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
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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
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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
Description...................................................................................................................................... 3-8 Using the Screen............................................................................................................................ 3-9
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
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TABLE OF CONTENTS GRADES AND RECORDS USER GUIDE
The Grade Roster Update Screen (SM6005) ....... ........................... .. ............... ......... ..... ..... .. ... ............. 4-6
Description...................................................................................................................................... 4-6 Using the Screen............................................................................................................................ 4-7
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
Description...................................................................................................................................... 4-12 Using the Screen............................................................................................................................ 4-13
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
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TABLE OF CONTENTS GRADES AND RECORDS USER GUIDE
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
Description...................................................................................................................................... 5-2 Using the Screen............................................................................................................................ 5-3
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
Description...................................................................................................................................... 5-10 Using the Screen............................................................................................................................ 5-11
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
Description...................................................................................................................................... 5-16 Using the Screen............................................................................................................................ 5-17
Updating the Record ................................................................................................................. 5-17 Messages ................................................................................................................................. 5-17 Transcript Print Option .............................................................................................................. 5-17
Using Quarterly Data ....................................................................................................................... 5-17 Field Names ....... ...... ....... .... ....... ..... ............. .... ..... ... .. ....... ..... .. ..... .. . .. ..... ..... .. ..... ......... ... .. .... ......... 5-18
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TABLE OF CONTENTS GRADES AND RECORDS USER GUIDE
Beginning Credit Information Screen (SM6011) .................................................................................... 5-20
Description...................................................................................................................................... 5-20 Using the Screen............................................................................................................................ 5-21
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
Description...................................................................................................................................... 5-24 Using the Screen............................................................................................................................ 5-25
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
Description...................................................................................................................................... 5-28 Using the Screen............................................................................................................................ 5-29
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
Description...................................................................................................................................... 5-34 Using the Screen............................................................................................................................ 5-35
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
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TABLE OF CONTENTS GRADES AND RECORDS USER GUIDE
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
Description...................................................................................................................................... 5-48 Using the Screen............................................................................................................................ 5-49
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
Description...................................................................................................................................... 5-60 Using the Screen............................................................................................................................ 5-61
Adding an SID to the Reactivation File .................................................................................... 5-61 Messages ................................................................................................................................. 5-61
Field Names ................................................................................................................................... 5-61
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TABLE OF CONTENTS GRADES AND RECORDS USER GUIDE
Transcript Print Screen (SM6017) ......................................................................................................... 5-62
Description...................................................................................................................................... 5-62 Using the Screen............................................................................................................................ 5-63
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
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TABLE OF CONTENTS GRADES AND RECORDS USER GUIDE
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
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TABLE OF CONTENTS GRADES AND RECORDS USER GUIDE
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
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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
TABLE OF CONTENTS GRADES AND RECORDS USER GUIDE
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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
OVERVIEW GRADES AND RECORDS
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
OVERVIEW GRADES AND RECORDS
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
OVERVIEW GRADES AND RECORDS
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
OVERVIEW GRADES AND RECORDS
END-OF-THE-QUARTER GRADING
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
OVERVIEW GRADES AND RECORDS
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
OVERVIEW GRADES AND RECORDS
TRANSCRIPT MAINTENANCE
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
OVERVIEW GRADES AND RECORDS
TRANSCRIPT MAINTENANCE
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
OVERVIEW GRADES AND RECORDS
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
OVERVIEW GRADES AND RECORDS
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
OVERVIEW GRADES AND RECORDS
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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
USING SMS GRADES AND RECORDS
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
USING SMS GRADES AND RECORDS
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
USINGSMS GRADES AND RECORDS
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
USING SMS GRADES AND RECORDS
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
USINGSMS GRADES AND RECORDS
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
USING SMS GRADES AND RECORDS
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
USINGSMS GRADES AND RECORDS
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
USING SMS GRADES AND RECORDS
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
USINGSMS GRADES AND RECORDS
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
USING SMS GRADES AND RECORDS
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 SMS GRADES AND RECORDS
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:
1. Type the appropriate data in the key field(s).
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
USING SMS GRADES AND RECORDS
USING STANDARD FUNCTION KEYS
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
1. Type the appropriate data in the key field(s).
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).
2. Press UPDATE [12].
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].
A fresh screen displays with the cursor positioned in the key field. The message "UPDATE complete" displays in the message window.
