Setting Up Optional Advisement Data

This chapter discusses how to:

• Set up grade category values.

• Set up cumulative grade point average (GPA) values.

• Set up special requirement usage values.

• Set up valid student groups.

• Set up report identifiers.

• Define default course what-if grades.

• Set up tests for use in Academic Advisement.

Setting Up Grade Category Values

To set up grade category values, use Grade Category component (GRADE_CATEGORY).

The system uses grade category values on the Grading Scheme Table page and on the Requirement Line Item Detail page. This section discusses how to enter grade category values.

See Also

Defining Grading Schemes

Setting Up Requirement Line Item Detail

Page Used to Set Up Grade Category Values

Entering Grade Category Values

To set up grade category tables, use the Grade Category component (GRADE_CATEGORY).

Access the Grade Category Table page (Set Up SACR, Product Related, Student Records, Grading , Grade Category).

Important! Set up one grade category for every setID at your institution. For every table and effective-dated row that you create, include a grade category of None. Because Grade Category is a required field in the Grading Scheme table, you can use a field value of None in the Grading Scheme table for those grades that do not need a particular value.

Example

At PSUNV, the total number of pass grades that can be counted toward a bachelor's degree is limited to 24 units. In addition, the total number of pass grades that can be transferred from a community college toward a bachelor's degree is limited to 6 units. A total of 24 pass units is allowed, but only 6 or fewer of those units can be from another institution.

To establish this limit on pass grades, you create two grade categories in the Grade Category table: P for pass and TP for transfer pass.

In Academic Advisement, you next create a requirement that is a global limit. It points to all courses on a student's transcript with a grade that has a grade category of P combined with TP (line detail type of DLST with a list recall mode of Grade Category = P U line detail type of DLST with a list recall mode of Grade Category = TP) on the Requirement Line Item Detail page. The limit allows a maximum of 24 units.

You then create a second requirement that is also a global limit, which points to all courses on a student's transcript with a grade that has a grade category of TP (line detail type of DLST with list recall mode of Grade Category = TP). This second requirement allows a maximum of 6 units. Any courses over the limit of allowed credits are not counted toward the degree.

Finally, you attach these two requirements to a requirement group. Because global limits go into effect as soon as the advisement engine encounters them, the limits should be at the highest level possible, preferably at the career level. Because career-level requirement groups are processed first, any global limit requirements that are attached at that level apply to the entire audit.

Setting Up Cumulative GPA Values

To set up cumulative GPA values, use the Cum. Grade Point Average component (CUMULTV_GPA).

This section discusses how to enter cumulative GPA values.

Page Used to Set Up Cumulative GPA Values

Entering Cumulative GPA Values

Access the Cum. Grade Pt. Average Table page (Set Up SACR, Product Related, Student Records, Grading, Cum. Grade Point Average).

Academic Institution	Each cumulative GPA prompt value is associated with only one academic institution. This field is used for prompting, not for analysis.
Cumulative GPA	Enter the cumulative GPA that is a prompt value for preconditions or conditions of cumulative GPA. Values are 0 through 9, with a maximum of five positions to the left of the decimal point and three positions to the right of the decimal point (for example, 12345.678).
Description	Enter the cumulative GPA description that will appear when a field is prompted for field values. By default, the system populates the Description column with the cumulative GPA value. However, you can change this value. All alphanumeric characters are valid. Clearly describe the cumulative GPA value. For example, you might want to describe a cumulative GPA of 2.0 as C average. In that case, the prompt value appears as C average.

Setting Up Special Requirement Usage Values

This section provides an overview of special requirement usage values and discusses how to enter requirement usage values.

Understanding Special Requirement Usage Values

In most cases, you will probably run academic advisement reports for your students. These reports track students' progress toward graduation based on their career, program, plan, subplan, and requirement term data.

However, in some instances you want to evaluate a group of students based on a different set of criteria. Perhaps you want to evaluate the semester grade point average and academic load for all students in a student group called Athlete. Perhaps you want to evaluate the GPA of course work in Accounting 1a and Accounting 2a for all pre-business majors to identify those with high grades and to inquire if they are interested in pursuing a degree in the accounting program. You can do either evaluation by creating special academic requirement groups that reference a user-defined requirement usage. The system does not include academic requirement groups with a special requirement usage in general advising reports; the special requirement groups are used only by specially designed transcript type reports that you configure.

Note. The system can process of a maximum of 30 special requirement groups that the system can process for a single report request. In addition, for special usage requirement groups, the system does not reference the career, program, plan, subplan, and precondition fields to determine which requirement groups apply to each student. Therefore, when creating special usage requirement groups, keep in mind that the system will attempt to apply all requirement groups with the special usage that you define to all students in the batch. If the number of active academic requirement groups with the special usage exceeds 30, the process will fail.

To set up special usage values:

1. Use the Requirement Usage page to define a special usage value.

   All user-defined usage values must be four characters (for example, ACCT). The first and last characters cannot be spaces. Usage values that are delivered with the system are three characters (for example, STD and ADV).

2. Use the Requirement Group page to create an academic requirement group, which may reference one or more academic requirements, and specify the special usage value in the Usage field.

