PeopleSoft Student Records 9.0 PeopleBook

Graduating Students

This chapter discusses how to:

Track graduation progress.
Post degrees.
Automate graduation processing and reporting.
Audit degree changes.
Apply for graduation through self service.

See Also

Setting Up Degrees and Honors

Producing Academic Advisement Transcript Reports

Tracking Graduation Progress

This section discusses how to:

Track individual candidate progress.
Review graduation status history.
Update academic program for a group of students.
Track candidate group progress.

Pages Used to Track Graduation Progress

Page Name	Definition Name	Navigation	Usage
Graduation Tracking	SSR_STDNT_GRAD	Records and Enrollment, Graduation, Graduation Tracking	Determine if a student has completed all the requirements necessary to receive his or her degree.
Graduation Status History	SSR_STDGRD_HIST_SP	Click the View Status History button on the Graduation Tracking page.	View an audit trail of all graduation status changes to a student record.
Graduation Processing	SSR_RUNCTL_GRADRPT	Records and Enrollment, Graduation, Graduation Processing	Manage the degree checkout process for a group of students.
Graduation Tracking Batch	SSR_RUNCTL_GRADTRK	Records and Enrollment, Graduation, Graduation Tracking Batch	Create and update graduation tracking data for a group of students.

Track Individual Candidate Progress

Access the Graduation Tracking page (Records and Enrollment, Graduation, Graduation Tracking).

The sections that appear on this page are configured on the Institution Table page. The Academic Plan group box displays all plans for the student's career/student career number identified at the top of the page. If the student has more than one degree in the career/student career number, all plans appear under each degree.

The information displayed in the statistics section are from the student career term record that is less than or equal to the expected graduation term. The Cumulative Units tab displays a summary of the status of all units taken by the student in a term.

Update Graduation Status	Select this check box to open a new Graduation Review Status field for entry of a new status.
View Status History	Click this button to access the Graduation Status History page.

The Cumulative GPAs tab displays all GPAs for a student.

The Transfer Credit tab displays posted units for transfer, test and other credit.

Select Display Option

Select Show All to display all enrollments, or select Limited View to display only ungraded ones.

The Class Information tab displays classes that do not have a grade or have a grade that is set up as an incomplete grade for which the student is enrolled. If a class needs to be tracked during the graduation review process, enter a Grad Note on that class. If the class is dropped (after the drop retain date) or once the class is graded, it still appears in this section, due to the Grad Note.

Enter any free-form text in the Comment field for the graduation reviewer. If the student is eligible for any honors at graduation, enter an Honors Code.

Reviewing Graduation Status History

Access the Graduation Status History page (Click the View Status History button on the Graduation Tracking page).

Updating Academic Program for a Group of Students

Access the Graduation Processing page (Records and Enrollment, Graduation, Graduation Processing).

This page enables you to update academic program information for multiple students; you can either click the Add Students link to enter student IDs or create a list using the Population Selection process.

Select the Population Selection option to use flexible methods to load audience data into the system. This group box expands when the Population Selection process is selected.

Population selection is a method for selecting the IDs to process for a specific transaction. The Population Selection group box is a standard group box that appears on run control pages when the Population Selection process is available or required for the transaction. Selection tools are available based on the selection tools that your institution selected in the setup of the Population Selection process for the application process and on your user security. Fields in the group box appear based on the selection tool that you select. The fields behave the same way from within the group box on all run control pages and application processes. If your institution uses a specific delivered selection tool (such as PS Query) to identify IDs for a specific transaction, you must use it.

See Using the Population Selection Process.

Load Selection Results	Select this link to populate the Selection Results section with the student list created during the Population Selection process. At this point, you can exclude a student. When you are ready to award the degree, you can update the Degree GPA and the Honors 1 and Honors 2 fields using the Update Degree Values. The fields can also be manually updated.
Graduation Process Action	Select an action: Degree Checkout Status, Expected Graduation Status, Reports Only - Transcripts/AA, or Update All. These are delivered values.
New Degree Checkout Status	Select a status to be applied to the IDs: Applied for Graduation, Approved, Denied, Needs to Finish Pending Work, Program in Review, Review in Progress, Withdrawn, Degree Awarded, and Eligible for Graduation. When the degree checkout status is Degree Awarded, the Action Reason, Completion Term, Program Effective Date, and Confer Date Option fields become available. For all other degree checkout status values, the Action Reason, New Expected Grad Term, and Expected Grad Term Option fields become available.
Program Effective Date, Confer Date Option	Values for these fields are: Confer Dt (Confer Date),Today, or User Date. The Confer Dt is the date defined in the Academic Calendar.
Create Transcript Request	Select this check box to create transcript requests for the population defined. You must also select the transcript type.
Create Academic Advisement Req	Select this check box to create an academic advisement report for the population selected. You must also select a report identifier, report date, as of date and advisement report type.

