Business Process Document Student Records: Posting Transfer Credit in Batch

Transcription

1 Department Responsibility/Role File Name Version Document Generation Date 11/21/2007 Date Modified 11/30/2007 Last Changed by Status SA Student Records, Transfer Credit Evaluation Posting Transfer Credit in Batch- _BUSPROC.doc Posting Transfer Credit in Batch- Concept Processing a student s transfer credit can be complicated and time-consuming. Aside from transferring credit from an external organization to your academic institution, you might want to move a student's credit from one academic career to another or from one internal academic institution to another. To make processing transfer credit easier, use the Batch Transfer Credit feature. This feature enables you to process transfer credit by batch, simplifying your online data entry and reducing processing time. Provided that you have already entered the student s external education record and defined the transfer credit equivalency rules, you can submit a request to have transfer credit modeled for a group of students that match the parameters you specify. Once you submit your request, the system performs the model setup, transfer articulation, and posting processes for all students in the group. To process transfer credit by batch: 1. Define the posting process on the Process Definitions page. 2. Define the processing parameters for the group of students to process by batch on the Transfer Credit Batch page. Then run the process through Process Scheduler. Last changed on: 11/30/ :04 AM Page 1

2 Procedure Step Action 1. Navigate: Records and Enrollment > Transfer Credit Evaluation > Batch Posting 2. You need a Run Control ID to run this process. You can either use an existing Run Control ID or create a new one. Normally, you want to create a Run Control ID that is specific to the process, because the ID will save your settings and cut data entry time the next time you run the process. If you have a pre-existing Run Control ID, click Search and select it from the list. If you need to create a new Run Control ID, click the Add a New Value tab. Page 2 Last changed on: 11/30/ :04 AM

3 Step Action Business Process Document 3. To create a new Run Control ID, click the Add a New Value tab. 4. Enter the desired information into the Run Control ID field. Choose a name that reflects the process. Don't use blanks in the name. 5. Click the Add button. Step Action 6. You can process multiple groups of students with one run. Each group has a Group Number and a Description. Add a new group by clicking the Add a New Row button in the upper right. Each group can be assigned its own set of Process Parms (parameters). Enter the desired information into the Description field. Last changed on: 11/30/ :04 AM Page 3

4 Step Action 7. You can choose from three Processing Options. What you choose will affect the other parameters. Click the Processing Option list. Select from the following choices the processing option to use for this run of the process. Depending on the option you select, you can create models in batch, post models in batch, or do both at the same time. Create Model: Select this option to create transfer credit models based on the student external education record for external transfers or based on the academic career record for internal transfers. Post Model: Select this option to post models that have already been created. If the student is active in the articulation term and academic program that you select, the system posts the transfer credit to each affected student s career term record, sets the transfer model to Posted, then automatically runs the Repeat Checking process. If a student is not active in the articulation term and academic program that you select, the system does not post the transfer model. Instead, the system sets the transfer model status to Completed. Once the student is activate for the specified academic program and articulation term, you can move the transfer statistics to the student s career term record using the transfer credit copy function on the Terms in Residence page. Create and Post Model: Select this option to create the model and then post it in the same run of the process. Page 4 Last changed on: 11/30/ :04 AM

5 Step Action 8. In the above example we want to post a model for the students in the group. We don't want the process to create any models for the students, because we have already created them. Click the Post Model list item. Last changed on: 11/30/ :04 AM Page 5

6 Step Action 9. Because of our choice of Processing Option, some parameters are not available for setting. We must enter the ID, Model Number and Articulation Term for each student we want to process. Click in the student ID field. 10. Enter the desired information into the ID field. 11. Click the Look up Transfer Model Nbr button. 12. This student has models for several institutions. Click the correct model. 13. Enter the desired information into the Articulation Term field. 14. To add more students, add rows. Click the Add multiple new rows button. Page 6 Last changed on: 11/30/ :04 AM

7 Step Action 15. Enter the desired number of rows into the field. 16. Click the OK button. 17. There are now several blank rows for more students. To remove an extra row, click the Delete row button. Last changed on: 11/30/ :04 AM Page 7

8 Page 8 Last changed on: 11/30/ :04 AM

9 Step Action 18. Click the OK button. Step Action 19. Click the Run button. Last changed on: 11/30/ :04 AM Page 9

10 Step Action 20. The Server Name field should be blank. Click the OK button. Page 10 Last changed on: 11/30/ :04 AM

11 Step Action 21. Click the Process Monitor link. 22. Click the Refresh button periodically until the Run Status is Success and Distribution Status is Posted. 23. Click the Go back to Batch Posting link. Last changed on: 11/30/ :04 AM Page 11

12 Step Action 24. Click the Process Results tab. Page 12 Last changed on: 11/30/ :04 AM

13 25. The model was posted successfully. You can look at a student's Term History to view the results. 26. End of Procedure. Last changed on: 11/30/ :04 AM Page 13