are made for the specific entity.

5. Press [ENTER].


Records can be added at the same time that existing records are being changed.

2 - 15 SMS

USINGSMS GRAPES AND RECORDS


UPDATE A RECORD (Cont.)

DELETE A RECORD

REFRESH

SMS

USING THE UPDATE FUNCTION TO DELETE



3. Position the cursor on the first field of the line to be deleted. Erase all data on the entire line.

4. Repeat step three (tt needed) until all necessary lines are removed for the specific entity.

5. Press [ENTER].


Records can be added or changed at the same time that existing records are being deleted.

Using the DELETE [15] function key on a screen with UPDATE capability will remove all records for the specific entity.

To delete a record:


2. Press DELETE (15]. Double check the record displayed on the screen; be sure ii is the one to be deleted.

3. If the desired record is displayed, press DELETE [15] again.

A fresh screen displays with the cursor positioned in the key field. The message "DELETE complete" displays in the message window.

If the displayed record is not to be deleted, press CANCEL [18].

Using the DELETE [15] function key on a screen with UPDATE capability will remove all records for the specttic entity.

REFRESH [14] redisplays the screen (and the record, ii appropriate) currently displayed on the terminal. Any changes or additions to the displayed record are not retained (if they are typed in on the screen but [ENTER] has not been pressed).

2 - 16 CEI Plus A.1



CANCEL

PRINT

NEXT SCREEN

CEI Plus A.1

CANCEL [18] stops the transaction currently in process and displays a fresh screen with the cursor in the key field. The message line displays "CANCEL complete: select the next function".

PRINT [f3] sends the screen image to the system printer (usually located at the data center). The keyboard is locked momentarily while the screen image is being transmitted.

This function key does not send the screen image to a printer connected to the terminal. See page 2-3 of this chapter for instructions for printing on a terminal printer.

NEXT SCREEN [f6] allows the user to go directly to a different screen without having to return to the System Menu.

The field used to designate the desired next screen is not labeled; it appears on most screens as a blank, underlined area. Press [TAB] to move the cursor to the field.

If the next screen field cannot be located (or accessing it requires excessive cursor movement), press NEXT SCREEN. The field highlights and the cursor returns to the field automatically.

To use the NEXT SCREEN function:

1. Type the Process ID of the desired screen in the NEXT SCREEN field.

2. Press NEXT SCREEN [f6] or [ENTER].

The desired screen will display if access is allowed through Application Security. If the Process ID is incorrectly typed or if access to the particular screen is not allowed through security:

• The System Menu displays.

• The PROCESS ID field contains the requested screen number.

• The message window displays the appropriate message.

Application Security determines the appropriate access level for the user on each screen (whether accessed through the System Menu or the NEXT SCREEN function).

2 - 17 SMS



NEXT SCREEN (Cont.)

HELP

MENU

EXIT

SMS

The key fields on the newly accessed screen often have key items entered from the previous screen.

• II the entry in the key field will access the desired record, press the appropriate function key.

• If the entry in the key field will not access the desired record, type the correct key data and press the appropriate function key.

HELP [17] accesses an on-line facility that provides appropriate explanations for the current function and/or screen. HELP currently contains no information to assist with any SMS screens and/or functions.

MENU [18] returns the user to the System Menu from the screen being accessed.

EXIT [18] logs the user off the system. To reaccess the system, press [RETURN] to obtain a colon prompt and log on.

2 - 18 CE! Plus A.1

GENERAL INFORMATION 3

OVERVIEW

Users have considerable control over:

• The data that prints on grading output.

• How specific grades are used in the student's cumulative totals .

CEI Plus A.1

The screens covered in this chapter offer options for the college's choices regarding grading output. These choices control:

• Designated grades used at the specific college (current and past).

• Cumulative lines.

, Printing biographic data for the student.

• Printing classes for which the student was enrolled.

3 - 1 SMS

GENERAL INFORMATION GRADES AND RECORDS

VALID GRADING SYMBOLS SCREEN (SM6001)

SM6001-001 VALID GRADING SYMBOLS

][][ []

[ [][][]

[][ [][

l l [ l

[][][][][][]

[][][][][] l

][] ][][][

][][][][][]

DESCRIPTION System-maintained table. System-defined codes.

This table identifies the grading symbols used by SMS; specific grading symbols must be entered on this screen before any college can use them.

Use Screen SM6001 to access the Valid Grading Symbols Table.



VALID GRADING SYMBOLS SCREEN (SM6001)

USING THE SCREEN

VALID GRADE SYMBOLS

CEI Plus A.1

UPDATING THE RECORD

The screen has no field names; each valid grade in the system is entered in a separate box.

Enter single character grading symbols in the first position in the specific box; the sequence of entry is not important. All valid grading symbols can be entered in a single transaction.

MESSAGES

Some entries generate a message in the message window at the bottom of the screen. See Appendix B of this manual for a complete list of these messages and the appropriate corrective action for each.

These grading symbols are valid for use in the SMS grading system:

A, A-, B+, B, 8-, C+, C, C-, D+, D, D-, E, F, G,

I, K, N, P, S, U, V, W, Y, Z, • (asterisk)

3-3 SMS


GRADE ATTRIBUTES SCREEN (SM6002)

SM6002-00I GRADE ATTRIBUTES Col

GPA Earn Gr Cr Active Gr Point Gr Cr Cr Prnt Prnt Gr Value

-[ -) [7 -[ -) -[ -) -[ -) -[ -) [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l

MENU/ · CANCEL

DESCRIPTION The Grade Attributes Screen (SM6002) identifies specific grading symbols used at a college and the desired processing options related to each.

The college's grade processing options must be specified on Screen SM6003 before grade attributes can be entered for the college.




USING THE SCREEN

FIELD NAMES

COL (College Code)

GR (Grade)

GPA CR (GPA Credit Indicator)

EARN CR (Earned Credit Indicator)

GR PRNT (Grade Print Indicator)

CEI Plus A.1

UPDATING THE RECORD

Follow these steps to update the grade attributes:

1. Type the appropriate college number in the key field of the record.

2. Press the UPDATE [12] function key.

3. Type in the appropriate data; if adding a grading symbol, move the cursor to the first blank line and designate the specific attributes.

4. Press [ENTER].

MESSAGES


ATTRIBUTES

Key field. A 3-digit code identifying the specific college.

A 2-character field for the specific valid letter grade(s) for the college. Entries are edited against the Valid Grading Symbcls Table (SM6001 ). One-character grades must be placed in the first position of the field.

Entry required for each specific grade. A 3-character field designating if the credits for a class with the specific grade are included in the GPA calculation. Valid entry is etther "YES" or "NO"; blanks are not allowed.

Entry required for each specific grade. A 3-character field designating if the credits for a class with the specific grade are included in the credits earned calculation. Valid entry is either "YES" or "NO"; blanks are not allowed.

Entry required for each speclllc grade. A 3-character field designating if a class with the specific grade should print on the transcript, quarterly grade mailer and/or grade sticker. Valid entry is either "YES" or "NO"; blanks are not allowed.

3-5 SMS



CR PRNT (Credit Print Indicator)

ACTIVE GR (Active Grade Indicator)

GR POINT VALUE (Grade Point Value)

SMS

A 3-character field designating ii the credit amount for a class with the specific grade should print on the class detail line of the transcript, quarterly grade mailer and/or grade sticker.

Entry is required ii the earned credit indicator (EARN CR) for the specific grade is "NO" (the specific grade is not included in the earned credit calculation). Valid entry is "YES" or "NO".

II the earned credit indicator ( EARN CR) for the specific grade is "YES" (the specific grade is included in the earned credit calculation), leave this field blank.

Entry required for each specific grade. A 3-character field designating if the specific grade is currently active. Valid entry is either "YES" or "NO"; blanks are not allowed.

"NO" implies that the specific grade was used in the past and, therefore, should print on the student's transcript; use of the grade is not allowed in current grading cycles.

A 4-digit (1 integer, 2 decimals) field designating the numeric point value of the specific grade symbol in the grade point average (GPA) calculation. Enter this value for each grading symbol used in the GPA calculation ( GPA CR is "YES").

3-6 CEI Plus A.1

CEI Plus A.1



3-7 SMS


GRADE PROCESSING OPTIONS SCREEN (SM6003)

SM6003-002

DESCRIPTION

SMS

GRADE PROCESSING OPTIONS

Col .............. .

Adv Prnt .......... [ ] Audit Mail Ind .... [ ] Clvl Cum Prnt ..... [ ] Decimal Gr Ind .... [ ] Hi Sehl Gr Prnt ... [ ] Hi Sehl Prnt .....• [ ] Presrt Mail Ind ... [ ] Prg Enr Prnt.. . . . . [ ] Repeat Prnt.. . .. . . [ ] Stu Typ Prnt. . . . . . [ ] Tot Cum Prnt ...... [] Tran Course Num... [ ] Zero Cr Prnt. . . . . . [ ]

The Grade Processing Options Screen (SM6003) specifies the college's processing and printing options for grading output (transcripts, grade mailers, and/or grade labels).

The college's grade processing options must be specified on this screen before grading attributes can be entered for the college (using Screen SM6002).

3-8 CEI Plus A.1



USING THE SCREEN

FIELD NAMES

COL (College Code)

ADVPRNT (Advisor Print Option)

UPDATING THE RECORD

Follow these steps to update the grade processing options:

1. Type the appropriate college number in the key field of the record.

2. Press the desired function key for the required action.

3. Type in the suitable data.

4. Press [ENTER].

MESSAGES


ATTRIBUTES

Key field. A 3-digtt code identifying the specific college.

Entry required. A 1-character field indicating if the advisor's name should print on the student's transcript and quarterly grade mailer. Valid entries are:

Y Yes, print the advisor's name. N No, do not print the advisor"s name.

AUDIT MAIL IND Enlry required. A 1-character field indicating if a quarterly grade (Audit Mailer Print Indicator) mailer should print for a student with an audit (N) grade on all classes

for the specific year/quarter. Valid entries are:

Y Yes, print a grade mailer. N No, do not print a grade mailer.

CLVL CUM PRNT Entry required. A 1-character field indicating if the college level (College Level Cumulative Line cumulative line (comprised of classes with a course number greater Print Option) than 099) should print on the student's transcript and/or quarterly grade

mailer. Valid entries are:

Y Yes, print a college level cumulative line. N No, do not print a college level cumulative line.

CEI Plus A.1 3-9 SMS



DECIMAL GR IND (Decimal Grade Indicator)

HI SCHL GR PRNT (High School Grade Print)

HISCHL PRNT (High School Print)

PRESRT MAIL IND (Presorted Mail Indicator)

Entry required. A 1-character field indicating if the college uses the decimal grading system. Valid entries are:

Y Yes, this college uses decimal grades. N No, this college does not use decimal grades.

Entry required. A 1-character field indicating ii a class taken for high school completion (grade qualifier symbol "#") should print on the student's transcript, quarterly grade mailer and/or grade label. See page 3-12 of this chapter for more information about grade qualifiers. Valid entries are:

Y Yes, print high school completion classes. N No, do not print high school completion classes.

Entry required. A 1-character field indicating ii the name of the high school last attended by the student should print on the student's transcript. Valid entries are:

Y Yes, print the name of the high school. N No, do not print the name of the high school.

Entry required. A 1-character field indicating H "PRESORTED" should print in the upper right hand corner of the student's transcript grade ma:ler. Valid entries are:

Y Yes, print "PRESORTED" on the transcript grade mailer. N No, do not print "PRESORTED" on the transcript grade mailer.

PRG ENR PRNT Entry required. A 1-character field indicating if the name of the (Program Enrolled Print Option) student's enrolled program should print on the student's transcript and

quarterly grade mailer.

REPEATPRNT (Repeat Class Print Option)

SMS

The student's program for the year/quarter being processed prints for end-of-the-quarter grading; the student's program for most recent year/quarter prints for updates. Valid entries are:

Y Yes, print the name of the student's enrolled program. N No, do not print the name of the student's enrolled program.

Entry required. A 1-character field indicating H a repeated class (grade qualifier symbol "R") should print on the student's transcript, quarterly grade mailer and/or grade label. See page 3-12 of this chapter for more information about grade qualifiers. Valid entries are:

Y Yes, print repeated classes. N No, do not print repeated classes.

3 - 10 CEI Plus A.1



STUTYPPRNT (Student Type Print Option)

TOT CUM PRNT (Total Cumulative Line Print Option)

TRAN COURSE NUM (Transcript Course Number Print Indicator)

ZERO CR PRNT (Zero Credit Print Option)

CEI Plus A.1

Entry required. A 1-character field indicating if the student type should print on the student's transcript and quarterly grade mailer.

The student type for the year/quarter being processed prints for end-of-the-quarter grading; the student type for the most recent year/quarter prints for updates. Valid entries are:

Y Yes, print the student type. N No, do not print the student type.

Entry required. A 1-character field indicating if the total cumulative line (comprised of all classes on the student's transcript) should print on the student's transcript and/or quarterly grade mailer. Valid entries are:

Y Yes, print a total cumulative line. N No, do not print a total cumulative line.

Entry required. A 1-digit field indicating ii the first three or all four digits of the course number should print on the student's transcript, quarterly grade mailer and/or grade stickers. Valid entries are:

3 Print the first three digits of the course number. 4 Print all four digits of the course number.

Entry required. A 1-character field indicating if a class with zero credits should print on the student's transcript, quarterly grade mailer and/or grade label. Valid entries are:

Y Yes, print zero credit classes. N No, do not print zero credit classes.

3 - 11 SMS



GRADE QUALIFIERS

SMS

Some classes, even though contained in the student's transcript record, do not print on the student's transcript, quarterly grade mailer and/or the grade label.

A grade qualifier is a symbol added to the student's grade for a class; it designates a special status for the specific section. Grade qualifiers can determine ii a class prints on the grading output.

REPEATED CLASSES

A repeated class is identified by an "R" in grade qualifier. Repeated classes are not included in any of the cumulative totals on the student's grading output, even tt the class prints; therefore, choose the appropriate class for the "R" grade qualifier according to the college's policy.

Suppress repeated classes from printing by entering a "N" in REPEAT PRNTon the Grade Processing Options Screen (SM6003). See page 3-8 of this chapter for more information about the Grade Processing Options Screen.

HIGH SCHOOL CLASSES

A class taken for high school completion (it cannot be used toward any other degree) is designated by a pound sign symbol (#) in grade qualifier. High school completion classes are not included in any of the cumulative totals on the student's grading output, even tt the class prints.

To suppress high school classes from printing, enter a "N" in HI SCHL GR PRNTon the Grade Processing Options Screen (SM6003). See page 3-8 of this chapter for more information about the Grade Processing Options Screen.

GRADE FORGIVENESS

A class to which the grade forgiveness policy has been applied is designated by an asterisk symbol (*) in grade qualifier. Grade forgiveness policy classes are not included in any of the cumulative totals on the student's grading output. However, there is no option to suppress the printing of a class covered by the grade forgiveness policy.

DO NOT PRINT

Any class with a diagonal slash symbol (/) in grade qualifier does not print on the student's grading output.

3 - 12 CEI Plus A.1



SECTION STATUS

ZERO CREDIT CLASSES

DESIGNATED GRADES

CEI Plus A.1

Any class with an "A" or a "C" in the second position of section status (on the class schedule record) does not print on the student's grading output. See Chapter 6 of the Course Management User Guide for more information about section status codes on a specific class. See Chapter 4 of this manual for more information about using Section Status Codes in grading.

To suppress zero credit classes from printing, enter a "N" in ZERO CR PRNTon the Grade Processing Options Screen (SM6003). See page 3-8 of this chapter for more information about the Grade Processing Options Screen.

To suppress classes with specific grades from printing, enter a "NO" in GR PRNT on the Grade Attributes Screen (SM6002) for the specific grade. See page 3-4 of this chapter for more information about the Grade Attributes Screen.

3 - 13 SMS


CUMULATIVE LINES

QUARTERLY CUMULATIVE LINES

SMS

Users can specify their college's choice of cumulative lines to print on the student's transcript, quarterly grade mailer and/or transcript labels. These choices are specified on the Grade Processing Options Screen (SM6003); see page 3-8 of this chapter for more information about specifying cumulative lines.

Cumulative information is not retained in the student's transcript record; It is calculated when grading output is printed.

The student's biographic record retains:

•

•

•

Total cumulative amounts .

College level cumulative amounts .

Cumulative amounts for each specttic year/quarter for which the student has taken classes.

Quarterly cumulative lines print at the end of the detail class lines for the specific year/quarter; they represent activity during that year/quarter. Cumulative line options are entered on the Grade Processing Options Screen (SM6003).

Students also have quarterly cumulative totals in their quarterly biographic record for each year/quarter for which they registered.

TRANSCRIPT

To include all classes taken by the student for that specific year/quarter in the quarterty cumulative line, specify one of the following:

•

•

•

College level cumulative print ( Cl VL CUM PRN7) of "N" and total cumulative print ( TOT CUM PRN7) of "Y".

College level cumulative print ( CL VL CUM PRN7) of "Y" and total cumulative print ( TOT CUM PRN7) of "Y".

College level cumulative print ( CLVL CUM PRN7) of "N" and total cumulative print ( TOT CUM PRN7) of "N".

To include only college level classes (those with a course number above 099) in the quarterly cumulative line, specify college level cumulative print ( CLVL CUM PRN7) of "Y" and total cumulative print ( TOT CUM PRN7) of "N".

3 - 14 CEI Plus A.1

CUMULATIVE LINES

QUARTERLY CUMULATIVE LINES (Cont.)

CEI Plus A.1


GRADE MAILER

To include all classes taken by the student for that specific year/quarter in the quarterly cumulative line, specify one of the following:

•

•

College level cumulative print ( CLVL CUM PRN7) of "N" and total cumulative print ( TOT CUM PRN7) of "Y".

College level cumulative print ( CL VL CUM PRN7) of "Y" and total cumulative print ( TOT CUM PRN7) of "Y".

To include only college level classes (those with a course number above 099) in the quarterly cumulative line, specify the college level cumulative print (CLVL CUM PRN7) of "Y" and total cumulative print (TOT CUM PRN7) of "N".

There are no quarterly cumulative totals on the student's grade mailer if the college level cumulative print ( CLVL CUM PRN7) is "N" and total cumulative print (TOT CUM PRN7) is "N".

GRADE LABELS

To include all classes taken by the student for that specific year/quarter in the quarterly cumulative line, specify one of the following:

• College level cumulative print ( CL VL CUM PRN7) of "N" and total cumulative print ( TOT CUM PRN7) of "Y".

• College level cumulative print ( CL VL CUM PRN7) of "Y" and total cumulative print ( TOT CUM PRN7) of "Y".

To include only college level classes (those with a course number above 099) in the quarterly cumulative line, specify college level cumulative print ( CLVL CUM PRN7) of "Y" and total cumulative print (TOT CUM PRN7) of "N".

There are no quarterly cumulative totals on the student's grade label when college level cumulative print (CLVL CUM PRN7) is "N" and total cumulative print (TOT CUM PRN7) is "N".

3 - 15 SMS

G.E!\IERAL INFQRMATJON GRADES AND RECORDS

CUMULATIVE LINES

COLLEGE LEVEL CUMULATIVE LINES

TOTAL CUMULATIVE LINES

SMS

College level cumulative lines include all classes numbered above 099; they print at the end of the student's transcript alter all detail lines for each available year/quarter. Cumulative line options are entered on the Grade Processing Options Screen (SM6003).

The student's biographic record also contains college level cumulative totals.

TRANSCRIPT

To print a college level total cumulative line on the student's transcript, specify one of the following:

• College level cumulative print ( CLVL CUM PRNT) of ''Y" and total cumulative print (TOT CUM PRNT) of "Y".

• College level cumulative print ( CL VL CUM PRNT) ol ''Y" and total cumulative print ( TOT CUM PRNT) of "N".

GRADE MAILER

To print a college level total cumulative line on .the student's grade mailer, specify college level cumulative print ( CL VL CUM PRNT) of "Y" and total cum print ( TOT CUM PRNT) of "N".

GRADE LABELS

To print college level total cumulative lines on the student's grade label, specify one of the following:

•

•

College level cumulative print ( CL VL CUM PRNT) of "Y" and total cumulative print ( TOT CUM PRNT) of "Y".

College level cumulative print ( CL VL CUM PRNT) of "Y" and total cumulative print ( TOT CUM PRNT) of "N".

Total cumulative lines include all classes for which the student has registered; they print at the end o! the student's transcript (after all detail lines for each available year/quarter). Cumulative line options are entered on the Grade Processing Options Screen (SM6003).

The student's biographic record also contains total cumulative amounts.

3 - 16 CEI Plus A.1

CUMULATIVE LINES

TOTAL CUMULATIVE LINES (Cont.)

CEI Plus A.1


TRANSCRIPT

To print total cumulative lines on the student's transcript, specify one of the following:

• College level cumulative print ( CLVL CUM PRNT) of "Y" and total cumulative print (TOT CUM PRNT) of "Y".

• College level cumulative print ( CL VL CUM PRNT) of "N" and total cumulative print ( TOT CUM PRN7) of "Y".

GRADE MAILER

To print total cumulative lines on the student's grade mailer, specify one of the following:

• College level cumulative print ( CL VL CUM PRNT) of "Y" and total cumulative print ( TOT CUM PRN7) of "Y".

• College level cumulative print ( CLVL CUM PRNT) of "N" and total cumulative print ( TOT CUM PRN7) of "Y".

GRADE LABELS

To print total cumulative lines on the student's grade label, specify one of the following:

• College level cumulative print ( CLVL CUM PRNT) of "Y" and total cumulative print ( TOT CUM PRN7) of "Y".

• College level cumulative print ( CL VL CUM PRNT) of "N" and total cumulative print ( TOT CUM PRN7) of "Y".

3 - 17 SMS


SMS


3 - 18 CEI Plus A.1

END-OF-THE-QUARTER GRADING 4

OVERVIEW

CEI Plus A.1

This chapter contains information about the grading cycle that occurs at the end of the quarter. The grading cycle consists of the following steps which are covered in this chapter:

•

•

•

•

•

•

•

Creating the Grade Roster File .

Entering grades into the Grade Roster File .

Merging grades from the Grade Roster File into the Enrollment File.

Checking for errors and omissions .

Printing grade mailers and/or labels for the student.

Merging quarterly grades into the Transcript File .

Printing continuous transcripts for the student.

Individual colleges can dictate a slightly different sequence of events, such as printing the grade mailers and/or labels after the continuous transcripts, to satisfy local preferences. However, the grading cycle at most colleges follows this sequence very closely.

4 - 1 SMS

END-OF-THE-QUARTER GRADING GRADES AND RECORDS

THE GRADE ROSTER FILE

CREATING THE GRADE ROSTER FILE

SMS

Users run Job Group SG082R (Print Grade Marking Sheets) to create the Grade Roster File for:

•

•

All classes in a specific year/quarter .

Specific ttem numbers within a year/quarter .

Each record in the Grade Roster '."ile is identified by a run number and a page number. Each page number contains up to 16 students; therefore, a class will use more than one page number if the enrollment exceeds 16.

Run numbers and page numbers are assigned by the computer when the job is run. A specific run number is not used twice for a year/quarter, even if all records for a specific run number are deleted and the run is recreated.

Users specify the order in which the records in a specific run number are sequenced; printed output from the file is produced in this sequence. The sort options are:

01

04

05

07

08

09

11

12

17

Sequence

Department/division, course number, item number, student name

Item number, student name

Instructor name, item number, student name

Administrative unit (first position), instructor name, item number, student name

Instructor distribution code, instructor name, item number, student name

Administrative unit, department/division, course number, item number, student name

Administrative unit, instructor name, department/division, course number, section, item number, student name

Instructor name, department/division, course number, section, item number, stl.Jdent name

Administrative un;t, department/division, course number, item number, stw,ent name

4-2 CEl Plus A.1



PRINTING REPORTS FROM THE FILE

CEI Plus A.1

Job Group SG082R (Print Grade Marking Sheets) also produces reports used in the grading process.

GRADE ENTRY FORMS

Two different grade entry forms are available from this job group:

• Grade Entry Form "A" (SM6124)

This grade entry form prints an underlined area next to the student's name on which the instructor writes the specific student's grade.

• Grade Entry Form "B" (SM6125)

This grade entry form prints a grid of the institution's valid grades after the student's name. The instructor circles the desired grade for the student.

When scheduling, users can specify:

• ROSTR-NOTE: A note that prints at the top of each grade entry form.

• LETTER-GRADES: A list of the valid letter grades that the instructor can use; this prints at the bottom of each Grade Entry Form "A". If no letter grad3S are specified, all valid grades from the Grade Attributes Table print.

• DECIMAL-GRADES: A list of the valid decimal grades that the instructor can use; this prints at the bottom of each Grade Entry Form "A". If no decimal grades are specified, and the college uses decimal grade~. "0.0 THROUGH 4.0" prints.

SCANNERS

Job Group SG0B2R also can produce Grade Marking Sheets (SM6103); these grade entry forms can be read by a scanning machine.

When scheduling, users can specify a note to print at the top of each scanner. The job scheduling parameter is "ROSTR-NOTE".

4-3 SMS



PRINTING REPORTS FROM THE FILE (Cont.)

REMOVING RECORDS

SMS

CHECK OFF LIST

The job group produces a check off list (SM6104) for the most current run of grade entry forms or grade marking sheets. This list is useful for noting grading forms that have been received from the instructor(s) and determining which ones have not yet been returned.

REPRINTING REPORTS

Colleges usually create the Grade Roster File (SM6218J) and print the desired report(s) (SM6103, SM6104, SM6124 and/or SM6125) at the same time. However, once the file has been created, it is pcssible to reprint the reports without recreating the file.

II reprinting the reports when the Grade Roster File is already created, do not order job group SG082R. Instead, order the specific job(s) that produces the desired report(s). When scheduling, specify:

•

•

•

This is a reprint run (job scheduling parameter REPRINT-IND is "Y").

The specific run number being reprinted .

The specific page numbers within the run number being reprinted.

Job SM6224J (Purge Grade Roster File) removes specific run numbers for a year/quarter from the Grade Roster File. This job is scheduled when:

•

•

Creating records in the Grade Roster File for a new year/quarter. Users must remove existing records for previous year/quarter(s).

The results of a specific run were not satisfactory. Users should remove existing records for the specific run number before creating another run number containing the same records.

When scheduling, users can designate:

•

•

Delete a specific run number for the year/quarter .

Delete all run numbers for the year/quarter .

It is not possible to remove some page numbers for a specific run and leave other page numbers for the same run number remaining on the Grade Roster File.

4-4 CEI Plus A.1

CEI Plus A.1



4-5 SMS


THE GRADE ROSTER UPDATE SCREEN (SM6005)

SM6005-002

Run Num

[ l ][

Stu Name 1 [ 2 [ 3 [ 4 [ 5 [ 6 [ 7 [ 8 [ 9 [

10 [ 11 [ 12 [ 13 [ 14 [ 15 [ 16 [

DESCRIPTION

GRADE ROSTER UPDATE YRQ

Page Num ..

][

PRINT

l l [ Decimal Gr

SID Gr Gr Qlfr Cr l [ l -[ -] -[ -] TT [ l l [ l [ l [ l [ l [ l l [ l [ l [ l [ l [ l l [ l [ l [ l [ l [ l l [ l [ l [ l [ l [ l l [ l [ l [ l [ l [ l l [ l [ l [ l [ l [ l l [ l [ l [ l [ l [ l l [ l [ l [ l [ l [ l l [ l [ l [ l [ l [ l l [ l [ l [ l [ ] [ l l [ l [ l [ l [ l [ l l [ l [ l [ l [ l [ l l [ l [ l [ l [ l [ l l [ l [ l [ l [ l [ l

... l ... [ l [ ... l .. J l . [ 1 . [ l

The Grade Roster Update Screen (SM6005) is used to enter grades, grade qualifiers, and/or credtts for students during the end-of-the-quarter grading sequence.

This screen updates/changes only existing records on the Grade Roster File. II is not possible to:

• Add or delete run number/page number(s).

• Add specific students to or delete specific students from a run number/page number(s).

l




USING THE SCREEN

FIELD NAMES

YRQ (Year Quarter)

RUNNUM (Run Number)

PAGENUM (Page Number)

(Item Number)

(Department/Division)

(Course Number)

(Section)

(Course Title)

GEi Plus A.1

UPDATING THE RECORD

Follow these steps to update a Grade Roster File record:

1. Type the year/quarter, run number and page number in the key fields of the record.


3. Type in the appropriate grade, grade qualifier and/or credit for the specific student.

4. Press [ENTER].

MESSAGES


AT,RIBUTES

Key field. A 4-digit code identifying the specific year/quarter the class is being offered.