When you click the Run button, the system takes the student group created using Population Selection and inserts a new row into the Academic Program table for each student; depending on the degree checkout status, either a new data row will be inserted or a completion row (Degree Awarded) and the action reason selected on this page.

Tracking Candidate Group Progress

Access the Graduation Tracking Batch page (Records and Enrollment, Graduation, Graduation Tracking Batch).

Use the Population Selection process to create a graduation tracking row for a student or update an existing row. Graduation Review Status values are defined by your institution.

To add graduation review notes to students' graduation tracking, select a Graduation Review Note and a text note.

Posting Degrees

The process of posting degrees requires that you update student program records and, if necessary, report and audit degree changes. This section provides an overview of the degree posting process, lists prerequisites, and discusses how to:

Complete the student's program.
Verify and update student degree data.
View and modify degree data.
View and modify degree honors data.
View and modify degree plan data.
View and modify degree subplan data.

Understanding the Degree Posting Process

To post a degree:

Insert a new row and enter a program action of Completion of Program on the Student Program page.

This sets the Degree Checkout Stat (degree checkout status) field on the Student Degrees page to Approved.
(Optional) On the Student Degrees page, verify the completion term, specify degree honors, and enter a degree grade point average (GPA).
Click the Update Degrees button on the Student Program page to post the degree.

This sets the Degree Checkout Stat field to Awarded.
(Optional) When the process finishes, you can view and edit posted degrees through the Student Degrees component.
1. View and modify degree honors information on the Degree Honors page.
2. View and modify degree plan information on the Degree Plan page.
3. View and modify subplan information on the Degree Sub-Plan page.
(Optional) Use the Degree Change Audit component to audit any degree status changes.

See Auditing Degree Changes.

Prerequisites

Before you can post a student's degree, you must:

Define degrees and degree honors.
Assign degrees to academic plans.
Matriculate the student, or confirm that the student has a history of matriculation.

Pages Used to Post Degrees

Page Name	Definition Name	Navigation	Usage
Student Program	STDNT_PROG	Records and Enrollment, Career and Program Information, Student Program/Plan, Student Program	Insert a new row and update the Program Action field value to a status of Completion of Program.
Student Degrees	STDNT_DEGR	Records and Enrollment, Career and Program Information, Student Program/Plan, Student Degrees	Verify and update a student's completion term, degree honors, degree GPA, and degree checkout status.
Degree	ACAD_DEGREE	Records and Enrollment, Graduation, Student Degrees, Degree	View and modify posted degree data.
Degree Honors	ACAD_DEGREE_HONORS	Records and Enrollment, Graduation, Student Degrees, Degree Honors	View and modify degree honors information, which is particularly useful when you want to award more than two honors code values to a student (there is a limit of two honors codes on the Student Degrees page).
Degree Plan	ACAD_DEGREE_PLAN	Records and Enrollment, Graduation, Student Degrees, Degree Plan	View and modify degree plan information.
Degree Sub-Plan	ACAD_DEGREE_SUBPLN	Records and Enrollment, Graduation, Student Degrees, Degree Sub-Plan	View and modify subplan information.

Completing the Student's Program

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

Program Action

Insert a new row in this field, and select a value of Completion of Program.

Note. If you must revoke a degree after it has been awarded, insert a row and enter a program action of Revoke Degree. The system automatically updates the degree tables.

Verifying and Updating Student Degree Data

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

Degree Checkout Stat (degree checkout status)

Throughout a student's degree history, you can progressively update the values in this field. Values are: Applied, Approved, Awarded, Denied, In review, Pending, and Withdrawn.

When you select the status of Completion of Program in the Program Action field on the Student Program page, the system populates the Degree Checkout Stat field here to Approved; you cannot modify this value. The system changes this status from Approved to Awarded when you click the Update Degrees button. When you click this button, all fields on this page become unavailable. You must complete future edits on the Degree page, or you can revoke the degree altogether by inserting a new row in the Program Action field on the Student Program page and selecting a value of Revoke Degree.