Records can be added at the same time that existing records are being changed.
2 - 15 SMS
USINGSMS GRAPES AND RECORDS
USING STANDARD FUNCTION KEYS
UPDATE A RECORD (Cont.)
DELETE A RECORD
REFRESH
SMS
USING THE UPDATE FUNCTION TO DELETE
1. Type the appropriate data in the key field(s).
2. Press UPDATE [12].
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].
A fresh screen displays with the cursor positioned in the key field. The message "UPDATE complete" displays in the message window.
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:
1. Type the appropriate data in the key field(s).
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
USING SMS GRADES AND RECORDS
USING STANDARD FUNCTION KEYS
CANCEL
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
USING SMS GRADES AND RECORDS
USING STANDARD FUNCTION KEYS
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.
SMS 3-2 CEI Plus A.1
GENERAL INFORMATION GRADES AND RECORDS
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
GENERAL INFORMATION GRADES AND RECORDS
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.
SMS 3-4 CEI Plus A.1
GENERAL INFORMATION GRADES AND RECORDS
GRADE ATTRIBUTES SCREEN (SM6002)
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
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.
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
GENERAL INFORMATION GRADES AND RECORDS
GRADE ATTRIBUTES SCREEN (SM6002)
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
GENERAL INFORMATION GRADES AND RECORDS
THIS PAGE INTENTIONALLY LEFT BLANK
3-7 SMS
GENERAL INFORMATION GRADES AND RECORDS
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
GENERAL INFORMATION GRADES AND RECORDS
GRADE PROCESSING OPTIONS SCREEN (SM6003)
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
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.
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
GENERAL INFORMATION GRADES AND RECORDS
GRADE PROCESSING OPTIONS SCREEN (SM6003)
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
GENERAL INFORMATION GRADES AND RECORDS
GRADE PROCESSING OPTIONS SCREEN (SM6003)
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
GENERAL INFORMATION GRADES AND RECORDS
NON-PRINTING CLASSES
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
GENERAL INFORMATION GRADES AND RECORDS
NON-PRINTING CLASSES
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
GENERAL INFORMATION GRADES AND RECORDS
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
GENERAL INFORMATION GRADES AND RECORDS
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
GENERAL INFORMATION GRADES AND RECORDS
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
GENERAL INFORMATION GRADES AND RECORDS
SMS
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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
END-OF-THE-QUARTER GRADING GRADES AND RECORDS
THE GRADE ROSTER FILE
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
END-OF-THE-QUARTER GRADING GRADES AND RECORDS
THE GRADE ROSTER FILE
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
END-OF-THE-QUARTER GRADING GRADES AND RECORDS
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4-5 SMS
END-OF-THE-QUARTER GRADING GRADES AND RECORDS
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 ..
][
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
SMS 4-6 CEI Plus A.1
END-OF-THE-QUARTER GRADING GRADES AND RECORDS
THE GRADE ROSTER UPDATE SCREEN (SM6005)
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.
2. Press UPDATE [12].
3. Type in the appropriate grade, grade qualifier and/or credit for the specific student.
4. Press [ENTER].
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.
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
END-OF-THE-QUARTER GRADING GRADES AND RECORDS
THE GRADE ROSTER UPDATE SCREEN (SM6005)
(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
END-OF-THE-QUARTER GRADING GRADES AND RECORDS
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
END-OF-THE-QUARTER GRADING GRADES AND RECORDS
THIS PAGE INTENTIONALLY LEFT BLANK
4 - 11 SMS
END-OF-THE-QUARTER GRADING GRADES AND RECORDS
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
END-OF-THE-QUARTER GRADING GRADES AND RECORDS
GRADE POSTING SCREEN (SM6004)
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
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.