Key field. A 1-digil code identifying the specific set of grade rosters.

Key field. A 4-digit number identifying a specific page in the run number.

Protected field. A 4-character field for the item number of the specific class on the run number/page number. Classes with more than 16 enrolled students require more than one run number/page number.

Protected field. A 5-character field for the department/division abbreviation of the specific class.

Protected field. A 4-character field for the course number of the specific class. The fourth position is a suffix.

Protected field. A 3-character field for a code identifying each section of the specific course.

Protected field. A 24-character field for the course title.

4-7 SMS



(Instructor Name)

STU NAME (Student Name)

Protected field. A 12-character field for the instructor's name.

Protected field. A 22-character field for the student's name.

SID Protected field. A 9-character field for the student's identification (Student Identification Number) number.

DECIMAL GR (Decimal Grade)

GR (Grade)

GR OLFR (Grade Qualifier)

CR (Credits)

SMS

A 3-digit field for the decimal grade earned by the student in the specific class section. Decimal grades can be entered only ii the college has specified on the Grade Processing Options Table (using Screen SM6003) that decimal gra1ing is used at the college.

A 2-character field for the letter grade earned by the student in the specific class section. The first position accommodates the letter grade symbol; the second position accommodates the"+" or'"-" symbol.

A 1-character field for a code identifying a special condition for the class for the student. See Chapter 3 of this manual for more information about grade qualifiers.

A 4-digit field (2 integers, 1 decimal) containing the number of credits for which the student has enrolled in the specific class. Credit amounts can be changed only ii the class is designated as a variable credit class.

4-8 CEI Plus A.1


UPDATING THE GRADE ROSTER FILE

USING THE GRADE ROSTER UPDATE SCREEN

USING SCANNERS

USING THE SCREEN AND SCANNERS

USING DECIMAL GRADES

CEI Plus A.1

Users can enter grades into the Grade Roster File with the Grade Roster Update Screen (SM6005). See page 4-6 of this chapter for more information about the Grade Roster Update Screen.

Users can choose to:

1. Use the Grade Marking Sheet (scanner form).

2. Read the grades with a scanning machine.

3. Enter the grades into the Grac'e Roster File from a tape.

Users can combine the two methods of entry; grades can be scanned for some classes and entered by screen for others.

If grades for a run number/page number have already been entered by screen or tape and/or posted to the enrollment record, grades for that run number/page number will not be accepted from the scanner tape.

The student's enrollment record and, subsequently, the Grade Roster File record contain an asterisk symbol (') in the (letter) grade field until the actual grade earned by the student is entered.

If the college uses decimal grades, entry of a decimal grade for a specific student removes the asterisk from the (letter) grade field automatically.

When a 0.0 decimal grade (failinr, grade) is entered, the 0.0 decimal grade entry actually appears as a blank. Therefore, if the student"s record contains:

• A blank in DECIMAL GR and an asterisk in GR, no grade (decimal or letter) has been entered for the student.

• A blank in both DECIMAL GR and GR, a failing grade has been entered for the student.

4-9 SMS

f:ND-OF-THE-QUARTER GRADING GRADE'S AND RECORDS

UPDATING THE GRADE ROSTER FILE

SECTION STATUS CODES

SMS

An "A" or a "C" in the second position of section status on the class schedule record excludes the specific class from the Grade Roster File, even ii the class falls within the specified Item number range.

A class can be excluded from printing on grading mailers, labels, and/or transcripts tt the "A" or "C" section status code is entered:

• Before grade mailers/labels are printed, and/or

• Before the specific class record is merged into the Transcript File.

The class remains on the Grade Roster File and prints on Report SM6105 (Grade Marking Sheets Not Processed). It does not, however, print on the student's grading output.

4 - 10 CEI Plus A.1

GEi Plus A.1



4 - 11 SMS


GRADE POSTING SCREEN (SM6004)

SM6004-003

SID ...... . [

Itm Num ..

Decimal Gr ....... [

DESCRIPTION

SMS

GRADE POSTING SCREEN YRQ

l Gr..... . . [ ] Gr Qlfr ... [ ] Cr ... [

The Grade Posting Screen (SM6004) is used to post any grade, except "W", directly to the student's enrollment record.

It can be used during the quarter to enter grades for:

• Students in early finishing classes .

• A specific student (unofficial withdrawal) .

It can also be used during the end·of-the-quarter grading cycle for:

•

•

Last minute grade corrections before records are merged into the Transcript File.

Grade entry for late finishing classes .

The Grade Posting Screen contains the NEXT SCREEN function; see Chapter 2 of this manual if you need help.

4 - 12 CEI Plus A.1



USING THE SCREEN

FIELD NAMES

YRQ (Year/Quarter)

UPDATING THE RECORD

Follow these steps to update the student's enrollment record using the Grade Posting Screen:

1. Type the specific year/quarter, the student's identification number (SID), and the item number of the class.

2. Press CHANGE [12].

3. Type in the appropriate data for the specific student.

4. Press [ENTER].

Use the Registration Screen (SM4001) instead of this screen to:

• Add a class to the student's enrollment record.

• Delete a class from the student's enrollment record.

• Enter a "W" grade for a class on the student's enrollment record.

REPORTS

Run Job Group SG081 R (Process Grade Posting Transaction) to print a transaction log of all entries made in the Enrollment File with this screen.

Grades, grade qualifiers, and/or credits posted to the student's enrollment record with this screen are included in the Grade Roster File when It is created; they print on any reports that display the student's grades.

MESSAGES


ATTRIBUTES

Key field. A 4-digit code identifying the year/quarter of the student's enrollment in the specific class.

SID Key field. A 9-character code identifying the specific student. The (Student Identification Number) student's name displays when the record is accessed.

CEI Plus A.1 4 - 13 SMS



ITMNUM (Item Number)


GR (Grade)

GR QLFR (Grade Qualifier)

CR (Credit)

SMS

Key field. A 4-character code identifying the specnic class. The departmenVdivision, course number, and section of the class display when the record is accessed.

A 3-digit field (1 integer, 1 decimal) for the decimal grade earned by the student in the specific class section. Decimal grades can be entered only if the college has specttied on the Grade Processing Options Table (using Screen SM6003) that decimal grading is used at the college.

A 2-character field for the letter grade earned by the student in the specific class section. The first position accommodates the letter grade symbol; the second position accommodates the "+"or"-" symbol. A grade must be entered on the Grade Attributes Table (using Screen SM6002) as a valid grade before tt can be entered into the student's enrollment record.

A 1-character field for a code identnying a special condttion for the class for the student. See Chapter 3 of this manual for more information about grade qualifiers.

A 4-digit field (2 integers, 1 decimal) containing the number of credits for which the student has enrolled in the specific class. Credit amounts can be changed only if the class is designated as a variable credit class.

4 - 14 CEI Plus A.1


UPDATING THE ENROLLMENT RECORD

POSTING GRADES FROM THE ROSTER FILE

USING THE GRADE POSTING SCREEN

GEi Plus A.1

The student's enrollment record is the focal point of the grading cycle:

• Grade mailers and grade labels print from information in the enrollment record.

• Enrollment record, class schedule, and student biographic data is merged into the Transcript File at the end of the year/quarter.

SM6220J (Post Student Grades to Enrollment) posts grades from the Grade Roster File to the enrollment record.

This job can be scheduled every night during the end-of-the-quarter grading cycle; any grades entered into the Grade Roster File during that day will be posted that evening.

When grades are entered into the Grade Roster File by screen or by scanner tape, the specific run number/page number(s) is flagged with a "Y".

SM6220J posts grades to the enrollment record for all run numbers/ page numbers with this "Y" flag. After posting, these same run numbers/page numbers are flagged with a "P"; the "P" flag excludes these run numbers/page numbers from subsequent runs of SM6220J.

When a specific run number/page number is flagged with a "Y" or a "P", grades for that run number/page number are not updated from the scanner tape (if the scanner tape is processed after grades have been entered and/or posted).

When changes are made on a run number/page number after grades have been posted, the flag automatically changes from a "P" back to a "Y". All information for that run number/page number is reposted and the flag reset to "P", even if only one piece of data was changed. It is preferable to make changes directly to the enrollment record (using Screen SM6004) after grades have been posted. See page 4-12 of this chapter for more information about the Grade Posting Screen.

Grades and/or credits can be posted directly to the student's enrollment record with the Grade Posting Screen (SM6004). Grades are entered for one class at a time for the specific student; credits can be changed only if the class is designated as variable credit in the class schedule record. See page 4-12 of this chapter for more information about the Grade Posting Screen.

Grades posted to the student's enrollment record before the Grade Roster File is created for the specific year/quarter are included in the Grade Roster File when it is crea!ed; the grade entry forms and/or scanners are marked appropriately.

4 - 15 SMS


UPDATING THE ENROLLMENT RECORD

USING THE GRADE POSTING SCREEN (Cont.)

USING THE REGISTRATION SCREEN

USING GRADES IN THE ENROLLMENT FILE

SMS

Do not use the Grade Posting Screen to post grades and/or credits directly to the student's enrollment record if the class is already in the Grade Roster File and grading information for the specific class will be included in future posting by SM6220J. Grades posted by SM6220J will replace any previous entries in the enrollment record.

Grades and/or credits can be posted directly to the student's enrollment record with the Registration Screen (SM4001). Credits can be changed only if the class is designated as variable credit in the class schedule record. The following grades can be entered through this screen:

N Audit P Pass W Withdraw

See the Registration User Guide for more information about using the Registration Screen to post grades to the student's enrollment record.

Grades posted to the student's en.rollment record before the Grade Roster File is created for the specific year/quarter are included in the Grade Roster File when it is created; the posted grade is displayed on the grade entry forms and/or scanners.

Do not use the Registration Screen to post grades and/or credits directly to the student's enrollment record ii the class is already in the Grade Roster File and grading information for the specific class will be included in future posting by SM6220J. Grades posted by SM6220J will replace any previous entries in the enrollment record.

After grades have been posted to the student's enrollment record, they display on the following screens:

SM4001 Registration Screen (letter grades only) SM5017 Student Quarterly Data

The grades also appear on most enrollment reports.

4 - 16 CEI Plus A.1

AVAILABLE REPORTS

EDIT REPORTS

CE\ Plus A.1


After grades are posted to the Enrollment File, reports can be ordered that use this information.

Several reports are available to assist with the task of editing the assigned grades for accuracy and/or completeness.

ITEM NUMBERS NOT PROCESSED (SM6105)

Job SM6105J (Grade Marking Sheets Not Processed) prints a list of all classes (identified by run number/page number) not yet entered from scanner tape or through the Grade Roster Update Screen.

This job is usually run at the end of the grading cycle, before grading output is produced, to identify all classes still outstanding. Inclusion of a class on the list does not always signify a problem; perhaps:

• The class finishes late and will be graded at another lime.

• Grading was suppressed ("A" or "C" in the second position of section status on the class schedule record) after the Grade Roster File was created.

It is not necessary to enter grades for each run number/page number before moving to the next step of the grading process.

INVALID GRADES AND VARIABLE CREDIT ASSIGNMENTS (SM6220)

SM6220J (Post Student Grades to Enrollment) generates Report SM6220 each time it is run. It reflects:

• Invalid grades encountered during the posting process.

• All variable credit amounts posted to the Enrollment File by the specific run of SM6220J.

• The student's enrollment record no longer contains the specific ttem number.

4 - 17 SMS

END-OF-THE-QUARTER GRADING GffiADES AND HEeOElDS

AVAILABLE REPORTS

EDIT REPORTS (Cont.)

QUARTERLY GRADE OUTPUT

SMS

MISSING GRADES (SM6107)

Job SM6107 J (Missing Grades) prints a list of students and their specific classes for which grades have not been posted.

These classes are omitted from the Missing Grades Report, even though they have no grades:

• Classes with an "A" or a "C" code in the second position of section status on the class schedule record. See page 4-1 O of this chapter for more information about using section status code "A" or "C".

• Zero credit classes are not included when the college specifies "do not print zero credit classes"; this entry is made in ZERO CR PRNTon the Grade Processing Options Screen (SM6003). See Chapter 3 of this manual for more information about using this screen.

Users have several choices for the kind of grading output produced for a student during the end-of-the-quarter grading cycle. Job Group SG091 R (Quarterly Grade Reports) produces these reports from information in the Enrollment File:

• Quarterly Grade Mailers

• Transcript Stickers (Grade Labels)

• Zip Code Counts Report (:or grade mailers)

Users cannot produce transcripts at this point in the grading process. Seo page 4-22 of this chapter for more information about the required steps to produce transcripts; see page 4-26 of this chapter for more information about continuous transcripts.

4 - 18 CEI Plus A.1

AVAILABLE REPORTS

QUARTERL V GRADE OUTPUT (Cont.)

CEI Plus A.1


QUARTERLY GRADE REPORT (SM6109)

The Quarterly Grade Report (SM6109) produces grade mailers which display the student's classes and corresponding grades for the specific year/quarter. Users can choose which classes print and/or which students receive mailers. The extract choices are:

• Print mailers for all students enrolled in the specific year/quarter; print all classes the student is enrolled in.

• Print mailers for all students enrolled in a class in the specified item number range for the specific year/quarter; print only those classes for the student that fall within the specified item number range.

• Print mailers for all students enrolled in a class in the specified item number range for the specific year/quarter; print all classes for the student even if they do not fall within the specified item number range.

Users can choose not to print a mailer for students if all their classes have an "N" (audit) grade. This choice is specified on the Grade Processing Options Screen (SM6003); see Chapter 3 of this manual for more information about grading options controlled by this screen.

The total or college level cumulative information that prints on the student's grade mailer can be calculated two different ways. The program looks for a value in the quarterly GPA credits and/or quarterly credits earned for the specific year/quarter (in data set STU-YRQ-M) to determine ii an update has occurred.

Cumulative information is calculated in this way:

• II the student's cumulative record for the specific year/quarter has been updated, the total or college level cumulative line prints from the student's biographic record.

• If the student's cumulative record for the specific year/quarter has not been updated, the total or college level cumulative amounts are calculated by adding cumulative amounts for the current quarter to the existing total or college level cumulative amounts from the student's biographic record and then calculating the GPA.

See Chapter 3 of this manual for more information about cumulative line choices determined by the users.

4 - 19 SMS


AVAILABLE REPORTS

QUARTERLY GRADE OUTPUT {Cont.)

SMS

TRANSCRIPT STICKERS (SM6111)

Transcript Stickers (SM6111) display the student's classes and corresponding grades for the specific year/quarter. Users can choose which classes print and/or which students receive grade labels. The extract choices are:

• Print labels for all students enrolled in the specific year/quarter; print all classes the student is enrolled in.

• Print labels for all students enrolled in a class in the specified item number range for the specific year/quarter; print only those classes for the student that fall within the specified item number range.

• Print labels for all students enrolled in a class in the specified item number range for the specific year/quarter; print all classes for the student even if they do not fall within the specified item number range.

The total and/or college level cumulative information that prints on the student's transcript sticker can be calculated two different ways. The program looks for a value in the quarterly GPA credits and/or quarterly credits earned for the specific year/quarter {in data set STU-YRQ-M) to determine if an update has occurred.

Cumulative information is calculated in this way:

• If the student's cumulative record for the specific year/quarter has been updated, the total and/or college level cumulative line prints from the student's biographic record.

• If the student's cumulative record for the specific year/quarter has not been updated, the total and/or college level cumulative amounts are calculated by adding cumulative amounts for the current quarter to the existing total and/or college level cumulative amounts from the student's biographic record and then calculating the GPA.

See Chapter 3 of this manual for more information about cumulative line choices determined by the users.

4 - 20 CEI Plus A.1

AVAILABLE REPORTS

QUARTERL V GRADE OUTPUT (Cont.)

CEI Plus A.1


ZIP CODE COUNTS (SM6110)

The Quarterly Grade Mailer Zip Code Counts Report (SM6110) provides a count of the number of mailers printed for each zip code. Students who have enrolled in more than 13 item numbers receive more than one mailer; the count is increased accordingly.

Use this report to provide the post office with accurate counts (required for a "presorted" price reduction in mailing costs).

4 - 21 SMS

END-OF-THE;-QUARTER GRADING GRADES AND RECORDS


UPDATED DATA

SMS

When grades for the specific grading run have been posted to the Enrollment File, run job group SG088R (Quarterly Transcript Update) to merge grading information for the specific year/quarter into the student's transcript record.

Users can specify an item number range(s) for the extract that creates the file to update the transcript data base. If an item number range is specified, only the following are included:

• Those specific classes in the item number range.

• Students with classes in the item number range.

The file that is merged into the transcript record contains data for students and their classes.

ENROLLMENT DATA

This data originates from the enrollment record for each student included in the specific grading ru~ for the year/quarter:

• The item number of each class included in the grading run for the specific student.

• The credit amount of each class included in the grading run for the specific student.

• The grade (letter or decimal) for each class included in the grading run for the specific student.

• The grade qualifier for each class included in the grading run for the specific student.

If the same class for the student is included in more than one grading run for the year/quarter, existing data for the class is replaced during subsequent runs.

4 - 22 GEi Plus A.1



UPDATED DATA (Cont.)

CEI Plus A.1

BIOGRAPHIC DATA

This data originates from the biographic record for each student included in the specific grading run for the year/quarter:

• Advisor identification number.

• Birth date .

• Block grade mailer flag .

• Branch .

• Ethnic origin .

• High school code .

• Last year attended high school.

• Graduated from high school designator.

• Previous name .

• Punitive action .

• Sex .

• Student name .

• Student address (street, city and zip code) .

• Transcript tracking indicator .

• Year/quarter the student actually started .

This biographic data replaces any existing data in the student's transcript biographic record. If the student does not have an existing biographic record in the Transcript File, this process creates one.

If the student is included in more than one grading run for the specific year/quarter, the biographic data is replaced with each run.

4 - 23 SMS



UPDATED DATA (Cont.)

SMS

QUARTERLY BIOGRAPHIC DATA

Some data is recorded for each year/quarter for which the student has enrolled in classes. This quarterly biographic record is created when the student is included in the grading run for the first time for that specific year/quarter.

This information is included in the student's quarterly biographic record:

• Citizenship status .

• Fee paying status .

• Residency status .

• Student enrolled program .

• Student intent code .

• Student type .

• Veteran benefit status .

If a student is included in more than one grading run for the specific year/quarter, this data is not replaced during subsequent runs.

COURSE DATA

This data originates from the class schedule record for each of the student's classes included in the specific grading run for the year/quarter:

• Department/division abbreviation.

• Course number.

• Section.

• Course title.

• Second position of section status.

If the same class for the student is included in more than one grading run for the year/quarter, existing data for the class is replaced during subsequent runs.

4 - 24 CEI Plus A.1



UPDATING CUMULATIVE TOTALS

CEI Plus A.1

When the Transcript File is updated by Job Group SG088R (Quarterly Transcript Update), these cumulative totals are calculated for each student:

•

•

•

Quarterly cumulative amounts .

College level cumulative amounts .

Total cumulative amounts .

Each of these cumulative totals includes:

• Credits earned.

• GPA credits.

• Grade points.

• Grade point average (GPA).

These cumulative amounts are entered in the student's biographic record; the quarterly cumulative totals are entered in the student's quarterly biographic record for the specific year/quarter.

4 - 25 SMS


PRINTING TRANSCRIPTS

CUMULATIVE AMOUNTS

BIOGRAPHIC DATA

IDENTIFYING END-OF-THE-QUARTER TRANSCRIPTS

SMS

The SID's for all students included in the transcript merge process (SG0BBR) are saved in a file. Job Group SG090R (Quarterly Transcript Print), when run, prints a transcript for each of these students.

Cumulative amounts printed on the student's transcript are calculated when the transcript is printed; no cumulative amounts are retained in the student's Transcript File record. Users determine which cumulative lines print on the student's transcript through entries on the Grade Processing Options Screen (SM6003); see Chapter 3 of this manual for more information about using this screen.

The user determines whether the following biographic data prints on the student's transcript:

• The name of the student's advisor .

• The name of the high school last attended by the student.

•

•

The student's enrolled program .

The student type .

'

These choices are determined by entries made on the Grade Processing Options Screen (SM6003); see Chapter 3 of this manual for more information about using this screen.

The student's enrolled program and student type, if printed on the transcript, reflect data for the year/quarter for which grading is being done.

The student's high school prints only if:

• A "Y" is entered in HI SCHL PRNT in the Grade Processing Options Table (using Screen SM6003), and

• A "Y" is entered in HI SCHL GRAD on the student's transcript biographic record.

Transcripts produced by the quarterly grading run are identified by an "E" symbol printed under the registrar's signature line.

4 - 26 CEI Plus A.1

OTHER GRADING RUNS

EARLY GRADES

CEI Plus A.1


Follow these steps to grade early finishing classes:

1. Post the grades into the Enrollment File. If not many classes and/or students are involved, post the grades directly using the Grade Posting Screen (SM6004).

Create a run (for these specific item numbers) in the Grade Roster File if too many classes and/or students are involved to make use of the Grade Posting Screen practical. After creating the run and entering the grades, post them to the Enrollment File using Job SM6220J.

2. Print the desired quarterly grade reports; see page 4-19 of this chapter for more information about available quarterly grade reports.

3. If desired, merge the grading information into the Transcript File and generate continuous transcripts for the specific students. See page 4-22 of this chapter for more information about merging quarterly data into the Transcript File.

Grades posted to the Enrollment File for early finishing classes appear on subsequent grading output (rosters, grade entry forms, scanners, grade mailers and/or transcript labels) for the specific year/quarter if the item numbers are included in the regular end-of-the-quarter grading run.

See page 4-12 of this chapter for more information about using the Grade Posting Screen; see page 4-2 of this chapter for more information about creating a run in the Grade Roster File.

4 - 27 SMS


OTHER GRADING RUNS

LATE GRADES

SMS

Several methods of late grading are available; determine which method to use based on the number of classes and/or students included in the late grading run. Users can process multiple late grading runs if necessary.

METHOD 1

Use this method for late grading when a significant number of classes and/or students are involved in the late grading run:

1. Use Screen SM6005 to enter the grades into the Grade Roster File; see page 4-6 of this chapter for more information about Screen SM6005.

2. Run Job SM6220J to post the grades to the Enrollment File; see page 4-15 of this chapter for more information about Job SM6220J.

3. Run Job Group SG088R to merge the grades into the Transcript File; see page 4-22 of this chapter for more information about Job Group SG088R.

4. Print desired grading output (transcripts, grade mailers and/or transcript labels) for the students.

METHOD 2

Use this method (or method 3) for late grading when a small number of classes and/or students are involved in the late grading run:

1. Use Screen SM6004 to post tr.e grades directly to the Enrollment File; see page 4-12 of this chapter for more information about Screen SM6004.

2. Run Job Group SG088R to merge the grades into the Transcript File; see page 4-22 of this chapter for more information about Job Group SG088R.


4 - 28 CEI Plus A.1

OTHER GRADING RUNS

LATE GRADES (Cont.)

GEi Plus A.1


METHOD 3

Use this method (or method 2) for late grading when a small number of classes and/or students are involved in the late grading run:

1. Use Screen SM6013 to enter the grades directly into the Transcript File; post the grade and/or credit back to the Enrollment File. See Chapter 5 of this manual for more information about Screen SM6013.


4 - 29 SMS

ENO-OF-THE-QUARTER GRADING GRADES AND RECORDS


SMS 4 - 30 CEI Plus A.1

TRANSCRIPT MAINTENANCE 5

OVERVIEW

GEi Plus A.1

This chapter contains information about the screens and processes used for transcript maintenance and/or display.

The following kinds of records can be maintained in the student's transcript:

•

•

•

•

•

•

Transcript biographic .

Transcript quarterly biographic .

Transcript comments .

Transcript degrees .

Transcript prior cumulative amounts .

Transcript classes .

This chapter also covers the following processes:

• Printing updated transcripts .

• Student identification number (SID) changes in the Transcript File.

•

•

•

•

•

On request transcripts .

Printing transcripts from extracts .

Honor roll/probation .

Transcript archival.

Archived transcript reactivation .

5 - 1 SMS

TRANSCRIPT MAINTENANCE GRADES AND RECORDS

TRANSCRIPT BIOGRAPHIC SCREEN (SM6008)

SM6008-002

SID ............

Tran Trac ...... [ l

Stu Street ..... [ Stu St ......... [

Sex ............ [ l

YRQ Act Strt ... [ l

Hi Sehl ........

Hi Last Yr ..... [

Pun Actn ....... [ l

Branch .........

DESCRIPTION

SMS

TRANSCRIPT BIOGRAPHIC

] Stu Name ...... [

Prev Name .... [

l Stu City ...... [ l Stu Zip ....... [ l

Eth Orig ...... [ l

Birth Date .... [ l

Hi Sehl Grad .. [ l

Adv Id ........ [ l

Bloc Gr Mail .. [ l

Tran Prnt Opt [ ]

The Transcript Biographic Screen (SM6008) is used to:

• Create a biographic record in the Transcript File for the student.

• Change specific data elements in an existing record.

The Transcript Biographic Screen contains the NEXT SCREEN function; see Chapter 2 of this manual if you need help.

5-2 CEI Plus A.1



USING THE SCREEN

FIELD NAMES

SID (Student Identification Number)

UPDATING THE RECORD

Follow these steps to update a transcript biographic record:

1. Type the student's identification number (SID) in the key field of the record.

2. Press the appropriate function key for the desired action.


4. Press [ENTER].

MESSAGES


TRANSCRIPT PRINT OPTION

This screen contains the "Transcript Print Option". Type an "N" in TRAN PRNT OPTto suppress the printing of the corrected transcript for the specific student.

All transactions for a student in a specific maintenance run must be "N" (on this and/or any other transcript update screen) to suppress the transcript; any combination of "N" and "Y" produces a transcript.

All entries on this screen appear on Report SM6102 (Transcript Update Transaction Log), even if a transcript is not printed.

ATTRIBUTES

Key field. A 9-character field for the student's identification number.

STU NAME Entry required. A 22-character field for the student's name. (Student Name)

TRAN TRAC A 1-character field for a code that can assist when locating transcripts (Transcript Tracking Indicator) housed elsewhere at the college. Users assign and identify the codes;

the code prints at the bottom of the student's current transcript.

PREV NAME Protected field. A 12-character field for the student's previously used (Previous Name) name.

CEI Plus A.1 5-3 SMS



STU STREET (Mailing Address: Street)

STU CITY (Mailing Address: City)

STU ST (Mailing Address: State)

STU ZIP (Mailing Address: Zip Code)

SEX

ETH ORIG (Ethnic Origin)

YRQACTSTRT (Year/Quarter The Student Actually Started)

BIRTH DATE (Date Of Birth)

HI SCHL (High School Attended)

Protected field. A 24-character field for the student's mailing address: street.

Protected field. A 16-character field for the student's mailing address: city.

Protected field. A 2-character field for the student's mailing address: state.

Protected field. A 9-character field for the student's mailing address: zip code.

Protected field. A 1-character code identifying the student's sex. Valid codes are:

M Male F Female Blank Unknown

Protected field. A 1-character code identifying the student's race/ethnic origin. Valid codes are:

0 Other, Unknown 1 Asian or Pacific Islander 2 Black, not of Hispanic Origin 3 American Indian or Alaskan Native 4 Hispanic 6 White

A 4-digit code identifying the year/quarter the student actually started. See page 5-8 of this chapter for more information about this data element.

Protected field. An a-character field for the student's birth date; the format is MM/DD/YY.

Protected field. A 3-character code designating the high school last attended by the student.

HI SCHL GRAD Protected fleld. A 1-character code indicating whether the student (Graduated From High School) graduated from the specific high school. Valid codes are:

y Yes N No Blank Unknown, not applicable




HI LAST YR (Last Year Attended High School)

ADVID (Advisor Identification Code)

PUNACTN (Punitive Action)

BLOC GR MAIL (Block Grade Mailer)

BRANCH

TRAN PANT OPT (Transcript Print Option)

CEI Plus A.1

Protected field. The last two digits of the last year the student attended the specific high school.

Protected field. A 4-character field for a code identifying the student's assigned advisor.