Completion Term

Enter the term in which the degree is awarded.

Degree Honors 1 and Degree Honors 2

If applicable, select a value from the list of values that you defined on the Degree Honors Table page.

Degree GPA (degree grade point average)

Enter the degree GPA. When you click the Update Degrees button, the GPA and degree honors are stored on the student's degree records.

Although the system does not calculate this value, you can create an academic advising report to assist you with calculating the value.

Viewing and Modifying Degree Data

Access the Degree page (Records and Enrollment, Graduation, Student Degrees, Degree).

Degree Number

The system generates the degree number, which is unique for each degree that you assign to a student.

Degree and Institution

These values appear by default from the Student Degrees page. You cannot override these values after degree posting is complete. The degree appears on the transcript if you specify a Local Degrees print area on the Transcript Type - Degrees/Program page.

Primary Career, Completion Term, Confer Date, Degree Status and Degree GPA

These values appear by default from the Student Degree page. The Confer Date defaults to the Confer Date for student's completion term. You can override the values.

Degree Status Date

This date appears by default from the effective date for the Completion row on the Student Program page.

Prefix and Suffix

Select from those prefixes and suffixes that you defined on the Degree Honors Table page. Only those honors with a type of Degree Prefix and Degree Suffix, respectively, are available. The prefix and suffix appears with the degree description on the transcript if you specify a Local Degrees print area on the Transcript Type - Degrees/Program page.

Class Rank and Of

Enter class rank values for the student's degree. The class rank information appears with the degree description on the transcript if you specify a Local Degrees print area and select the Print Degree Rank check box on the Transcript Type - Degrees/Program page.

Viewing and Modifying Degree Honors Data

Access the Degree Honors page (Records and Enrollment, Graduation, Student Degrees, Degree Honors).

Honors Number

The system generates the honors number and uses this value for sequencing honors on the transcript.

Honors Code

If available, this value appears by default from the Student Degrees page. Add rows to select additional honors for the degree. Honors values are defined on the Degree Honors Table page.

Award Date

This value appears by default from the Confer Date field on the Degree page.

See Setting Up Term Landmark Dates.

Print on Diploma

No programming is tied to this check box.

Print on Transcript

Select this check box to display the honors value on the student's transcript. For the degree honors information to appear on the transcript, you must also specify a Local Degrees print area and select the Print Degree Honors check box on the Transcript Type- Degrees/Program page.

Warning! Changes to this page do not post to a student's record. You must post honors to the student's record by running the posting process using the Academic Standing/Honors and Awards page. When you run the process, select the Calculate Honors & Awards check box to calculate honors and awards.

Viewing and Modifying Degree Plan Data

Access the Degree Plan page (Records and Enrollment, Graduation, Student Degrees, Degree Plan).

Plan Seq (plan sequence)

This value defines the primacy of the plan within the program.

Career

The career to which the degree is assigned.

Career Nbr (career number)

The specific career number to which the degree is assigned. The system increments this number for each active program in the same career.

Acad Plan (academic plan)

The academic plan to which the degree is assigned.

Degr Stat (degree status)

The status of the degree: Awarded and Revoked. You can override the degree status. Values for this field are delivered with your system as translate values. Do not modify these values in any way. Any modifications to these values require a substantial programming effort.

Degr Dt (degree date)

The effective date from the Student Program page, where the program action is Completion of Program.

Plan Type

The type of plan, as defined on the Academic Plan Table page.

Override

Select this check box to revise the transcript description and the diploma description.

Transcript Description

The description of the plan degree to appear on the transcript. The plan transcript description appears on transcripts where you specify a Local Degrees print area on the Transcript Type - Degrees/Program page.

Diploma Description

No programming is tied to this field.

Honors Prefix

Specify an honors prefix for this plan degree, if any. Honors prefix values are defined with a type of Degree Plan Prefix on the Degree Honors Table page. The plan honors prefix appears next to the plan degree on transcripts where you specify a Local Degrees print area on the Transcript Type - Degrees/Program page.

Honors Suffix

Specify an honors suffix for this plan degree, if any. Honors suffix values are defined with a type of Degree Plan Suffix on the Degree Honors Table page. The plan honors suffix appears next to the plan degree on transcripts where you specify a Local Degrees print area on the Transcript Type - Degrees/Program page.

