Generating an Academic Advisement Transcript Report


Concept


Steps:

  1. Begin by navigating to the Request Header page.

     

    Click the Academic Advisement link.

    Step 1
  2. Click the Student Advisement Report link.

    Step 2
  3. Click the Add a New Value tab.

    Step 3
  4. Use the Request Header page to select the type of transcript and set other general parameters of the report request.

    Step 4
  5. Click the Transcript Type list.

    Step 5
  6. The Transcript Type displays degree audit data only. The Advisement Transcript In Progress (ADVIP) transcript type displays both the enrollment detail and degree audit data, and includes in-progress classes that will be counted towards satisfying requirements.

     

    For this example, you want to run the ADVIP transcript type.

     

    Click the ADVIP list item.

    Step 6
  7. You can select the Freeze Record check box to prevent this report from being purged during any subsequent transcript purge process. 

    Step 7
  8. You can select the Override Service Indicator check box to override any service indicator that would prevent a student from receiving a transcript.

     

    For examples of service indicators, see the Campus Community module.

    Step 8
  9. The Number of Copies is available only if the Output Destination field value is Printer. 

     

    The default Number of Copies value is 1.  You override the default value.  Also, on the Request Detail page, you can override the Number of Copies value for each student.

    Step 9
  10. The Future Release value specifies the condition for triggering this transcript for inclusion in a batch (background) generation process. For example, a value of Grade Post indicates that when a fully-graded date is reached, the degree audit or transcript can be produced. 

     

    The Future Release value field also controls the availability of the Academic Career, Term, and Print Date fields. For the Future Release value of Grade Post, the Career and Term fields become available for entry.

     

    The default value is Immediate Processing, which indicates that there is no specific future release transcript request. For this example, accept the default value.

    Step 10
  11. Click the Request Reason list.

    Step 11
  12. Click the Student's Request list item.

    Step 12
  13. The Report Format field is available only if the Transcript Type that you selected was set up as an advising report with an advisement report type or a special usage report type. 

     

    The default value is Standard Report Format, which causes the system to deliver the report printable as a hard copy or delivered to an online page.

    Step 13
  14. A Report Format value of Analysis Database causes the system to store the report in computer-readable format; therefore, application programs can be written against the tables to create modified reports. Analysis Database is the only value that refreshes your database tables.

    Step 14
  15. Click the Request Detail tab.

    Step 15
  16. Use the Request Detail page to select student IDs and, as necessary, what-if options.

    Step 16
  17. Click in the ID field.

    Step 17
  18. In this example, you want to use Kimberly Adams, with an ID of AA0001.

     

    Enter the desired information into the ID field. Enter

     a valid value
     e.g.
     "AA0001"
    .

    Step 18
  19. An As of Date is required. This field is used to include or exclude future-dated programs, plans, subplans, conditions, and entity groups when you run an academic advisement transcript report. When you run the audit report, all of the student data, except course work, as of the specified date is included in the audit.

     

    The default As of Date is 01/01/3000. You can modify it at each run time. 

    Step 19
  20. If you are sending the report to a recipient, access the Send To Information page.

     

    Click the Send button.

    Step 20
  21. Use the Send To Information page to specify the recipient to whom you want to mail the advisement report.

    Step 21
  22. Click the Specify External Org ID option.

    Step 22
  23. Click in the Org ID field.

    Step 23
  24. In this case, you want to send the report to the University of Montreal, ID 000010060.

     

    Enter the desired information into the Org ID field. Enter

     a valid value
     e.g.
     "000010060"
    .

    Step 24
  25. Click in the Location field.

    Step 25
  26. Enter the desired information into the Location field. Enter

     a valid value
     e.g.
     "1"
    .

    Step 26
  27. Save the data and return to the Request Detail page.

     

    Click the OK button.

    Step 27
  28. A What-If Analysis enables you to run a simulated academic advisement report that compares the student’s current transcript against multiple careers, programs, plans, and subplans to answer student questions such as, "If I switch to a Sociology major next term, how many more Social Science courses would I have to take?”

    Step 28
  29. Click the Expand section button.