Protected field. A 1-character code identifying a specific condition affecting the student's status. Users can sort transcripts by punitive action; transcripts for all students with an entry in this field print first.

Protected field. A 1-character code that determines if the specific punitive action code will block a student's grade mailer from printing.

Y Yes Nor Blank No

Protected field. A 2-character field for a code identifying the branch of the college where the student is attending classes. Codes are assigned and identified by the user.

A 1-character code indicating if a corrected transcript should print for the student (as a result of the update). Valid codes are:

N No Y Yes (default)

5 - 5 SMS


TRANSCRIPT BIOGRAPHIC INFORMATION

ADDING THE BIOGRAPHIC RECORD

UPDATING THE BIOGRAPHIC RECORD

SMS

Each transcript for each student contains a biographic record. This record must be added before any other records (classes, degrees, comments or prior cumulative totals) can be added.


During the end-of-the-quarter grading, a biographic record is automatically created from the student's admission record tt a transcript does not already exist for the specific SID. Biographic records are created for the following students during the end-of-the-quarter run:

•

•

•

New students .

Returning students with an existing transcript under a different SID.

Returning students whose archived transcript has not yet been reactivated.


A transcript biographic record for the specific student must exist before other transcript records can be added to the Transcript File. Users must create a transcript biographic record (using Screen SM6008) when:

•

•

Adding degrees, classes, comments, or prior cumulative totals for the specific SID before !he end-of-the-quarter grading run (if the student has no existing transcript record).

Adding a transcript record for a student that was omitted from the end-of-the-quarter grading run.


Biographic data from the student's admission record replaces any existing data in the student's transcript biographic record when Job Group SG0BBR (Quarterly Transcript Update) is run. See Chapter 4 of this manual for more information about Job Group SG0BBR and the data that it updates.

5 - 6 CE! Plus A.1



UPDATING THE BIOGRAPHIC RECORD (Cont.)

TRANSCRIPT TRACKING

CEI Plus A.1


Biographic data from the student's admission record replaces any existing data in the student's transcript biographic record when Job Group SG0B0R (Transcript Update Process) is run. To include the student's transcript in this biographic update process:

• Update the student's transcript record (change, addition or deletion) through one of the transcript update screens (classes, biographic, quarterly biographic, degrees, comments and/or prior cumulative totals) and print a new transcript for the student. If the student's transcript record is updated, but no transcript is printed ( TRAN PRNT OPT is "N"), the student's transcript biographic data is not updated.

• Order a transcript for the student using the On Request Transcript Screen (SM6007); see page 5-48 of this chapter for more information about Screen SM6007.

• Perform an SID change in the Transcript File for the specific student.

• Reactivate the student's archived transcript and print a new transcript for the student. If the student's transcript is reactivated but no transcript is printed, the student's transcript biographic data is not updated.

The transcript tracking code is one of the data elements that can be entered directly into the student's transcript biographic record with Screen SM6008. This code can also be entered into the student's biographic record from the Student Records Screen (SM5001 ).

Job Group SG0BBR (Quarterly Transcript Update) and Job Group SG0B0R (Transcript Update Process) replace the transcript tracking code in the transcript biographic record with data from the student's biographic record.

Enter the student's transcript tracking code on:

• Both the transcript biographic record (using Screen SM6008) and the biographic record (using Screen SM5001 ), or

• Only the biographic record (using Screen SM5001) and have Job Group SG0BBR or SG0B0R update the transcript biographic record.

5-7 SMS

TRANSCRIPT MAINTENANCE GR.ADES AND RECORDS


YEAR/QUARTER STUDENT ACTUALLY STARTED

SMS

The year/quarter the student actually started (YRO ACT STRT) can be updated by:

• Entry into the student's transcript biographic record (using Screen SM5001 ).

• Entry into the student's biographic record (using Screen SM6008).

• Entry of the earliest year/quarter on the student's transcript.

The processes (SG0BBR and SG0B0R) that update the Transcript File compare:

•

•

•

The year/quarter entry in the transcript biographic record .

The year/quarter entry in the biographic record .

The earliest year/quarter of classes on the student's transcript.

The earliest year/quarter (of the three entries) is retained; the year/ quarter the student actually started is updated in the biographic record and in the transcript biographic record.

5-8 CEI Plus A.1

CEI Plus A.1



5-9 SMS

TRANI,CRIPT MAINTENANCE GRADES AND RECQRDS

TRANSCRIPT DEGREE INFORMATION SCREEN (SM6009)

SM6009-002

SID

Degree Grad Prg Num YRQ Com~l n [ l [ l

[ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l

DESCRIPTION

$MS

TRANSCRIPT DEGREE INFORMATION

Stu Name [ l

Exit Degree Title CIP Cd

[ l [ in [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l . [ l [ l [ l

Tran Prnt Opt

The Transcript Degree lnformatic>n Screen (SM6009) is used to add degrees to, delete degrees from, or change degrees in the student's transcript.

The student must have a transcript biographic record before degree information can be added.

[ l

The Transcript Degree Information Screen contains the NEXT SCREEN function; see Chapter 2 of this manual if you need help.

5 - 10 CEI Plus A.1



USING THE SCREEN

CEI Plus A.1

TO UPDATE THE DEGREE RECORD

Follow these steps to update a transcript degree record:

1. Type the student's identification number (SID) and the degree record number in the key fields.



4. Press [ENTER].

TO ADD A DEGREE USING PROGRAM CODES

When adding a degree record, enter a program code (in PROG COMPL) to automatically bring the following information from the College Educational Programs Table into the student's degree record:

• The degree title.

• The exit code.

If changing a degree record, this same information will be brought into the degree record only if the respective fields are blank. Data from the College Educational Programs Table will not replace existing data in the student's degree record.

The program code must be added to the College Educational Programs Table (using Screen SM5006) before it can be used in the student's degree record.

Follow these steps to add a transcript degree record using degree information from the College Educational Programs Table:

1. Type the student's identification number (SID) and the degree record number in the key fields.

2. Press ADD [11].

3. Type in the program code and any other desired data for the specific student.

4. Press [ENTER].

5 - 11 SMS

TRANSCRIPT MAINTJ;:NANCE GRADES AND RECORDS


USING THE SCREEN {Cont.)

DISPLAYING THE STUDENT'S DEGREES

SMS

MESSAGES



This screen contains the "Transcript Print Option". Type an "N" in TRAN PRNT OPTto suppress the printing of the corrected transcript for the specific student.

All transactions for a student in a specific maintenance run must be "N" {on this and/or any other transcript update screen) to suppress the transcript; any combination of "N" and "Y" produces a transcript.

All entries on this screen appear on Report SM6102 {Transcript Update Transaction Log), even if a transcript is not printed.

ON THE TRANSCRIPT DEGREE SCREEN

To display all degree records for the student on the Transcript Degree Screen:

1. Type the student's identification number {SID) in the key field.

2. Press [ENTER].

ON OTHER SCREENS

Degree records, when entered in the student's transcript record, are also displayed on the following screens:

SM5002 Student Verification Screen SM5005 Degree Information Screen

If the student has degree records, a "D" indicator appears in the upper right hand corner of the Enrollment Matrix Screen {SM5018) for the specific student.

5 - 12 GEi Plus A.1


TRANSCRIPT DEGREE INFORMATION SCREEN (SM6009}

USING PROGRAM CODES

FIELD NAMES

Program code (if entered in PRG COMPL) identifies graduates (completers) in the vocational follow-up process.

Program codes can be assigned and defined by the user; however, state approved codes are required for approved vocational programs at the specific college. The state approved, 3-digit code can carry a user-defined, alphabetic suffix.

ATTRIBUTES

SID Key field. A 9-character field for the code that identifies the specific (Student Identification Number) student.


DEGREENUM (Degree Record Number)

GRAD YRQ (Year/Quarter Of Graduation)

PRGCOMP (Program Completed)

DEGREE TITLE


Key field. A 1-digit code that identifies the individual degree record. Degrees numbered 1, 2, 3, and 4 print on the student's transcript; other degree records are retained in the student's transcript record but do not print.

Entry required. A 4-digit code identifying the specific year/quarter the degree was awarded; the appropriate title of the year/quarter prints with the student's degree record on the transcript.

A 4-character field code identifying the specific program for which the student received a degree and/or certificate. The code must be added to the College Educational Programs Table (using Screen SM5006) before it can be used in the student's degree record.

A 30-character field containing the title of the specific degree or certificate.

GIP A 6-digit field for a code that classifies instructional programs for (Classification Of Instructional external reporting. Programs)

EXIT CD (Exit Code)

CEI Plus A.1

A 1-digit code that describes the kind of degree and/or certificate received by the student. Valid codes are:

1 Associate degree 2 Two-year certificate 3 One- to two-year certificate 4 Less than one-year certificate 5 Program completed; no formal award given 6 High school diploma 7 GED 8 Certificates or other awards that are not state approved

5 - 13 SMS

TRANSCRIPT MAINTENANCE GRADES. AND RECORDS


TRAN PRNT OPT (Transcript Print Option)

SMS

A 1-character code indicating tt a corrected transcript should print for the student (as a result of the update). Valid codes are:


5 - 14 CEI Plus A.1

GEi Plus A.1



5 - 15 SMS

TAIANSCAIIPT MAfNTENANCE GRADE$ AND RECORDS

TRANSCRIPT QUARTERLY DATA SCREEN (SM6010)

SM6010-002

SID ........

Stu Int. ... [ l

Res Stat. .. [ l

Vet Bene •.. [ l

DESCRIPTION

SMS

TRANSCRIPT QUARTERLY DATA YRQ

l Stu Name [

Stu Prg Enr [ l Stu Typ .....• [ l

Citz Stat .. l Fee Pay Stat. l

Tran Prnt Opt l J

The Transcript Quarterly Data Screen (SM6010) is used to update the quarterly biographic data in the student's transcript record.

Transcript quarterly biographic records are created automatically for each year/quarter for which the student has classes in the Transcript File:

•

•

If created by the end-of-the-quarter grading process, data is copied from the student's quarterly biographic record for the specific year/quarter.

If created during the transcript maintenance process, data is copied from the student's most recent quarterly biographic record.

The Transcript Quarterly Data Screen contains the NEXT SCREEN function; see Chapter 2 of this manual if you need help.

5 - 16 CEI Plus A.1



USING THE SCREEN

USING QUARTERLY DATA

CEI Plus A.1

UPDATING THE RECORD

Follow these steps to update the student's record:

1. Type the appropriate year/quarter and the student's identification number (SID) in the key fields.


3. Type in the appropriate data.

4. Press [ENTER].

MESSAGES



This screen contains the "Transcript Print Option". Type an "N" in TRAN PRNT OPTlo suppress the printing of the corrected transcript for the specific student.


All antries on this screen appear on Report SM6102 (Transcript Update Transaction Log), even if a transcript is not printed.

The student's transcript quarterly data:

• Provides the heading for the classes for that specific year/quarter.

• Identifies students in vocational programs (from student intent and program) for the vocational follow-up process.

• Provides an historical record of biographic data that frequently changes from one quarter to the next.

5 - 17 SMS



FIELD NAMES

YRQ (Year/Quarter)

ATTRIBUTES

Key field. A 4-digit code identifying the year/quarter for the specific quarterly record.

SID Key lleld. A 9-character field for the code identifying the specific (Student Identification Number) student.


STU INT (Student Intent)

STU PRG ENR (Student Program Enrolled)

STU TYP (Student Type)

RES STAT (Residency Status)

C/TZ STAT (Citizenship Status)

FEE PAY STAT (Student's Fee Paying Status)

VET BENE (Veteran Benefit)


SMS

Protected field. A 22-character field for the student"s name.

A 1-character code designating the student's intent for the specific year/quarter. See Appendix A of this manual for valid codes.

A 4-character code designating the program in which the student was enrolled for the specific year/quarter. The specific code must be added to the College Educational Programs Table (using Screen SM5006) before it can be used in the student's transcript record.

A 1-character code identifying the student's specific classification. Codes are assigned and identified by the user; the code must be added to the Student Type Codes Table (using Screen SM5009) before it can be used in the student's record.

A 1-character code designating the student's residency classification. Valid codes are:

1 Resident 2 Nonresident 3 Undetermined

A 2-character code identifying the student"s citizenship status for the specific year/quarter or (if foreign student) the specific visa type under which the student attended for the specific year/quarter. See Appendix A of this manual for valid codes.

A 2-character code identifying the student's tuition category or special fee-related category for the specific year/quarter. See Appendix A of this manual for valid codes.

A 1-character code designating the student's veteran status for the specific year/quarter. Codes are assigned and identified by the user; the code must be added to the Veteran Benefit Codes Table (using Screen SM5008) before tt can be used in the student's record.

A 1-character code indicating tt a corrected transcript should print for the student (as a result of the update). Valid codes are:


5 - 18 CEI Plus A.1

CEI Plus A.1



5 - 19 SMS


BEGINNING CREDIT INFORMATION SCREEN (SM6011)

SM6011-002

SID .••...••....••

Beg Clvl Earn .•..

Beg Clvl GPA Cr •• [

Beg Cl vl Gr Pts •. [

Beg Cl vl PS ...••• [

Beg Cum Earn .....

Beg Cum GPA Cr •..

Beg Cum Gr Pts ...

Beg Cum PS .......

DESCRIPTION

SMS

BEGINNING CREDIT INFORMATION

Stu Name [

l

l

l

l

l

l

l

l Tran Prnt Opt [ )

The Beginning Credit Information Screen (SM6011) is used to add, change, or delete cumulative amounts representing previous academic work by the student.

The student must have a transcript biographic record before beginning credit information (also referred to as "prior cumulative") can be added.

The Beginning Credit Information Screen contains the NEXT SCREEN function; see Chapter 2 of this manual if you need help.

5 - 20 GEi Plus A.1



USING THE SCREEN

USING PRIOR CUMULATIVE TOTALS

CEI Plus A.1

UPDATING THE RECORD

Follow these steps to update the student's beginning credit information:

1. Type the student's ID in the key field.



4. Press [ENTER].

MESSAGES



This screen contains the "Transcript Print Option". Type an "N" in TRAN PRNT OPTlo suppress the printing of the corrected transcript for the specific student.



Prior cumulative amounts can include:

• Classes taken at the college but not displayed in the detail class lines on the transcript. This usually occurs when classes were taken during another computer generation and have not been added manually.

• Transferred-in cumulative amounts for classes taken at another institution.

5 - 21 SMS



USING PRIOR CUMULATIVE TOTALS (Cont.)

FIELD NAMES

Prior cumulative amounts are comprised of two separate categories:

• College level prior cumulative amounts consist of classes numbered 100 or above.

• Total prior cumulative amounts consist of all classes.

Prior cumulative amounts, if added to the student's transcript, print at the top of the transcript (before the first quarter of classes). The cumulative amounts are added to the college level and/or the total cumulative amounts.

ATTRIBUTES

SID Key field. A 9-character field for the code identifying the specific (Student Identification Number) student.


BEG CL VL EARN (Beginning College Level Credits Earned)

BEG CLVL GPA CR (Beginning College Level GPA Credits)

BEG CL VL GR PTS (Beginning College Level Grade Points)

BEG CLVL PS (Beginning College Level Pass/Satisfactory)


A 5-digit field for the cumulative college level (classes numbered 100 or above) credits earned representing previous academic work. The format is three integers, one decimal.

A 5-digit field for the cumulative college level (classes numbered 100 or above) GPA credits representing previous academic work. The format is three integers, one decimal.

A 6-digit field for the cumulative college level (classes numbered 100 or above) grade points representing previous academic work. The format is four integers, one decimal.

A 5-digit field that identifies the number of beginning college level credits earned with a pass/satisfactory grade. The format is three integers, one decimal.

BEG CUM EARN A 5-digit field for the cumulative credits earned representing previous (Beginning Cumulative Credits academic work. The format is three integers, one decimal. Earned)

BEG CUM GPA CR (Beginning Cumulative GPA Credits)

BEG CUM GR PTS (Beginning Cumulative Grade Points)

SMS

A 5-digit field for the cumulative GPA credits representing previous academic work. The format is three integers, one decimal.

A 6-digit field for the cumulative grade points representing previous academic work. The format is lour integers, one decimal.

5 - 22 CEI Plus A.1



BEG CUM PS (Beginning Cumulative Pass/Satisfactory)


CEI Plus A.1

A 5-digit field that identifies the number of beginning credits earned with a pass/satisfactory grade. The format is three integers, one decimal.



5 - 23 SMS


TRANSCRIPT COMMENTS SCREEN (SM6012)

SM6012-002

SID [ ',/] Comment

YRQ Num [ TT

[ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l

DESCRIPTION

SMS

TRANSCRIPT COMMENTS

[

Tran Comment [ l

[ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l [ l

Tran Prnt Opt [ l

MENU/ IQANC.EL

The Transcript Comments Screen (SM6012} is used to add comments to, delete comments from, or change comments in the student's transcript record.

The student must have a transcript biographic record before comments can be added.

The Transcript Comments Screen contains the NEXT SCREEN function; see Chapter 2 of this mimual ii you need help.

5 - 24 CE! Plus A.1



USING THE SCREEN

CEI Plus A.1

TO UPDATE THE COMMENT RECORD

Follow these steps to update the student's transcript comment record:

1. Type the student's identification number, the year/quarter, and the comment number in the key fields.



4. Press [ENTER].

After adding or changing a comment on the student's transcript, this information remains on the screen for the next entry:

•

•

•

The year/quarter.

The comment number .

The transcript comment.

This allows you to enter the same comment for more than one student. If the same year/quarter, comment number, and/or comment does not apply to the subsequent student, type the desired entry over the existing data.

TO DISPLAY COMMENT RECOBDS

Follow these steps to display all comment records for a specific student:

1. Type the student's identification number in the key field.

2. Press [ENTER].

MESSAGES


5 - 25 SMS



USING THE SCREEN (Cont.)

USING COMMENT RECORDS

SMS


This screen contains the "Transcript Print Option". Type an "N" in TR,W PRNT OPTlo suppress the printing of the corrected transcript for the specific student.



Comments can be printed:

• For a specific year/quarter.

• At the end of the student's detail information (after the cumulative lines).

QUARTERLY COMMENTS

Use the specific year/quarter code when adding a comment that will print on the student's transcript with the classes for that specific year/quarter.

Quarterly comments print after the classes, but before the cumulative line, for that year/quarter. The student's transcript record must contain printable classes for the specific year/quarter in order for a comment to appear for that year/quarter. If a comment is added for a year/quarter for which there are no printable classes, the comment is retained in the student's transcript record but does not print on the student's transcript.

GENERAL COMMENTS

Use "9999" as the year/quarter cede when adding a general comment that will print after the total cumul·11ive lines on the student's transcript.

5 - 26 CEI Plus A.1


TRANSCRIPT COMMENTS SCREEN (SM6012}

FIELD NAMES ATTRIBUTES

SID Key field. A 9-character field for the code identifying the specific (Student Identification Number) student.


YRQ (Year/Quarter)

COMMENTNUM (Comment Number)

TRAN COMMENT (Tran script Comment)


CEl Plus A.1


A 4-digit code identifying the specific year/quarter under which the comment should print.

A 1-digit field for a code that identifies each comment in the student's transcript record. Duplicates are not allowed for the same year/quarter. The comment number identifies the specific comment for further transactions and provides sequencing (smaller numbered comments print first); the comment number does not print on the student's transcript.

A 40-character field for the transcript comment.



5 - 27 SMS

HlANSCRIPT MAtNTENANCE GRADES AND RECORDS

TRANSCRIPT CLASSES SCREEN (SM6013)

SM6013-004

SID

Dept Course Div Sect

Gr Post Ind []

DESCRIPTION

SMS

TRANSCRIPT CLASSES

Sect Itm Stat

Course Title Num Cr 2

YRQ

Gr Decimal Gr Qlfr Gr

Tran Prnt Opt [ ]

The Transcript Classes Screen (SM6013) is used to add, delete, and change classes in the student's transcript record and to post the appropriate grade to the student's enrollment record.

The student must have a transcript biographic record before classes can be added.

The Transcript Classes Screen contains the NEXT SCREEN function; see Chapter 2 of this manual if you need help.

5 - 28 CEI Plus A.1



USING THE SCREEN

CEI Plus A.1

UPDATING THE STUDENT'S RECORD

The key fields for each transcript class record are:

•

•

•

The year/quarter .

The department/division abbreviation .

The course number .

• The section. Some classes in the Transcript File do not have an entry in section; however, if the class has an entry in section, it becomes part of the key to the record and is required to access the specific record.

Display the studenl"s classes for the specific year/quarter if you are uncertain about the section (if it is used and/or what it is).

If adding a class to the student's transcript record, include all necessary data. The process does not access and/or retrieve any data from the corresponding class schedule record.

If changing a class in the student's transcript record, change the desired field(s) only. It is not necessary to type all the information again.

If deleting a class from the student's transcript record, type sufficient data in the key fields of the record to access the specific record being deleted.

Follow these steps to update the student's transcript class record:

1. Type the specific year/quarter, the student's ID, the department/ division abbreviation, the course number, and section in the key fields of the record.


3. Type in the desired data.

4. Press [ENTER].

5 - 29 SMS


TRANSCRIPT CLASSES SCR.EEN (SM6013)


SMS

POSTING TO THE ENROLLMENT RECORD

Users can make changes to the student's transcript record and post the corresponding grade, grade qualifier, and/or credit to the student's enrollment record. This action is possible only:

•

•

•

When adding a class to the student's transcript record .

When changing a class in the student's transcript record .

If the specific item number exists in the student's enrollment record for the year/quarter.

The specific item number must exist in the student's enrollment record before grades, grade qualifiers, and/or credits can be posted; it is not possible to add a class to the student's enrollment record when adding a class to the student's transcript record using Screen SM6013. The class might not be in the student's enrollment record for the following reasons:

•

•

•

The year/quarter is not recent; enrollment records have been archived for that year/quarter.

The enrollment record is under a different SID; an SID change has not yet occurred.

The student was never enrolled in the item number for that year/quarter.

Post grade, grade qualifier, and/or credit changes to the enrollment record when the class being changed is less than two quarters old. Keeping the student's enrollment record the same as the student's transcript record is important if:

•

•

The grades on the enrollment record are being used by in-house staff (veterans, financial aid, and/or advisors).

An emergency situation entails a recreation of a recent grading run.

5 - 30 CEI Plus A.1



USING THE SCREEN

CEI Plus A.1

POSTING TO THE ENROLLMENT RECORD (Cont.)

Follow these steps to update the student's record and post the changes to the student"s enrollment record:

1. Type the specific year/quarter, the student's ID, the department/ division abbreviation, the course number, and section in the key fields.

2. Press the appropriate function key (ADD [11] or CHANGE [12]) for the desired action.

3. Type in the desired data; include the item number of the specific class and a "Y" in GR POST IND.

4. Press [ENTER].

DISPLAYING THE STUDENT'S CLASSES

Follow these steps to display the student's record:

1. Type the appropriate year/quarter and the student's ID in the key fields.

2. Press [ENTER].

MESSAGES



This screen contains a "Transcript Print Option". Type an "N" in TRAN PRNT OPTto suppress the printing of the corrected transcript for the specific student.

All transactions for a student (on this and/or any other transcript update screen) in a specific grading run must have an "N" in this field to suppress the transcript; any combination of "N" and "Y" produces a transcript.

All entries on this screen appear on Report SM6102 (Transcript Update Transaction Log), even ii a transc'.ipt is not printed.

5 - 31 SMS



FIELD NAMES

YRQ (Year/Quarter)

$ID (Student Identification Number)


DEPT DIV (Department/Division)

COURSENUM (Course Number)

SECT (Section)

COURSE TITLE

/TMNUM (Item Number)

CR (Credit)

SECT STAT 2 (Section Status 2)

GR (Grade)

GROLFR (Grade Qualifier)

SMS

ATTRIBUTES

Key field. A 4-digit code identifying the specific year/quarter the class was taken.

Key lleld. A 9-character field for the student's identification number.

Protected lleld. A 22-character field for the student's name.

Key field. A 5-character field for the department/division abbreviation of the specific class.

Key field. A 4-character field for the course number of the specific class. The fourth position is a suffix.

Key field. A 3-character field for a code identifying each section of the specific course.

A 24-character field for the course title.

A 4-character code identifying the specific class; required if the grade, grade qualifier, and/or credit are also being posted to the student's enrollment record.

A 4-digit field (2 integers, 1 decimal) containing the number of credits the student has earned in the specific class.

A 1-character field for a code identifying special status for the specific class. Valid codes are:

A Exclude from grading; do not print this class on grading output.

C Nonlecture class; no grading.

A 2-character field containing the letter grade earned by the student in the specific class section. The first position accommodates the letter grade symbol; the second position accommodates the "+" or "-" symbol.

A 1-character field for a symbol that can be added to the student's grade in the specific class section. See Chapter 3 of this manual for more information about using grade qualifiers. Valid entries are:

R # • I

Repeated class High school class Grade forgiveness Do not print this c'ass on the student's grading output

5 - 32 CEI Plus A.1




GR POST/ND (Grade Posting Indicator)


CEI Plus A.1

A 3-digit field (1 integer, 1 decimal) containing the decimal grade earned by the student in the specific class section. Decimal grades can be entered only if the college has specified on the Grade Processing Options Table (using Screen SM6003) that decimal grading is used at the college.

Entry required. A 1-character code indicating if the corresponding change to the student's transcript record is also to be made in the student's enrollment record. Valid entries are:

N Do not post the grade, grade qualifier, and/or credit changes to the student's enrollment record (default).

Y Post the grade, grade qualifier, and/or credit changes to the student's enrollment record.



5 - 33 SMS


STUDENT TRANSCRIPT SCREEN (SM6015)

SM60!5-003

SID

OlSPkAY .·· SORT TRNSCRPT COURSES

DESCRIPTION

SMS

STUDENT TRANSCRIPT Suppress non-printing classes? (Y/N)

Stu Name [

RE.FRESI-! \NEXT? ·· ifcl$"L;;' , : 'SCREEN

The Student Transcript Screen (SM6015) displays the student's transcript in the following manner:

• Classes can be sorted by year/quarter.

MENU /CANCEL

• Classes can be sorted alphabetically by departmenVdivision abbreviation and course number.

• Non-printing classes can be displayed.

The screen is for display only; ii is not possible to update any portion of the student's transcript record using this screen.

The Student Transcript Screen contains the NEXT SCREEN function; see Chapter 2 of this manual ii you need help.

5 - 34 CEI Plus A.1



USING THE SCREEN

CEI Plus A.1

The initial screen contains only tw? fields: SID and STU NAME. Transcript information for the specific student displays according to the user's choice of options.


Some classes, although contained in the student's transcript record, do not print on grading output. See Chapter 3 of this user guide tor more information about non-printing classes.

When displaying the student's transcript on the Student Transcript Screen, users can choose to display or suppress non-printing classes. Use the box that highlights after "Suppress non-printing classes? (YIN)" to designate your preference. Valid entries are:

Y Yes, suppress non-printing classes (default). N No, do not suppress non-printing classes.

DISPLAYING CLASSES BY YE/IA/QUARTER

Classes on the student's transcript record can be sorted and displayed in year/quarter sequence. The following data is included for each year/quarter:

• The student's intent and enrolled program for the specific year/quarter.

• Class information for each class for the specific year/quarter.

• The quarterly cumulative amounts for the specific year/quarter.

The total and college level cumulative amounts, degree records, and comments display alter the quarterly information.

To display the student's transcript in year/quarter sequence:

1. Type the student's identification number (SID) in the key field.

2. Press the DISPLAY TRNSCRPT [11] function key or [ENTER].

5 - 35 SMS




SMS

DISPLAYING CLASSES ALPHABETICALLY

Classes on the student's transcript record can be sorted and displayed in alphabetic sequence. This sequence is helpful when evaluating the student's transcript. The following data is included in the transcript display:

•

•

•

•

Classes. These are sorted by departmenVdivision and course number; repeated classes are sorted by year/quarter.

The total and college level cumulative amounts .

Degree records .

Comments .

To display the student's transcript in alphabetic sequence:

1. Type the student's identification number (SID) in the key field.

2. Press the SORT COURSES [12] function key.

ACCESSING THE SECOND HALF OF THE SCREEN

When the Student Transcript Screen first displays on the terminal, it appears to roll and flash in an unusual manner before presenting the empty screen with the field for the student's identification number. When the student's identification number is entered, and the appropriate function key is pressed, this rolling and flashing appearance is repeated as the student's transcript is displayed.