Plan GPA (plan grade point average)

The system does not calculate the plan GPA value, although you can create an academic advising report to assist you with the calculation. The plan GPA appears with the plan degree on transcripts where you specify a Local Degrees print area and select the Print Degree Plan GPA check box on the Transcript Type - Degrees/Program page.

Plan Rank and Of

Enter plan rank values for the student's plan. The plan rank information appears with the plan degree description on the transcript if you specify a Local Degrees print area and select the Print Degree Plan Rank check box on the Transcript Type - Degrees/Program page.

Viewing and Modifying Degree Subplan Data

Access the Degree Sub-Plan page (Records and Enrollment, Graduation, Student Degrees, Degree Sub-Plan).

Academic Sub-Plan

The academic subplan associated with the plan degree.

Sub-Plan Seq (subplan sequence)

The sequence number for the subplan. This value defines the primacy of the subplan within the plan.

Override

Select this check box to revise the transcript description and the diploma description.

Transcript Description

The subplan transcript description appears on transcripts where you specify a Local Degrees print area and select the Print Degree Sub-Plan check box on the Transcript Type - Degrees/Program page.

Diploma Description

No programming is tied to this field.

Honors Prefix

Specify an honors prefix for this subplan degree, if any. Honors prefix values are defined with a type of Degree Sub-Plan Prefix on the Degree Honors Table page. The subplan honors prefix appears next to the subplan degree on transcripts where you specify a Local Degrees print area and select the Print Sub-Plan check box on the Transcript Type - Degrees/Program page.

Honors Suffix

Specify an honors prefix for this subplan degree, if any. Honors suffix values are defined with a type of Degree Sub-Plan Suffix on the Degree Honors Table page. The subplan honors suffix appears next to the subplan degree on transcripts where you specify a Local Degrees print area and select the Print Sub-Plan check box on the Transcript Type - Degrees/Program page.

Automating Graduation Processing and Reporting

The Graduation Processing and Reporting feature, which is run through the Graduation Reporting component, facilitates the degree checkout process. The feature works as a part of core functionality, and it works as an integrated complement to the PeopleSoft Campus Self Service application (through which students can use self-service pages to apply for graduation).

Using the Graduation Processing and Reporting feature, you can dynamically define a student population, and for this population you can:

Update degree checkout status values (from a valid status that you specify to another status that you specify).
Create requests for transcripts, degree audits, and special advisement reports.
Generate a graduation report.

This section provides an overview of the graduation reporting process, lists prerequisites, and discusses how to:

Enter graduation report parameters.
Retrieve the student population.

Understanding the Graduation Reporting Process

To run the graduation reporting process:

Select the Student Population check box, and enter your student population selection criteria on the Graduation Reporting page.
Click the Run button to run the Graduation Reporting process.
Click the Fetch button on the Selection Results page in order to populate the page with your resultant student population.
Delete rows to remove students that you do not want to process.

Insert rows to add students that did not match your parameters, but whom you want to process.
Navigate to the Graduation Reporting page and clear the Student Population check box.
Select the run option check boxes and their respective data.

For example, select the Update Program and Degrees check box, and provide the information required in the Program/Degree Update Options group box, including the new degree checkout status, completion term, and program effective date.
Click the Run button and run the Graduation Reporting process.

If you run a report, you should use a type of Web and a format of PDF.
After the process finishes, you can do the following:
1. Navigate to the Transcript Generation page to generate transcripts (use the transcript request number on the Graduation Reporting page).
2. Navigate to the Student Degrees page or the Degrees page to view updated degree checkout status values.
3. Review the Graduation report.

Prerequisites

If you plan to create transcript requests, you must first define transcript types in the Transcript Type component.

See Also

Defining Transcript Types

Pages Used to Automate Graduation Processing and Reporting

Page Name	Definition Name	Navigation	Usage
Graduation Report	RUNCTL_GRAD_RPT	Records and Enrollment, Graduation, Graduation Report, Graduation Report	Enter graduation report parameters: define a population of students for which you can update degree checkout status values, create transcript requests, and generate graduation reports. For example, when a student applies for graduation through the self-service Apply for Graduation feature, the system sets that student's degree checkout status to Applied. You can use the Graduation Reporting component to set all students with a status of Applied to In Review.
Selection Results	RUNCTL_GRAD_RPT2	Records and Enrollment, Graduation, Graduation Report, Selection Results	Retrieve the results of your population query, add or delete students, and edit the degree GPA and degree honors for each student.