    Step 29
  30. You can include several what-if scenarios of the different types (Quick What-If, Stored What-If, and Course List What-If) for the same person.

    Step 30
  31. When the Enable Stored What-If check box is cleared, the Quick What-If link next to it becomes available so that you can enter new what-if parameters to run a simulated academic advisement report that compares the student's transcript against a one-time proposed academic career, program, plan, and subplan.

     

    When the Enable Stored What-If check box is selected, the Quick What-If link becomes the Stored What-If link so that you can use stored what-if data.

    Step 31
  32. The Course List What-If link is static and remains available no matter what.  This link enables you to select course from your institution's catalog to use in a what-if analysis.

     

    You can use the Course List What-If option in combination with the Stored What-If option or the Quick What-If option. You cannot, however, use the Quick What-If option in conjunction with the Stored What-If option.

     

    You can click the Course List What-If link to select a course or list of courses from the course catalog to use for a what-if analysis.

    Step 32
  33. Click the Quick What-If link to access the Quick What-If Analysis Report page.

     

    Click the Quick What-If link.

    Step 33
  34. Use the Quick What-If Analysis Report page to enter quick what-if parameters to run a simulated academic advisement report that compares the student's transcript against a one-time proposed academic career, program, plan, and subplan.

    Step 34
  35. Enter values in the Current Information group box fields if the student has multiple programs, plans, and sub-plans but wants to override only a specific program, plan, and sub-plan during the what-if analysis.

    Step 35
  36. Enter values in the Overrides group box (and leave the Current Information group box fields empty) if you want the what-if analysis to consider the override values only.

     

    For example, if a student's primary plan is Psychology but the student has a second plan of Communications and the override plan is Sociology with a requirement term of Fall 2007 the analysis overrides all of the existing plans (Psychology and Communications). However, if you enter Psychology as the value for the Plan field in the Current Information group box, then the what-if analysis overrides the plan of Psychology only and retains the plan of Communication. Thus, the student is evaluated as a double major: Communication and Sociology. 

    Step 36
  37. Click in the Career field.

    Step 37
  38. Enter the desired information into the Career field. Enter

     a valid value
     e.g.
     "UGRD"
    .

    Step 38
  39. Click in the Program Override field.

    Step 39
  40. Enter the desired information into the Program Override field. Enter

     a valid value
     e.g.
     "LAU"
    .

    Step 40
  41. Click in the Plan Override field.

    Step 41
  42. Enter the desired information into the Plan Override field. Enter

     a valid value
     e.g.
     "SOC"
    .

    Step 42
  43. For each value that you enter in the Current Information or Overrides group box, you must enter the Requirement Term.

     

    The system uses this value to select the appropriate effective-dated program-level requirement groups.

    Step 43
  44. Click in the Requirement Term field.

    Step 44
  45. Enter the desired information into the Requirement Term field. Enter

     a valid value
     e.g.
     "0590"
    .

    Step 45
  46. Click in the Requirement Term field.

    Step 46
  47. Enter the desired information into the Requirement Term field. Enter

     a valid value
     e.g.
     "0590"
    .

    Step 47
  48. Click in the Requirement Term field.

    Step 48
  49. Enter the desired information into the Requirement Term field. Enter

     a valid value
     e.g.
     "0590"
    .

    Step 49
  50. Click OK to save and exit the Quick What-If Analysis Report page and return to the Request Detail page. Click Cancel to exit the page without saving the what-if information. Click Quick What-If Delete to delete all of the what-if field values.

     

    Click the OK button.

    Step 50
  51. Add a Stored What-If analysis for this student.

     

    Click the Enable Stored What-If option.

    Step 51
  52. Notice that the Quick What-If link changed to the Stored What-If link.

     

    Use the Stored What-If link to create a new stored what-if scenario or run the degree audit report based on previously stored what-if information for the student.

     

    A Stored What-If analysis points to values for career, program, plan, or subplan that you set up on a replica of the Student Program/Plan component. You can use the Stored What-If component to show multiple rows for any of these elements, so you can analyze students in a dual career or program situation.

