Tracking Student Data

Using Student Records, you can track, use, and view non-course-related student data.

This chapter lists common elements and discusses how to:

• Track academic standing.

• Track honors and awards.

• Track special grade point averages.

• Track milestones.

• Track extracurricular activities.

• Track student groups.

• Track student attributes.

• Use Student Records service impacts.

• Assign academic advisors to students.

• View advisors through self service.

• View advisee information through self service.

• View student careers.

• View comments, checklists, and communications.

• View student photos.

Common Element Used in This Chapter

See Also

Understanding Transcript Levels

Tracking Academic Standing

This section discusses how to:

• Assign academic standing in batch.

• Track academic standing for individual students.

Pages Used to Track Academic Standing

Assigning Academic Standing in Batch

Access the Academic Standing/Honors and Awards page (Records and Enrollment, Term Processing, End of Term Processing, Acad Standing/Honors & Awards, Academic Standing/Honors Awards).

The Acad Standing/Honors Awards (academic standing/honors awards) COBOL SQL process (SRPCEASD) evaluates students who are active in the academic institution, academic career, term, and academic program that you select. If students meet the parameters of the academic standing rule or honor award rule, the process updates these students' academic standing records or honors and awards records according to the rule. The process does not update students' academic standing for grades that do not count towards GPA, such as pass/no pass grades.

See Also

Tracking Honors and Awards

Tracking Academic Standing for Individual Students

Access the Academic Standing page (Records and Enrollment, Student Term Information, Term History, Academic Standing).

Effective Sequence	When manually entering academic standing, the default for the first academic standing action within a student's academic career and term is 0. If multiple academic standing actions exist within the same academic career and term, you must override the default value by manually incrementing the effective sequence for each additional academic standing action entered for the same effective date. When the Academic Standing process populates this field, it enters effective sequences starting at ten and increments them by ten (such as 10, 20, and 30) when the effective date is the same as an existing row.
Manual Override	Select to indicate that you entered the information on this page manually. Note. When you run the Academic Standing process, the system does not calculate academic standing for any records in which this check box is selected.
Academic Standing Action	Select an academic standing action.
Academic Program	Select the academic program of the student. The system prompts you for student's record.
Formal Description, Internal Description, and Academic Standing Status	The system displays these values according to corresponding values on the Academic Standing Table page.

Tracking Honors and Awards

This section discusses how to:

• Assign honors and awards in batch.

• Track honors and awards for individual students.

Pages Used to Track Honors and Awards

Assigning Honors and Awards in Batch

Access the Academic Standing/Honors and Awards page (Records and Enrollment, Term Processing, End of Term Processing, Acad Standing/Honors & Awards, Academic Standing/Honors and Awards).

Use this to run the Academic Standing/Honors Awards process (SRPCEASD), which assigns honors and awards to students based on your run parameters and honor award rules.

See Also

Tracking Academic Standing

Tracking Honors and Awards for Individual Students

Access the Honors and Awards page (Records and Enrollment, Graduation, Honors and Awards, Honors and Awards).

Internal/External	Indicate whether the student's honor or award relates to an external organization or your internal institution. Your selection here affects the honors and awards that you can choose in the Honor/Award field. The system prompts you with the corresponding honors and awards that you defined on the Honor/Award Table page.
Date Recvd (date received)	Enter the date that the student received the honor or award.
Academic Institution	Select the academic institution for which you are entering the honor or award. Your selection here affects the honors and awards that you can choose in the Honor/Award field. The system prompts you with the corresponding honors and awards that you defined on the Honor/Award Table page for the academic institution that you select. Define academic institution values on the Academic Institution Table component.
Honor/Award	Select the honor and award code that you want to assign to a student's record.
Formal Description and Grantor	The system uses the honor and award code that you enter to populate the formal description and grantor of the honor or award. This information comes from the Honor/Award Table page.
Career	Enter the academic career for which the student is receiving the honor or award. The system prompts you with only the academic careers in which the student has been active.
Term	Enter the term for which the student is receiving the honor or award. The system prompts you with the terms in which the student has been active according to the academic career you select.
Academic Program	Enter the academic program for which the student is receiving the honor or award. The system prompts you with the student's academic programs according to the academic career.
Academic Plan	Enter the academic plan for which the student is receiving the honor or award. The system prompts you with the student's academic plans according to the academic career or program.
System Generated	The system selects this check box if the Honors/Awards process generated this honor and award.