The screen actually contains two pages of information; this accommodates a transcript record that is too large to be displayed on one screen. The screen can be scrolled (rolled up or down) to view either of the two pages.

Pertorm one of the following functions (depending on the terminal being used) to scroll the screen:

•

•

•

Hold the [SHIFT] key and press the desired directional arrow (up or down), or

Press the [PG UP] or [PG DN] keys, or

Press the [NEXT PAGE] or [PREV PAGE] keys .

5 - 36 CEI Plus A.1


STUDENT TRANSCRIPT SCREEN {SM6015)

USING THE SCREEN

CEI Plus A.1

ACCESSING THE SECOND HALF OF THE SCREEN {Cont.)

If the student has more transcript data than displays on the two pages, press MORE UST [15] to display additional pages. Once you have progressed beyond the first two pages, you must retype the SID and press the appropriate function key to redisplay the data on the first two pages.

5 - 37 SMS


PROCESSING GRADE UPDATES


SMS

When an addition, deletion, and/or change is made to the student's transcript record, that modification occurs as soon as:

•

•

The user presses the [ENTER] key and the record passes all edits.

The update process (SID changes and archival reactivation) is completed.

However, subsequent processing must occur to:

•

•

•

•

Produce appropriate logs .

Recalculate the student's cumulative amounts .

Update biographic data in the student's transcript biographic record.

Produce a corrected or re(!uested transcript for the student.

This processing occurs when Job Group SG080R (Transcript Update Process) is run. The process includes all students with transactions during the time period since the job group was last run.

Job Group SG080R, when run, prints transcripts for students with the following update transactions:

•

•

•

•

Transcript update was entered on one of the transcript update screens (SM6008 through SM6013) with TRAN PRNT OPT of "Y" on at least one transaction. See pages 5-2 through 5-33 of this chapter for more information about using the transcript update screens.

A printed transcript was requested (using Screen SM6007); see page 5-48 of this chapter for more information about the On Request Transcript Scree~.

An SID change was processed for the student's transcript; see page 5-43 of this chapter for more information about the SID change process.

The student's transcript was reactivated from archival and the user entered a "Y" in the TRAN-PRNT job scheduling parameter when the job was scheduled. See page 5-54 of this chapter for more information about the transcript archival reactivation process.

5 - 38 CEI Plus A.1



PRINTING TRANSCRIPTS (Cont.)

UPDATING BIOGRAPHIC DATA

CEI Plus A.1

• The student was selected by specific extract criteria (Job Group SG084R-A and/or Job Group SG084R-B); see page 5-50 of this chapter for more information about producing transcripts from extracts.

• The student was included in a specific honor/roll probation category and transcripts were produced for that category. See Chapter 6 of this user's guide for more information about the honor roll/probation process.

If the student has a transaction in more than one of these categories, a transcript prints from each source. The source of the transcript is identified by a printed symbol under the registrar's signature line on the transcript form. The following symbols identify the source of the transcript:

Symbol

A

Source Of The Transcript

Update(s) entered on screens SM6008 to SM6013. On-request transcript entered on Screen SM6007. SID changes.

B C D E F

Archival reactivation. End-of-the-quarter grading. Honor roll/probation; the "F" symbol is followed by the number of the appropriate honor roll/probation list.

In addition to these automatically assigned symbols, users assign 2-digit codes to identify specffic extracts. These codes are specified when scheduling the extract job groups (SG084R-A and/or SG084R-B).

Job Group SG0B0R updates the transcript biographic data from the admission record for students with one of the following update transactions:

•

•

•

Transcript update was entered on one of the transcript update screens (SM6008 through SM6013) with TRAN PRNT OPT of "Y" on at least one transaction. See pages 5-2 through 5-33 of this chapter for more information about using the transcript update screens.

A printed transcript was requested (using Screen SM6007); see page 5-48 of this chapter for more information about the On Request Transcript Screen.

An SID change was processed for the student's transcript; see page 5-43 of this chapter for more information about the SID change process.

5 - 39 SMS



UPDATING BIOGRAPHIC DATA {Cont.)

UPDATING THE STUDENT'S CUMULATIVE DATA

SMS

• The student's transcript was reactivated from archival and the user entered a "Y" in the TRAN-PRNT job scheduling parameter when the job was scheduled. See page 5-54 of this chapter for more information about the transcript archival reactivation process.

Job Group SG0B0R updates the student's cumulative information in the biographic record ii the student has one of the following update transactions:

•

•

Transcript update was entered on the Beginning Credit Information Screen (SM6011) or the Transcript Classes Screen {SM6013). See pages 5-20 and 5-28 of this chapter for more information about using these transcript update screens.

The student's transcript was reactivated from archival. See page 5-54 of this chapter for more information about the transcript archival reactivation process.

Job Group SG096R (Transcript SID Changes) updates the student's cumulative information when an SID change is processed for the student's transcript; see page 5-43 of this chapter for more information about the SID change process.

5 - 40 CEI Plus A.1


UPDATING CUMULATIVE INFORMATION

RECALCULATING CUMULATIVE INFORMATION

GEi Plus A.1

Cumulative information in the student's admission record can incorrectly reflect the actual information contained in the student's transcript record.

This can occur in the following circumstances:

• The student's transcript SID change was completed before the SID change in the biographic record; a biographic record did not exist for the correct SID at the time that SID changes were done. in the Transcript File.

• Job Group SG0S0R (Transcript Update Process) was run with a specific year/quarter rather than "9999". Therefore, that specific quarterly record was upda'.ed for students with transcript changes; all other quarterly records were not updated.

• The student did not have an admission record for the specific SID when the student's transcript was reactivated from the Transcript History File.

Users can schedule a process to update the cumulative information in the student's admission record. The process consists of two separate jobs:

• SM6216J (Build Transcript Cum File For SM Update) calculates cumulative information for specified students or for all students and builds a file (on tape) containing that specific information.

• SM6213J (Update Cums to SM Database) replaces existing cumulative information in the student's admission record with information from the tape.

When scheduling these two jobs, be sure that SM6216J has completed before SM6213J begins.

Schedule SM6216J (Build Transcript Cum File For SM Update); type the following in the YRO parameter:

• Specify a specific year/quarter if quarterly cumulative information is to be calculated only for that year/quarter for students with classes in that specific year/quarter.

• Specify "9999" if quarterly cumulative information is to be calculated for all year/quarters for all students.

5 - 41 SMS


UPDATING CUMULATIVE INFORMATION

POSTING CUMULATIVE INFORMATION

SMS

Schedule SM6213J (Update Cums To SM Database) to replace existing cumulative information in the student's admission record with cumulative information from the tape.

If the process does not find a specific quarterly record in the student's admission record, cumulative information for that year/quarter for that student is discarded. The process does not create any quarterly records for any student; it merely updates existing quarterly records with cumulative information.

5 - 42 CEI Plus A.1


STUDENT IDENTIFICATION NUMBER CHANGES

WHAT THE PROCESS DOES

CEI Plus A.1

Job Group SG096R (Transcript SID Changes), when run, pertorms SID changes in the Transcript File for specified students. See Chapter 6 of the Student Biographic/Admissions User Guide for instructions on entering SID change requests (using Screen SM5023).

The student's transcript is contained in several different data sets (files); not all data sets are changed in the same manner when the SID change process is run.

TRANSCRIPT STUDENT BIOGRAPHIC

The following changes occur in the student's transcript biographic record when the transcript SID change process is run:

•

•

•

If the student has a transcript biographic record for the correct SID and the incorrect SID, the process retains the record under the correct SID. The record under the incorrect SID is deleted. There is no field-by-field comparison of data; the process does not fill in blank fields on the correct SID record with data from the incorrect SID record.

If the student has a transcript biographic record for the incorrect SID only, the incorrect SID number is replaced by the correct SID.

If the student has a transcript biographic record for the correct SID only, no changes occur.


The following changes occur in the student's transcript degree record when the transcript SID change process is run:

• II the student has degree records under both the correct SID and the incorrect SID, the process merges the data from both SID numbers under the correct SID. The process does not compare data; it is possible for the student to emerge from the SID change process with duplicated data.

• If the student has degree reccrd(s) for the incorrect SID only, the incorrect SID number is replaced by the correct SID.

• If the student has degree record(s) for the correct SID only, no changes occur.

5 - 43 SMS



WHAT THE PROCESS DOES (Cont.)

SMS

TRANSCRIPT QUARTERLY DATA

The following changes occur in the student's transcript quarterly biographic record when the transcript SID change process is run:

• If the student has quarterly biographic records under both the correct SID and the incorrect SID, the process merges the data from both SID numbers under the correct SID. The process compares data; tt a record for the same year/quarter exists under both numbers, the process retains the record for the correct SID. The record for the incorrect SID is deleted.

• II the student has quarterly biographic record(s) for the incorrect SID only, the incorrect SID number is replaced by the correct SID.

• If the student has quarterly biographic record(s) for the correct SID only, no changes occur.

TRANSCRIPT PRIOR CUMULATIVE

The following changes occur in the student's transcript prior cumulative record when the transcript SID change process is run:

• If the student has prior cumulative records for the correct SID and the incorrect SID, the process retains the record under the correct SID. The record under the incorrect SID is deleted. There is no field-by-field comparison of data; the process does not fill in blank fields on the correct SID record with data from the incorrect SID record.

• If the student has a prior cumulative record for the incorrect SID only, the incorrect SID nu:nber is replaced by the correct SID.

• If the student has a prior cumulative record for the correct SID only, no changes occur.

5 - 44 CEI Plus A.1



WHAT THE PROCESS DOES (Cont.)

CEI Plus A.1

TRANSCRIPT COMMENTS

The following changes occur in the student's transcript comments record when the transcript SID change process is run:

• II the student has comment records under both the correct SID and the incorrect SID, the process merges the data from both SID numbers under the correct SID. The process does not compare data; it is possible for the student to emerge from the SID change process with duplicated data.

• If the student has comment records for the incorrect SID only, the incorrect SID number is replaced by the correct SID.

• If the student has comment records for the correct SID only, no changes occur.

TRANSCRIPT CLASSES

The following changes occur in the student's transcript class record when the transcript SID change process is run:

• If the student has class records under both the correct SID and the incorrect SID, the process merges the data from both SID numbers under the correct SID. The process compares data; if the same class for the same year/quarter exists under both numbers, the process retains the record for the correct SID. The record for the incorrect SID is then deleted.

• If the student has class records for the incorrect SID only, the incorrect SID number is replaced by the correct SID.

• II the student has class records for the correct SID only, no changes occur.

RECALCULATE CUMULATIVE AMOUNTS

The transcript SID change process recalculates the student's cumulative amounts and replaces existing information in the student's admission record.

5 - 45 SMS



PRODUCING TRANSCRIPTS FOR SID CHANGES

SMS

Job Group SG0B0R (Transcript Update Process), when run, performs the following functions:

• Replaces existing transcript biographic data with biographic data from the student's admission record.

• Prints a new transcript for all students with an SID change in the Transcript File during the time since transcripts were last printed.

If scheduling Job Group SG096R and Job Group SG0S0R on the same evening, be sure the transcript SID change process is complete before the process to print transcripts begins.

If an archived transcript needs an SID change, be sure the transcript reactivation process is complete before the transcript SID change process begins. See page 5-54 of this chapter for more information about the archival reactivation process.

To assure correct cumulative amounts in the student's biographic record, be sure that the SID change process in the biographic/ admissions/registration records is complete (or a biographic record exists under the correct student identification number) before the SID change process in the Transcript File begins.

Transcripts produced from the SID change process in the Transcript File are identified by a "C" symbol printed under the registrar's signature line.

5 - 46 GEi Plus A.1

GEi Plus A.1



5 - 47 SMS


ON REQUEST TRANSCRIPT SCREEN (SM6007)

SM6007-001 ON REQUEST TRANSCRIPT

SID .. Copies ... l

DESCRIPTION The On Request Transcript Screen (SM6007) is used to order a specific number of copies of the student's printed transcript.

MENU



ON REQUEST TRANSCRIPT SCREEN (SM6007)

USING THE SCREEN

PRINTING THE TRANSCRIPT

FIELD NAMES


COPIES (Number of Copies)

(Student Name)

CEI Plus A.1

REQUESTING TRANSCRIPTS

Follow these steps to order a copy(s) of the student's transcript:

1. Type the student's identificatio I number (SID) and the desired number of copies.

2. Press [ENTER].

MESSAGES


The requested number of copies of the student's transcript print when Job Group SG0B0R (Transcript Update Process) is run. The student's transcript biographic data is updated from the student's admission record before the transcripts are produced; this assures the most up-to-date biographic data on the printed transcript.

Transcripts produced on request 2re identified by a "B" symbol printed under the registrar's signature line.

ATTRIBUTES

Key field. A 9-character field for the student's identification number.

A 1-digit field for an entry indicating the desired number of copies of the student's transcript. Valid entries are 1 through 9; default is 1.


5 - 49 SMS


TRANSCRIPTS FROM EXTRACTS

THE STUDENT BIOGRAPHIC EXTRACT

SMS

Extracts can be used to select specified students according to the user's criteria. With extracts, transcripts can be produced for selected student groups such as veterans, financial aid recipients, or students enrolled in specific programs. The process involves the following steps:

1. The biographic extract or the generalized extract identify students that match the specified criteria. See the following sections for more information about these extracts.

2. Job SM6229J (Transport On-Request Transcript SID File) moves the SID's of these students to the holding file accessed by Job Group SG0B0R (Transcript Update Process).

3. Job Group SG0B0R prints transcripts for all identified students.

Run Job SM6229J only once, after all desired extracts and the honor roll/probation process (if transcripts are also being printed from that process) have completed. Do not run SM6229J again until SG0B0R has produced transcripts for current extracts.

The student's transcript biographic data is not updated when transcripts are produced from an extract; the printed transcript reflects existing information in the student's transcript record.

Transcripts produced from an extract are identified by a 2-digit number under the registrar's signature line. The appropriate number for each extract is specified by the user when the extract is scheduled.

The biographic extract (SM5201 J) selects students according to the following criteria:

•

•

•

Option 1: Students with registration activity for the specified year/quarter.

Option 2: Students with registration activity for the specified year/quarter who are enrolled for at least one class within a specified item number range.

Option 3: Students with a specified year/quarter in YRQ-PLAN-STRT (year/quarter student plans to start) in their biographic record.

The user specifies the desired year/quarter and item number range when ordering this extract; up to 18 different item number ranges can be specified with option number 2.

Schedule Job Group SG084R-A (On-Request Transcripts From Student Bio Extract) to print transcripts for students selected by year/quarter.

5 - 50 CEI Plus A.1


TRANSCRIPTS FROM EXTRACTS

THE STUDENT GENERALIZED EXTRACT

CEI Plus A.1

The generalized extract (SM5204J) selects students according to the user-specified biographic criteria; most data elements in the student's biographic and/or quarterly record can be used.

Available data elements can be specified in any combination; the extract can also include item number(s) or item number ranges for which the student is enrolled.

Schedule Job Group SG084R-B (On-Request Transcripts From Generalized Extract) to print transcripts for students selected with specific biographic criteria.

5 - 51 SMS


HONOR ROLL/PROBATION TRANSCRIPTS

SMS

Transcripts can be selected as an output report from the honor roll/probation process. Complete the following steps to produce transcripts for students on the honor roll and/or probation list(s).

1. Run Job Group SG094R (Honor Roll/Probation Report) to identify students on the specific honor roll and/or probation lists. Select Job SM6234J (Honor Roll/Probation Transcripts) as the desired output (in addition to other desired output). See Chapter 6 of this user guide for more information about the honor roll/probation process.

2. Run Job SM6229J (Transport On-Request Transcript SID File) to move the SI D's of these students to the holding file accessed by Job Group SG080R (Transcript Update Process).

3. Run Job Group SG0B0R to print transcripts for all identified students.

Run Job SM6229J only once, after the honor roll/probation process and all desired extracts (if transcripts are also being printed from that process) have completed. Do not run SM6229J again until SG0S0R has produced transcripts for current extracts.

Transcripts produced from the honor roll/probation process are identified by the symbol "F", followed by the number of the appropriate honor roll/probation list printed under the registrar's signature line.

The student's transcript biographic data is not updated when honor roll/probation transcripts are produced; the printed transcript reflects existing information in the student's transcript record.

5 - 52 CEI Plus A.1

TRANSCRIPT ARCHIVAL

CEI Plus A.1


User information for the transcript archival process will be included in the next release.

5 - 53 SMS


ARCHIVAL REACTIVATION

THE AUTOMATED REACTIVATION PROCESS

SMS

The archival reactivation process reactivates archived transcript data for students who:

•

•

Enrolled for a class in the specified item number range in the year/quarter, have an archived transcript, and have been identified by Job Group SG086R (Quarterly Transcript Archival Reactivation).

Have been entered into the archival reactivation holding file (using Screen SM6006).

Transcript reactivation from history to the active file can be done with an automated process, a manual process, or a combination of the automated and the manual processes.

The automated reactivation process consists of two steps:

1. Job Group SG086R (Quarterly Transcript Archival Reactivation).

2. Job Group SG087R (Archived Transcript Reactivation).

Job Group SG086R must complete before Job Group SG087R begins. Job Group SG087R must be scheduled each time after Job Group SG086R is run; in other words, do not run Job Group SG086R more than once (in any time period) without also scheduling Job Group SG087R.

JOB GROUP SG086R

Job Group SG086R examines each student registered for:

• A specific year/quarter.

• A class in the specified item number range for the year/quarter.

It identifies students with archived transcript records who are not yet reactivated; the SI D's for these students are retained in a work file.

5 - 54 CE! Plus A.1



THE AUTOMATED REACTIVATION PROCESS (Cont.)

THE MANUAL REACTIVATION PROCESS

GEi Plus A.1

JOB GROUP SG087R

Job Group SG087R performs the following tasks:

•

•

•

•

•

Merges the SI D's from the work file to the holding file .

Retrieves the archived transcript(s) for the specific students from the Transcript History File.

Compares records in the student's existing transcript to the records being reactivated.

Merges the archived transcript data with the active transcript data.

Produces exception reports .

COMBINING AUTOMATIC AND MANUAL PROCESSES

When Job Group SG087R is run, the process combines the following SID's in the holding file before reactivating the students' archived transcripts:

•

•

SID's found by Job Group SG086R .

SID's entered into the holding file from the Archival Reactivation Screen (SM6006); see page 5-60 of this chapter for more information about Screen SM6006.

The archived transcript reactivation process does not require Job Group SG086R.

Users can choose not to run the job group for the following reasons:

•

•

•

Job Group SG086R has been run already for the specific year/quarter; additional students with archived transcripts have not enrolled since.

The user prefers to limit the archived transcript reactivation process to selected students rather than reactivating all currently enrolled students.

All archived transcripts being reactivated belong to students that are not currently enrolled.

5 - 55 SMS



THE MANUAL REACTIVATION PROCESS (Cont.)

MERGING THE RECORDS

SMS

To manually reactivate archived transcripts:

1. Enter the appropriate SI D's into the holding file using the Archival Reactivation Screen (SM6006); see page 5-60 of this chapter for more information about Screen SM6006.

2. Run Job Group SG087R to reactivate the selected transcripts.

Job SM6202J (Update Transcript Data Base From Transcript History) compares each record from the Transcript History File to existing data on the active file before actually merging that data into the student's active transcript record. The comparison and subsequent merge varies depending on the particular type of record.

TRANSCRIPT STUDENT BIOGRAPHIC

The following changes occur in the student's transcript biographic record when the archived transcript reactivation process is run:

• II the student has a biographic record in the active Transcript File, that record is retained and the biographic record from the Transcript History File is deleted. There is no field-by-field comparison of data; the process does not fill in blank fields on the active record with data from the history record.

• If the student has no active biographic record, the biographic record from history is placed in the active file.


The following changes occur in the student's transcript degree record when the archived transcript reactivation process is run:

•

•

If the student has degree records in the active Transcript File and in the Transcript History File, the process merges the data from both files in the active file. II the student has a degree record(s) identified by the same degree record number on the active and on the history file, the history record is deleted.

If the student has no active degree record(s), the degree records from history are placed in the active file.

5 - 56 CEI Plus A.1



MERGING THE RECORDS (Cont.)

GEi Plus A.1

TRANSCRIPT QUARTERLY DAT A

The following changes occur in the student's transcript quarterly biographic record when the archived transcript reactivation process is run:

• II the student has quarterly biographic records in the active Transcript File and in the Transcript History File, the process merges the data from both files. The process compares data; ii a record for the same year/quarter exists in both files, the process retains the active record and deletes the history record.

• If the student has no active quarterly biographic record(s) for the specific year/quarters, the quarterly biographic records from history are placed in the active file.

TRANSCRIPT PRIOR CUMULATIVE

The following changes occur in the student's transcript prior cumulative record when the archived transcript reactivation process is run:

• If the student has prior cumulative records in the active Transcript File and in the Transcript History File, the process retains the active record and deletes the history record. There is no field-by-field comparison of data; the process does not fill in blank fields on the active file or recalculate the prior cumulative totals by adding both amounts together.

• II the student has no active prior cumulative record, the prior cumulative record from history is placed in the active file.

TRANSCRIPT COMMENTS

The following changes occur in the student's transcript comments record when the archived transcript reactivation process is run:

• II the student has comment records in the active Transcript File and in the Transcript History File, the process merges the data from both files in the active file. If the student has a comment record(s) identified by the same comment number on the active and on the history file, the history record is deleted.

• II the student has no active comment records, the comment records from history are placed in the active file.

5 - 57 SMS



MERGING THE RECORDS (Cont.)

PRINTING REPORTS

SMS

TRANSCRIPT CLASSES

The following changes occur in the student's transcript class record when the archived transcript reactivation process is run:

• II the student has class records in the active Transcript File and in the Transcript History File, the process merges the data from both files in the active file. The process compares data; ii the same class for the same year/quarter exists in both files, the process retains the active record and deletes the history record.

• II the student has no active class records, the classes from history are placed in the active file.

Section, ii it exists in the class record, becomes part of the key to the record. Classes in the Transcript File before 1979 might not have section as part of the record; many of these classes are on the Transcript History File. Check the exception logs carefully to determine:

• Classes that were not merged into the active file because the absence of section made them appear as duplicates to the merging process.

• II these classes should be added to the student's transcript record manually to make the transcript complete.

EXCEPTION REPORTS

Report SM6202A (Archival Reactivation Exception Report) lists all students included in the holding file for which archived transcripts cannot be found.

Contact the data center ii students appear on this report; it usually indicates a problem with the Transcript History File tape.

Report SM6202B (Archival Reactivation Duplicate Course List) provides a list of all classes identified as duplicates and that, therefore, were not merged into the active Transcript File. Check this list carefully to determine if any of the classes should be added manually to make the student's transcript complete.

Report SM6202C (Archival Reactivation Log) is an alphabetic list of all students that were reactivated.

5 - 58 GEi Plus A.1



PRINTING REPORTS (Cont.)

CEI Plus A.1

TRANSCRIPTS

Transcripts print for all students included in the archival reactivation process when Job Group SG0S0R (Transcript Update Process) is run. These transcripts are identified with a "D" symbol printed under the registrar's signature line.

If the job scheduling parameter TRAN-PRNT is "N", transcripts do not print for any students included in the archival reactivation process.

5 - 59 SMS


ARCHIVAL REACTIVATION SCREEN (SM6006)

SM6006-001

SID .... ,m,,>Il

DESCRIPTION

SMS


l l

The Archival Reactivation Screen (SM6006) is used to enter students into the holding file where they stay until the archived transcript reactivation process is run.

An archived transcript for the specific SID must exist in the Transcript History File, and cannot have been reactivated already, before the SID can be added to the holding file.

5 - 60 GEi Plus A.1


ARCHIVAL REACTIVATION SCREEN (SM6006)

USING THE SCREEN ADDING AN SID TO THE REACTIVATION FILE

Follow these steps to add a student to the reactivation holding file:

1. Type the student's ID in the key field.

2. Press [ENTER].

MESSAGES


FIELD NAMES ATTRIBUTES

SID Key field. A 9-character field for the student's identification number. (Student Identification Number)

(Student Name) Protected field. A 22-character field for the student's name.

(Abbreviated Last Name) Protected field. A 6-character field for the first six characters of student's last name.



TRANSCRIPT PRINT SCREEN (SM6017)

SM6017-001 TRANSCRIPT PRINT SCREEN

SID ....

Printer Device Class ..•.

Stu Name ..•.

Defer print (N/Y)

~gINTER AUGNMNT

DESCRIPTION

SMS

The Transcript Print Screen (SM6017) allows users to print a copy of a studenrs transcript without scheduling a batch job (SG0B0R). The printer designated for this purpose is usually dedicated to printing transcripts from this screen.

Users must have an application security access level "2" to use this screen.

The Transcript Print Screen contains the NEXT SCREEN function; see Chapter 2 of this manual if you need help.

5 - 62 CEI Plus A.1



USING THE SCREEN


CEI Plus A.1

PRINTING A TRANSCRIPT

Follow these steps to print a transcript for the specific student:

1. Type the student's identification number (SID) in the key field of the record.

2. II necessary, indicate the appropriate printer device and/or defer print option.

3. Press [ENTER].

NONSTANDARD FUNCTIONS

The PRINTER ALIGNMNT [11] function key, when pressed, prints three transcripts with "X's" in the data fields. This assists in correctly aligning the forms.

MESSAGES

Some entries generate a message in the message window at the bottom of the screen. See Appendix B of this manual for a complete list of these messages and the appropriate corrective measure for each.

The transcript can be printed immediately or can be saved until released by the operator.

• Type "N" in DEFER PRINTto send the transcript directly to the printer.

• Type "Y" in DEFER PRINTto save the transcript in the printer spooler until released by the operator.

BANNER PAGES

A banner page prints before and alter all transcripts printed immediately ("N" in DEFER PRIN7). These extra pages can be suppressed with the "HEADOFF" command; this command is issued by the operator in the data center.

5 - 63 SMS



PRINTING TRANSCRIPTS (Cont.)

FIELD NAMES



PRINTER DEVICE CLASS

DEFER PRINT (N/Y)

SMS

TRANSCRIPT DATA

The student's transcript, when printed using this screen, contains all data as it currently resides in the Transcript File. The student's biographic data is not refreshed from the admissions record when printed using the Transcript Print Screen.

ATTRIBUTES

Key field. A 9-character field for the student's iden!Hication number.


A 6-character field for the designator identifying the printer on which the transcripts are being printed. See the Information Resource Coordinator at your college for the appropriate entry in this field.

A 1-character code designating ii the transcript should be printed immediately or should be saved and printed later. Valid entries are:

N Print the transcript immediately on the designated printer (default).

Y Save the transcript in the spooler until released by the data center operator.

5 - 64 CEI Plus A.1

HONOR ROLL/PROBATION 6

OVERVIEW

CEI Plus A.1

The college's own printed catalog usually contains the criteria for academic standards from which honor roll and/or probation categories are derived. The honor roll/probation process selects students for these specific categories based on the following information:

• Criteria entered on the Honor Roll/Probation Screen.

• The student's credits and/or GPA.

This chapter contains information about:

•

•

•

•

The Honor Roll/Probation Screen .

The honor roll/probation extract process .

The student generalized extract process .

Available reports .

The honor roll/probation process offers the following advantages:

• Reports for more than one honor roll and/or probation category can be produced at the same time.

• The available reports cannot normally be produced from any single extract (mailing labels, class lists, and transcripts each depend on individual extract programs).

However, a job group using the student generalized extract (the job group number ends with the suffix "B") might be necessary:

• To produce reports not available from the honor roll/probation process.

• To include criteria not possible in the honor roll/probation process.

6 - 1 SMS

HONOR ROLUPROBATION GRADES AND RECORDS

HONOR ROLL/PROBATION SCREEN (SM6014)

SM6014-002

Cumulative Lst GPA Cr Num Cr Earn GPA

1

2

3

4

5

6

7

8

9

DESCRIPTION

SMS

HONOR ROLL/PROBATION

Co 11 ege Level Quarterly GPA Cr GPA Cr Cr Cr Earn GPA Cr Earn GPA Reg

Exclude Grades

The Honor Roll/Probation Screen (SM6014) is used to establish extract criteria for up to nine different honor roll and/or probation categories. Using these criteria, the process generates desired honor roll and/or probation reports.

