Postsecondary XML Transcript Workbook - usg.edu · Postsecondary XML Transcript . Workbook . ......

Postsecondary XML Transcript

Workbook

Office of Information and Instructional Technology

May 2008

This page left blank to facilitate front/back printing.

Table of Contents Office of Information

and Instructional Technology

Page iii Postsecondary XML Transcript May 2008

Table of Contents Postsecondary XML Transcript Introduction.............................................................. 1

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69

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Purpose ................................................................................................................................................. Target Audience and Run Frequency.................................................................................................

Section 1: Required Setup for Student Attributes Exchange.................................... Setup for Exporting/Importing Student Attributes............................................................................

Section 2: Online Transcripts Activity List Form (ZHAEDIS) .................................... Locate Student in List of Complete Verifications on ZHAEDIS ....................................................... Route Student Attributes to be Loaded into the Additional Student Information form

(SGASADD) .............................................................................................................................. Route Course Data to be Loaded into Transfer Articulation ...........................................................

Section 3: Modifications to Banner Baseline Student 7.4 ....................................... Export HTML for UDEs....................................................................................................................... Import HTML for UDEs .......................................................................................................................

Table of Contents Office of Information


Page iv Postsecondary XML Transcript May 2008

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Introduction Office of Information


Page 1 Postsecondary XML Transcript May 2008

Postsecondary XML Transcript Introduction

Purpose The Postsecondary XML Transcript provides a means for USG institutions to exchange transcripts electronically. With the Georgia Enhancements 7.12 and the Modifications to Banner Baseline Student 7.4 releases in May 2008, campuses have:

• A warning if transfer history already exists for the student for the specific incoming institutional code. This provides an opportunity to view or print any existing data prior to routing the new transcript to the Transfer Articulation Evaluation form (SHATAEQ).

• The ability to export and import Student Attributes from/to the Additional Student Information form (SGASADD). The primary reason for this modification is the transmission of Guaranteed Tuition Program (GTP) attributes.

• A modification to baseline HTML StyleSheet to add all of the UDE data to the printable transcript. This includes non-course requirements (ZOAGARP information), Regents’ GPA, and student attributes including any GTP attributes.

There are three parts to this workbook:

• Required Setup for Student Attributes Exchange • Online Transcripts Activity List Form (ZHAEDIS) • Modifications to Banner Baseline Student 7.4

All standard XML Transcript set-up, export rules, import rules and translations must be built prior to export and import transcripts. Refer to “Implementing XML Transcript” for lists of required rules and translations.

Target Audience and Run Frequency This workbook is for staff responsible for processing post secondary transcripts and transfer articulation. These procedures should be utilized each time a post secondary XML transcript is exported or imported.

Section 1: Required Setup for Office of InformationStudent Attributes Exchange and Instructional Technology

Section 1: Required Setup for Student Attributes Exchange In addition to the building of export rules, import rules and translations for the XML Transcript, set up is required in order to export and import student attributes.

Setup for Exporting/Importing Student Attributes 1. On the Transcript Type Rules form (SHATPRT) for the desired transcript type, verify that the

following UDEs are enabled to include the information on the transcript:

o College Transcript – student attributes

o Student – non-course requirements

o Academic Record - Regents’ GPA

2. On the Electronic Document Status Code Validation form (STVDSTS), create a new status code

for the student attributes. The following is recommended: Status Code; ATTR, Description; Student Attributes, Priority; 85, Main UDE set to ‘Y’ – all others set to ‘N’.


Section 1: Required Setup for Office of InformationStudent Attributes Exchange and Instructional Technology

3. A cross-reference translation script was delivered with the Georgia Enhancements 7.12 release

to load default GTP student attribute values in the EDI Cross-Reference Rules form (SOAXREF) for Cross-Reference Label UDEATTR. The following attributes were delivered:

Electronic Value Banner Value Description

SP07 Spring 2007

ST07 Spring 2007

SU07 Summer 2007

UT07 Summer 2007

FA07 Fall 2007

FT07 Fall 2007

SP08 Spring 2008

ST08 Spring 2008

SU08 Summer 2008

UT08 Summer 2008

FA08 Fall 2008

FT08 Fall 2008

SP09 Spring 2009

ST09 Spring 2009

SU09 Summer 2009

UT09 Summer 2009


Section 1: Required Setup for Student Attributes Exchange

Office of Informationand Instructional Technology

FA09 Fall 2009

FT09 Fall 2009

SP10 Spring 2010

ST10 Spring 2010

SU10 Summer 2010

UT10 Summer 2010

FA10 Fall 2010

FT10 Fall 2010

4. Review SOAXREF for the label UDEATTR to verify values were loaded.

5. Enter institutional Banner Values for each delivered value.

6. Add any additional student attributes that you may wish to exchange to SOAXREF. For those

that you do not wish to exchange, translate to NONE. If you choose to export other student attributes in addition to the standard GTP attributes, remember that the receiving institution will have to translate your attribute to an existing Banner code.


