Entering Education Data


Concept


Steps:

  1. Begin by navigating to the External Education page.

     

    Click the Student Admissions link.

    Step 1
  2. Click the Application Entry link.

    Step 2
  3. Click the Academic Information link.

    Step 3
  4. Click the Education link.

    Step 4
  5. Click in the ID field.

    Step 5
  6. In this example, you want to enter the ID for Linda Shepard.

     

    Enter the desired information into the ID field. Enter

     a valid value
     e.g.
     "RA201"
    .

    Step 6
  7. Access the External Education page.

     

    Click the Search button.

    Step 7
  8. Use the External Education page to enter information about external careers, transcripts, and subjects.

    Step 8
  9. Use the External Org ID field to enter the source of the external data. The system automatically populates this field from the initial add of Last School Attended on the Prospect School/Recruiting page or the Application School/Recruiting page if a value is entered. You can edit this field.

    Step 9
  10. Access the applicant's school details.

     

    Click the Expand section button.

    Step 10
  11. This school data is populated from the Organization Table page and the Organization School Data page.

    Step 11
  12. The system populates the Data Number field automatically. The first data item (or row) you enter is 1. The system numbers subsequent rows sequentially.

    Step 12
  13. Use the Career field to enter the external career for this external data.

    Step 13
  14. Use the External Term field to enter the external term to which this data relates.

     

    Click in the External Term field.

    Step 14
  15. Enter the desired information into the External Term field. Enter

     a valid value
     e.g.
     "FALL"
    .

    Step 15
  16. Use the Term Year field to enter the term year that is relevant to this external data entry.

     

    Click in the Term Year field.

    Step 16
  17. Enter the desired information into the Term Year field. Enter

     a valid value
     e.g.
     "2005"
    .

    Step 17
  18. Use the From Date and To Date fields to enter the dates of attendance for the career data that you entered.

     

    Click in the From Date field.

    Step 18
  19. Enter the desired information into the From Date field. Enter

     a valid value
     e.g.
     "09/01/2003"
    .

    Step 19
  20. Click in the To Date field.

    Step 20
  21. Enter the desired information into the To Date field. Enter

     a valid value
     e.g.
     "12/31/2006"
    .

    Step 21
  22. You can click the Comments link to enter transcript comments.

    Step 22
  23. Use the Action field to select the appropriate action for the transcript.

     

    Click the Action list.

    Step 23
  24. Leave the value as Desired if you are entering data for a transcript that you requested.

     

    Select a value of Received if the data is for a transcript that you have received.

     

    Click the Received list item.

    Step 24
  25. Use the Transcript Date field to enter the date that the transcript was issued. The transcript date must not be later than the received date.

     

    Click in the Transcript Date field.

    Step 25
  26. Enter the desired information into the Transcript Date field. Enter

     a valid value
     e.g.
     "12/17/2006"
    .

    Step 26
  27. Use the Date Received field to enter the date that your office received the transcript.

     

    Click in the Date Received field.

    Step 27
  28. Enter the desired information into the Date Received field. Enter

     a valid value
     e.g.
     "01/10/2007"
    .

    Step 28
  29. Click the Transcript Type list.

    Step 29
  30. Click the Official list item.

    Step 30
  31. Click the Transcript Status list.

    Step 31
  32. Click the Mid-Year list item.

    Step 32
  33. Click the Data Source list.

    Step 33
  34. Click the vertical scrollbar.

    Step 34
  35. Click the School list item.

    Step 35
  36. Click the Data Medium list.

    Step 36
  37. Click the Hard Copy list item.

    Step 37
  38. Click the vertical scrollbar.

    Step 38
  39. You can click the Customize link to

    ensure more efficient and flexible data entry by ordering or hiding tabs and fields.

     

    The Customize link is also available on the Courses and Degrees and Self Reported Courses pages.

    Step 39
  40. Use the Transcript Summary region to enter GPA (grade point average), units, and rank details for this data, which can be reported on a transcript, self-reported, or reported from another source. You can enter multiple transcripts (or similar data) under an external organization.

    Step 40
  41. The layout enables you to define how you want to represent a

    person’s academic transcripts. You can associate one or more summaries for a single transcript. You can also enter the summary GPA, units, and rank of a person’s entire academic career, or insert rows to create individual summaries that capture data for various segments of a person’s academic career. Enter as many summary types as you require. This structure enables you to capture the GPA, rank, and units for each year of school, in addition to the overall summary, on one transcript.

    Step 41
  42. Use the Summary Type field to select the summary type for the external data.

     

    For example, you might select a summary of an entire high school transcript or a summary of grade 12 only.