Page Name

Definition Name

Navigation

Usage

Graduation Report

RUNCTL_GRAD_RPT

Records and Enrollment, Graduation, Graduation Report, Graduation Report

Enter graduation report parameters: define a population of students for which you can update degree checkout status values, create transcript requests, and generate graduation reports.

For example, when a student applies for graduation through the self-service Apply for Graduation feature, the system sets that student's degree checkout status to Applied. You can use the Graduation Reporting component to set all students with a status of Applied to In Review.

Selection Results

RUNCTL_GRAD_RPT2

Records and Enrollment, Graduation, Graduation Report, Selection Results

Retrieve the results of your population query, add or delete students, and edit the degree GPA and degree honors for each student.

Entering Graduation Report Parameters

Access the Graduation Report page (Records and Enrollment, Graduation, Graduation Report, Graduation Report).

Run Options

Select Population	The first step to using the Graduation Reporting component is entering selection criteria and fetching a student population. Select this check box to enable the fields that define your student population in the Selection Criteria group box. After you enter all of your parameters, click the Run button to run the Graduation Reporting process. View your student population on the Selection Results page, where you can add or delete students. Note. The process does not select students with a current program action of Admission Revocation, Defer Enrollment, Discontinuation, Suspension, or Administrative Withdrawal.
Update Programs and Degrees	After you enter your selection criteria and fetch your population, select this check box to enable the fields in the Program/Degrees Update Options group box and enter your update data. After you specify your update data, click the Run button to run the Graduation Reporting process to update program and degree information for the students in your population. Specifically, this process updates for all students in your population the student career term records with the values from: The Program/Degree Update Options group box on this page. The Degree GPA and Degree Honors fields on the Selection Results page.
Create Transcript Request	After you enter your selection criteria and fetch your population, select this check box to enable the fields in the Transcript Request Options group box and to enter your transcript type data. After you specify your data, run the Graduation Reporting process to create a batch transcript request for the students in your population. Next, generate the transcripts on the Transcript Generation page.
Generate Report	After you enter your selection criteria and fetch your population, select this check box and run the process to create a report that highlights all of the graduation data for the students in your population.

Selection Criteria

Academic Institution	The academic institution of the students you want to fetch.
Academic Career	The academic career of the students you want to fetch.
Degree Checkout Status	The current degree checkout status of the students to fetch: Applied, Approved, Denied, In Review, Pending, or Withdrawn.
Academic Program 1, Academic Program 2, and Academic Program 3	You can enter up to three academic programs within the career you specify to identify the students you want to fetch. If any fields are left blank, the system fetches all students in the career you specify.
Expected Graduation Term	The expected graduation term of the students to fetch. The system verifies this value against the value in the Expected Grad Term (expected graduation term) field on the Student Program page. This field is optional.

Program/Degree Update Options

New Degree Checkout Status	When you select the Update Programs and Degrees check box, the New Degree Checkout Status field becomes available. Specify the degree checkout status that you want to assign to all students in your population: Approved, Awarded, Denied, In review, Pending, or Withdrawn. For a new checkout status of Awarded, the system inserts a new effective-dated row on the Student Program page with a program action of Completion of Program. For all other checkout status values, the system inserts a new effective-dated row on the Student Program page with a program action of Data Change. The system does not specify a program action reason.
Completion Term	When you select a New Degree Checkout Status field value of Awarded, you must specify the completion term that you want the system to assign to students in your population.
Program Effective Date	The field becomes available when you select the New Degree Checkout Status field value of Awarded. Select the value that you want assigned as the effective date for the student's academic program upon awarding the student's degree (that is, upon setting the program action to Completed and the Degree Checkout Status to Awarded.) Values are: Confer Date: Select to use the confer date (defined on the academic calendar) as the student's program completion effective date. If, however, the confer date is prior to the current program effective date, the process will assign today's date as the program effective date, not the confer date. For example, the student applied for graduation on September 1, 2009 and you are trying to confer the degree for a prior term (such as Spring 2009); the process will assign today's date (the system date) as the student's academic program effective date. Today's Date: This is the default value whereby the process assigns today's date (the system date) as the program effective date. If the current program effective date is also today's date, then the process will assign a new effective sequence number with today's date. For example, if the student applies for graduation today, and you run the process to award the degree with today's date, the program effective date will remain today's date and the process will insert an incremental effective sequence with the number of "2." User Defined: Select this value if you want to define the date that should be used as the program effective date. Then select a date in the User Defined Date field.
User Defined Date	If you select the Program Effective Date field value of User Defined, select a date. Note. If the user-defined date is prior to the current program effective date, the process will assign today's date as the program effective date, not the user-defined date.