     

    Click the Stored What-If link.

    Step 52
  53. Use the Program What-If page to define a stored what-if program scenario for a student.

    Step 53
  54. You can use the stored-what if data that appears, or you can click the Copy button to retrieve data from the student's existing record to overwrite the stored data and build what-if data to store.

     

    In either case, you can change field values and insert rows as necessary.

    Step 54
  55. A Program Status value of ActiveOnly causes the system to copy all active careers, programs, plans, and sub-plans to use in this program what-if scenario.

     

    A Program Status value of All Status causes the system to copy both active and inactive careers, programs, plans, and sub-plans.

    Step 55
  56. Click the Plan What-If tab.

    Step 56
  57. Use the Plan What-If page to define a what-if plan scenario for a student.

    Step 57
  58. Add another plan to the Stored What-If analysis.

     

    Click the Add Row button.

    Step 58
  59. Enter the desired information into the Academic Plan field. Enter

     a valid value
     e.g.
     "SOC"
    .

    Step 59
  60. Click in the Requirement Term field.

    Step 60
  61. Enter the desired information into the Requirement Term field. Enter

     a valid value
     e.g.
     "0590"
    .

    Step 61
  62. Click the SubPlan What-If tab.

    Step 62
  63. Use the SubPlan What-If page to define a what-if subplan scenario for a student.

    Step 63
  64. You do not want to enter a subplan for the Sociology plan, but you do want to enter a Subplan for the Psychology plan.

     

    Click the Show Previous Row button.

    Step 64
  65. Click in the Academic Sub-Plan field.

    Step 65
  66. Enter the desired information into the Academic Sub-Plan field. Enter

     a valid value
     e.g.
     "DEVLP"
    .

    Step 66
  67. Click in the Requirement Term field.

    Step 67
  68. Enter the desired information into the Requirement Term field. Enter

     a valid value
     e.g.
     "0590"
    .

    Step 68
  69. Save the data and return to the Request Detail page.

     

    Click the OK button.

    Step 69
  70. You can add multiple students to the report request. To improve degree audit run times, limit the number of individual reports to 10 per transcript request header.

     

    You must retrieve all of the detail report lines for a transcript request header, and if you have a large amount of individual requests, the system attempts to load all of the data.

    Step 70
  71. For this example, you want to run an additional report for another student, this time using a Course List What-If analysis.

     

    Click the Add Row button.

    Step 71
  72. Click in the ID field.

    Step 72
  73. Enter the desired information into the ID field. Enter

     a valid value
     e.g.
     "AA0009"
    .

    Step 73
  74. Click the Expand section button.

    Step 74
  75. Click the Course List What-If link.

    Step 75
  76. Use the Course List What-If Analysis page to select a course or list of courses from the course catalog to use during a what-if analysis.

    Step 76
  77. You can enter either a Course ID or Subject with or without the Catalog Number of the what-if course.

    Step 77
  78. Click in the Subject field.

    Step 78
  79. Enter the desired information into the Subject field. Enter

     a valid value
     e.g.
     "STATS"
    .

    Step 79
  80. Click in the Catalog Nbr field.

    Step 80
  81. Enter the desired information into the Catalog Nbr field. Enter

     a valid value
     e.g.
     "200"
    .

    Step 81
  82. If want to enter multiple courses, click the Add Row button and enter the courses in the order in which you want to simulate the courses.

     

    Enter the courses (if there is more than one course) in the order in which you want to simulate the courses being taken. If courses are required to be taken in a certain order (for example, 100-level courses before 200-level courses), then enter the simulated courses in the proper order.

     

    For this example, you use only one course in the what-if analysis.

    Step 82
  83. You must click the Search button to trigger the system to search for and confirm that your selection exists in the course catalog, and to display the Course Search page showing that confirmation.

     

    Click the Search button.

    Step 83
  84. Use the Course Search page to enter, review, and select a what-if course for use in a what-if analysis.

    Step 84
  85. Click the Select button.

    Step 85
  86. Click the Return button.

    Step 86
  87. The system enters the Course ID number for the course that you selected.