Section 2: Online Transcripts Office of InformationActivity List Form (ZHAEDIS) and Instructional Technology

Section 2: Online Transcripts Activity List Form (ZHAEDIS) The baseline Online Transcripts Activity List (SHAEDIS) form was cloned for normal baseline functionality and modified in Georgia Enhancements 7.12 to include a warning if transfer history already exists for the student for the specific incoming institutional code (SBGI). This provides an opportunity to view or print any existing data prior to routing the new transcript to the Transfer Articulation Evaluation form (SHATAEQ).

After matching the person record, you can route specific data to be loaded for test scores, immunizations, student attributes, and non-course requirements. The student course data can be routed to transfer articulation.

Locate Student in List of Complete Verifications on ZHAEDIS

1. Enter VERF in the Status field on ZHAEDIS and C in the Pending/Complete field. Perform a Next Block function to view a list of students available for routing.

2. With the cursor on the transcript to be routed, select Route Transcript from the Options menu.



Route Student Attributes to be Loaded into the Additional Student Information form (SGASADD)

1. On ZHAEDIS, insert a row. Enter P in the Pending Indicator field and select the code designated for loading student attributes into SGASADD.

2. Save the record. If the student does not have a General Student record (SGASTDN), a popup message appears indicating that No SGASTDN record exists. Click OK, record remove the student attribute code and save.



3. After the student is admitted and a SGASTDN record is created, return to ZHAEDIS. Insert a row. Enter P in the Pending Indicator field and select the Code designated for loading student attributes into the SGASADD. Save the record. A popup message appears indicating the number of records loaded into SGASADD.



4. The student attributes can be viewed on SGASADD with the From Term, To Term, Attribute Code and Description being populated. All attributes from the imported transcript will be loaded into the most recent term from SGASTDN. NOTE: Due to the business process for coding transfer GTP attributes, the receiving institution should review the incoming attributes to ensure they are correct for the student’s transfer status.

5. Return to ZHAEDIS; change the P in the Pending Indicator field for attribute code to C. The Complete Date field will automatically populate with the SYSDATE. Save the record.



Route Course Data to be Loaded into Transfer Articulation

1. Insert a row. Enter P in the Pending Indicator field and select the Code designated for loading course data into the Transfer Course Information form (SHATRNS) and the Transfer Articulation Evaluation form (SHATAEQ).


Section 2: Online Transcripts Activity List Form (ZHAEDIS)


2. Save the record. If Transfer History already exists for this student and SBGI code combination, a pop-up message will appear as a warning.

3. The warning gives staff the opportunity to replace existing transfer history with the new XML transcript or cancel the import of the new XML transcript in order to view or print the existing data. If no transfer history exists for the specific student and institution combination, no warning is provided and the user can proceed with the transcript load.


Section 3: Modifications to Baseline



Section 3: Modifications to Banner Baseline Student 7.4 A modification was made to the baseline HTML StyleSheet to add all of the UDE data to the printable transcript generated by the PESC/XML Export Process (SHRPESE) and PESC/ XML Import Process (SHRPESI). This includes non-course requirements (ZOAGARP information), Regents’ GPA, and student attributes.

Export HTML for UDEs 1. Enter a transcript request for the student selected during testing setup on the Transcript

Request form (SHARQTC). Use an XML-enabled transcript type code. Be sure to check the Official indicator. Enter the External Institution Code of the destination institution. The Issued and Address fields will be populated with the destination institution’s information. Save the request. The letter P will populate the Electronic Information Type field.

2. Run the PESC/XML Export Process (SHRPESE) to send the transcript to the Texas Server for processing. Enter “database” in the Printer field on Process Submission Controls form (GJAPCTL).




3. The SHRPESE output should create a .lis file, .log files, XML, PGP (if you are using

encryption), and HTML files. 4. View the HTML file. All UDE information appears: non-course requirements (ZOAGARP

information), Regents’ GPA, and student attributes.







Import HTML for UDEs

1. Run the PESC/XML Import Process (SHRPESI) to load the transcripts into Banner for processing. Enter ’database’ in the Printer field on Process Submission Controls form (GJAPCTL). Enter the directory location (i.e. /tmp/fntransa) of the imported xml files in Parameter 03.




2. View the .lis file to confirm the successful transmission of the transcript. 3. View the HTML file. Verify that all UDE information appears: non-course requirements

(ZOAGARP information), Regents’ GPA, and student attributes.







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