   You can assign usage values at the requirement group level only.

3. Use the Basic Data page to create a transcript type that references the special usage value.

   Select the Special Advising Report check box and enter the special usage in the Requirement Usage field.

4. Run the report.

   • To run the report for a small group of students by ID, specify the transcript type, which you defined in step 3, on the Request Header page and enter all IDs on the Request Detail page.

   • To run the report for a large group of students by parameters, specify the transcript type, which you defined in step 3, on the Transcript request page and enter the parameters that capture your target population.

See Also

Setting Up Special Requirement Usage Values

Setting Up a Requirement Group

Defining Transcript Type Basic Data

Processing Batch Transcripts (Application Engine)

PeopleSoft Student Records 9.0 PeopleBook, Producing Transcripts, Using the XML Transcript Template

Page Used to Set Up Special Requirement Usage Values

Entering Requirement Usage Values

Access the Requirement Usage page (Academic Advisement, Academic Requirements, Define Requirement Usages).

Note. If the requirement usage is a delivered system value, No Special Formatting appears on this page. Delivered requirement usages result in a transcript that includes an advising report. If the requirement usage results in a special advising report as selected on the Basic Data page, Special Report Format appears on this page.

Setting Up Valid Student Groups

To set up valid student groups, use the Define Valid Student Groups component (SAA_VALID_STDNT_GR).

You can use student groups in the setup of enrollment requirements (requisites) and degree requirements.

If you generate advisement reports using the Request Advisement Report or Generate Advisement Reports components (SAA_RPT_RQST or SAA_RC_RPTGEN), you can also use student groups as a "trigger" advisement report processing. That is, you can use the addition, deletion, or change to a student's student group record as the basis for generating a new advisement report for a student or group of students.

See Setting Up Academic Advisement Self-Service.

This section discusses how to set up student groups for use in Academic Advisement.

Page Used to Define Valid Student Groups

Defining Valid Student Groups

Access the Define Valid Student Groups page (Set Up SACR, Product Related, Academic Advisement, Advising Student Groups).

Effective Date	Enter the date for which the student group is effective.
Student Group	Enter the valid student group or groups for the assigned effective date.

Setting Up Report Identifiers

To set up the report identifier, use the Define Report Identifiers component (SAA_RPT_IDENT_TBL).

Report identifiers are used to identify a set of requests to be created, processed, or purged. Four report identifiers are delivered with your system: Administrative Request, Generic Batch, Student Self-Service, and Trigger Process. You should not change these values but can add others as needed.

This section discusses how to define the report identifier.

Page Used to Set Up a Report Identifier

Defining the Report Identifier

Access the Define Report Identifier page (Academic Advisement, Academic Requirements, Define Report Identifier).

Effective Date	Enter an effective date to define when the status that you select is valid.
Status	Select the status of the report identifier. Values are. Active: Select when adding a new report identifier. Inactive:Select only if your institution will no longer use this report identifier. Values for this field are delivered with your system as translate values. Do not modify these values in any way. Any modification to these values will require a substantial programming effort.
Description and Long Description	Enter a description of the report identifier that is meaningful as a search key. This description appears in search results for report identifiers. The long description is the internal description of the report identifier; it is for your institution's reference.

See Producing Academic Advisement Reports.

See Purging Academic Advisement Report Results.

Defining Default Course What-If Grades

To set up the course what-if default grade, use the Grading Scheme Table component (GRADING_SCHEME_TBL).

If you have defined a default course what-if grade for a particular grade basis and you do not assign a course grade when setting up a course what-if scenario for a student, the default grade is used in the degree audit when you generate an advisement report using the Request Advisement Report and Generate Advisement Reports components. However, the grade does not appear on the report. The Default AA What If Grade field value is also used for planned, in-progress, and shopping cart courses. If present, the repeat checking process can be run during the degree audit. If no default grade is defined, the degree audit assumes successful completion of the course for purposes of satisfying a degree requirement, but it does not perform repeat checking. If, however, an administrator enters a grade when setting up a what-if course on the Report Request page, that grade will appear on the advisement report.

See Setting Up Grading.

Setting Up Tests for Use in Academic Advisement

This section discusses how to set up valid tests for use in preconditions and conditions in Academic Advisement.

Page Used to Set Up Tests for Use in Academic Advisement

Defining Tests for Use in Academic Advisement

Access the Define Tests for Advisement page (Set Up SACR, Product Related, Academic Advisement, Define Tests for Advisement).

Use this page to identify the tests and related data that you want to use in preconditions and conditions in academic requirements and academic requirement groups. The Test IDs will have already been defined in the Test Tables component so you are not defining Test IDs here. Rather, you are identifying which Test IDs you want to use in academic advisement. The key structure of the setup table contains the requirement usage so that it enables you to set define the valid tests for each requirement usage.

Important! You can also use test scores in enrollment requisites. To do so, you must first define your test IDs and related data in the Define Tests for Requisites component.

See Setting Up Enrollment Requisites.

See Also

Setting Up External Test Score Loads

Setting Up Academic Requirements

Setting Up Academic Requirement Groups