    Step 87
  88. The system enter the Units Taken when it confirms the course.  Optionally, you can  enter a value here if you want to run a what-if scenario, for example, on units greater than the course is worth.

    Step 88
  89. If the course has a requirement designation attached to it, the system automatically selects the requirement designation and displays it in the Requirement Designation field.

     

    Some courses are set up so that the student can opt to take the course with or without the requirement designation. If the student does not plan to take the course with the requirement designation, you can clear the requirement designation value from the Requirement Designation field. The audit engine will evaluate the course without the requirement designation. Consequently, if the degree requirement asks for the requirement designation to be completed, the what-if course will not satisfy a requirement.

     

    The Requirement Designation field is not editable when a course requirement designation is not optional.

    Step 89
  90. When you are finished adding and confirming what-if courses, click OK to accept the data and return to the Request Detail page.

     

    If you do not want to accept the confirmed course, but want to return to the Request Detail page to enter a different course,  you would click the Return button.

     

    For this example, you want to accept the what-if data.

     

    Click the OK button.

    Step 90
  91. The Request Detail page indicates the What-If Analyses included for each student.

    Step 91
  92. You are ready to process the request and view the report results. 

     

    When you click the Process Request button, the system processes the request and redirects you to the Report Results page.

     

    Click the Process Request button.

    Step 92
  93. Use the Report Results page to view the results of your transcript request process. Depending on the transcript type, you may see a transcript only, a transcript and an audit report, or only an audit report.

    Step 93
  94. The report includes both the Transcript and Advisement Report the you requested for Kimberly.

    Step 94
  95. The Transcript report appears first, showing the student's Academic Program History through the as of date that you specified.

     

    The Advisement Report, with results of any what-if analyses, appears after the Transcript.

    Step 95
  96. Scroll to view the entire report.

     

    Click the vertical scrollbar.

    Step 96
  97. The Academic Advisement Report includes the career simulation that you requested.

     

    Click the vertical scrollbar.

    Step 97
  98. The Academic Advisement Report prints in academic structure order. The career, program, and plan are listed. Depending on the print controls and options in force, specific requirements, requirement details, and courses used or needed to satisfy requirements print on the report.

     

    As you continue to scroll through the Advisement Report, you can see the plan requirements and whether or not the student has satisfied them.

    Step 98
  99. In general, the long description of the requirement groups, requirements, and requirement lines appear. Under each long description of the requirement groups and requirements, the report contains information regarding grade point average (GPA) and units.

     

    If the student has not met a requirement, the heading is printed in bold. If the requirement has been met, the heading is not bold.

    Step 99
  100. You can click the Print button to store a printable PDF version of the Report Results page in Report Manager

    Step 100
  101. After you click Print, you can click Report Manager to access the PDF report as you would any other report in Process Scheduler.

     

    See the Running Reports module for an example of using Report Manager.

     

    For this example, you do not print the report.

    Step 101
  102. After you review the report for the first student, you will want to view the report for the next student that you requested.

     

    Click the Next Row button.

    Step 102
  103. The Transcript and Advisement Report for Ann appears.

    Step 103
  104. Click the vertical scrollbar.

    Step 104
  105. The Academic Advisement Report includes the course what-if analysis that you requested. The audit engine assumes successful completion of the what-if courses and the requirement designation and displays the results the report.

    Step 105
  106. After viewing the report, scroll to the top of the page.

     

    Click the vertical scrollbar.

    Step 106
  107. Click the Report Errors tab.

    Step 107
  108. Use the Report Errors page to view the reporting errors. If the Report Results page is blank or incomplete after you click the Process Request button on the Request Detail page or the word Errors rather than Successful appears next to the Print button, check this page.

    Step 108
  109. Notice that the system assigned a Report Request Nbr.  This assignment happened when you saved the request data before you processed the request.

     

    You can use the Report Request Nbr to access the report in the future.

    Step 109
  110. Report errors, if any, are described in detail in the Message Text field.

    Step 110

You have successfully generated a report that included both a degree progress audit and a transcript report for two students. You also included a stored what-if analysis for one student and a course list what-if analysis for the other.

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