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
END-OF-THE-QUARTER GRADING GRADES AND RECORDS
GRADE POSTING SCREEN (SM6004)
ITMNUM (Item Number)
DECIMAL GR (Decimal Grade)
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
END-OF-THE-QUARTER GRADING GRADES AND RECORDS
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
END-OF-THE-QUARTER GRADING GRADES AND RECORDS
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
END-OF-THE-QUARTER GRADING GRADES AND RECORDS
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
END-OF-THE-QUARTER GRADING GRADES AND RECORDS
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
END-OF-THE-QUARTER GRADING GRADES AND RECORDS
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
END-OF-THE-QUARTER GRADING GRADES AND RECORDS
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
MERGING RECORDS INTO THE TRANSCRIPT FILE
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
END-OF-THE-QUARTER GRADING GRADES AND RECORDS
MERGING RECORDS INTO THE TRANSCRIPT FILE
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
END-OF-THE-QUARTER GRADING GRADES AND RECORDS
MERGING RECORDS INTO THE TRANSCRIPT FILE
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
END-OF-THE-QUARTER GRADING GRADES AND RECORDS
MERGING RECORDS INTO THE TRANSCRIPT FILE
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
END-OF-THE-QUARTER GRADING GRADES AND RECORDS
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
END-OF-THE-QUARTER GRADING GRADES AND RECORDS
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
END-OF-THE-QUARTER GRADING GRADES AND RECORDS
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.
3. Print desired grading output (transcripts, grade mailers and/or transcript labels) for the students.
4 - 28 CEI Plus A.1
OTHER GRADING RUNS
LATE GRADES (Cont.)
GEi Plus A.1
END-OF-THE-QUARTER GRADING GRADES AND RECORDS
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.
2. Print desired grading output (transcripts, grade mailers and/or transcript labels) for the students.
4 - 29 SMS
ENO-OF-THE-QUARTER GRADING GRADES AND RECORDS
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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
TRANSCRIPT MAINTENANCE GRADES AND RECORDS
TRANSCRIPT BIOGRAPHIC SCREEN (SM6008)
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.
3. Type in the appropriate data for the specific student.
4. Press [ENTER].
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.
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
TRANSCRIPT MAINTENANCE GRADES AND RECORDS
TRANSCRIPT BIOGRAPHIC SCREEN (SM6008)
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
SMS 5-4 CEI Plus A.1
TRANSCRIPT MAINTENANCE GRADES AND RECORDS
TRANSCRIPT BIOGRAPHIC SCREEN (SM6008)
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 MAINTENANCE GRADES AND RECORDS
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.
END-OF-THE-QUARTER GRADING
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.
TRANSCRIPT MAINTENANCE
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.
END-OF-THE-QUARTER GRADING
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
TRANSCRIPT MAINTENANCE GRADES AND RECORDS
TRANSCRIPT BIOGRAPHIC INFORMATION
UPDATING THE BIOGRAPHIC RECORD (Cont.)
TRANSCRIPT TRACKING
CEI Plus A.1
TRANSCRIPT MAINTENANCE
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
TRANSCRIPT BIOGRAPHIC INFORMATION
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
TRANSCRIPT MAINTENANCE GRADES AND RECORDS
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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
TRANSCRIPT MAINTENANCE GRADES AND RECORDS
TRANSCRIPT DEGREE INFORMATION SCREEN (SM6009)
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.
2. Press the appropriate function key for the desired action.
3. Type in the appropriate data for the specific student.
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
TRANSCRIPT DEGREE INFORMATION SCREEN (SM6009)
USING THE SCREEN {Cont.)
DISPLAYING THE STUDENT'S DEGREES
SMS
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.
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.
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 MAINTENANCE GRADES AND RECORDS
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.
STU NAME (Student Name)
DEGREENUM (Degree Record Number)
GRAD YRQ (Year/Quarter Of Graduation)
PRGCOMP (Program Completed)
DEGREE TITLE
Protected field. A 22-character field for the student's name.
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
TRANSCRIPT DEGREE INFORMATION SCREEN (SM6009)
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:
N No Y Yes (default)
5 - 14 CEI Plus A.1
GEi Plus A.1
TRANSCRIPT MAINTENANCE GRADES AND RECORDS
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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
TRANSCRIPT MAINTENANCE GRADES AND RECORDS
TRANSCRIPT QUARTERLY DATA SCREEN (SM6010)
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.
2. Press the appropriate function key for the desired action.
3. Type in the appropriate data.
4. Press [ENTER].
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.
TRANSCRIPT PRINT OPTION
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 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 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
TRANSCRIPT MAINTENANCE GRADES AND RECORDS
TRANSCRIPT QUARTERLY DATA SCREEN (SM6010)
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 NAME (Student Name)
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)
TRAN PRNT OPT (Transcript Print Option)
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:
N No Y Yes (default)
5 - 18 CEI Plus A.1
CEI Plus A.1
TRANSCRIPT MAINTENANCE GRADES AND RECORDS
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5 - 19 SMS
TRANSCRIPT MAINTENANCE GRADES AND RECORDS
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
TRANSCRIPT MAINTENANCE GRADES AND RECORDS
BEGINNING CREDIT INFORMATION SCREEN (SM6011)
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.