Tracking Special Grade Point Averages

This section provides an overview of how to assign special grade point averages and discusses how to maintain a student's special grade point averages.

See Also

Setting Up Special Grade Point Averages

Understanding How to Assign Special Grade Point Averages

You can assign special grade point averages to students in three ways:

• If you have calculated students' grade point averages through the PeopleSoft Academic Advisement report process using the analysis database report option, your institution can design a process that populates the Student Special GPA page with the results of the calculation, storing them for future analysis.

• You can create and define your own calculation process through the process scheduler.

• You can directly input the special grade point average onto the Student Special GPA page, then use these averages for other applications within PeopleSoft Campus Solutions.

See Also

Using the Analysis Database to Create User Configurable Reports

Page Used to Track Special Grade Point Averages

Maintaining a Student's Special Grade Point Averages

Access the Student Special GPA page (Records and Enrollment, Student Term Information, Term History, Student Special GPA).

GPA Type (grade point average type)	Select the grade point average type for the grade point average that you want to enter.
Sequence	The sequence number default is 1. The system increases the number sequentially by one as you add new rows. The system evaluates special grade point average numbers in sequence.
GPA (grade point average)	The default grade point average is 0.000. Enter the student's special grade point average. No programming is tied to this field in the delivered application. Any reporting you choose to perform based on the value entered here must be programmed by your institution.
Entered Online	Select to distinguish this special grade point average from those populated by a configured background process. This flag has no programming tied to it, but you can use it for reporting purposes.
Academic Program	(Optional) Select the student's academic program for which you are creating the special grade point average. The list box displays the student's active academic programs.
Academic Plan	(Optional) Select the student's academic plan for which you are creating the special grade point average. The list box displays the student's active academic plans.
Academic Sub-Plan	(Optional) Select the student's academic subplan for which you are creating the special grade point average. The list box displays the student's active academic subplans.

Tracking Milestones

Milestones are non-course-related events that a student must fulfill for a degree. They include things such as language requirements, qualifying and oral examinations, thesis, and dissertation. Use the Student Milestones component to assign milestones and advisors, as well as to record completions of milestones and attempts to fulfill them.

This section discusses how to:

• Assign milestones to students.

• Create milestones from templates.

• Assign committees and advisors to students completing milestones.

• Record milestone attempts.

See Also

Setting Up Milestones

Pages Used to Track Milestones

Assigning Milestones to Students

Access the Student Milestones page (Records and Enrollment, Enroll Students, Student Milestones, Student Milestones).

Milestone Nbr (milestone number)	The milestone number default is 10. As you insert rows, the system increments this number sequentially. The milestone number is used for sequencing.
Milestone	Select the milestone.
Academic Plan	Select the academic plan to which the milestone is attached. The system prompts you from the student's academic record.
Milestone Level	Select the milestone level. Some milestones, such as Comprehensive Exams, can have multiple levels. You can override this value.
Attempts Allowed	The system populates the attempts allowed from the Milestone Table page. You can override this value.
Milestone Title	Enter a title for the milestone. You can print the title on the student's transcript.
Milestone Copy	Click to copy milestone information from the milestone template to the student's record.

Creating Milestones from Templates

Access the Create Student Milestones page (click the Milestone Copy button on the Student Milestone page).

Career Milestones	Select to choose a milestone that is within the student's academic career. The system transfers the information from the template to the Student Milestone page.
Program Milestones	Select to choose a milestone that is within the student's academic program. The system transfers the information from the template to the Student Milestone page.
Plan One Milestones and Plan Two Milestones	Select plan one and/or plan two milestones to choose a milestone that is within the student's academic plan. The system transfers the information from the template to the Student Milestone page.

Assigning Committees and Advisors to Students Completing Milestones

Access the Advisors/Completion Info page (Records and Enrollment, Enroll Students, Student Milestones, Advisors/Completion Info).

Print Milestone Detail	Indicates when the milestone will print on the transcript. The system transfers this value from the Milestone Template page. You can override this value. Values for this field are delivered with your system as translate values. The delivered values are Always, Never, and Satisfied.
Advised by Committee	Select to assign an advisory committee to the student. When you select this check box the Committee field appears.
Committee	Select a committee. This field appears when you select the Advised by Committee check box.
Advisor/Evaluator 1 and Advisor/Evaluator 2	If you do not select the Advised by Committee check box, select individual advisors for the student. The system prompts you with advisors that are within the student's academic career and academic program.
Term Required	Select the term by which the milestone must be completed.
Date Required	The system populates this date based on the term required value on the Term Table page. You can override this date.
Anticipated Term	Select the term by which you anticipate the student will complete the milestone.
Anticipated Date	The system populates this date based on the anticipated term value and the Term Table page. You can override this date.
Milestone Complete	The system displays the milestone complete status according to the values entered on the Milestone Attempts page.
Attempts Allowed	The system displays the attempts allowed according to the values entered on the Milestone Template page. You can override this value.