6-2 GEi Plus A.1



USING THE SCREEN

FIELD NAMES

LSTNUM (List Number)

CUMULATIVE GPA CR (Cumulative GPA Credits)

Follow these steps to update the honor roll/probation extract criteria:


2. Type in the appropriate data for each honor roll and/or probation category.

3. Press [ENTER].

ATTRIBUTES

Protected field. A 1-digit code identifying the specific honor roll and/or probation list.

A 6-digit field for the lowest number of cumulative GPA credits required to qualify for the specific honor roll and/or probation list. The format is four integers, one decimal.

CUMULATIVE CR EARN A 6-digit field for the lowest number of cumulative credits earned (Cumulative Credits Earned) required to qualify for the specific honor roll and/or probation list. The

format is four integers, one decimal.

CUMULATIVE GPA

COLLEGE LEVEL GPA CR (College Level GPA Credits)

COLLEGE LEVEL CR EARN (College Level Credits Earned)

COLLEGE LEVEL GPA

OUARTERL Y GPA CR (Quarterly GPA Credits)

QUARTERLY CR EARN (Quarterly Credits Earned)

QUARTERLY GPA

CE\ Plus A.1

A 4-digit field for the lowest cumulative GPA amount required to qualify for the specific honor roll and/or probation list. The format is one integer, two decimals.

A 6-digit field for the lowest number of college level (classes numbered 100 or above) GPA credits required to qualify for the specific honor roll and/or probation list. The format is lour integers, one decimal.

A 6-digit field for the lowest number of college level (classes numbered 100 or above) credits earned required to qualify for the specific honor roll and/or probation list. The format is four integers, one decimal.

A 4-digit field for the lowest college level (classes numbered 100 or above) GPA required to qualify for the specific honor roll and/or probation list. The format is one integer, two decimals.

A 5-digit field for the lowest number of GPA credits for the specific year/quarter needed to qualify for the specific honor ro II and/or probation list. The format is three integers, one decimal.

A 5-digit field for the lowest number of credits earned for the specific year/quarter needed to qualify for the specific honor roll and/or probation list. The format is three integers, one decimal.

A 4-digit field for the lowest GPA for the specific year/quarter needed to qualify for the specific honor roll and/or probation list. The format is one integer, two decimals.

6-3 SMS

HONOR ROLL/PROBATION GRADES AND RECORDS


QUARTERLY CR REG (Quarterly Credits Registered)

EXCLUDE GRADES

SMS

A 5-digtt field for the lowest number of registered credits for the specific year/quarter needed to qualify for the specific honor roll and/or probation list. The format is three integers, one decimal.

Four, 1-character fields for specific grades that exclude a specific student from an honor roll/probation list for which they might have otherwise qualttied.

6-4 CEI Plus A.1


THE HONOR ROLL/PROBATION PROCESS

LIST ORGANIZATION

CEI Plus A.1

The honor roll/probation process depends on an initial extract process that identifies all students within a specific grade point average (GPA) and/or credit range.

These GPA and credit ranges are established through entries on Screen SM6014; see page 6-2 of this chapter for more information about the Honor Roll/Probation Screen.

The honor roll/probation process relies entirely on the student's cumulative credit and/or GPA amounts. These amounts are updated by the end-of-the-quarter grading process; therefore, be sure the grading cycle is complete before ordering honor roll and/or probation reports.

Each line on the Honor Roll/Probation Screen represents a separate honor roll or probation category (list). The data entered on each of these lines is the minimum criteria used to select the students for the individual lists.

Data for honor roll/probation lists must be entered in the following manner:

• Sequence the lists in descending order; those with the highest GPA and/or credit amounts first.

• Type data in as many lists as necessary.

• Enter criteria in sequential lists; do not skip any lists.

HONOR ROLL LIST EXAMPLE 1

If the printed catalog contains the following requirements for placement on the honor roll:

" ... complete 12 or more credits during the quarter, all of which counted toward grade point average, and who have earned a quarter grade point average of 3.5 or above are included on the Deans List."

Type the following criteria in list number 1 on the Honor Roll/Probation Screen to select the desired students for the dean's list:

Type This Value

12.0 3.5

6-5

In This Field

Quarterly GPA Credits Quarterly GPA

SMS


THE HONOR ROLL/PROBATION PROCESS

LIST ORGANIZATION (Cont.)

SMS

HONOR ROLL LIST EXAMPLE 2

If the printed catalog contains the following requirements for placement on the honor roll:

"A student who is enrolled for at least 12 quarter hours of credit in courses for which grade points are assigned, receives no incompletes or withdrawals, and earns a grade point average of not less than 3.85 will be listed on the president's list; those meeting the above criteria but earning a 3.25 to 3.84 GPA will be on the honor roll."

Type the following criteria in list number 1 on the Honor Roll/Probation Screen to select the desired students for the president's list:

Type This Value

12.0 3.85 IW

In This Field

Quarterly GPA Credits Quarterly GPA Exclude Grades

Type the following criteria in list number 2 on the Honor Roll/Probation Screen to select the desired students for the honor roll list:

Type This Value

12.0 3.25 IW

THE THROW-AWAY LIST

In This Field


When users plan to produce probation lists, nonprobation students must be selected for a list first. This category of nonprobation students is called the throw-away list; its primary function is to exclude these nonprobation students from consideration in the probation categories. Users do not order printed reports for the throw-away list; students in that category are:

•

•

Average .

Above average, but honor roll lists are not being produced for the college.

See page 6-8 of this chapter for more information about the extract process.

6-6 GEi Plus A.1


THE HONOR ROLUPROBATION PROCESS

LIST ORGANIZATION (Cont.)

CEI Plus A.1

PROBATION LIST EXAMPLE

If the printed catalog contains the following requirements for placement on academic probation:

"A student who is enrolled for at least 6 quarter hours of credit, and earns a grade point average below 2.00 will be placed on academic probation ... "

Type the following criteria in list number 1 on the Honor Roll/Probation Screen to exclude all students not on academic probation (this is the throw-away list):

Type This Value

2.00

In This Field

Quarterly GPA

Type the following criteria in list number 2 on the Honor Roll/Probation Screen to identify all students on academic probation:

Type This Value

6.0

In This Field

Quarterly Credits Registered

HONOR ROLL AND PROBATION EXAMPLE

If the printed catalog contains the following requirements for academic standards:

"A student who is enrolled for at least 12 quarter hours of credit in courses for which grade points are assigned, receives no incompletes or withdrawals, and earns a grade point average of not less than 3.85 will be listed on the president's list; those meeting the above criteria but earning a 3.25 to 3.84 GPA will be placed on the honor roll.

A student who is enrolled for at least 6 quarter hours of credit, and earns a grade point average below 2.00 will be placed on academic warning; those .meeting the above criteria but with a grade point average below 1.25 will be placed on academic probation."

Type the following criteria in list number 1 on the Honor Roll/Probation Screen to select the desired students for the president's list:

Type This Value

12.0 3.85 IW

6-7

In This Field


SMS



LIST ORGANIZATION

THE PROCESS

SMS

HONOR ROLL AND PROBATION EXAMPLE (Cont.)

Type the following criteria in list number 2 on the Honor Roll/Probation Screen to select the desired students for the honor roll list:

Type This Value

12.0 3.25 IW

In This Field


Type the following criteria in list number 3 on the Honor Roll/Probation Screen to exclude all students not on academic warning or probation (this is the throw-away list):

Type This Value

2.00

In This Field

Quarterly GPA

Type the following criteria in list number 4 on the Honor Roll/Probation Screen to select the students on academic warning:

Type This Value

6.0 1.25

In This Field

Quarterly Credits Registered Quarterly GPA

Type the following criteria in list number 5 on the Honor Roll/Probation Screen to select the students for academic probation:

Type This Value

6.0

In This Field

Quarterly Credits Registered

Job Group SG094R (Honor Roll/Probation Report) performs the following functions:

1. Extracts all students enrolled for the specified year/quarter.

2. Places those students on appropriate lists as dictated by the entries on the Honor Roll/Probation Screen (SM6014).

3. Produces the desired printed report(s) for each specific list.

Users specify the desired year/quarter when scheduling the honor roll/probation process. All students enrolled for that specific year/quarter are selected for placement on a specific list.

6-8 CEI Plus A.1



THE PROCESS (Cont.)

AVAILABLE REPORTS

CEI Plus A.1

Using the criteria entered on Screen SM6014, the process identifies and selects all students that meet or exceed the criteria for list number 1. These students are not eligible to be selected for any other list. The process then identifies and selects students for list number 2 and subsequent lists in the same manner.

Students are eligible for inclusion on a specific list because of GPA and/or credits; however, they are excluded if any of their classes for the specific year/quarter have received a grade specified in EXCLUDE GRADES (on Screen SM6014) for that specific list.

The following printed reports are available for each honor roll and/or probation list:

SM6118J SM6119J SM6234J SM6122J

Honor Roll/Probation Mailing Labels Honor Roll/Probation Class List Honor Roll/Probation Transcripts Honor Roll/Probation Report

ORDERING REPORTS

When scheduling, users designate:

• The desired printed report(s).

• The lists to be included on each specified report.

Using these designations, users can receive appropriate report(s) for each specific list. For example, users might desire mailing labels for all lists ( except the throw-away list) but might desire transcripts for only those students on probation.

ORDERING TRANSCRIPTS

All reports, except transcripts, are actually produced by the honor roll/probation process. Job SM6234J (Honor Roll/Probation Transcripts) produces a work file containing the student identification number of each student on the specified list(s). Users must then schedule Job SM6229J (Transport On-Request Transcript SID File) to move this file of SID's to the work file where transcripts are printed by Job Group SG0B0R.

6 - 9 SMS



AVAILABLE REPORTS

SMS

ORDERING TRANSCRIPTS (Cont.)

Jobs/job groups must be scheduled in the following sequence to produce honor roll/probation transcripts:

1. Job Group SG094R (Honor Roll/Probation Reports).

2. Job SM6229J (Transport On-Request Transcript SID File).

3. Job Group SG0S0R (Transcript Update Process).

Transcripts produced from the honor roll/probation process are identified by the symbol "F", followed by the appropriate honor roll/probation list number, printed under the registrar's signature line.

The student's transcript biographic information is not updated when honor roll/probation transcripts are produced; the printed transcript reflects existing information in the student's transcript record.

6 - 10 CEI Plus A.1

OTHER EXTRACTS

CEI Plus A.1


Users can schedule a student generalized extract with honor roll and/or probation criteria and can generate desired reports from that extract. The extracts are the first jobs in job groups with a "B" suffix; they are:

SM5204J SM5209J

Used for biographic reports and transcripts. Used for student enrollment reports.

The honor roll/probation process offers several time and resource saving advantages; however, a job group using the student generalized extract might be necessary:

• To produce other reports not available from the honor roll/probation process.

• To include additional criteria not possible in the honor roll/probation process.

6 - 11 SMS


SMS


6 - 12 CEI Plus A.1

ELECTRONIC TRANSFER 7

This chapter will be included with the next release.


ELECTRONIC TRANSCRIPT EVALUATION 8

This chapter will be included with the next release.

CE! Plus A.1 8 - 1 SMS

REPORTS

SM6101

SM6102

SM6103

SM6104

SM6105

SM6106

SM6107

SM6108

SM6109

SM6110

SM6111

SM6113

SM6114

SM6118

SM6119

SM6120

SM6121

SM6122

SM6123

SM6124

SM6125

GRADES AND RECORDS REPORTS

Continuous Transcripts............................................................... 9-2

Transcript Update Transaction Log ............................................ 9-3

Grade Marking Sheets................................................................ 9-4

Grade Marking Sheet Checkoff List .......... .............. ................... 9-5

Grade Marking Sheets Not Processed....................................... 9-6

Grade Marking Sheet Exception Report..................................... 9-7

Missing Grades........................................................................... 9-8

Grade Posting Transaction Log.................................................. 9-9

Quarterly Grade Report ........ .... ........................ ........ ............ ...... 9-10

Quarterly Grade Mailer Zip Code Counts ................................... 9-11

Transcript Stickers ... ......... ....... ... .. ... ..... .. .. ............ ............. ...... ... 9-12

Grade Analysis ............................................................................ 9-13

Student Academic Record.......................................................... 9-14

Honor Roll/Probation Mailing Labels.......................................... 9-15

Honor Roll/Probation Class List.................................................. 9-16

Occupational Prep - Degrees and Quarterly Information........... 9-17

Transcript SID Change Detail Transaction Log .......................... 9-18

Honor Roll/Probation List............................................................ 9-19

Repeated Classes ....................................................................... 9-20

Print Grade Entry Form "A"........................................................ 9-21

Print Grade Entry Form "B" .......... .............. ........ .... ............ ........ 9-22

SM6202A Archival Reactivation Exception Report ..................................... 9-23

SM6202B Archival Reactivation Duplicate Course List............................... 9-24

SM6202C Archival Reactivation Log .................................... ........ .... .. ......... 9-25

SM6209 Transcript Print Exception Report ............................................... 9-26

SM6220 Variable Credit Assignments and Invalid Grades ....................... 9-27

SM6236 Transcript Print Exception List.................................................... 9-28

CEI Plus A.1 9 - 1

9

SMS

REPORTS GRADES AND RECORDS

CONTINUOUS TRANSCRIPTS (SM6101)

LOIS C lllllllt 04/0~/87 PAGE

iiMMUNITY COLLEGE ••IJEST RD

TRANSCRIPT/GRADE RECORD BELLINGHAM WA 93226

OFFICIAt TRANSCRIPT WHEN SKlNED AND SE"'-ED BY REGISTRAR

CQIJR,!i-li: CQI.IA,1:: ~11'1;,1! BIIIADC Cl'IEtl!Tlffl& a~Dll'OINT COUIIIBI COi.Mii ti'l'U

P/S CR CR Ef lN GPI• CR GPTS GPA BEG CU/1UL .TIV 0. 0 20.0 20. 0 80.0 4. 00 !':EG COLL EVE 0. 0 i::0.0 20.0 80.0 4.00

***:II~* SUMMER 8€ **11:11,-:* 8.1 BUSAD ?11 ACCOUNTING I B- 3.0

ENGL IO I CO~lPOSl TION &+ 5.0 16.5 P/S CR CR ERN GPA CR GPTS GPA

QUARTER, 0 0 8,0 s.o 24.6 3.08

***** FALL 8~ JI•****' MIT E'.31 POTTERY I I A 5.0 zo.o HIST 230 SURVEY RUSSI All HViTORY Et. s.o 15.0 MATH 105 COLLEGE ALGEBRA II B 5. 0. 15.0

PIS CR CR ERN GP/I CR Gcf'T,S GPA •JI.I ARTER, 0.0 15. 0 15. 0 so. (I 3.33

r,11 *'* ~i * WINTER 87 ***** CHEM l 00 BASIC CHEMISTRY CQ!JCPT I B+ 5.0 16,5 ENGL 171 EFFECTIVE READING A 5.0 20. 0 PE 12.3 AEROBIC EXERCISE p 2.0 0. 0 ?SYCH 11 0 GcENERAL l'S'!'CHOLOGY r,- 5. 0 18.5

P/S CR CR ER!J GPA CR GPTS GPA Q.l/1\RTER: 2. 0 17. 0 15. 0 55.0 3.67

P/S CR CR ERN GcPA CR GPTS GPA CI.IMUlf1T!V : e.o 60. 0 53.0 o~.6 3. ~1 C•,LLEGE L VEL 2.0 f.0. 0 !:-8.0 ; 09. I> 3.61

Tli~NSFER ROM IJNIV WAE:H S9 CPC:D iS

1HI:!;. CO-LltOI:. I~ .. ec.iti•o1T[O 8'1' T"IE ,10F1tl"IW£5,I ASi0(;1ATICJI'; OF SE,CONb,l.l'IV .. IIIIP l•IIIGIHIIII El:IUCATIO,. 'l'fAlt

11,,r,,Mti! .5-l'UQ~l\ll'l '0 Pl'IE!Jl0U:5NAMI HIGl-!$-C:1-1(1(11. -Glll-,1,0

HUI a,J.,,Q/.~ .. ~: STIJDNT 9 !3:Clf.iWJ lllllll!lc,,,es. tAA,.f.tl FOP.EH,fl COUNTln .... 44 AS.SOC I ATE IN ARTS WITH 1-,,:0tJ()?.S l.JIN,37

PROO'll:IIM A.DU1SOFI

INFOFIMATION iFRl)M THIS Rli¢0RO MA'W'-NOT If RE:LE.ASED T0 It.NY OTHEA PiliR"tY WIT+'IOUT OBT/1.fNlt.Gli CCNSeNT OF we S1'UDENT ..

o.i.11.t11

TO·

IS C

152 BELL l NGH!•.!1 IJA

.111rJ•11,o .. ,. ~fo.11-1>1 1101 .. 1

-----l:'E'i.L:,VUE IJA -J,SOOS

/t_

........ ._ ______________ _

DESCRIPTION

SMS

This report is a continuous academic record for the specific student. It can be printed on a preprinted form or stock paper.

The user can control printed information through entries on the Grades Attributes Screen (SM6002} and the Grade Processing Options Screen (SM6003).

9-2 CEI Plus A.1


TRANSCRIPT UPDATE TRANSACTION LOG (SM6102)

FRI, HR l, 1'187, 2:09 Pn 210 . TRAKSCRIPT UPDATE TR6NSACTIOH LO~

PRG[ 5 REPORT S~6l02

urnoo2

SCR£[H ID: sn601J TRftHSCR!PT CLASSES SE CT GR TERH US[R ACTH DEPT COURS[ rrn STAT CR nrcrnaL POST

_____ 5rumum _______ um.!'-L!L --~HL ___ 1m ___ !L ___ rn ____ £~- m_ L!!!L tl~L m1 m __ £L _L ~!\ mR __ rn ___ r~n __

L ...

DESCRIPTION

CEI Plus A.1

04/03/87 J0:10:60 0100 TUSER 8~71 IHGL 101 C 5.0 Et N COURSE TITU: COttPOSITIO!I

04/03/87 lO:Sl:lO 0100 lUSER· A 8671 BUSAD 211 C 3.0 H- N COU~SE THU: ACCOUltTil!G I

5.0 D H 04/03/87 31:52:50 0100 TUSER A BH2 HIST 230 C COURSE TIHE: SURUEY ~USSIAtt HISTORY

04/03/~7 32:~7:40 0100 TUSER 8

04/03/87 33:42:60 0100 TUSER D

04/03/87 34:05:60 0100 TUSER A

04/0l/B7 35:35:80 0100 TUSIR

0~/03/87 36:32:70 0100 TUSER

04/03/87 37:35:50 0100 TUSIR A

8672 nATH rn~ C

8671 BUS~D 211 C

8'71 BUSAD 211 C

8672 ART rn C

l!41l PSYCH It 0 i,

8673 Pr 128 C

5.0 ll H COURS£ TITU: COlLECE AL~EBRA II

J.O n- N cou~sr TITLE: ACCOUHTIHC I

J.0 B- II COURSE nn r: ACCOUJHitlG I

5.0 A tt COURSE Tl T Lr: POHEl!Y II

5.0 ft- N COURSE TITLE: GINER~L PSYCHOLOGY

2.0 p N COURSI TITLE: 8[1l0BIC HERCISE

5.0 Bt N 04/03/87 41 :35:30 0100 TUSIR ft 8613 cMEn 100 C COURSE THU: BASIC CHEMISTRY CONCPI

04/03/87 43:10:10 0100 TUS[R ft e6n met 171 C 5.0 A COURSE TITLE: EfFICTIVE READIHG

This report is a log of all update entries that were made in the Transcript File. The log contains the actual change, the date and time of the change, and the terminal on which the transaction was made.

9-3 SMS

tt


GRADE MARKING SHEETS (SM6103)

SIS-006 REV. 3/80

COLLEGE NAME GRADE MARKING SHEET 04/03/87

NOTE PLEASE RETURN BT TUESDAY MARCH 31 < { USE NO. 2 PENCIL ONLY ~ j IDC ITEM~ COURSE ABBREV/NO SECT,ON COURSl lllLE SEC. STAT oDO NOT FOLD

8215 BUSCM 101 .r INTRO BUSINESS COMPUTING o ERASE COMPLETELY • MAKE NO STRAY MARKS

!NS-TRVC:TOR CFCEDJTS El EGIN TIME: DAVS BlDG/ROOM QUARTER V£AA • fill CIRCLE COMPLETELY

BALL,R 03.0 0900AM DAILY B43 OOOOM IJINTER 87 o 00 NOT USE WHITE OUT o DO NOT WRITE ON REVERSE SIDE

ASTERISK {"I IN GRADE HEADING INDICATES GRADE _________ IN_ST_R~UC_T_OR_·s_S_IG_N_AT_U_R_E ------< IS NOT USED IN THIS COLLEGES GRADING SYSTEM.

VARIABLE h.,-~~-=-~~-~~~~--,..:'-,.---~-,-,.+,-.,.,+.----=-:VA.::.R.::.IA.:=Bc:::LE;_C;_R_E_DI_T __ ----j STUDENT NAME · STUDENT 1.0.

DESCRIPTION

SMS

CREDITS (A) ::sJ ~-!V (€} '111:': ,:!.) ,,.J ."iii: ·:.t) i'P; i!V t,', -~ :~J ~0 .~l ·'!-: 'f_,, (L-

1:i) {2 (:, 4) ~ (!) ·',i) (i; '-il ~~: )j

@®©®®0®®©®@©®©@0G©G@~@9~6~fr~8~~ .j) ~) ~ii "i' :~) -·~: ... 7) -~-- -~.';. 1g 'li•

,1) <ifi (€) -~) c~ ·/) 'G~~ ,·tt) (0 ~.'r ~ (ti '~~} :i~~ =:iv ,"yj '.'V /;) '(: '.il} '1} qi ~' ;~, 17_, r.-~, ,-\I j() ;ii 11 '.:,

~.') {i) (~ rv !~) r.~ ,-,) .... ! .. ~) 1~,--··11•

© ~) (c) @ {D C!J (~) r€.; C0 ft) ~~ © ~ :ii :0 <9 (f> r~J Cf; ~.!) fY 5~ ~~ -'ij) .. ~Ji ·;j, '1 ,_ i~: .z_i) f~· ~:'.:· (!,) :3_; (_3) 'i~· :·~~; ~) -:7.., ·a._,, -~.-' !~ ~-~

._';.) :~ (€) :'.~) j) · .. ~ .-:~1 .~ 0) :·P) ~":) (~) '.v]:• :~) .~~ :_j~ :'Yr· ~) (~. ;~, ·'.J~ -,~'!,- .~ii '~: 'i1, 'i8, ·\~ 2~· i!, ·2:i .__,) r.i) ,:£> © (!J (~ {j) '!) (!) 1,o) ·1 ),

®~©@©0@00~~~~®®0~0~g@~s~@~a~~~~ .!) r.2.i £· :~ ·&: e,_1 ·/; .~) ·!J.: ,a n,,,

(~) ,.,El ::€) 10 i'"0 .:'!) ~~ t.~.J ,.i) -~) ·'.~) (.f; '!') ~S) ::0 {!) t5'.~ 1J CJ. ~J 11·~ J~ -!!') -,~; 1,2: f!· :,~. 29 i1 2_z

0 (~) ® '~ (~ I~' ;j__; {j) (~i.~; ·1~~:· '.~ ®©©@~~~®©®®©®®®0®~0@089~@~8~~fG

~D --~ -;-?) l:~1 ··~ -~> ti '.1.: -~- ,to·: it ~~~®~~~~~~~0~~S~~~0~ij&~ijRU~~ri~

r_i.; (~) I.~) :~ )) '.~) ~?.)- ~) -~·/ 10 ~ I

(€', ~~) (0 (€., (~) ~?) (~) .~) ~"i,;, ;f.) ~) ·'i) ~i (~j :JJJ (i) ''.\; r~") {l, #) r'1)) ·ljf r1,j f.ii; l?r i_~ i-~: ~o 21 n

:) ·.~ :~~\ :_4j l J;:· 1, le·!.' ,o i,

.~; 'BJ §) ;Dj )'. x: l) :~:., ·y_r ,)•::. ."~) ·Z) ~J .-r~ :~U) ~Y~\ .\ / .. ~? ~.a!- ~~) :f.t· .i~'I t!; if •j8' 111 io -21 22

This report Hsts all students in a specific class on a preprinted form. It is used as a grade entry device during the quarterly grading process.

Classes can be excluded from the scanner process by entry of "A" or "C" in the second position of section status in the class record.

The user can print a note (up to 50 characters long) at the top of each page.

9-4 CEI Plus A.1


GRADE MARKING SHEET CHECK OFF LIST (SM6104)

WED, APR 1,1987,10 01 PM PAGE 14 210 REPORT SM6104 rnnuE MrlW<JNt; ~HEET Cllf CK orF LIST V£R001

WINTER 87 RUN NUMBER:

PAGE DEPT COURSE ITEM NUM /DIV NUM SECT NUM

0300 TECH 098L X 7565

0301 ART 079L X 7010

0302 7011

0303 HIST 099L X 7315

0304 cs 101 F 2005

0305 cs 101 F 2005

0306 ABE 040 A 1000

0307 ABE 040 A 1000

0308 ABE 041 A 1020

0309 HSC 020 w 3500

0310 HSC 022 w 3505

0311 HSC 023 w 3510

0312 HSC 024 w 3520

0313 HSC 025 w 3525

0314 HSC 027 w 3530

0315 HSC 030 w 3540

0316 HSC 032 w 3545

0317 HSC 035 w 3555

0318 HSC 036 w 3560

0319 HSC 049 w 3565

0320 HSC 060 w 3570

0321 HOMCM 090 I 3765

0322 HOMCM 090 I 3765

DESCRIPTION

CEI Plus A.1

INSTRUCTOR NUM • • • • NAME SHEETS * OUT • IN • O.P. *

HESS,E • • • • HILLRIRE,l • • • •

• • • • HILLRIRE,P • • • • HlJiOJK,IJI • • • • HLADIK,W • • • • HOUGH,E • • • • HOUGH,E • • • • HOUGH,E • • • • HOUGH,E • • • • HOUGH,E • • • • HOUGH,E • • • • HOUGH,E • • • • HOUGH,E • • • • HOUGH,E • • • • HOUGH,E • • • • HOUGH,E • • • • HOUGH,E • • • • HOUGH,E • • • • HOUGH,E • • • • HOUGH,E • • • • HUBNER,V • • • • HUBNER,V • • • •

This report is produced when grade marking sheets are printed. It is used to check off the grade scanners as they are returned by the instructors.

9-5 SMS


GRADE MARKING SHEETS NOT PROCESSED (SM6105)

WED, APR 1, 1987, 10:06 PM PAGE 31 210 REPORT SM6105 GRADE MARKING SHEETS NOT PROCESSED VER001

WINTER 87 RUN NUMBER: 1

PAGE DEPT COURSE NUM /DIV NUM SECT

0708 PSYCH 110 F

0709 HIST 102 A

0710 HIST 102 A

0711 HIST 102 A

0712 HIST 225 A

0713 HIST 225 A

0714 HIST 230 L

DESCRIPTION

SMS

ITEM INSTRUCTOR COURSE TITLE NUM NAME

GENERAL PSYCHOLOGY 5140 ZADRA,N

WESTERN CIV 1300-1815 3600 ZYLSTRA,C

WESTERN CIV 1300-1815 3600 ZYLSTRA,C

WESTERN CIV 1300-1815 3600 ZYLSTRR,C

HIST/POLITIC MIDDLE EAST 3615 ZYLSTRA,C

HIST/POLITIC MIDDLE EAST 3615 ZYLSTRA,C

SURVEY RUSSIAN HISTORY 3620 ZYLSTRA,C

This report lists the scanners that have not yet been processed either by scanning or screen entry. It is produced during the quarterly grading process.

9 · 6 CFI Plus A.1


GRADE MARKING SHEET EXCEPTION REPORT (SM6106)

THIS REPORT IS AVAILABLE BUT A SAMPLE IS NOT INCLUDED.

DESCRIPTION

CEI Plus A.1

This report is produced when the scanners are read. It lists the following error conditions encountered on the scanner:

• Duplicate run number/page number.

• More than one grade marked on one line.

• Invalid run number and/or page number.

• Multiple variable credits marked.