Transcript Request Options

Elements in this group box are available when you select the Create Transcript Request check box.

Transcript Request Nbr (transcript request number)	The system generates and displays the number of your transcript request after you specify your transcript options and run the Graduation Reporting process. Use this number to generate transcripts on the Transcript Generation page.
Transcript Type	Specify the type of transcript to create for all students in your population.
Transcript default as of date	When you select a transcript type that is also an advising report (special or standard), this field becomes available. A value appears by default from the Transcript Default Date field on the Installation Student Administration page. You can override it.
Database Report	When you select a transcript type that is also an advising report (special or standard), this check box becomes available. Select this check box to create a transcript request where the results of the advising report populate the analysis database tables.

See Also

Understanding the Analysis Database

Retrieving the Student Population

Access the Selection Results page (Records and Enrollment, Graduation, Graduation Report, Selection Results).

Fetch

Click to populate the page with your student population. If no students appear, either no students match your selection criteria, or you did not run the Graduation Reporting process.

Add a Student

Click to access the Add Student page where you can search for other student IDs within the career that you have specified. Only students that are active in their program are available.

Student ID

The ID of the student in the population.

Name

The name of the student in the population.

Academic Program

The academic program of the student in the population. If a student is active in more than one program in the career you specify, the selection returns all instances. You can delete program instances as necessary.

Primary Academic Plan

The primary academic plan of the student.

Degree

The degree that is associated with the program and primary plan of the student.

Degree Checkout Status

The student's degree checkout status prior to the update degree checkout status process. The system reads this value from the Student Degrees page.

New Degree Checkout Status

The student's degree checkout status of the student after the update degree checkout status process. The system reads this value from the Student Degrees page.

Degree GPA (degree grade point average)

Enter a degree GPA on one of three pages: the Selection Results page (prior to program completion/degree checkout status of Awarded), the Student Degrees page (prior to program completion or degree checkout status of Awarded), or the Degrees page (after program completion).

Degree Honors 1 and Degree Honors 2

The student's degree honors for this degree. The values appears from the Student Degrees page.

Enter degree honors on one of three pages: the Selection Results page (prior to program completion/degree checkout status of Awarded), the Student Degrees page (prior to program completion/degree checkout status of Awarded), or the Degrees page (after program completion).

Auditing Degree Changes

This section provides an overview of degree change audits, lists prerequisites, and discusses how to:

Enter degree change audit search parameters.
View degree change audit results.
View degree honors change audit results.
View degree plan change audit results.
View degree subplan change audit results.

Understanding Degree Change Audits

Degrees are among the most sensitive data within the Student Records application. As such, the PeopleSoft system offers Degree Change Audit functionality that captures and displays detailed information about student degree postings or changes to postings. Changes include online changes to the Student Degrees page that occur when you click the Update Degrees button on the Student Degrees page and changes to any of the pages in the Student Degrees component. Inserts, updates, or deletions on these pages cause the system to write an audit record to the degree change audit table. The degree change audit table captures the entire record for ACAD_DEGR, ACAD_DEGR_HONS, ACAD_DEGR_PLAN, and ACAD_DEGR_SPLN, storing an image of each record before and after any change. The system date/time stamps and marks each record in the audit table as an "insert" or "delete," or as a "before" or "after" in the case of updates.

Use the Degree Change Audit component to search your database for details about degree changes. An option on the Search Criteria page enables you to filter out the "before" image.

Prerequisites

To record the degree changes that the Degree Change Audit functionality audits, your IT team must first install and execute delivered SQL trigger files.

See Supplemental Installation Guide link on the Campus Solutions 9.0 Documentation Home page on My Oracle Support (note ID 751540.1)

See Integrating Campus Solutions with Human Capital Management.

To view degree changes, you must first click the Search button on the Search Criteria page.