2. Press the appropriate function key for the desired action.
3. Type in the appropriate data.
4. Press [ENTER].
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.
TRANSCRIPT PRINT OPTION
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 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.
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
TRANSCRIPT MAINTENANCE GRADES AND RECORDS
BEGINNING CREDIT INFORMATION SCREEN (SM6011)
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.
STU NAME (Student Name)
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)
Protected field. A 22-character field for the student's name.
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
TRANSCRIPT MAINTENANCE GRADES AND RECORDS
BEGINNING CREDIT INFORMATION SCREEN (SM6011)
BEG CUM PS (Beginning Cumulative Pass/Satisfactory)
TRAN PRNT OPT (Transcript Print Option)
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.
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 - 23 SMS
TRANSCRIPT MAINTENANCE GRADES AND RECORDS
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
TRANSCRIPT MAINTENANCE GRADES AND RECORDS
TRANSCRIPT COMMENTS SCREEN (SM6012)
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.
2. Press the appropriate function key for the desired action.
3. Type in the appropriate data.
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
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.
5 - 25 SMS
TRANSCRIPT MAINTENANCE GRADES AND RECORDS
TRANSCRIPT COMMENTS SCREEN (SM6012)
USING THE SCREEN (Cont.)
USING COMMENT RECORDS
SMS
TRANSCRIPT PRINT OPTION
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.
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.
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 MAINTENANCE GRADES AND RECORDS
TRANSCRIPT COMMENTS SCREEN (SM6012}
FIELD NAMES ATTRIBUTES
SID Key field. A 9-character field for the code identifying the specific (Student Identification Number) student.
STU NAME (Student Name)
YRQ (Year/Quarter)
COMMENTNUM (Comment Number)
TRAN COMMENT (Tran script Comment)
TRAN PRNT OPT (Transcript Print Option)
CEl Plus A.1
Protected field. A 22-character field for the student's name.
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.
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 - 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
TRANSCRIPT MAINTENANCE GRADES AND RECORDS
TRANSCRIPT CLASSES SCREEN (SM6013)
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.
2. Press the appropriate function key for the desired action.
3. Type in the desired data.
4. Press [ENTER].
5 - 29 SMS
TRANSCRIPT MAINTENANCE GRADES AND RECORDS
TRANSCRIPT CLASSES SCR.EEN (SM6013)
USING THE SCREEN (Cont.)
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
TRANSCRIPT MAINTENANCE GRADES AND RECORDS
TRANSCRIPT CLASSES SCREEN (SM6013)
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
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.
TRANSCRIPT PRINT OPTION
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
TRANSCRIPT MAINTENANCE GRADES AND RECORDS
TRANSCRIPT CLASSES SCREEN (SM6013)
FIELD NAMES
YRQ (Year/Quarter)
$ID (Student Identification Number)
STU NAME (Student Name)
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
TRANSCRIPT MAINTENANCE GRADES AND RECORDS
TRANSCRIPT CLASSES SCREEN (SM6013)
DECIMAL GR (Decimal Grade)
GR POST/ND (Grade Posting Indicator)
TRAN PRNT OPT (Transcript Print Option)
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.
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 - 33 SMS
TRANSCRIPT MAINTENANCE GRADES AND RECORDS
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
TRANSCRIPT MAINTENANCE GRADES AND RECORDS
STUDENT TRANSCRIPT SCREEN (SM6015)
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.
NON-PRINTING CLASSES
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
TRANSCRIPT MAINTENANCE GRADES AND RECORDS
STUDENT TRANSCRIPT SCREEN (SM6015)
USING THE SCREEN (Cont.)
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
TRANSCRIPT MAINTENANCE GRADES AND RECORDS
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
TRANSCRIPT MAINTENANCE GRADES AND RECORDS
PROCESSING GRADE UPDATES
PRINTING TRANSCRIPTS
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
TRANSCRIPT MAINTENANCE GRADES AND RECORDS
PROCESSING GRADE UPDATES
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
TRANSCRIPT MAINTENANCE GRADES AND RECORDS
PROCESSING GRADE UPDATES
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
TRANSCRIPT MAINTENANCE GRADES AND RECORDS
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
TRANSCRIPT MAINTENANCE GRADES AND RECORDS
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
TRANSCRIPT MAINTENANCE GRADES AND RECORDS
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.