Recording Milestone Attempts

Access the Milestone Attempts page (Records and Enrollment, Enroll Students, Student Milestones, Milestone Attempts).

Attempt Nbr (attempt number)	Enter the number of the student's attempt at this milestone.
How Attempted	Select how the milestone was attempted. Values for this field are delivered with your system as translate values. You can modify these values. The delivered values are Attended Seminar, Exam Taken, Filed Petition, Native Speaker, and Submitted Work.
Date Attempted	Enter the date that the student attempted the milestone.
Grading Scheme and Grading Basis	The system populates the grading scheme and grading basis from the Milestone Template page. You can override these values.
Milestone Complete	Select the status of the milestone. Values for this field are delivered with your system as translate values. You can modify these values. The delivered values are Completed, In Progress, and Not Completed.
Grade Input	Enter a grade (if required by the grading scheme and grading basis).

Tracking Extracurricular Activities

This section discusses how to record and track an individual's extracurricular activities.

See Also

Setting Up Extracurricular Activities

Page Used to Track Extracurricular Activities

Tracking an Individual's Extracurricular Activities

Access the Extracurricular Activities page (Records and Enrollment, Student Background Information, Extracurricular Activity, Extracurricular Activities).

Activity	Select an extracurricular activity.
Start Date	The default for the start date is your system date.
End Date	Enter the date that the activity ended.
Academic Institution and Academic Career	The system populates the academic institution and academic career of the student, unless the student has more than one academic career or institution on their record. In that case, you can select the appropriate academic institution and academic career.
Term	Select the academic term in which the activity took place.
Activity Type	The system populates the activity type if it was defined on the Extracurricular Activity Table page. You can change this value.
Office Held	Select the office that the person held (if applicable). Values for this field are delivered with your system as translate values. You can modify these values. The delivered values are Captain, EIC, President, Treasurer, and Vice Pres (vice president).
Time Unit 1 and Time Unit 2	Enter the amount of time the student spent participating in this activity. Time units can represent hours per week, hours per month, and so on. Select the time unit qualifier in the field next to this one. Values for this field are delivered with your system as translate values. You can modify these values.
Additional Info (additional information)	Enter any comments or notes about the student's participation in this extracurricular activity.

Tracking Student Groups

This section lists the page used to track student groups.

See Also

Managing Student Groups

Page Used to Track Student Groups

Tracking Student Attributes

This section discusses how to track student attributes.

See Also

Setting Up Student Attributes

Page Used to Track Student Attributes

Tracking Student Attributes

Access the Student Attributes page (Records and Enrollment, Career and Program Information, Student Program/Plan, Student Attributes).

Student Attribute	Select the student attribute that you want to attach to the student for cohort tracking and reporting purposes. The Consolidate Academic Statistics process compares this student attribute to the value existing in the Student Attribute for Cohort field on the Academic Institution 3 page. If the process finds a match, it writes this student attribute to the student's academic statistics record.
Student Attribute Value	Select the student attribute value associated with the student attribute.
Primacy	Enter the primacy number for this student attribute. If you enter the same student attribute more than once, the Consolidate Academic Statistics process writes the one with the lowest primacy number to the student's consolidated statistics record. This primacy number has no relation to financial aid primacy.

See Also

Consolidating and Reporting Academic Statistics

Using Student Records Service Impacts

Use service indicators to provide or limit access to services in your system. Service indicators can be holds to prevent an individual from receiving certain services or positive indicators to designate special services to be provided. Service indicators consist of one or more service impact values identifying the types of specific services that are restricted or provided.

Student Records enables you to attach specific service impacts to negative service indicators, which, when assigned to a student, restricts the student from receiving certain services. These specific service impacts are the following:

See Also

Managing Service Indicators

Setting Up Service Indicators

Assigning Academic Advisors to Students

This section discusses how to assign academic advisors to students.

When the message catalog message set number 14600, message numbers 877 & 878 message severity is set to Warning, the user is able to assign academic advisors or committees to a student whose academic program and plan is inactive for the defined student advisor effective date. To prevent the assigning of an academic advisor or committee to a student whose academic program and plan is inactive, for the defined effective date, the message severity should be set to Error. You can also change the message text and explanation. For example, add the word Error in front of the message text.