9-7 SMS


MISSING GRADES (SM6107)

WED, APR 1, 1987, 10:09 PM

YEAR/QUARTER: 8673 - WTR 1987

STUDENT NAME STUDENT ID

DESCRIPTION

SMS

PAGE l 210 REPORT SM6107

MISSING GRRDES

ITM DEPT COURSE INSTRUCTOR NUM /DIV NUM SECT NAME

5125 PSYCH 110 R VERCH,R

5300 SOCIO 110 R VERCH,R

4820 PE 124 A BURNFIELD,M

5150 PSYCH 125 A DEIRO,J

4820 PE 124 A BURNFIELD,M

5015 POLSC 110 A BOWER,E

5300 SOCIO 110 A VERCH,R

5405 SPED 050 B NEUBRUER,K

4840 PE 140 A STARK,G

5015 POLSC 110 A BOIJIER,E

5100 PSYCH 105 A RORMS,J

5300 SOCIO 110 A VERCH,R

4'840 PE 140 A STAAK,G

~ 1 :"', P'~Vfl-i 110 A VfA(H,ll

5410 SPED 051 A NEUBRUER,K

4600 MUSIC 251 R SCRNDRETT,R

4805 PE 102 A PETERSON,S

5135 PSYCH 110 D LUNO,P

4520 MEDAS 121 A BERWICK,P

1>530 MEDAS 123 A BERWICK,P

4805 PE 102 A PETERSON,S

4900 PHYS 100 A JULIN,S

5125 PSYCH 110 A VEACH,R

This report lists all students with enrollment records without a grade posted. The class with the missing grade is specified; classes with an "A" or "C" in the second position of section status are omitted.

98 CFI Plus A.1

VER004


GRADE POSTING TRANSACTION LOG (SM6108)

WED, APR 1, 1987, 10:10 PM

STUDENT NAME STUDENT IO ·- -· .. ----·· --- . ~-,..-. ~----~-~~

DESCRIPTION

CEI Plus A.1

PAGE 1 210 REPORT SM6108

GRADE POSTING TRANSACTION LOG

TERM ITM DEPT COURSE GR DECIMAL DATE TIM£ ID 'rRQ NUM /DIV NUM SECT GR QLFR CR GR

--~----~~~ 04/01/87 20 08 01 0028 8673 4457 MATH 104 B C 3.0 04/01/87 20 08 01 0028 8673 4445 MATH 102 B A 5.0 04/01/87 20 OB 01 0028 8673 4445 MATH 102 B B 5.0 04/01/87 20 08 01 0028 8673 4500 MEDAS 101 A B 4.0 04/01/87 20 08 01 0028 8673 4457 MATH 104 B B 3.0 04/01/87 20 08 01 0028 8673 4450 MATH 103 A A 3.0 04/01/87 20 08 01 0028 867& 4452 MATH 103 B a 3.0 04/01/87 20 08 01 0028 8673 4473 MATH 155 A A 4.0

This report is a log of all grades that were posted to the student's enrollment record through the Grade Posting Screen {SM6004). It prints the date and time of entry and the ID of the terminal on which the entry was made.

9-9 SMS

VEROOl


QUARTERLY GRADE REPORT (SM6109)

0.0003

P.O BOX -SALEM QUARTER'LY GRADE REPORT

STUOENT NAM~

STUDENi NUMBER CJUARTE:~

~4 WINTER

AiJV-JSOR PROG.fl:AM

ART/SCI DEGREE -SEATTLE

DESCRIPTION

SMS

OR

87

DR WA

98226

.:, Q ::: ::ccor,::oo::ccc::oc occ::1:,::::::::::c,,,,, occ::::cc::c:c:::::::::o ::cc:::::c:: :c:::::ci::coo

-~--~-~----------------- CREDITS GRAO'E GRADC ~OlNTS D6P1,f01V. COURSE. $£CT. COURSE TjTLE

CHEM 115 A HUMS 190 D MATH 1 02 B

98032

BASIC CHEM CONCEPTS I DUC ASST/RECREATION

INTERMEDIATE ALGEBRA

5.0 * 3.0 * 5. 0 B

0.0 0.0

15.0

t8.0 18.0 .97 SJ._ 5.0 5.03.00 15.0 c~f~rr ~:~~Q"~ GPA ·i~.1i~~ · u1ft\1:,,~ . .L.J~fJW1~;--IJ/\-r,·~~1·"rA,--. -· •• ~-~fi~~---·cuM -- ClJMLJIATIVo - -·--- -·- ·.-- .. uM .

FOR EXPLANATION OF GRAO LEGENO SEE A(VfASf SIDE

COPY 1

This report is a quarterly academic record for the specific student. It can be printed on a preprinted form already for mailing.

9 - 10 CEI Plus A.1


QUARTERLY GRADE MAILER ZIP CODE COUNTS (SM6110}

WED, APR 1, 1987, 10:17 PM

YEAR/QUARTER: 8673 - WTR 1987

PUN ZIP ACTN CODE

1 98032

fHR~E DIGIT ZIP TOTAL

98032 98052

THREE DIGIT ZIP TOTAL

101111 MIHL[HS

DESCRIPTION

CEI Plus A.1

PAGE 1 210 1

QUARTERLY GARDE MAILER ZIP CODE COUNTS REPORT SM6110

VER001

cou~ 1 - 9

2

COUNT 10 UP

185 84

269

This report prints the number of quarterly grading mailers, by zip code, that have been processed. It is available when quarterly grade mailers are printed in zip code sorts.

9 - 11 SMS

.

REPORTS

GRADES AND RECORDS

TRANSCRIPT STICKERS (SM6111)

•••••••• WINTER 87 ********ART 130 POTTERY I S BIOL 245 NUTRITION S CS 207 BASIC PAOGRRMR-DRTR FILE A ENGL 103 COMP III:AESEAACH PAPER SPOLSC 105 LERDERSHP/PRRLIAMNT PROC S .

CR-EARN GPA-CR GR-PTSQUARTER..... 18.0 5.0 2D.0 CUMULATIVE.. 60.0 37.0 110.0

VL. 59.0 36.0 106.0

DESCRIPTION

SMS

5.0 0.0 3.0 0. 0 5.0 20,0 3.0 0.0 2.0 0.0

GPA 4.00 2.972.94

This report is printed on a transcript label that can be applied to a hard copy form as a transcript record for the student.

9 .. 12 CFI Plur. A.1

SID and Name Appear here

GRADE ANALYSIS (SM6113)


THU, APR 2, 1987, 6;08 P YEAR-QUARTER: 8673 tufR 1987 210

PAGE 28 REPORT SM6113

VEROOS

TAUGHT

3. 0

TAUGHT

0. 0

GRADE ANALYSIS

DEPT/DIV COURSE SECT COURSE TITLE INSTRUCTOR CR

cs 110 R PASCAL FOR H BALL,R 3. 0

CR ----- GRADES---------------------------------------------------------------ERRNtO GPA • R R- B B+ B- C C+ C- D D+ 0- F I N P S U V W

3.0 J.00 0 0 0 0 0


cs CR -----

EliRNED GPA • o.o 0.00 1

110

R

0

R-

J PASCAL FOR H BALL,R

GRAD~'.:> B B+ B- C C+

0 0 0

3. 0

C- D

0

0 0

O+ D- F N p

0 0 0

0

0

0

s

0

0

u

0

V

0

0

w

0

** COURSE TOTAL: 110

..

...

3. 0 3.0 3.00 1 0 1 0 0 0 0 0 0 0


cs 207 R BASIC PROGRA BALL,R 5.0

CR ----- --------------------------------- GRADES ---------------------------------------------------------------TAUGHT EARNED GPA •

5. 0 5.0 4.00 0

COURSE TOTAL: 207

5, 0 5. 0 4.00 0

DEPARTMENT TOTAL: cs 31.0 31. 0 2.87 1

DEPT /DIV

TRUGKT

0.0

ECE

CR ----EARNED GPA

0.0 0.00

* l

R R- B

l 0

l

4

COURSE SECT

101

R

0

B

R- B

0

•• B- C C• c- D D• D- F I N p s u V w

0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0

0 0 2 0 1 0 2 0 0 0 2

COURSE TITLE INSTRUCTOR CR

INTRO TO DRY MRRTIN,C 3. 0

GRADES---------------------------------------------------------------8+ B- C C+ C- 0 O+ 0- F I N P S U V W

0 0 0 0 0 0 0 0 0

"'* COURSE TOTAL: 101

0. 0 0.0 0.00 l 0

DESCRIPTION

CEI Plus A.1

0 0 0 0 0 0 0 0 0

This report lists the division of grades for each class. It is sorted by department/division, course number, and section with summary lines by department/division and department/division, course number.

9 - 13 SMS

0


STUDENT ACADEMIC RECORD (SM6114)


DESCRIPTION

SMS

This report is a complete printout of the information that resides on the student's transcript record. It is usually ordered on microfiche.

9 - 14 CE! Plus A.1


HONOR ROLL/PROBATION MAILING LABELS {SM6118)

FRI, APR 3, 1g37, 5:36 PM

QUARTER-YEAR: 8673 - WTR 1987

SEATTLE

-SEATTLE WA 98032

SEATTLE WA 98032

DESCRIPTION

CEI Plus A.1

1

2

2

2

2

2

2

2

210 HONOR ROLL/PROBATION MAILING LABELS

1 -SEATTLE

: TI n • 98052 BELLEVUE

- 2

SEATTLE WA 98032 SEATTLE

2

SEATTLE WR 98032 BELLEVUE

8032 SEATTLE

- WA 98032 SEAf I I.E

- 2

SEATTLE WR 98032 BELLEVUE

2

BELLEVUE WA 98052 SEATTLE ... 2

98052 SEATTLE

REPORT SM6118 VEROOl

1

WA 98032

2

WR 98032

WA 98052

2

WR 98032

2

l>A 98032

WA 98052

2

WR 98032

2

WA 98032

This report consists of mailing labels for all students that are identified in the specific honor roll/probation category.

9 - 15 SMS


HONOR ROLL/PROBATION CLASS LIST (SM6119)

THU, APR 2, 1987, 6:00 PM

YEAR-QUARTER: 8&13 - WTR 1987 LIST-NUM: 2

210 HONOR ROLL/PROBATION CLASS UST

PAGE 3 REPORT SM6 l HJ

VER002

-

Birth Date: 05/14/65 RETURN Earn: Qtr GPA Cr: Qtr GPA: Qtr Cr Reg;

Cum Cr Earn: 31.0 Cum GPA Cr: 31.0 Cum GPA: 3.90 Clvl Cr Eam: VALLETTE ST SEATTLE WA 98032 Day: (206)

Concur: WHITE FEMALE. B 999 NOT A VETERAN RESIDENT

31.0 Clvl GPA Cr: 31.0 Clvl GPA: 3.9.0 123-4567 Eve,_ ( )

-40 Birth Date: 01/14/50 RETURN PART-TIME Concur: WHITE FEMALE ~Earn: Qtr GPA Cr: Qtr GPA: Qtr Cr Reg: 2.0 J 000 NOT A VETERAN RESIDENT

Cum Cr Earn: 62.5 Cum GPA Cr: 49.5 Cum GPA: 3.74 Clvl Cr Earn: 62.5 Clvl GPA Cr: 49.5 Clvl GPA: 3.74 BRECKENRIDGE RD BELLEVUE WA 98052 Day:_ (206) 123-4567 Eve: ( l BRUNNER

4830 PE 128 B AEROBIC EXERCISE 2.0 S PARl<ER,C R21 MWF 09: OOA 10: lOA

-74~arn:

Birth Date: 01/01/51 RETURN FULL-TIME Concur: WHITE FEMALE

Cum Cr Earn: 21ST ST

Qtr GPA Cr: Qtr GPA: Qtr Cr Rea: 5.0 B 111 NOT A VETERAN RESIDENT 43,0 Cum GPA Cr: 28.0 Cum GPA: 3.59 Clvl Cr Eam: 33.0 Clvl GPA Cr: 28.0 Clvl GPA: 3.59

SEATTLE WA 98032 Day: (206) 123-4567 Eve: ATWOOD AL

8010 ART 116 J COLOR & DESIGN I 5.0 • ROE,K B42 0004 MW 01:20P 03:40P

-

HILLMER Birth Date: RETURN Concur: WHITE FEMALE Earn: Qtr GPA Cr: Qtr GPA: Qtr Cr Reg: K 010 NOT A VEll]<nt, AFSlOl:NT

Cum Cr Earn: 16.'0 Cum GPA Cr: 16.0 Cum GPA: 3.75 Clvl Cr Earn: 16.0 Clvl GPA Cr: 16.0 Clvl GPA: 3. 75 GARDEN DR BELLEVUE WA 98052 Day: (206) 123-456 7 Eve: ( l

3750 HOMCM 090 F PARENT COOP PRESCHOOL 0.0 P COSTANTI,K TOl ARRANGEO 95

-78~Farn~

Cum Cr F--.1rn: Pflt.11 Jr

Birth Date: 07 /02/42 RETURN Concur: WHITE FEMAl.E Qtr GPA Cr: Qtr GPA: Qtr Cr Reg: 11.0 B 111 NOT A VETER!,N RESIDENT

42.0 Cum GPA Cr: 36.0 Cum GPA: 3.92 Clvl Cr Earn; 39.0 Clvl GPA Cr: 36.0 Cl\Jl GPh: 3.q?, ',I srnHtE MA 98032 Day: (206) 123 4~87 rve: ( >

1205 ANTHR 201 A PHVSICAL ANTHROPOLOGY 5.0 • RICHAROSON,A B42 0002 MTWTh 12:00P 01:0SP 3900 HUMAN 105 A THE ART OF BEING HUMAN 5.0 * CARMEAN,J 642- 0004 F 09:00A 12:30P 4800 PE 101 A BODY CONDITIONING 1.0 * PARKER,C 873 TTh 05:15P 06:15P

- Birth Date: 01/03/51 RETURN Concur: ASIAN/PACI FEMALE ~arn: Qtr GPA Cr: . Qtr GPA: Qtr Cr Reg: 3.0 B 111 NOT.A VETERAN RESIDENT

Cum Cr Earn: 67.0 Cum GPA Cr: 50.0 Cum GPA: 3.72 Clvl Cr Earn: 54.0 Clvl GPA Cr; 4,.o Clvl GPA; 3.67 RUTSATZ RO BELLEVUE WA 98052 . ciay: (206} 123-4567 Eve:

8300 CS 110 J PASCAL FOR HOME/BUS II 3.0 + BALL,R 843 OOOOM DAILV 09:00A 09:00P

-69 Birth Date: 05/07/49 RETURN FULL-TIME Concur: AMER INDIA FEMALE ~Ear Qtr GPA Cr: Qtr GPA: . Qtr Cr Reg: 12.0 B 111 NOT A VETERAN AfaSlDENT

Cum Cr Earn: 29.5 Cum GPA Cr: 18 .. 0 Cum GPA: 3.67 Clvl Cr Earn: 27.5 Clvl GPA Cr: 16.0 Clvl GPA: 3.75 LUMMI SHORE.RD SEATTLE WA 98032 Oa~: (206) 123-4567 Eve: (206) 999-9999 ATWOOD Al

7290 ENGL 101 X COMPOSITION I 5.0 * PERRV,B B24 11Tllffh 11:.1,0A 12:0SP

DESCRIPTION This report lists all students (and their classes) that are placed in the specific honor roll/probation category.



OCCUPATIONAL PREP- DEGREES AND QUARTERLY INFORMATION (SM6120)

FRI, APR l, 1987, 12:39 Aft

ACADtnrc Y[AR: 85-86

_____ S!UDIHT_HAHE _________ SIU ___ _

DESCRIPTION

CEI Plus A.1

PAG£ 4 210 R!PORT sn&t20

OCCUPATIOHAL PR!P - D!GRE[S AKD QU~RT!RLV IHTORHATIOH

--------------- ·----- O!GREES -------------------------- -- QUUlIRLY ---DEGRH SRU EKIT PRG STU PRG _!!!!!.. mREE_TITLE ___________ !RL _,!;JL J;!lfb. m__ !!!! m_

1 CUTITICftf'E;flICR0C0HPUHR !£CK 8564 2 8562 262 2 ASSO SCI/IICRO COflP SAltS/SIRU 8672 I 26? 8563 262

8564 262

8561 514 8562 514 8563_, 5H 8564' 514

8562 181 3563 l8t 8564 l81

8563 405

ASSO SCI/BUS Ann RCCT-U-HOMORS 8561 8561 r 505 850 B tit

8561 r 502 8562 B 111 8563 B 111 8564 B 111

ASSO SCIENCE/BUS ADNIN GENERAL U672 502 8561 B H9 8562 B 999 8563 r 502 8564 F 502

8562 381 8563 :m $SH Jal 8563 181 8564 381

S~6q r 502

~5,q r 2H

8561 J 000 8562 f 505 8561 r 505 8564 r 50::\

8562 505 8563 505 8564 505

ASSO SCI BUS AlnIH/COffPUTIKG 8564 514 8562 514 8561 514 8564 514

8562 502

This report lists all students that were identified in a vocational program for any quarter during the specific academic year. It prints a record of the program for each quarter and lists any degrees that have been awarded to the student.

9 - 17 SMS

urnoot


TRANSCRIPT SID CHANGE DETAIL TRANSACTION LOG (SM6121)

SAT, RPR ~, 1'1Br, 1 ,19 AN P8G£ 1 150 REPORT Sft61tl

STUD£HT ltAn!

DESCRIPTION

SMS

TRANSCRIPT SID CHRIIGl DETftIL TRAIISACJIOH LOG VER001

. CORRECT IIICORR£CT REC TYP£ ~ TmN llll5 -,u m:llllPllil: 1111'~4 STU FEE

STU l'RG STU RES cm NY m YUR/QTR RECORD A!IIIID ~ '

n. m ~ sm ¥ g

mR/QTR RECORD &DDIB 6231 L J 33 HlfilR RECORD tDIIED 6232 L J u YHR/ R RICORD ADD.ED 6233 L J Jl YiftR/QTR RECORD ftllH 6214 L 3 u YUR/QlR RECORII ftlllll:B 6341 L J J3 YiftR/QTR RECORD-811111:D 6342 L J Jl YEAR/QTR RECORD ABBED 634J L 3 JJ YEaft/QTR RECll!II ADDED 6344 L l 3l YEftR/QTR RECORD ftDDID 6674 L J 33 YEftR/QTR RECORD ADDED 7671 L J Jl

SECT GR DEPT COURSE ITn STH l:R D£CIN8L POST

Cl.ASSIS RECORD 8DUD ~ =- \I- sm 111J11 ~ _z_ iB !!ill _§!!_IND

COURSE mu: !'RIK RttOUNT CUSSES RECORD 8.DDtD 61?4 lHGI. 101 J.I) ft

CIJURS( TITLE: CDnP CUSSIS RECORD ADDED 6231 PS9CII 101 5.0 C

Cll\llS( nm: INTRO PSYCH ClftSstS RECORD RODED 6232 £IQ. 102 3.0 ft

COURSE nm, conp CLftSS[S RICIIIUI ADDED 6233 HIST 162 5.0 • COQl!Sf mu: llftSH STATE CLASSES RECORD ftDDtD 6234 HUllftN 101 5.0 V

COURS£ TITLE: lIURRTURE mssrs llECORllellllEll 6214 soc 101 5.11 V

WUIISE TITLE: IllfRO SOC CUSSES RECORD &!111£D 6341 HIST m 5.0 a

COURSE TITLE: U S HIST ClftSS[S RECORD RI 634? UR 104 5.0 • COURSE TITLE: SUR !NG lIT CUSSES RECORII AbllCD 6343 11ST 105 :1.0 ft

CllllRSE TITLE: U S HIST CLASSES RECORD ADDED 6343 SOC 101 :1.0 a

COURSE TITLE: INTRO SOC CLASSES RECOl!ll ADDED 6344 [lfSL 103 3.0 I

COURSE TITL[: COIIP CUSSES RECORD ADDEII 6144 CEOI. IOD u a

COURS[ mu, ncno &rot CLASSES RECORD ft!IOED 6344 nUSic m t.O C

COURSE TITLE: IIUSIC ftPP CLMSU RECORD ftDD!D 6344 l'1lta 115 5,0 • COURSE TITLE: GEl! HYGIIl!E CLftSSIS RICORD ADDED 6344 SIIC 102 5.0 • COURSE TITLE: soc PROBLins CLASSES RECORD RDDED 6674 IIHTHR 100 :!.O A

COURSI um : INTRO ANTHRO

This report lists all actual changes that occurred in the specific student's transcript record when the SID change process was run in the Transcript database.

9 - 18 CEI Plus A.1


HONOR ROLL/PROBATION LIST {SM6122)

lHl.1 1 tdrl..! ,. 198;. 6:02 PM

YEl'!R- QUl'!RTER: 8673 - WTR 1987

llST NUMBER: 2

DESCRIPTION

CEI Plus A.1

PHGE < 210 REPORT SM6122

HONOR ROLL/PROBATION LIST

----OJMULATIVE----- ---COLLEGE LEVEL---- ----------QUARTER------------CR GPA CR GPA CR GPA CR

EARN CR GPA EARN CR GPA EARN CR REG

64.0 64.0 3.61 64.0 6<;.0 3.61 . 0 .0 5.0 91.0 86.0 3. 72 91.0 86.0 3.72 • 0 .o 17. 0 28.0 27. 0 3.63 28.0 27.0 3.63 • 0 .o . 0 63.0 63.0 3.70 61. 0 61.0 3.69 • 0 .0 20.0 21.0 17.0 3. 71 16.0 16.0 3.81 .0 .0 5.0 35.0 23.0 3.50 30.0 18.0 3.92 .0 .o 23.0 22.0 17.0 3.53 20.0 15.0 3.60 .o .o 13.D 31.0 13.0 3.54 18.0 13.0 3.54 .0 .0 15.0 39-.0 21.0 3.61 39.0 21.0 3.61 .0 .o .0 67.0 67.0 3.93 67.0 67.0 3.93 .o .o 4.0 17.0 12.0 3.60 17 .0 12. 0 3.60 .0 .0 18.0 68.0 56.0 3.50 67.0 56.0 3.50 .0 .0 13.0 19.0 19.0 3.53 19.0 19.0 3.53 . 0 .o 3.0 58.0 53.0 3.82 58.0 53 .0 3.82 . 0 .0 12.0 31.0 31.0 3.90 31.0 31.0 3.90 .0 .0 . 0 62.5 49. 5 3.74 62.5 49.5 3.14 .0 .0 2.0 43.0 28. 0 3.59 33.0 28.0 3.59 . 0 . 0 5.0 16.0 16. 0 3.75 16.0 16.0 3.75 .0 . 0 . 0 42.0 36. 0 3.92 39.0 36.0 3.92 .0 . 0 11. 0 67.0 50. 0 3. 72 54.0 42.0 3.57 .0 . 0 3.0 29.5 18.0 3.67 27. 5 16.0 3.75 .0 .0 12.0 39.0 34.0 3.56 39.0 34.0 3.56 .0 .0 20.0 17.0 17. 0 3.91 17. 0 17.0 :i -!!1 .0 . 0 17.0 37.0 31.0 3.52 37.0 31. 0 3. 52 .0 .0 10.0 25.0 20.0 3.71 25.0 20.0 3.71 .0 .o 15.0 33.0 33.0 3.87 33.o 33.0 3.87 .0 .0 17. 0 77. 0 76.0 3.78 17.0 76.0 3.78 .o .0 13 .0 36.0 36.0 3.82 36.0 36.0 3.82 .o .o 14.0 31. 0 28.0 3.68 31.0 28.0 3.68 .0 • 0 .0 52.0 52.0 3.81 52.0 52.0 3.81 .0 .0 13 .0 79.0 61. 0 3.75 74.0 56.0 3.7, .0 .o 14.0 40.0 35.0 3.91 35.0 35.0 3.91 .o . 0 13.0 17. 0 17 .0 3.91 17.0 17.0 3.91 .0 . 0 8.0

TOTAL STUOENTS ON LIST: 33

This report lists cumulative information (quarterly, college level, and total) for all students in the specif!c honor roll/probation category.

9 - 19 SMS

GPA

.00

.00

.00

.00

.00

.00

.oo

.00

.00

.00

.00

.00

.oo

.00

.00

.oo

.00

.00

.00

.00

.00

.oo

.00

.00

.oo

.oo

.00

.oo

.00

.00

.00

.00 .00

VEROOl


REPEATED CLASSES (SM6123)

FRI, APR l, 1987, 1:03 Rn 210

REP[ATED CLASSES

PAGE H5 R[PORT 5ff612J

U[R004

DEPT CRS nn SECT GI! D[C _____ STUDENT_KANE_____ _ ___ srn____ ~R~- lllU __ Nun_ Hun_ S[CT _____ COURSE __ TITLE_ ---- STH _CR_ CR gVAL GR_

DESCRIPTION

SMS

82J2 nUSIC 171 6891 Z i£GIHHING GUITAR 2.0 P 82J4 HUSIC 171 6890 Z BEGINNIHG GUITAR 2.0 P SJ42 MUSIC 111 U90 Z BEGIMIIIHG GUITAR 2. 0 P 83~4 MUSIC 171 6890 Z BEGINNING GUITAR 2.0 P 8451 MUSIC 111 6890 Z BE&lftHlHC GUITBR 2.0 P 8452 nusIC 171 6890 Z DEGIKKIKG GUITAR 2.0 P 8454 hOSIC 171 6890 Z BEGIHKIKG &UllftR 2.0 P 8562 nus1c 171 6890 Z DEClHHik& GUITAR 2.0 S

8013 EUSAD 211 2075 A 8014 BUSAD Z11 2075 A 8122 PE 127 7361 B 8342 PI 127 7360 A UO Pr 127 7361 B

86 72 aoncn 090 l6J5 c e6iJ noncn 090 J7l5 c

8014 UCL 072 3265 U 8564 [ffCL 072 2945 A un PI 140 4930 A 867J P[ 140 480 A

8234 cs 8342 cs 8452 cs

8453 PE 9q54 PI

82JZ PE 8234 PI

101 2300 A 101 2300 A 101 2300 ft

1oz 1305 ft 102 1305 R

12s n15 r 128 1371 B

az34 Honcn oss 4ttJ o 8451 Honcn oss 4110 B 8l42 HOftCft 089 4115 R 8l4l Konen ou 4115 A 8344 Honcn oa9 41 U A 8452 Honcn 089 4115 a 8453 Honcn os9 4115 a 8454 uoncn on 4115 a 8562 HOKCft 089 4115 A a5n Hoicn oe, J&1s ft 8564 HOftCtt 089 J/15 B 8562 Honcn o,o 411s r ssu Konen 090 nso F 8)64 Konen o,o J750 r 8612 Honcn 090 J650 r 8613 Konen 090 3150 r

8563 RB( 040 1000 ft 8564 ABE 040 1000 ft 8671 ABE 040 1000 A

ftCCOUNUHG I ACCOUIITING I DUCE EXERCIS[ DAHCE EXERCISE DAKU UlRCISI

PARENT COOP PRESCHOOL PARENT COOP PRESCHOOL

READING InPROVEnCHT READING InPROV[nENl AEROBIC DANCE AEROUC ~AMCE

INTRO TO conPUTERS INTRO TO conPUlfRS INTRO TO COftPUTERS

WEIGHT TRA!NJHG l CONDIT UIGHT Tr.AIHING

AEROBIC £XERCISE ftEROBlC EURCISE TODDLER OBSERUftTIOH ,RP JOBDLER OBSERVftTION GRP COUNTY TODBL OBS£RU CROO COUNTY TODDL OBSERV GROU COIIKTY TCDDL OBSERU GROU CD PftREIIT-TODDL[R GROUP COUNTY PAREKT TODDLER SP CDUHTY PARE!IT TODDLER GR COUNTY PRREitT TODDlCR GR COUNTY PftREKT TODDLER GR COUNTY FARlHT TOllDL£R GR PftREHT COOP PRESCHOOL PftREHT COOP FRfSCHOOL PftRENT COOP PRESCHOOL PARENT COOP PRESCHOOl PftREHT COOP PRESCHOOL

~DULi BftSIC £DUCiTIOH anULT OR$!C EDUCATION ADULT BASIC EDUCATlON

5,0 ft 5.0 * / 1.0 p 1. 0 A 1.0 p

G p G p

3.0 P 5.0 S 1.0 ft-1.0 R-

3, 0 Z 3.0 Z 3.0 Z

2. 0 A 2. 0 P

z.o p 1. 5 A

p p p p p p p p p p p p p p p p

s s s

This report lists all classes in the student's transcript record that have been repeated.