TRANSCRIPT DEGREE INFORMATION
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
TRANSCRIPT MAINTENANCE GRADES AND RECORDS
STUDENT IDENTIFICATION NUMBER CHANGES
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
TRANSCRIPT MAINTENANCE GRADES AND RECORDS
STUDENT IDENTIFICATION NUMBER CHANGES
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
TRANSCRIPT MAINTENANCE GRADES AND RECORDS
STUDENT IDENTIFICATION NUMBER CHANGES
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
TRANSCRIPT MAINTENANCE GRADES AND RECORDS
THIS PAGE INTENTIONALLY LEFT BLANK
5 - 47 SMS
TRANSCRIPT MAINTENANCE GRADES AND RECORDS
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
SMS 5 - 48 CEI Plus A.1
TRANSCRIPT MAINTENANCE GRADES AND RECORDS
ON REQUEST TRANSCRIPT SCREEN (SM6007)
USING THE SCREEN
PRINTING THE TRANSCRIPT
FIELD NAMES
SID (Student Identification Number)
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
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.
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.
Protected field. A 22-character field for the student's name.
5 - 49 SMS
TRANSCRIPT MAINTENANCE GRADES AND RECORDS
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
TRANSCRIPT MAINTENANCE GRADES AND RECORDS
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
TRANSCRIPT MAINTENANCE GRADES AND RECORDS
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
TRANSCRIPT MAINTENANCE GRADES AND RECORDS
User information for the transcript archival process will be included in the next release.
5 - 53 SMS
TRANSCRIPT MAINTENANCE GRADES AND RECORDS
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
TRANSCRIPT MAINTENANCE GRADES AND RECORDS
ARCHIVAL REACTIVATION
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
TRANSCRIPT MAINTENANCE GRADES AND RECORDS
ARCHIVAL REACTIVATION
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.
TRANSCRIPT DEGREE INFORMATION
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
TRANSCRIPT MAINTENANCE GRADES AND RECORDS
ARCHIVAL REACTIVATION
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
TRANSCRIPT MAINTENANCE GRADES AND RECORDS
ARCHIVAL REACTIVATION
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
TRANSCRIPT MAINTENANCE GRADES AND RECORDS
ARCHIVAL REACTIVATION
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
TRANSCRIPT MAINTENANCE GRADES AND RECORDS
ARCHIVAL REACTIVATION SCREEN (SM6006)
SM6006-001
SID .... ,m,,>Il
DESCRIPTION
SMS
ARCHIVAL REACTIVATION
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
TRANSCRIPT MAINTENANCE GRADES AND RECORDS
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
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.
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.
CEI Plus A.1 5 - 61 SMS
TRANSCRIPT MAINTENANCE GRADES AND RECORDS
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
TRANSCRIPT MAINTENANCE GRADES AND RECORDS
TRANSCRIPT PRINT SCREEN (SM6017)
USING THE SCREEN
PRINTING TRANSCRIPTS
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
TRANSCRIPT MAINTENANCE GRADES AND RECORDS
TRANSCRIPT PRINT SCREEN (SM6017)
PRINTING TRANSCRIPTS (Cont.)
FIELD NAMES
SID (Student Identification Number)
STU NAME (Student Name)
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.
Protected field. A 22-character field for the student's name.
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
HONOR ROLUPROBATION GRADES AND RECORDS
HONOR ROLL/PROBATION SCREEN (SM6014)
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:
1. Press UPDATE [12].
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
HONOR ROLL/PROBATION SCREEN (SM6014)
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
HONOR ROLUPROBATION GRADES AND RECORDS
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
HONOR ROLUPROBATION GRADES AND RECORDS
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
Quarterly GPA Credits Quarterly GPA Exclude Grades
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
HONOR ROLUPROBATION GRADES AND RECORDS
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
Quarterly GPA Credits Quarterly GPA Exclude Grades
SMS
HONOR ROLUPROBATION GRADES AND RECORDS
THE HONOR ROLUPROBATION PROCESS
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
Quarterly GPA Credits Quarterly GPA Exclude Grades
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
HONOR ROLUPROBATION GRADES AND RECORDS
THE HONOR ROLUPROBATION PROCESS
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
HONOR ROLUPROBATION GRADES AND RECORDS
THE HONOR ROLUPROBATION PROCESS
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
HONOR ROLUPROBATION GRADES AND RECORDS
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
HONOR ROLUPROBATION GRADES AND RECORDS
SMS
THIS PAGE INTENTIONALLY LEFT BLANK
6 - 12 CEI Plus A.1
ELECTRONIC TRANSFER 7
This chapter will be included with the next release.