Pages Used to Audit Degree Changes

Page Name	Definition Name	Navigation	Usage
Degree Change Audit - Search Criteria	DEGREE_AUDIT	Records and Enrollment, Graduation, Degree Change Audit, Search Criteria	Define your degree change audit search parameters. All of the fields on this page are optional.
Degree	AUD_ACAD_DEGR	Records and Enrollment, Graduation, Degree Change Audit, Degree	Review detailed information about degree changes that match the selection criteria specified on the Search Criteria page. The elements on this page are the same as those found on the Degree page.
Degree Honors	AUD_ACAD_DEGR_H	Records and Enrollment, Graduation, Degree Change Audit, Degree Honors	Review detailed information about changes to degree honors that match the selection criteria specified on the Search Criteria page.
Degree Plan	AUD_ACAD_DEGR_P	Records and Enrollment, Graduation, Degree Change Audit, Degree Plan	Review detailed information about degree plan changes that match the selection criteria specified on the Search Criteria page.
Degree Subplan	AUD_ACAD_DEGR_S	Records and Enrollment, Graduation, Degree Change Audit, Degree Subplan	Review detailed information about degree subplan changes that match the selection criteria specified on the Search Criteria page. The elements of all four tabs on this page are the same as those found on the Degree Sub-Plan page.

Entering Degree Change Audit Search Parameters

Access the Degree Change Audit - Search Criteria page (Records and Enrollment, Graduation, Degree Change Audit, Search Criteria).

ID

The ID for the student who you want to audit. Leave this field blank to have the system retrieve all values for this field (wild card).

User ID

The ID for the user who you want to audit. Leave this field blank to have the system retrieve all values for this field (wild card).

Start Date

The earliest date to audit. Leave this field blank to have the system retrieve all values for this field (wild card).

End Date

The latest date to audit. Leave this field blank to have the system retrieve all values for this field (wild card).

View Changes Only

If cleared, the system returns all records with an action of Insert, Before, After, or Delete. If selected, the system does not return records with an action of Before and returns only records with an action of Insert, After, or Delete.

Search

After you enter your search parameters, click this button to return audit data to the Degree page. To change the data that the system returns, update the selection criteria and search for data again.

Note. When you click the Search button, the retrieval process begins. If the system finds changes to any of the records within your search criteria, the system automatically takes you to the first page where changes exist. If no changes are found, the system remains on the Search Criteria page.

Viewing Degree Change Audit Results

Access the Degree page (Records and Enrollment, Graduation, Degree Change Audit, Degree).

Note. Multiple views of this page are available by clicking the tabs in the scroll area. We document fields common to all views first.

User ID	The ID of the individual who made changes to the ACAD_DEGR record. For rows where the action is Delete, no user ID appears. This is because when a record is deleted from the database, although the trigger can track that the record has been deleted, it cannot track the user ID of the person who deleted it. When deletes occur, the character string "********" appears in the User ID field.
Date/Time	When changes to the ACAD_DEGR record were made.
Action	Action types include the following: Insert: User inserted a new row (a row was added to the database). Delete: User deleted a row out of the database. For rows where the action is Delete, no user ID appears. This is because when a record is deleted from the database, although the trigger can track that the record has been deleted, it cannot track the user ID of the person who deleted it. When deletes occur, the character string "********" appears in the User ID field. Before: Image of the record before it was updated. After: Image of the record after it was updated.
ID	The ID of the student whose degree was changed.
Degree Nbr (degree number)	Students can have more than one degree, and each degree is assigned a degree number.
Degree	The student's degree.
Institution	The academic institution associated with the degree.

Completion Info Tab

Select the Completion Info tab.

Career

The career under which the student earns the degree.

Completion Term

The completion term of the degree.

Confer Date

The date the degree was conferred. This is the date when the degree is official.

Degr Stat (degree status)

The status of the degree. Choices are A (active) and R (revoked).

Degr Dt (degree date)

The date the degree is updated to a status of awarded or revoked. This date may differ from the actual confer date.

Honors/Rank Tab

Select the Honors/Rank tab.

Hon Prefix (honors prefix)

The degree honors prefix for the degree.

Hon Suffix (honors suffix)

The degree honors suffix for the degree.

Degree GPA (degree grade point average)

The degree grade point average.

Class Rank Of

The student's class rank and class size.

Viewing Degree Honors Change Audit Results

Access the Degree Honors page (Records and Enrollment, Graduation, Degree Change Audit, Degree Honors).