9 - 20 CEI Plus A.1

PRINT GRADE ENTRY FORM "A" (SM6124)

THU, APR 2, 1987, 5:39 PM 210

GRADE ENTRY FORM "A"' SEQUENCE 5 REPORT Sl16124

VEROOl

QUARTER: WINTER 87 NOTE: PLEASE RETURN BY TUESDAY MAACH 31

Itm Num: 8215 Course IO: BUSCM 101 J Course Title: INTRO BUSINESS COMPUTIN

INSTR START SECT RUN PAGE · IOC NAME BLD ROOM CREDIT DAYS TIME STAT NUM NUM I----------------------------------------------------------, BALL,R 843 OOOOM 3.0 DAILY 0900A 1 0075

STUDENT ID STUDENT NAME GRADE CREDIT GRADE

l ---2

3

4

6

8

9

10

11

12

13

14 s

15

16 ---Valid grades are: A A- B B• B- C C+ C- D D+ 0- F I N p s u V ld


DESCRIPTION This report is used to collect grades from the instructors for the students in a specific class.

CEI Plus A.1

It provides a line for the entry of the appropriate grade and for the entry of credit (if it is a variable credit class).

9 - 21 SMS


PRINT GRADE ENTRY FORM "B" (SM6125)

THU, APR 2, 1987, 6:09 PM SEQUENCE 3 REPORT SM6125

VEAOOl 210

GRADE Er-ITRY FORM "B"

VEAR QUARTER: WINTER 81 NOTE: PLEASE RETURN BY TUESDAY MARCH 31

l

Itm Num: 8200 Course ID: BUSAD 213 Sect: j Course Title: ACCOUNTING III

INSTR START SECT RUN PAGE IDC NAME BLD ROOM CREDIT DAVS TIME STAT NUM NUM

BALL,R 843 OOOOM 5,0 DAILY 0900A 1 0073

Instructors' Signature

DESCRIPTION

SMS

VAR Qi_GR GRADE

A A- B B+ 8- C C+ C- D O+

0- F I N p s u V w A A- B B+ B- C C+ C- D [)+

D- F I N p s u V bl

This report is used to collect grades f rorn the instructors for the students in a specific class.

It provides a grid of all valid grades for the college; the instructor can circle the appropriate grade. It can also be used to designate credit (if it is a variable credit class).

9 - 22 CEI Plus A.1


ARCHIVAL REACTIVATION EXCEPTION REPORT (SM6202A)


DESCRIPTION

CEI Plus A.1

This report lists the student ID of all students that could not be reactivated from the Student Transcript History file.

9 - 23 SMS


ARCHIVAL REACTIVATION DUPLICATE COURSE LIST (SM6202B)


DESCRIPTION

SMS

This report lists all classes that could not be loaded onto the specific student's transcript record (from the Transcript History File) because they already existed in the student's record.

9 - 24 CEI Plus A.1


ARCHIVAL REACTIVATION LOG (SM6202C)


DESCRIPTION

CEI Plus A.1

This report lists the student ID numbers of all students that were involved in the reactivation process (from the Transcript History File).

9 - 25 SMS


TRANSCRIPT PRINT EXCEPTION REPORT (SM6209)


DESCRIPTION

SMS

This report prints error conditions encountered when the cumulative amounts are calculated for a specific student.

9 - 26 CEI Plus A.1


VARIABLE CREDIT ASSIGNMENTS AND INVALID GRADES (SM6220}

WEO, APR 1, 1987, 10:01 PM

WINTER 87

STUDENT NAME STUDENT ID

DESCRIPTION

CEI Plus A.1

PAGE l 210 REPORT SM6 22 0

VARIABLE CREDIT ASSIGNMENTS AND INVALID GRADES VER006

ITM OEPT COURSE INSTRUCTOR PAGE RUN GR DECIMAL CREDITS NUM /DIV NUM SECT NAME NUM NUM GR QLFR GR OLD NEW COMMENT -------- ---- ---------2000 cs 101 A BALL,R 0050 1 A NO MATCHING ENROLL REC

2040 cs 107 A BALL,R 0055 1 A NO MATCHING ENROLL REC

2030 cs 104 A BALL,R 0053 1 A NO MATCHHJG ENROLL REC

1450 BIOL 200 B MORSE,H 0509 1 B+ NO MATCHING ENROLL. REC

2000 cs 101 A BALL,R 0050 1 8 NO MATCHING ENROLL REC

2000 cs 101 A BALL,R 0050 1 C NO MATCHING ENROLL REC

1451 BIOL 200 C MORSE,H 0511 1 C NO MATCHING ENROLL REC

1450 BIOL 200 B MORSE,H 0509 1 A NO MATCHING ENROLL REC

2000 cs 101 A BALL,R 0050 1 D NO MATCHING ENROLL REC

2000 cs 101 A BALL,A 0050 1 A NO MATCHING ENROLL REC

1450 BIOL 200 B MORSE,H 0509 1 B- NO MATCHING ENROLL REC

1450 BIOL 200 B MORSE,H 0509 1 A NO MATCHING ENROLL. REC

2045 cs 109 A BALL,R 0056 1 A NO MATCHING ENROLL REC

1451 BIOL 200 C MORSE,H 0511 1 B NO MATCHING ENROLL REC

1450 BIOL 200 B MORSE,H 0509 1 C NO MATCHING ENROLL REC

1451 BIOL 200 C MORSE,H 0511 1 C+ NO MATCHING ENROLL REC

1451 BIOL 200 C MORSE,H 0511 1 F NO MATCHING ENROLL REC

2000 cs 101 A BALL,R 0050 1 B NO MATCHING ENROLL REC

1455 0513 1 B+ NO MATCHING ENROLL REC

1450 BIOL 200 B MORSE,H 0509 1 A NO MATCHING ENROLL REC

2030 cs 104 A BALL,R 0053 1 B NO MATCHING ENROLL REC

1450 BIOL 200 B MORSE,H 0509 1 C NO MATCHING ENROLL REC

2000 cs 101 A BALL,R 0050 1 w NO MATCHING ENROLL REC

This report lists all variable credit changes and invalid grades that were entered (by scanner and/or grading screen) during the quarterly grading process.

9- 27 SMS


TRANSCRIPT PRINT EXCEPTION LIST (SM6236)


DESCRIPTION

SMS

This report prints error conditions encountered when the cumulative amounts are calculated for a specific student.

9 - 28 GEi Plus A.1

APPENDIX A

GRADES AND RECORDS CODES

Citizenship Status Codes ......................................................................... .A-2

Ethnic Origin Codes ................................................................................. .A-3

Exit Codes .............................................................................................. .A-4

Fee Paying Status Codes ......................................................................... A-5

Grade Qualifier Codes ............................................................................... A-6

High School Codes (Alphabetic) ............................................................... A-7

High School Codes (Numeric) ................................................................. A-14

Punitive Action Codes ............................................................................. A-20

Residency Status Codes ......................................................................... A-21

Student Intent Codes ............................................................................... A-22

CE! Plus A.1 A - 1 SMS

APPENDIX A GRADES AND RECORDS

CITIZENSHIP STATUS CODES

Code Description

B1 Temporary visitor for business

B2 Temporary visitor for pleasure

E1 Treaty trader and/or spouse and/or child

E2 Treaty investor and/or spouse and/or child

F1 Student

F2 Spouse and/or child of a student

H2 Entertainment

IM Permanent resident or immigrant

J1 Exchange visitor

J2 Spouse and/or child of an exchange visitor

K1 Fiancee of United States citizen

K2 Child of citizen's fiancee

L1 lntracompany transfer

L2 Dependent of intracompany transfer

M1 Vocational

M2 Vocational dependent

RF Refugee

T Temporary legal resident y United States citizen zz Other

SMS A-2 CE! Plus A.1

CE! Plus A.1

ETHNIC ORIGIN CODES

Code Description

O Other, unknown

1 Asian/Pacific Islander

2 Black


3 American Indian/Alaskan Native

4 Hispanic

6 White

A- 3 SMS


EXIT CODES

Code Description

1 Associate degree

2 Two-year certificate

3 One- to two-year certificate

4 Less than one-year certificate

5 Program completed; no formal award given

6 High school diploma

7 GED

8 Certificates or other awards that are not SBCCE approved

Blank Unknown, not applicable

SMS A-4 CEI Plus A.1

Code

01

02 03 04 05 06 07 08 09 10

11

12

13 18

19

20 21

22

23 24

25 26

33

34

35 36

37

38

39

40 41

Description

Resident

Nonresident

Need based (3%)

FEE PAYING STATUS CODES

Children of deceased or disabled police and firelighters

Children of prisoners of war/missing in action

Oregon reciprocity

Idaho reciprocity

Vietnam veterans tuition freeze

Military, dependents and spouses

Senior citizen (space available)


Full-time public higher education employee enrolled in institution of employment (space available)

High school completion (over 19)

Concurrent enrollment

Exemption from greater than 18 credits

WAVE recipients

Nonresident high school waiver

Unemployed tuition waiver

Underemployed tuition waiver

Refugee (resident fee paying) Public higher education employee residency waiver of nonresident differential (working half-time or more at any public higher education institution)

Trade Readjustment Act

Oregon/Idaho resident: 6 credits or less (Walla Walla only)

Undetermined

Not paid

Audit, space available Graduates of Washington high schools (nonresident fee waived)

Deaf students - Seattle

International exchange students

British Columbia reciprocity

Washington scholars

Higher education opportunities program

CEI Plus A.1 A-5 SMS


SMS

GRADE QUALIFIER CODES

Code

R #

• I Blank

Description

Repeated class

High school class

Grade forgiveness

Do not print this class on the student's transcript

Not applicable

A-6 CEI Plus A.1


HIGH SCHOOL CODES (Alphabetic)

Code Description (High School - County) Code Description (High School - County)

192 Aberdeen (also J. M. Weatherwax or 741 Burlington-Edison (also Edison-Weatherwax) - Grays Harbor Burlington) - Skagit

011 Adams (also Charles Francis Adams or 087 Camas - Clark Clarkston) - Asotin 892 Capital - Thurston

564 Adna - Lewis 288 Carnation (also Toll) - King 592 Almira - Lincoln 975 Carroll (also Central Catholic or 799 Alternative Learning Center (also Marquette) - Yakima

Scriber Lake or Continuation) - 049 Cascade - Chelan Snohomish

774 Cascade - Snohomish 744 Anacortes - Skagit

046 Cashmere - Chelan 012 Anatone - Asotin

115 Castle Rock - Cowlitz 683 Annie Wright Seminary - Pierce

975 Central Catholic (also Carroll or 684 Aquinas Academy - Pierce Marquette) - Yakima 797 Arlington Christian - Snohomish 506 Central Kitsap - Kitsap 782 Arlington - Snohomish 829 Central Valley - Spokane 013 Asotin - Asotin 574 Centralia - Lewis 290 Auburn Academy - King 011 Charles Francis Adams (also Adams or 289 Auburn - King Clarkston) - Asotin 504 Bainbridge Island - Kitsap 689 Charles Wright Academy - Pierce 234 Ballard - King 572 Chehalis (also W. F. West or West) -088 Battle Ground - Clark Lewis

685 Bellarmine Prepatory - Pierce 044 Chelan - Chelan

286 Bellevue Christian - King 832 Cheney - Spokane

281 Bellevue - King 861 Chewelah (also Jenkins) - Stevens

921 Bellingham - Whatcom 707 Chief Leschi - Pierce

022 Benton-Kiana City (also Kiana-Benton 244 Chief Sealth (also Sealth) - King

City) - Benton 222 Chimacum - Jefferson 700 Bethel - Pierce 328 Christ Church Schools

542 Bickleton - Klickitat 509 Christ the King Academy - Kitsap 926 Blaine - Whatcom 065 Clallam Bay - Clallam 249 Blanchet - King 094 Clark County Christian - Clark 566 Boistfort - Lewis 812 Clark-Lewis (also Lewis & Clark) -818 Booth Memorial - Spokane Spokane

307 Bothell - King 011 Clarkston (also Charles Francis Adams

502 Bremerton (also East) - Kitsap or Adams) - Asotin

510 Bremerton Christian - Kitsap S01 Clatskanie - Oregon

625 Brewster - Okanogan 526 Cle Elum - Kittitas

131 Bridgeport - Douglas 827 Cieri Seminary (also Mater Cieri

Seminary) - Spokane

240 Cleveland - King

CEI Plus A.1 A- 7 SMS


HIGH SCHOOL CODES, Alphabetic (Cont.)

Code Descrlpllon (High School - County) Code Description (High School • County)

692 Clover Park - Pierce 045 Dryden (also Peshastin-Dryden) -

943 Colfax - Whitman Chelan

946 Colton - Whitman 502 East (also Bremerton) - Kitsap

089 Columbia Academy - Clark 834 East Valley - Spokane

026 Columbia (also Richland) - Benton 964 East Valley (also Moxee) - Yakima

864 Columbia - Stevens 132 Eastmont - Douglas

547 Columbia - Klickitat 521 Easton - Kittitas

915 Columbia - Walla Walla 324 Eastside Catholic - King

083 Columbia River - Clark 701 Eatonville - Pierce

863 Colville - Stevens 837 Edgecliff Sanitorium - Spokane

743 Concrete - Skagit 741 Edison-Burlington (also Burlington-

152 Connell - Franklin Edison) - Skagit

265 Continuation (also Northlake 776 Edmonds - Snohomish

Continuation) - King 963 Eisenhower - Yakima

799 Continuation (also Scriber Lake or 695 Elective - Pierce

Alternative Learning Center) - 524 Ellensberg - Kittitas Snohomish 197 Elma - Grays Harbor

250 Convent of the Sacred Heart - King 947 Endicott - Whitman 175 Coulee City (also Harline-Coulee) - 042 Entiat - Chelan

Grant

627 Coulee Dam - Okanogan 266 Enumclaw - King

800 Country School (also Kings Way 179 Ephrata - Grant

Academy) - Snohomish 771 Everett - Snohomish

212 Coupeville Secondary - Island 086 Evergreen - Clark

970 Cowiche (also Highland) - Yakima 270 Evergreen - King

062 Crescent - Clallam 674 Evergreen Lutheran - Pierce

593 Creston - Lincoln 263 Federal Way - King

297 Crista (also King's Garden) - King 925 Ferndale - Whatcom

120 Crossroads - Cowlitz 817 Ferris (also Joel Ferris) - Spokane

141 Curlew - Ferry 703 Fife - Pierce

688 Curtis - Pierce 994 Foreign Country

662 Cusick - Pend Oreille 066 Forks - Clallam

787 Darrington - Snohomish 633 Foss (also Henry Foss) - Pierce

597 Davenport - Lincoln 287 Foster - King

962 Davis (also The Place) - Yakima 233 Franklin - King

100 Dayton - Columbia 698 Franklin Pierce (also Pierce) - Pierce

912 De Sales - Walla Walla 831 Freeman - Spokane

310 Decatur - King 733 Friday Harbor - San Juan

839 Deer Park - Spokane 081 Ft. Vancouver (also Vancouver) - Clark

237 Garfield - King

SMS A-8 CEI Plus A.1


HIGH SCHOOL CODES, Alphabetic (Cont.}


945 Garfield - Whitman 791 Immaculate Conception - Snohomish

996 GED Certificate 255 Immaculate - King

704 Gig Harbor - Pierce 142 lncheliun - Ferry

273 Glacier - King 308 lnglemoor - King

544 Glenwood - Klickitat 245 Ingraham - King

546 Goldendale - Klickitat 284 Interlake - King

820 Gonzaga Prep - Spokane 611 Irene S. Reed (also Shelton or Reed) -

672 Gov. John Rogers - Pierce Mason

620 Grand Coulee - Okanogan 293 Issaquah - King

967 Grandview - Yakima 275 J. F. Kennedy - King

971 Granger - Yakima 192 J. M. Weatherwax (also Aberdeen or

788 Granite Falls - Snohomish Weatherwax) - Grays Harbor

644 Grays River (also Nasalle-Grays River)-861 Jenkins (also Chewelah) - Stevens

Pacific 817 Joel Ferris (also Ferris) - Spokane

575 Green Hill - Lewis 813 John R. Rogers - Spokane

298 Groen Christian (also Watson-Groen) - 816 Joseph Janisch (also Spokane

King Continuation) - Spokane

028 Hanford (also Hanford Educational 309 Juanita - King

Park) - Benton 153 Kahlotus - Franklin

028 Hanford Educational Park (also 116 Kalama - Cowlitz Hanford) - Benton 027 Kamiakin - Benton

113 Harding - Cowlitz 117 Kelso - Cowlitz 175 Harline-Coulee (also Coulee City) - 021 Kennewick - Benton

Grant 303 Kent-Meridian - King

596 Harrington - Lincoln 305 Kentridge - King

172 Hartline - Grant 321 Kentwood - King 279 Hazen (also Oliver M. Hazen) - King

867 Kettle Falls - Stevens 633 Henry Foss (also Foss) - Pierce

297 King's Garden (also Crista) - King 997 High School Unknown 796 King's Temple - Snohomish 970 Highland (also Cowiche) - Yakima 800 Kings Way Academy (also Country 269 Highline - King School) - Snohomish 048 Holden Village Community - Chelan 022 Kiona-Benton City (also Benton-Kiona 252 Holy Angels - King City) - Benton

821 Holy Names Academy - Spokane 525 Kittitas - Kittitas

253 Holy Names Academy - King 545 Klickitat - Klickitat

254 Holy Rosary - King 612 Knight (also Mary M. Knight) - Mason

194 Hoquiam - Grays Harbor 084 La Center - Clark

082 Hudson's Bay - Clark 746 La Conner - Skagit

320 lchthus Student Community - King 951 La Crosse - Whitman

641 Ilwaco - Pacific 198 Lake Quinault - Grays Harbor

CEI Plus A.1 A-9 SMS




631 Lake Roosevelt - Grant 793 Marysville-Pilchuck (also Pilchuck) -

775 Lake Stevens - Snohomish Snohomish

299 Lake Washington - King 827 Mater Cieri Seminary (also Cieri

693 Lakes - Pierce Seminary) - Spokane

256 Lakeside - King 826 Mead - Spokane

798 Lakewood - Snohomish 778 Meadowdale - Snohomish

213 Langley (also South Whidbey) - Island 825 Medical Lake - Spokane

673 Laughbon - Pierce 267 Mercer Island - King

043 Leavenworth - Chelan 929 Meridian - Whatcom

262 Lester - King 202 Moclips (also North Beach) - Grays

812 Lewis & Clark (also Clark-Lewis) -Harbor

Spokane 784 Monroe - Snohomish

632 Liberty Bell - Okanogan 196 Montesano - Grays Harbor

315 Liberty - King 112 Morris (also Mark Morris) - Cowlitz

835 Liberty - Spokane 563 Morton - Lewis

214 Lighthouse Christian - Island 178 Moses Lake - Grant

678 Lincolm - Pierce 562 Mossyrock - Lewis

231 Lincoln - King 272 Mount Rainier (also Rainier) - King

503 Lincoln Pre-Vocational - Kitsap 292 Mount Si - King

003 Lind - Adams 747 Mount Vernon (also Union) - Skagit

311 Lindbergh - King 092 Mountain View - Clark

111 Long (also R. A. Long) - Cowlitz 794 Mountlake Christian - Snohomish

732 Lopez - San Juan 777 Mountlake Terrace - Snohomish

548 Lyle - Klickitat 964 Moxee (also East Valley) - Yakima

928 Lynden Christian - Whatcom 931 Mt. Baker - Whatcom

927 Lynden - Whatcom 565 Ml. St. Helens (also Winlock) - Lewis

792 Lynnwood - Snohomish 681 Mt. Tahoma - Pierce

966 Mabton - Yakima 961 Naches Valley - Yakima

133 Mansfield - Douglas 561 Napavine - Lewis

041 Manson - Chelan 644 Nasalle-Grays River (also Grays

822 Marian Heights - Spokane River) - Pacific

790 Mariner - Snohomish 247 Nathan Hale - King

119 Natural - Cowlitz 112 Mark Morris (also Morris) - Cowlitz

975 Marquette (also Carroll or Central 064 Neah Bay - Clallam

Catholic) - Yakima 661 Newport - Pend Oreille

325 Marshall Alternative - King 283 Newport - King

612 Mary M. Knight (also Knight) - Mason 995 No High School Attended

865 Mary Walker (also Walker) - Stevens 930 Nooksack Valley - Whatcom

823 Marycliff - Spokane 202 North Beach (also Moclips) - Grays Harbor

SMS A - 10 CEI Plus A.1



Code Description (High School - County) Code Description (High School • County)

811 North Central - Spokane 317 People's School (also Seattle Alterna-

505 North Kitsap - Kitsap live Secondary) - King

613 North Mason - Mason 045 Peshastin-Dryden (also Dryden) -

646 North River - Pacific Chelan

882 North Thurston - Thurston 698 Pierce (also Franklin Pierce) - Pierce

265 Northlake Continuation (also 793 Pilchuck (also Marysville-Pilchuck) -

Continuation) - King Snohomish

866 Northport - Stevens 161 Pomeroy - Garfield

824 Northwest Christian - Spokane 061 Port Angeles - Clallam

316 Nova - King 223 Port Townsend - Jefferson

257 O'Dea - King 091 Prairie - Clark

211 Oak Harbor - Island 917 Prescott - Walla Walla

950 Oaksdale - Whitman 319 Project Interchange - King

201 Oakville - Grays Harbor 024 Prosser - Benton

200 Ocosta - Grays Harbor 093 Providence Academy - Clark

594 Odessa - Lincoln 942 Pullman - Whitman

285 Off-Campus School - King 671 Puyallup - Pierce

624 Okanogan - Okanogan 232 Queen Anne - King

279 Oliver M. Hazen (also Hazen) - King 221 Quilcene - Jeffferson

886 Olympia (also Wm. Winlock Miller) -173 Quincy - Grant

Thurston 111 R. A. Long (also Long) - Cowlitz

508 Olympic - Kitsap 246 Rainier Beach - King

621 Omak - Okanogan 272 Rainier (also Mount Rainier) - King

569 Onalaska - Lewis S02 Rainier - Oregon

731 Orcas Island - San Juan 888 Rainier - Thurston

630 Oroville - Okanogan 642 Raymond - Pacific

691 Orting - Pierce 598 Reardan - Lincoln

002 Othello - Adams 300 Redmond - King

S99 Other Oregon Schools 611 Reed (also Shelton or Irene S. Reed) -

999 Other States Mason

998 Other Washington State Schools 676 Remann Hall - Pierce

795 Our Lady of Perpetual Help -278 Renton - King

Snohomish 143 Republic - Ferry

944 Palouse - Whitman 026 Richland (also Columbia) - Benton

095 Panterra - Clark 090 Ridgefield - Clark

151 Pasco - Franklin 004 Ritzville - Adams

626 Pateros - Okanogan 840 Riverside - Spokane

570 Pe Ell - Lewis 023 Riverview - Benton

696 Peninsula - Pierce 889 Rochester - Thurston

CEI Plus A.1 A - 11 SMS



Code Descrlp1I011 (High School • County) Code Descrlpllon (High School - County)

236 Roosevelt - King 828 SI. Georges - Spokane

948 Rosalia - Whitman S03 SI. Helens - Oregon

177 Royal City - Grant 949 St. John • Whitman

268 Ruth School for Girls • King 686 SI. Leo's • Pierce

282 Sammamish - King 883 St. Martin's • Thurston

799 Scriber Lake (also Continuation or 568 Si. Mary's Academy • lewis Alternative Learning Center) - 884 St. Placid - Thurston Snohomish 322 SI. Thomas Seminary • King

244 Sealth (also Chief Sealth) - King 677 Stadium • Pierce 317 Seattle Alternative Secondary (also 323 Stanford - King

People's School) • King

276 Seattle Christian - King 789 Stanwood • Snohomish

327 Seattle Lutheran - King 706 Steilacoom • Pierce

258 Seattle Prepatory • King 761 Stevenson • Skamania

742 Sedro-Woolley - Skagit 786 Sultan • Snohomish

923 Sehome • Whatcom 318 Summit Alternative • King

965 Selah - Yakima 690 Sumner • Pierce

663 Selkirk· Pend Oreille 968 Sunnyside • Yakima

063 Sequim - Clallam 687 Tacoma Baptist - Pierce

815 Shadle Park • Spokane 291 Tahoma • King

611 Shelton (also Reed or Irene S. Reed) -941 Tekoa· Whitman

Mason 890 Tenino • Thurston

296 Shorecrest - King 251 The Bush School - King

294 Shoreline • King 312 The Overlake School · King

314 Shorewood • King 962 The Place (also Davis) • Yakima

801 Silver Lake - Snohomish 261 The Phoenix School • King

SOS Skappoose • Oregon 841 The Real School - Spokane

280 Skykomish • King 313 Thomas Continuing • King

785 Snohomish • Snohomish 264 Thomas Jefferson - King

176 Soap Lake • Grant 522 Thorp • Kittttas

643 South Bend · Pacttic 891 Timberline • Thurston

507 South Kitsap • Kitsap 567 Toledo - lewis

213 South Whidbey (also Langley) • Island 288 Toll (also Carnation) - King

705 Spanaway lakes • Pierce 629 Tonasket • Okanogan

842 Spokane Valley Christian - Spokane 969 Toppenish - Yakima

816 Spokane Continuation (also Joseph 914 Touchet - Walla Walla

Janisch) • Spokane 114 Toulle Lake • Cowlitz

591 Sprague - Lincoln 543 Trout Lake - Klickitat

302 St. Edwards Seminary - King 885 Tumwater - Thurston

259 St. Euphrasia - King 628 Twisp • Okanogan

SMS A· 12 CE! Plus A.1


Code Description (High School - County) Code

274 Tyee - King 680

747 Union (also Mount Vernon) - Skagit 180

830 University - Spokane 565

329 University Prepatory Academy - King 623

836 Upper Columbia Academy - Spokane 199

081 Vancouver (also Ft. Vancouver) - Clark 541

277 Vashon Island - King 886

S04 Vernonia - Oregon

572 W. F. West (also West or Chehalis) - 326

Lewis 118

901 Wahkiakum - Wahkiakum 680

916 Waitsburg - Walla Walla 271

865 Walker (also Mary Walker) - Stevens 779

911 Walla Walla - Walla Walla 977

913 Walla Walla Valley Academy - 881 Walla Walla 972

973 Wapato - Yakima

174 Warden - Grant

699 Washington - Pierce

085 Washougal - Clark

001 Washtucna - Adams

134 Waterville - Douglas

298 Watson-Groen (also Groen Christian) -King

192 Weatherwax (also J. M. Weatherwax or Aberdeen) - Grays Harbor

862 Wellpinit - Stevens

047 Wenatchee - Chelan

572 West (also W. F. West or Chehalis) -Lewis

501 West Bremerton - Kitasp

235 West Seattle - King

838 West Valley - Spokane

974 West Valley - Yakima

978 Westside Christian - Yakima

573 White Pass - Lewis

702 White River - Pierce

976 White Swan - Yakima

595 Wilbur - Lincoln

645 Willapa Valley - Pacific

GEi Plus A.1 A- 13


Description (High School • County)

Wilson (also Woodrow Wilson) - Pierce

Wilson Creek - Grant

Winlock (also Mt. St. Helens) - Lewis

Winthrop - Okanogan

Wishkah Valley - Grays Harbor

Wishram - Klickitat

Wm. Winlock Miller (also Olympia) -Thurston

Woodinville - King

Woodland - Cowlitz

Woodrow Wilson (also Wilson) - Pierce

Woodside Handicapped - King

Woodway - Snohomish

Yakima Jr. Academy - Yakima

Yelm - Thurston

Zillah - Yakima

SMS


HIGH SCHOOL CODES (Numeric)


001 Washtucna - Adams 087 Camas - Clark

002 Othello - Adams 088 Battle Ground - Clark

003 Lind -Adams 089 Columbia Academy - Clark

004 Ritzville - Adams 090 Ridgefield - Clark

011 Charles Francis Adams (also Adams or 091 Prairie - Clark Clarkston) - Asotin 092 Mountain View - Clark

012 Anatone - Asotin 093 Providence Academy - Clark 013 Asotin - Asotin 094 Clark County Christian - Clark 021 Kennewick - Benton 095 Panterra - Clark 022 Kiana-Benton (also Benton-Kiana 100 Dayton - Columbia

City) - Benton 111 R. A. Long (also Long) - Cowlitz 023 Riverview - Benton 112 Mark Morris (also Morris) - Cowlitz 024 Prosser - Benton

113 Harding - Cowlitz 026 Richland (also Columbia) - Benton

114 Toutle Lake - Cowlitz 027 Kamiakin - Benton

115 Castle Rock - Cowlitz 028 Hanford (also Hanford Educational

116 Kalama - Cowlitz Park) - Benton

041 Manson - Chelan 117 Kelso - Cowlitz

042 Entiat - Chelan 118 Woodland - Cowlitz

043 Leavenworth - Chelan 119 Natural - Cowlitz

044 Chelan - Chelan 120 Crossroads - Cowlitz

045 Peshastin-Dryden (also Dryden) -131 Bridgeport - Douglas

Chelan 132 Eastmont - Douglas

046 Cashmere - Chelan 133 Mansfield - Douglas

047 Wenatchee - Chelan 134 Waterville - Douglas

048 Holden Village Community - Chelan 141 Curlew - Ferry

049 Cascade - Chelan 142 lncheliun - Ferry

061 Port Angeles - Clallam 143 Republic - Ferry

062 Crescent - Clallam 151 Pasco - Franklin

063 Sequim - Clallam 152 Connell - Franklin

064 Neah Bay - Clallam 153 Kahlotus - Franklin

065 Clallam Bay - Clallam 161 Pomeroy - Garfield

066 Forks - Clallam 172 Hartline - Grant

081 Ft. Vancouver (also Vancouver) - Clark 173 Quincy - Grant

082 Hudson's Bay - Clark 174 Warden - Grant

083 Columbia River - Clark 175 Coulee City (also Harline-Coulee) -

084 La Center - Clark Grant

085 Washougal - Clark 176 Soap Lake - Grant

086 Evergreen - Clark 177 Royal City - Grant

SMS A- 14 CEI Plus A.1

HIGH SCHOOL CODES, Numeric (Cont.)