     

    Click the Summary Type list.

    Step 42
  43. Click the HS Overall list item.

    Step 43
  44. Many values appear by default from the User Defaults 3 page, from pages in the Create/Maintain Organizations component, and from the data that you entered in the Career Data group box.

    Step 44
  45. Use the Acad Level field to select the student's academic level at the time that this information was current, which may not be the student's current academic level.

     

    Click the Acad Level list.

    Step 45
  46. Click the vertical scrollbar.

    Step 46
  47. Click the 12th Grade list item.

    Step 47
  48. Click the GPA/Units tab.

    Step 48
  49. Click in the GPA Type field.

    Step 49
  50. Enter the desired information into the GPA Type field. Enter

     a valid value
     e.g.
     "4PT"
    .

    Step 50
  51. Click in the Ext GPA field.

    Step 51
  52. Enter the desired information into the Ext GPA field. Enter

     a valid value
     e.g.
     "3"
    .

    Step 52
  53. If you have defined GPA conversion rules, the system automatically converts the GPA based on the External GPA that you enter. If you have not defined GPA conversion rules, the value that you enter in the External GPA field is copied to the Conv GPA field.

     

    Click in the Conv GPA field.

    Step 53
  54. Click the Unit Type list.

    Step 54
  55. Click the Units list item.

    Step 55
  56. Click in the Attempted field.

    Step 56
  57. Enter the desired information into the Attempted field. Enter

     a valid value
     e.g.
     "19"
    .

    Step 57
  58. Click in the Completed field.

    Step 58
  59. The value in the Completed field is automatically populated from the value in the Attempted field. You can override this value.

    Step 59
  60. Click the Rank tab.

    Step 60
  61. Click the Rank Type list.

    Step 61
  62. Click the Weighted list item.

    Step 62
  63. Click in the Class Rank field.

    Step 63
  64. Enter the desired information into the Class Rank field. Enter

     a valid value
     e.g.
     "5"
    .

    Step 64
  65. Click in the Class Size field.

    Step 65
  66. Enter the desired information into the Class Size field. Enter

     a valid value
     e.g.
     "140"
    .

    Step 66
  67. Click in the Percentile field.

    Step 67
  68. When you move out of the Class Size field, the system automatically calculates the percentile based on the values entered in the Class Rank and Class Size fields.

    Step 68
  69. External subject information can be reported on a transcript, self-reported, or reported from another source. Storing this data is useful for grouping subjects. For example, if your office tracks subject area requirements but does not want to enter or load all of the external courses that a student has taken, you can record course level, number of courses, units, external GPA, and converted GPA details about external subject areas.

    Step 69
  70. Click in the External Subject Area field.

    Step 70
  71. Enter the desired information into the External Subject Area field. Enter

     a valid value
     e.g.
     "HIST"
    .

    Step 71
  72. Use the Course Level field to select the course level taken in this area.

     

    Click the Course Level list.

    Step 72
  73. Click the Honors list item.

    Step 73
  74. Enter the GPA type for the school that the student attended.

     

    Click in the GPA Type field.

    Step 74
  75. Enter the desired information into the GPA Type field. Enter

     a valid value
     e.g.
     "4PT"
    .

    Step 75
  76. Click in the External GPA field.

    Step 76
  77. Enter the desired information into the External GPA field. Enter

     a valid value
     e.g.
     "3"
    .

    Step 77
  78. Click in the Converted GPA field.

    Step 78
  79. If you have defined GPA conversion rules, the system automatically converts the GPA. If you have not defined GPA conversion rules, the GPA that you enter in the External GPA field is copied into the Converted GPA field.

    Step 79
  80. Click the Subject Totals tab.

    Step 80
  81. Click in the Units Attempted field.

    Step 81
  82. Enter the desired information into the Units Attempted field. Enter

     a valid value
     e.g.
     "2"
    .

    Step 82
  83. Click in the Units Completed field.

    Step 83
  84. The system copies the value from Units Attempted field into the Units Completed field.

     

    Use the Units Completed field to enter the number of units that the student completed if it is different from the number of units that the student attempted.

    Step 84
  85. Click the Unit Type list.

    Step 85
  86. Click the Units list item.

    Step 86
  87. Click the vertical scrollbar.

    Step 87
  88. Access the Courses and Degrees page.

     

    Click the Courses and Degrees tab.

    Step 88
  89. Use the Courses and Degrees page to enter information about external courses and degrees.

    Step 89
  90. If the courses that you enter are linked to a row of transcript data on the External Education page, enter the data number from that page.

     

    Click the Data Number list.

    Step 90
  91. Click the 1 list item.