CEI Plus A.1 7 - 1 SMS
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
REPORTS GRADES AND RECORDS
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
REPORTS GRADES AND RECORDS
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
REPORTS GRADES AND RECORDS
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
REPORTS GRADES AND RECORDS
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
REPORTS GRADES AND RECORDS
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
REPORTS GRADES AND RECORDS
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
REPORTS GRADES AND RECORDS
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
REPORTS GRADES AND RECORDS
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
REPORTS GRADES AND RECORDS
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)
REPORTS GRADES AND RECORDS
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
DEPT/DIV COURSE SECT COURSE TITLE INSTRUCTOR CR
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
DEPT/DIV COURSE SECT COURSE TITLE INSTRUCTOR CR
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
REPORTS GRADES AND RECORDS
STUDENT ACADEMIC RECORD (SM6114)
THIS REPORT IS AVAILABLE BUT A SAMPLE IS NOT INCLUDED.
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
REPORTS GRADES AND RECORDS
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
REPORTS GRADES AND RECORDS
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.
SMS 9 - 16 CEI Plus A.1
REPORTS GRADES AND RECORDS
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
REPORTS GRADES AND RECORDS
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
REPORTS GRADES AND RECORDS
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
REPORTS GRADES AND RECORDS
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
REPORTS GRADES AND RECORDS
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
REPORTS GRADES AND RECORDS
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
REPORTS GRADES AND RECORDS
ARCHIVAL REACTIVATION EXCEPTION REPORT (SM6202A)
THIS REPORT IS AVAILABLE BUT A SAMPLE IS NOT INCLUDED.
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
REPORTS GRADES AND RECORDS
ARCHIVAL REACTIVATION DUPLICATE COURSE LIST (SM6202B)
THIS REPORT IS AVAILABLE BUT A SAMPLE IS NOT INCLUDED.
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
REPORTS GRADES AND RECORDS
ARCHIVAL REACTIVATION LOG (SM6202C)
THIS REPORT IS AVAILABLE BUT A SAMPLE IS NOT INCLUDED.
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
REPORTS GRADES AND RECORDS
TRANSCRIPT PRINT EXCEPTION REPORT (SM6209)
THIS REPORT IS AVAILABLE BUT A SAMPLE IS NOT INCLUDED.
DESCRIPTION
SMS
This report prints error conditions encountered when the cumulative amounts are calculated for a specific student.
9 - 26 CEI Plus A.1
REPORTS GRADES AND RECORDS
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
REPORTS GRADES AND RECORDS
TRANSCRIPT PRINT EXCEPTION LIST (SM6236)
THIS REPORT IS AVAILABLE BUT A SAMPLE IS NOT INCLUDED.
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
APPENDIX A GRADES AND RECORDS
3 American Indian/Alaskan Native
4 Hispanic
6 White
A- 3 SMS
APPENDIX A GRADES AND RECORDS
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)
APPENDIX A GRADES AND RECORDS
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
APPENDIX A GRADES AND RECORDS
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
APPENDIX A GRADES AND RECORDS
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
APPENDIX A GRADES AND RECORDS
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
APPENDIX A GRADES AND RECORDS
HIGH SCHOOL CODES, Alphabetic (Cont.}
Code Description (High School - County) Code Description (High School - County)
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
APPENDIX A GRADES AND RECORDS
HIGH SCHOOL CODES, Alphabetic (Cont.)
Code Description (High School - County) Code Description (High School - County)
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
APPENDIX A GRADES AND RECORDS
HIGH SCHOOL CODES, Alphabetic (Cont.)
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
APPENDIX A GRADES AND RECORDS
HIGH SCHOOL CODES, Alphabetic (Cont.)
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
HIGH SCHOOL CODES, Alphabetic (Cont.)