The academic program plan look up for the Student Advisor displays the maximum effective dated value corresponding to the defined effective date on the Student Advisor page. When you enter or select an inactive maximum effective dated program or plan value, you receive a warning message, but you can successfully save the transaction. The academic program status appears on the Student Advisor page. For example, LOA.

Access the Look Up Academic Program page.

When the message catalog severity is set to Warning, the user is able to assign an advisor to a student in an inactive program. For example, in the search results of the Look Up Academic Program, the FAU program is listed as Leave of Absence for the January 15, 2001 effective date.

Access the Look Up Academic Plan page.

In the search results of the Look Up Academic Program or Academic Plan, the program status appears. The results also display the maximum effective dated value corresponding to the defined effective date on the Student Advisor page. If the max effective dated program or plan value or status has changed, historical academic advisement rows will not be affected unless the user makes a change to the historical record. Users will not be able to assign and save program or plan values that are not the max effective dated value for the student advisor effective date. For example, if Mary St. James had an academic plan of ETHST-BA in January 1, 2001. Effective January 1, 2006, she had a change to the Honors plan. On the Student Advisor page, with an effective date of April 1, 2006, the user will receive an invalid value message upon entering ETHST-BA as the student's plan.

Page Used to Assign Academic Advisors to Students

Assigning Advisors to Students

Access the Student Advisor page (Records and Enrollment, Student Background Information, Student Advisor, Student Advisor).

Academic Institution	Select the academic institution for which you want to assign the student an academic advisor.
Effective Date	Enter the date that the student's advisor or advisory committee becomes effective for the student.
Advisor Role	Select the role that the advisor serves for the student. Values for this field are delivered with your system as translate values. You can modify these values.
Advisor Number	The system, by default, sets the number of the advisor to 1, and it increases the number by one as you add new advisors or committees.
Academic Career	Select the student's academic career for which you want to assign the advisor. The system prompts you with options based on the student's career term record.
Academic Program	Select the student's program for which you want to assign the advisor. The system prompts you with options based on the student's program record.
Academic Plan	Select the student's plan for which you want to assign the advisor. The system prompts you with options based on the student's program record.
Academic Advisor	If an individual advises a student, select that individual advisor. The system prompts you with advisors that are within the student's academic career and academic program. If this field is unavailable for entry, you must first clear the Advised by Committee check box.
Committee	If a committee rather than an individual advises a student, select the committee. If this field is unavailable for entry, you must first select the Advised by Committee check box.
Advised by Committee	If a committee rather than an individual advises a student, select this check box. The Committee field becomes available for entry, and the Academic Advisor field becomes unavailable for entry.
Must Approve Enrollment	Select to indicate that the advisor must approve a student's enrollment into classes. This check box is for information purposes only. No coding is behind it.
Must Approve Graduation	Select to indicate that the advisor or committee must make a degree check before your institution can complete the student's graduation process. The Graduation Approved check box becomes available for entry. Both check boxes are for information purposes only. No coding is behind them.
Graduation Approved	Select to indicate that the advisor or committee has made a degree check and your institution can now complete the student's graduation process. This check box is available for entry only when you select the Must Approve Graduation check box.

Viewing Advisors Through Self Service

If your institution has licensed PeopleSoft Campus Self Service, your students can view their advisors directly over the web.

See Also

Pages Used to View Advisee Information Through Self-Service

Viewing Advisee Information Through Self Service

If your institution has licensed PeopleSoft Campus Self Service, advisors can view an advisee's roster, view an advisee's academic program information, and view a new/drop-in advisee's roster directly over the web.

See Also

Using Academic Advisement Self Service

Viewing Student Careers

This section lists the page used to view student careers.

Page Used to View Student Careers

Viewing Comments, Checklists, and Communications

You can create comments, checklists, and communications for students. This section discusses comments, checklists, and communications only briefly here. However, this functionality is discussed more fully in the PeopleSoft Campus Community 9.0 PeopleBook.

• Use the Comment Summary page to view comments created for a student.

• Use the Communication Summary page to view a communication summary for a student.

• Use the Checklist Summary page to view checklist summary information for a student.

• Use the Operator 3C Groups Summary page to view and modify user inquiry groups.

Viewing Student Photos

This section lists the page used to view student photos.

Page Used to View Student Photos