    Step 91
  92. When you navigate out of this field, the system automatically populates a number of the remaining fields with the data that is linked to this data number. If the courses that you enter are not linked to a data number, do not enter a value in this field but complete the remaining fields.

    Step 92
  93. If you use the Term Type field to select a value of Other, the Begin Date and End Date fields become available. If you select any other value, the External Term and Term Year fields become available.

    Step 93
  94. Click the Course Level list.

    Step 94
  95. Click the vertical scrollbar.

    Step 95
  96. Click the Regular list item.

    Step 96
  97. Click the Unit Type list.

    Step 97
  98. Click the Units list item.

    Step 98
  99. Click in the Units Taken field.

    Step 99
  100. Enter the desired information into the Units Taken field. Enter

     a valid value
     e.g.
     "1"
    .

    Step 100
  101. Use the Grading Scheme field to select the grading scheme to convert the grading scheme of the external school to your standards.

     

    Click the Grading Scheme list.

    Step 101
  102. Click the vertical scrollbar.

    Step 102
  103. Click the Undergrad list item.

    Step 103
  104. Click in the Grading Basis field.

    Step 104
  105. Enter the desired information into the Grading Basis field. Enter

     a valid value
     e.g.
     "GRD"
    .

    Step 105
  106. Use the School Subject field to enter the school subject area for the course that you are entering. If you have set up a course catalog for this school, you can prompt for the valid values in this field. If a course catalog does not exist for this school, enter the subject.

     

    Click in the School Subject field.

    Step 106
  107. Enter the desired information into the School Subject field. Enter

     a valid value
     e.g.
     "ARTS"
    .

    Step 107
  108. Use the Course Nbr field to enter the school course number for this course. If you have set up a course catalog for this school, you can prompt for the valid values in this field. If a course catalog does not exist for this school, enter the course number.

     

    Click in the Course Nbr field.

    Step 108
  109. Enter the desired information into the Course Nbr field. Enter

     a valid value
     e.g.
     "45"
    .

    Step 109
  110. The Course Name field is populated when you enter a course number.   You can also enter a course name if one is not automatically populated.

     

    Click in the Course Name field.

    Step 110
  111. Enter the desired information into the Course Name field. Enter

     a valid value
     e.g.
     "Historical Arts"
    .

    Step 111
  112. Click the Grades tab.

    Step 112
  113. Click Apply Defaults to populate the default values to the first row of the External Courses group box.

     

    Click the Apply Defaults button.

    Step 113
  114. Notice that the values appear by default from the value in the External Course Defaults group box.

    Step 114
  115. Click in the Subject Area field.

    Step 115
  116. Enter the desired information into the Subject Area field. Enter

     a valid value
     e.g.
     "HIST"
    .

    Step 116
  117. Click in the Grade In field.

    Step 117
  118. Use the Grade In field to enter grades and grade changes.

     

    When you save grade changes, the History link appears.

     

    Enter the desired information into the Grade In field. Enter

     a valid value
     e.g.
     "B"
    .

    Step 118
  119. Click the Details tab.

    Step 119
  120. Click the Unit Type list.

    Step 120
  121. Click the Units list item.

    Step 121
  122. Use the Transfer Credit/Comments tab to view transfer credit details about external courses.

     

    The tab also contains the Course Comment link that you can use to access the External Course Comments page and enter comments about courses.

    Step 122
  123. Click in the Degree field.

    Step 123
  124. Enter the desired information into the Degree field. Enter

     a valid value
     e.g.
     "HSD"
    .

    Step 124
  125. Use the Description field to enter a description, if a degree value is not available.

     

    If you enter a value in the Degree field, the Description field is populated.

    Step 125
  126. Use the Degree Date field to enter the date that the degree was or will be granted.

     

    Click in the Degree Date field.

    Step 126
  127. Enter the desired information into the Degree Date field. Enter

     a valid value
     e.g.
     "06/05/2007"
    .

    Step 127
  128. Click the Degree Status list.

    Step 128
  129. Click the Progress list item.

    Step 129
  130. Click the vertical scrollbar.

    Step 130
  131. Click the Save button.

    Step 131
  132. Click the Regional link.

    Step 132
  133. Use the Regional page to enter previous education information for ESIS (Extended Student Information System) reporting.

    Step 133
  134. Use the Self Reported Courses page to copy self-reported courses entered by the student on the Evaluate My Transfer Credit page to the Courses and Degrees page.

    Step 134
  135. This page is available if a student has modeled transfer credit through self service.

    Step 135

Congratulations! You successfully entered academic data, including transcript data, for this applicant.

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