Code

178

179

180

192

194

196

197

198

199

200

201

202

211

212

213

214

221

222

223

231

232

233

234

235

236

237

240

244

245

246

247

249

250

251

252

253

254

Description (High School - County) Code

Moses Lake - Grant 255

Ephrata - Grant 256

Wilson Creek - Grant 257

J. M. Weatherwax (also Aberdeen or 258 Weatherwax) - Grays Harbor 259

Hoquiam - Grays Harbor 261

Montesane - Grays Harbor 262

Elma - Grays Harbor 263

Lake Quinault - Grays Harbor 264

Wishkah Valley - Grays Harbor 265

Ocosta - Grays Harbor

Oakville - Grays Harbor 266

North Beach (also Moclips) - 267 Grays Harbor 268

Oak Harbor - Island 269

Coupeville Secondary - Island 270

Langley (also South Whidbey) - Island 271

Lighthouse Christian - Island 272

Quilcene - Jeffferson 273

Chimacum - Jefferson 27 4

Port Townsend - Jefferson 275

Lincoln - King 276

Queen Anne - King 277

Franklin - King 278

Ballard - King 279

West Seattle - King 280

Roosevelt - King 281

Garfield - King 282

Cleveland - King 283

Chief Sealth (also Sealth) - King 284

Ingraham - King 285

Rainier Beach - King 286

Nathan Hale - King 287

Blanchet - King 288

Convent of the Sacred Heart - King 289

The Bush School - King 290

Holy Angels - King 291

Holy Names Academy - King 292

Holy Rosary - King 293

CEI Plus A.1 A- 15



Immaculate - King

Lakeside - King

O'Dea - King

Seattle Prepatory - King

St. Euphrasia - King

The Phoenix School - King

Lester - King

Federal Way - King

Thomas Jefferson - King

Continuation (also Northlake Continuation) - King

Enumclaw - King

Mercer Island - King

Ruth School for Girls - King

Highline - King

Evergreen - King

Woodside Handicapped - King

Mount Rainier (also Rainier) - King

Glacier - King

Tyee - King

J. F. Kennedy - King

Seattle Christian - King

Vashon Island - King

Renton - King

Oliver M. Hazen (also Hazen) - King

Skykomish - King

Bellevue - King

Sammamish - King

Newport - King

Interlake - King

Off-Campus School - King

Bellevue Christian - King

Foster - King

Toll (also Carnation) - King

Auburn - King

Auburn Academy - King

Tahoma - King

Mount Si - King

Issaquah - King

SMS



Code Description (High School • County) Code Description (High School - County)

294 Shoreline - King 506 Central Kitsap - Kitsap

296 Shorecrest - King 507 South Kitsap - Kitsap

297 Crista (also King's Garden) - King 508 Olympic - Kitsap

298 Watson-Groen (also Groen Christian) - 509 Christ the King Academy - Kitsap King 510 Bremerton Christian - Kitsap

299 Lake Washington - King 521 Easton - Kittitas 300 Redmond - King 522 Thorp - Kittitas 302 St. Edwards Seminary - King 524 Ellensberg - Kittitas 303 Kent-Meridian - King 525 Kittitas - Kittitas 305 Kentridge - King 526 Cle Elum - Kittitas 307 Bothell - King 541 Wishram - Klickitat 308 lnglemoor - King 542 Bickleton - Klickitat 309 Juanita - King 543 Trout Lake - Klickitat 310 Decatur - King 544 Glenwood - Klickitat 311 Lindbergh - King 545 Klickitat - Klickitat 312 The Overlake School - King 546 Goldendale - Klickitat 313 Thomas Continuing - King 547 Columbia - Klickitat 314 Shorewood - King 548 Lyle - Klickitat 315 Liberty - King 561 Napavine - Lewis 316 Nova - King 562 Mossyrock - Lewis 317 People's School (also Seattle 563 Morton - Lewis

Alternative Secondary) - King 564 Adna - Lewis

318 Summit Alternative - King 565 Mt. St. Helens - Lewis

319 Project Interchange - King 566 Boistfort - Lewis

320 lchthus Student Community - King 567 Toledo - Lewis

321 Kentwood - King 568 St. Mary's Academy - Lewis

322 St. Thomas Seminary - King 569 Onalaska - Lewis

323 Stanford - King 570 Pe Ell - Lewis

324 Eastside Catholic - King 572 W. F. West (also West or Chehalis) -

325 Marshall Alternative - King Lewis 326 Woodinville - King 573 White Pass - Lewis 327 Seattle Lutheran - King 574 Centralia - Lewis 328 Christ Church Schools - King 575 Green Hill - Lewis 329 University Prepatory Academy - King 591 Sprague - Lincoln 501 West Bremerton - Kitasp 592 Almira - Lincoln 502 East (also Bremerton) - Kitsap 593 Creston - Lincoln 503 Lincoln Pre-Vocational - Kitsap 594 Odessa - Lincoln 504 Bainbridge Island - Kitsap 595 Wilbur - Lincoln 505 North Kitsap - Kitsap 596 Harrington - Lincoln

SMS A - 16 CEI Plus A.1


Code

597 598 611

612

613

620

621

623

624

625 626

627

628

629 630 631 632

633

641 642

643 644

645 646 661

662 663 671 672 673 674

676

677

678

680

681 683


Davenport - Lincoln

Reardan - Lincoln

Shelton (also Reed or Irene S. Reed) -Mason

Mary M. Knight (also Knight) - Mason

North Mason - Mason

Grand Coulee - Okanogan

Omak - Okanogan

Winthrop - Okanogan

Okanogan - Okanogan

Brewster - Okanogan

Pateros - Okanogan

Coulee Dam - Okanogan

Twisp - Okanogan

Tonasket - Okanogan

Oroville - Okanogan

Lake Roosevelt - Grant

Liberty Bell - Okanogan

Foss (also Henry Foss) - Pierce

Ilwaco - Pacific

Raymond - PacHic

South Bend - Pacific

Nasalle-Grays River (also Grays River) - Pacific

Willapa Valley - Pacific

North River - Pacific

Newport - Pend Oreille

Cusick - Pend Oreille

Selkirk - Pend Oreille

Puyallup - Pierce

Gov. John Rogers - Pierce

Laughbon - Pierce

Evergreen Lutheran - Pierce

Remann Hall - Pierce

Stadium - Pierce

Code

684 685 686 687 688 689

690 691

692

693 695

696

698

699

700

701

702 703 704

705 706

707 731

732 733

741

742

743

744

746

747 761

771

774

Lincolm - Pierce 775 Woodrow Wilson (also Wilson) - Pierce 776

Mt. Tahoma - Pierce

Annie Wright Seminary - Pierce 777

778

GEi Plus A.1 A - 17


Description (High School· County)

Aquinas Academy - Pierce

Bellarmine Prepatory - Pierce

St. Leo's - Pierce

Tacoma Baptist - Pierce

Curtis - Pierce

Charles Wright Academy - Pierce

Sumner - Pierce

Orting - Pierce

Clover Park - Pierce

Lakes - Pierce

Elective - Pierce

Peninsula - Pierce

Franklin Pierce (also Pierce) - Pierce

Washington - Pierce

Bethel - Pierce

Eatonville - Pierce

White River - Pierce

Fife - Pierce

Gig Harbor - Pierce

Spanaway Lakes - Pierce

Steilacoom - Pierce

Chief Leschi - Pierce

Orcas Island - San Juan

Lopez - San Juan

Friday Harbor - San Juan

Burlington-Edison (also EdisonBurlington) - Skagit

Sedro-Woolley - Skagit

Concrete - Skagit

Anacortes - Skagit

La Conner - Skagit

Mount Vernon (also Union) - Skagit

Stevenson - Skamania

Everett - Snohomish

Cascade - Snohomish

Lake Stevens - Snohomish

Edmonds - Snohomish

Mountlake Terrace - Snohomish

Meadowdale - Snohomish

SMS



Code Description (High School • County) Code Description (High School - County)

779 Woodway - Snohomish 826 Mead - Spokane

782 Arlington - Snohomish 827 Mater Cieri Seminary (also Cieri

784 Monroe - Snohomish Seminary) - Spokane

785 Snohomish - Snohomish 828 St. Georges - Spokane

786 Sultan - Snohomish 829 Central Valley - Spokane

787 Darrington - Snohomish 830 University - Spokane

788 Granite Falls - Snohomish 831 Freeman - Spokane

789 Stanwood - Snohomish 832 Cheney - Spokane

790 Mariner - Snohomish 834 East Valley - Spokane

791 Immaculate Conception - Snohomish 835 Liberty - Spokane

792 Lynnwood - Snohomish 836 Upper Columbia Academy - Spokane

793 Marysville-Pilchuck (also Pilchuck) - 837 Edgecliff Sanitarium - Spokane

Snohomish 838 West Valley - Spokane

794 Mountlake Christian - Snohomish 839 Deer Park - Spokane

795 Our Lady or Perpetual Help - 840 Riverside - Spokane Snohomish 841 The Real School - Spokane

796 King's Temple - Snohomish 842 Spokane Valley Christian - Spokane 797 Arlington Christian - Snohomish 861 Chewelah (also Jenkins) - Stevens 798 Lakewood - Snohomish 862 Wellpinit - Stevens 799 Scriber Lake (also Continuation or 863 Colville - Stevens

Alternative Learning Center) -864 Columbia - Stevens

Snohomish

800 Kings Way Academy (also Country 865 Mary Walker (also Walker) - Stevens

School) - Snohomish 866 Northport - Stevens

801 Silver Lake - Snohomish 867 Kettle Falls - Stevens

811 North Central - Spokane 881 Yelm - Thurston

812 Lewis & Clark (also Clark-Lewis) - 882 North Thurston - Thurston

Spokane 883 St. Martin's - Thurston

813 John R. Rogers - Spokane 884 St. Placid - Thurston

815 Shadle Park - Spokane 885 Tumwater - Thurston

816 Spokane Continuation (also Joseph 886 Wm. Winlock Miller (also Olympia) -Janisch) - Spokane Thurston

817 Joel Ferris (also Ferris) - Spokane 888 Rainier - Thurston

818 Booth Memorial - Spokane 889 Rochester - Thurston

820 Gonzaga Prep - Spokane 890 Tenino - Thurston

821 Holy Names Academy - Spokane 891 Timberline - Thurston

822 Marian Heights - Spokane 892 Capital - Thurston

823 Marycliff - Spokane 901 Wahkiakum - Wahkiakum

824 Northwest Christian - Spokane 911 Walla Walla - Walla Walla

825 Medical Lake - Spokane 912 De Sales - Walla Walla

SMS A- 18 GEi Plus A.1


Code Description (High School - County) Code

913 Walla Walla Valley Academy - 974 Walla Walla 975

914 Touchet - Walla Walla

915 Columbia - Walla Walla 976

916 Waitsburg - Walla Walla 977

917 Prescott - Walla Walla 978

921 Bellingham - Whatcom 994

923 Sehome - Whatcom 995

925 Ferndale - Whatcom 996

926 Blaine - Whatcom 997

927 Lynden - Whatcom 998

928 Lynden Christian - Whacom 999

929 Meridian - Whatcom S01

930 Nooksack Valley - Whalcom S02

931 Mt. Baker - Whatcom S03

941 Tekoa - Whitman S04

942 Pullman - Whitman S05

943 Colfax - Whitman S99

944 Palouse - Whitman

945 Gariield - Whitman

946 Colton - Whitman

947 Endicott - Whitman

948 Rosalia - Whitman

949 St. John - Whitman

950 Oaksdale - Whitman

951 La Crosse - Whitman

961 Naches Valley - Yakima

962 Davis (also The Place) - Yakima

963 Eisenhower - Yakima

964 East Valley (also Moxee) - Yakima

965 Selah - Yakima

966 Mabton - Yakima

967 Grandview - Yakima

968 Sunnyside - Yakima

969 Toppenish - Yakima

970 Highland (also Cowiche) - Yakima

971 Granger - Yakima

972 Zillah - Yakima

973 Wapato - Yakima

CEI Plus A.1 A- 19


Description (High School - County)

West Valley - Yakima

Carroll (also Central Catholic or Marquette) - Yakima

White Swan - Yakima

Yakima Jr. Academy - Yakima

Westside Christian - Yakima

Foreign Country

No High School Attended

GED Certificate

High School Unknown

Other Washington State Schools

Other States

Clatskanie - Oregon

Rainier - Oregon

St. Helens - Oregon

Vernonia - Oregon

Skappoose - Oregon

Other Oregon Schools

SMS


PUNITIVE ACTION CODES

Code Description

1 No registration allowed on the Registration screen (SM4001 ). 2 Suppress printing of the Quarterly Grade Mailer.

3 Do not assign a Registration Appointment. 4 No registration allowed on the Registration screen {SM4001); suppress

printing of the Quarterly Grade Mailer. 5 Do not assign a Registration Appointment; no registration allowed on the

Registration screen (SM4001); suppress printing of the Quarterly Grade Mailer.

6 Sorting code. Blank No punitive action.


RESIDENCY STATUS CODES

Code Description

1 Resident

2 Nonresident

3 Undetermined

CEI Plus A.1 A - 21


SMS


STUDENT INTENT CODES

Code Description

A General Studies Degree or Certificate

B Academic Transfer

C Adult Basic Education

D High School Diploma/GED Certificate

E Developmental

F Occupational Preparatory

G Occupational Preparatory Applicant

H Occupational Apprentice

J Occupational Supplemental

K Vocational Home and Family Life

L General Studies (no degree or certificate)

w Community Service

X Undecided y None of the above

z Not reported


APPENDIX B

ERROR MESSAGES

Appendix B provides a list of all error messages used with screens in this user guide along with the appropriate corrective action for each.

SM6001

SM6002

Valid Grading Symbols Screen................................................... B-2

Grade Attributes Screen ........ ............ ............ ............ ................. B-3

SM6003 Grade Processing Options Screen ........ .... .......... ............ ....... .... B-4 SM6004 Grade Posting Screen ............ ............................................ ........ B-5

SM6005 Grade Roster Update Screen ............ ............ ........ .... ........ ......... B-6 SM6006 Archival Reactivation Screen...................................................... B-7

SM6007 On Request Transcript Screen................................................... B-8

SM6008 Transcript Biographic Screen ........ ............ .............. .......... .... ..... B-9

SM6009 Transcript Degree Information Screen ....................................... B-10 SM6010 Transcript Quarterly Data Screen ............................................... B-11

SM6011 Beginning Credit Information Screen .......................................... B-12

SM6012 Transcript Comments Screen ..................................................... B-13

SM6013 Transcript Classes Screen .......................................................... B-14

SM6014 Honor Roll/Probation Screen ...................................................... B-16

SM6015 Student Transcript Screen.......................................................... B-17

CEI Plus A.1 B-1 SMS

APPENDIX B GRADES AND RECORDS

SM6001 VALID GRADING SYMBOLS SCREEN

SM6:0010001 :First position of Grade must be alphabetic or"*"

Self explanatory.

SM60010002:Second position of Grade must be"+","-" or space

Self explanatory.

SM60010003:Cannot have duplicate grades

This grade is already entered on the Valid Grading Symbols Screen.

SMS B-2 CEI Plus A.1

SM6002 GRADE ATTRIBUTES SCREEN

SM60020001:No entries in Valid Grade Table (SM6001); Press FB to exit


The Valid Grade Table must be built (using Screen SM6001) before grade attributes can be specified for the college's grades.

SM60020002:Grade Point Value must be a one digit number with 2 decimals

Self explanatory.

SM60020003:Active Grade Indicator must be "YES" or "NO"

Self explanatory.

SM60020004:Credit Print Ind must be "YES" or "NO" if EARN-CR is "NO"

Self explanatory.

SM60020005:Credit Print Indicator must be SPACES if EARN-CR is "YES"

Self explanatory.

SM60020006:Grade Print Indicator must be "YES" or "NO"

Self explanatory.

SM60020007:Earned Credit Indicator must be "YES" or "NO"

Self explanatory.

SM60020008:GPA Credit Indicator must be "YES" or "NO"

Self explanatory.

SM60020009:Grade must be on the Valid Grade Table (SM6001)

Self explanatory.

SM6002001 0:Grade must be a unique entry

You have already entered grade attributes for this specific grade.

SM60020011 :Cannot ADD; COL must be the same as on COL-INFO-M

This error condition is not currently used.

SM60020012:Cannot DELETE; master record exist but not grade attributes


SM60020013:To continue: Press NEXT (F5)

There are attributes for more than 18 grades; press the appropriate function key to display the remainder.



SM6003 GRADE PROCESSING OPTIONS SCREEN

SM60030001 :Zero Credit Print Option must be "Y" or "N"

Self explanatory.

SM60030002:Transcript Course Number Print Option must be "3" or "4"

Self explanatory.

SM60030003:Total Cumulative Line Print Option must be "Y" or "N"

Self explanatory.

SM60030004:Repeat Class Print Option must be "Y" or "N"

Self explanatory.

SM60030005:Program Enrolled Print Option must be "Y" or "N"

Sell explanatory.

SM60030006:Presort Mail Indicator must be "Y" or "N"

Self explanatory.

SM60030007:High School Print Option must be "Y" or "N"

Self explanatory.

SM60030008:High School Grade Print Option must be "Y" or "N"

Sell explanatory.

SM60030009:Decimal Grade Indicator must be "Y" or "N"

Self explanatory.

SM6003001 0:College Level Cum Line Print Option must be "Y" or "N"

Self explanatory.

SM60030011 :Audit Mailer Print Indicator must be "Y" or "N"

Self explanatory.

SM60030012:Advisor Print Option must be "Y" or "N"

Sett explanatory.

SM60030013:Cannot DELETE; college has grade attributes (SM6002)

Remove the grade attributes for the college (using Screen SM6002); then the college's.grade processing options can be removed.

SM60030014:Cannot ADD; COL must be the same as on COL-INFO-M


SM60030015:Student Type Print Option must be "Y" or "N"

Sell explanatory.



SM6004 GRADE POSTING SCREEN

SM60040001 :Decimal grade not allowed (Grade Processing Options)

Enter a "Y" in DECIMAL GR IND on Screen SM6003 to indicate that decimal grades are valid at your college.

SM60040003:Grade is not on valid grade table (GRADE ATTRIBUTES)

The specific grade symbol must be added to the Grade Attributes Table (using Screen SM6002) before it can be used in the student"s record.

SM60040004:GR-PROCESS-OPT-M contains no record, press "f8" to exit

Enter appropriate grade processing options to the Grade Processing Options Table (using Screen SM6003); then grading information can be entered for the student.

SM60040005:GR-ATTR-D contains no record, press "f8" to continue

Enter appropriate grade information to the Grade Attributes Table (using Screen SM6002); then grading information can be entered for the student.

SM60040007:Credit change is not allowed; VAR-CR is not a "Y"

You can change credit amounts on variable credit classes only. If appropriate, change the class schedule record (using Screen IS1002); then variable credit amounts can be entered for the specific class.

SM60040008:A "W" grade may not be entered through this screen

Withdraw from a class (the "W" grade symbol) is a registration function; use the Registration Screen (SM4001) instead of the Grade Posting Screen for this function.



SM6005 GRADE ROSTER UPDATE SCREEN

SM60050001 :Decimal Grade must be zero. Decimal grading not in effect


SM60050002:Grade is invalid (Grade Attribute Table)

The specific grade symbol must be added to the Grade Attributes Table (using Screen SM6002) before it can be used in the student's record.

SM60050003:Grade Qualifier must be spaces, "#" or "f'

Self explanatory.

SM60050004:A decimal grade over 4.0 is not allowed

Self explanatory.


SM6006 ARCHIVAL REACTIVATION SCREEN

SM60060001 :Archived transcript not indicated as existing (HIST-ARCHV-M)


This student does not have an archived transcript under the specific student identification number; check the SID for accuracy.

SM60060002:Archived transcript has already been reactivated

Self explanatory.

SM60060003:Record added to the transaction file; Enter next SID

Self explanatory.



SM6007 ON REQUEST TRANSCRIPT SCREEN

SM60070001 :This SID is not on the Transcript File

This student does not have a transcript under the specific student identification number; check the SID for accuracy.

SM60070002:Reoord added to the request file; Enter the next SID

Self explanatory.

SM60070003:lnvalid number of copies entered.

Up to nine copies of a specific student's transcript can be requested at one time using this screen.

SMS 8-8 GEi Plus A.1

SM6008 TRANSCRIPT BIOGRAPHIC SCREEN

SM60080001 :This student may not be deleted - check other screens


Remove the other transcript records for this student (degrees, comments, prior cums and/or classes); then the specific student's transcript biographic record can be deleted.

SM60080005:YRQ Actually Start is invalid; check format

The first three digits of year/quarter designate the academic year (i.e., 856 for academic year 85-86); the last digit designates the specific quarter. Valid quarter codes are:

1 Summer 2 Fall 3 Winter 4 Spring

GEi Plus A.1 B-9 SMS

APPENDIX 8 GRADES AND RECORDS

SM6009 TRANSCRIPT DEGREE INFORMATION SCREEN

SM60090001 :To display more degree records; Press MORE LIST

The student has more than 12 degree records (the number of degree records displayed on the Transcript Degree Screen); press the appropriate function key to display the remainder.

SM60090002:Year/Quarter of Graduation is not in the right format



SM60090003:Program Completed is not in the Educational Program Table

The specific program code must be entered on the College Educational Programs Table (using Screen SM5006) before it can be used in the student's record.

SM60090004:Cannot add; a Transcript Biographic (SM6008) does not exist

A transcript biographic record must exist before degree records can be added; use Screen SM6008 to create a transcript biographic record.

SM60090005:Cannot change;a transcript biographic record does not exist

A transcript biographic record must exist before degree records can be changed; use Screen SM6008 to create a transcript biographic record.

SM60090006:Cannot delete;a transcript biographic record does not exist

A transcript biographic record must exist before degree records can be deleted; use Screen SM6008 to create a transcript biographic record.

SM60090007:Exit Code must be "1", "2", "3", "4", "5" or blank

Self explanatory.

SMS 8 - 10 GEi Plus A.1


SM6010 TRANSCRIPT QUARTERLY DATA SCREEN

SM60100001 :Delete is not allowed; The student has classes for this YRO

Delete all classes from the student's transcript for this year/quarter (using Screen SM6013); then the specific quarterly record can be deleted.

SM60100002:Student Intent is not on the Student Intent table

See Appendix A of this manual for valid student intent codes.

SM60100003:Student Program Enrolled not on Educational Program table

The specific program code must be entered on the College Educational Programs Table (using Screen SM5006) before it can be used in the student's record.

SM60100004:Resident Status is not on the Resident Status table

See Appendix A of this manual for valid resident status codes.

SM60100005:Veteran Benefit code is not in the Veteran Benefit table

The specific veteran benefit code must be entered on the Veteran Benefit Codes Table (using Screen SM5008) before it can be used in the student's record.

SM60100006:Citizenship Status is not in the Citizenship Status table

See Appendix A of this manual for valid citizenship status codes.

SM60100007:Fee Paying Status is not on the Fee Paying Status table

See Appendix A of this manual for valid fee paying status codes.

SM60100008:Student Type is not on the Student Type table

The specific student type code must be entered on the Student Type Table (using Screen SM5009) before it can be used in the student's record.

CEI Plus A.1 B - 11 SMS


SM6011 BEGINNING CREDIT INFORMATION SCREEN

SM60110001 :Cannot add; a Transcript Biographic (SM6008) does not exist

A transcript biographic record must exist before prior cums can be added; use Screen SM6008 to create a transcript biographic record.

SMS B - 12 CEI Plus A.1

SM6012 TRANSCRIPT COMMENTS SCREEN

SM60120001 :Press MORE LIST to display more Comment Records


The student has more than 14 comment records (the number of comment records displayed on the Transcript Comment Screen): press the appropriate function key to display the remainder.

SM60120002:Year/Quarter must be in the correct format or be "9999"




A transcript biographic record must exist before comment records can be added; use Screen SM6008 to create a transcript biographic record.


A transcript biographic record must exist before comment records can be changed; use Screen SM6008 to create a transcript biographic record.


A transcript biographic record must exist before comment records can be deleted; use Screen SM6008 to create a transcript biographic record.



SM6013 TRANSCRIPT CLASSES SCREEN

SM60130001 :Press MORE LIST to display more classes

The student has more than 11 class records for the specific year/quarter (the number of class records displayed on the Transcript Classes Screen); press the appropriate function key to display the remainder.

SM60130002:Year/Quarter is not in the right format



SM60130003:lf Grade Post Indicator is "Y"; Item Number cannot be blank

Self explanatory.

SM60130004:Section Status Code 2 must be "A", "C" or blank

Self explanatory.

SM60130005:Grade is not in the Grade Attributes table

The specific grade symbol must be entered on the Grade Attributes Table (using Screen SM6002) before it can be used in the student's record.

SM60130006:Grade Qualifier must be"/", "R", "#",,,.,,or blank

Self explanatory.


A transcript biographic record must exist before class records can be added; use Screen SM6008 to create a transcript biographic record.


A transcript biographic record must exist before class records can be changed; use Screen SM6008 to create a transcript biographic record.


A transcript biographic record must exist before transcript class records can be deleted; use Screen SM6008 to create a transcript biographic record.

SM6013001 0:Class is not in the enrollment file (GR-POST-IND = "Y")

The student's enrollment record must contain the specific item number for the year/quarter before a grade can be posted using this screen. Check the item number for accuracy or change the grade posting indicator to "N".

SM60130011 :Decimal Grade is not allowed (Grade Processing Options)

SMS


B - 14 CEI Plus A.1

SM6013 (Cont.) TRANSCRIPT CLASSES SCREEN

SM60130012:A grade of "W' may not be entered if GRADE POST= "Y"


Withdraw from a class (the "W" grade symbol) is a registration function; use the Registration Screen (SM4001) instead of the Transcript Classes Screen for this function.

SM60130013:A credit change is not allowed if VAR-CR is not= "Y"

You can change credit amounts on variable credit classes only. If appropriate, change the class schedule record (using Screen IS1002); then variable credit amounts can be entered for the specific class.

SM60130014:A grade of"*" is not allowed if GRADE-POST= "Y"

You cannot post a "*" grade symbol to the student's enrollment file using this screen; change the grade posting indicator to "N".



SM6014 HONOR ROLUPROBATION SCREEN

SM60140001 :Press appropriate function key

Self explanatory.

$MS B - 16 GEi Plus A.1

SM6015 STUDENT TRANSCRIPT SCREEN

SM60150001 :Press 'MORE LIST' (F5) to continue

Self explanatory.

CEI Plus A.1 B - 17


SMS



SMS B - 18 CE! Plus A.1

old grades and records user guide (blue book) - … · grades and records printed: aug 1988 edition...

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