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
APPENDIX A GRADES AND RECORDS
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
APPENDIX A GRADES AND RECORDS
HIGH SCHOOL CODES (Numeric)
Code Description (High School - County) Code Description (High School - County)
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
APPENDIX A GRADES AND RECORDS
Description (High School • County)
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
APPENDIX A GRADES AND RECORDS
HIGH SCHOOL CODES, Numeric (Cont.)
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
HIGH SCHOOL CODES, Numeric (Cont.)
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
Description (High School • County)
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
APPENDIX A GRADES AND RECORDS
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
APPENDIX A GRADES AND RECORDS
HIGH SCHOOL CODES, Numeric (Cont.)
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
HIGH SCHOOL CODES, Numeric (Cont.)
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
APPENDIX A GRADES AND RECORDS
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
APPENDIX A GRADES AND RECORDS
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.
SMS A- 20 CEI Plus A.1
RESIDENCY STATUS CODES
Code Description
1 Resident
2 Nonresident
3 Undetermined
CEI Plus A.1 A - 21
APPENDIX A GRADES AND RECORDS
SMS
APPENDIX A GRADES AND RECORDS
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
SMS A- 22 CEI Plus A.1
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
APPENDIX B GRADES AND RECORDS
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
This error condition is not currently used.
SM60020013:To continue: Press NEXT (F5)
There are attributes for more than 18 grades; press the appropriate function key to display the remainder.
CEI Plus A.1 B-3 SMS
APPENDIX B GRADES AND RECORDS
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
This error condition is not currently used.
SM60030015:Student Type Print Option must be "Y" or "N"
Sell explanatory.
SMS B-4 CEI Plus A.1
APPENDIX B GRADES AND RECORDS
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.
CEI Plus A.1 B-5 SMS
APPENDIX B GRADES AND RECORDS
SM6005 GRADE ROSTER UPDATE SCREEN
SM60050001 :Decimal Grade must be zero. Decimal grading not in effect
Enter a "Y" in DECIMAL GR IND on Screen SM6003 to indicate that decimal grades are valid at your college.
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.
SMS B-6 CEI Plus A.1
SM6006 ARCHIVAL REACTIVATION SCREEN
SM60060001 :Archived transcript not indicated as existing (HIST-ARCHV-M)
APPENDIX B GRADES AND RECORDS
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.
CEI Plus A.1 B-7 SMS
APPENDIX B GRADES AND RECORDS
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
APPENDIX B GRADES AND RECORDS
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
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
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
APPENDIX B GRADES AND RECORDS
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
APPENDIX B GRADES AND RECORDS
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
APPENDIX B GRADES AND 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"
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
SM60120003:Cannot add; a Transcript Biographic (SM6008) does not exist
A transcript biographic record must exist before comment records can be added; use Screen SM6008 to create a transcript biographic record.
SM60120004:Cannot change;a transcript biographic record does not exist
A transcript biographic record must exist before comment records can be changed; use Screen SM6008 to create a transcript biographic record.
SM60120005:Cannot delete;a transcript biographic record does not exist
A transcript biographic record must exist before comment records can be deleted; use Screen SM6008 to create a transcript biographic record.
CEI Plus A.1 B - 13 SMS
APPENDIX B GRADES AND RECORDS
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
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
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.
SM60130007:Cannot add; a Transcript Biographic (SM6008) does not exist
A transcript biographic record must exist before class records can be added; use Screen SM6008 to create a transcript biographic record.
SM60130008:Cannot change;a transcript biographic record does not exist
A transcript biographic record must exist before class records can be changed; use Screen SM6008 to create a transcript biographic record.
SM60130009:Cannot delete;a transcript biographic record does not exist
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
Enter a "Y" in DECIMAL GR IND on Screen SM6003 to indicate that decimal grades are valid at your college.
B - 14 CEI Plus A.1
SM6013 (Cont.) TRANSCRIPT CLASSES SCREEN
SM60130012:A grade of "W' may not be entered if GRADE POST= "Y"
APPENDIX B GRADES AND RECORDS
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".
CEI Plus A.1 B - 15 SMS
APPENDIX B GRADES AND RECORDS
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
APPENDIX B GRADES AND RECORDS
SMS
APPENDIX B GRADES AND RECORDS
THIS PAGE INTENTIONALLY LEFT BLANK
SMS B - 18 CE! Plus A.1