Note. Multiple views of this page are available by clicking the tabs in the scroll area. We document fields common to all views first.

User ID	The ID of the individual who made changes to the ACAD_DEGR_HONS record. For rows where the action is Delete, no user ID appears. This is because when a record is deleted from the database, although the trigger can track that the record has been deleted, it cannot track the user ID of the person who deleted it. When deletes occur, the character string "********" appears in the User ID field.
Date/Time	When changes to the ACAD_DEGR_HONS record were made.
Action	Action types include the following: Insert: User inserted a new row (a row was added to the database). Delete: User deleted a row out of the database. For rows where the action is Delete, no user ID appears. This is because when a record is deleted from the database, although the trigger can track that the record has been deleted, it cannot track the user ID of the person who deleted it. When deletes occur, the character string "********" appears in the User ID field. Before: Image of the record before it was updated. After: Image of the record after it was updated.
ID	The ID of the student whose degree was changed.
Degree Nbr (degree number)	Students can have more than one degree, and each degree is assigned a degree number.

Honors Info Tab

Select the Honors Info tab.

Honors Nbr (honors number)

Students can have multiple honors for each degree. Each honors value has a unique number.

Hon Code (honors code)

The honors code associated with the degree.

Award Date

The date the honor was awarded.

Diploma

The setting of the Print on Diploma check box on the Degree Honors page. The check box status values are Y for selected, and N for cleared.

Transcript

The setting of the Print on Transcript check box on the Degree Honors page. The check box status values are Y for selected, and N for cleared.

Viewing Degree Plan Change Audit Results

Access the Degree Plan page (Records and Enrollment, Graduation, Degree Change Audit, Degree Plan).

User ID

The user ID of the individual who made changes to the ACAD_DEGR_PLAN record. For rows where the action is Delete, no user ID appears. This is because when a record is deleted from the database, although the trigger can track that the record has been deleted, it cannot track the user ID of the person who deleted it. When deletes occur, the character string "********" appears in the User ID field.

Date/Time

When changes to the ACAD_DEGR_PLAN record were made.

Action

Action types include the following:

Insert: User inserted a new row (a row was added to the database).

Delete: User deleted a row out of the database. For rows where the action is Delete, no user ID appears. This is because when a record is deleted from the database, although the trigger can track that the record has been deleted, it cannot track the user ID of the person who deleted it. When deletes occur, the character string "********" appears in the User ID field.

Before: Image of the record before it was updated.

After: Image of the record after it was updated.

ID

The ID of the student whose degree was changed.

Degree Nbr (degree number)

Students can have more than one degree, and each degree is assigned a degree number.

Acad Plan (academic plan)

All plans associated with the degree.

Career/Degree Tab

Select the Career/Degree tab.

Career

The career under which the student earns the degree.

Career Nbr (career number)

The number of the career associated with the degree. For students with more than one program in a single career, this number increments from zero.

Degr Stat (degree status)

The status of the degree. Choices are A (active) and R (revoked).

Degr Dt (degree date)

The date the degree is updated to a status of awarded or revoked. This date may differ from the actual confer date.

Override

This represents the setting of the Override check box on the Degree Plan page.

Descriptions Tab

Select the Descriptions tab.

Dipl Descr (diploma description)

The academic plan diploma description, if different from the default.

Trns Descr (transcript description)

The academic plan transcript description, if different from the default.

Honors/Rank Tab

Select the Honors/Rank tab.

Hon Prefix (honors prefix)

The degree honors prefix for the plan.

Hon Suffix (honors suffix)

The degree honors suffix for the plan.

Degree GPA (degree grade point average)

The plan grade point average.

Class Rank Of

The student's class rank and class size.

Plan Seq (plan sequence)

The number of the plan within the program.

See Also

Viewing and Modifying Degree Plan Data

Viewing Degree Subplan Change Audit Results

Access the Degree Subplan page (Records and Enrollment, Graduation, Degree Change Audit, Degree Subplan).

Note. Multiple views of this page are available by clicking the tabs in the scroll area. We document fields common to all views first.

User ID	The user ID of the individual who made changes to the ACAD_DEGR_SPLN record. For rows where the action is Delete, no user ID appears. This is because when a record is deleted from the database, although the trigger can track that the record has been deleted, it cannot track the user ID of the person who deleted it. When deletes occur, the character string "********" appears in the User ID field.
Date/Time	When changes to the ACAD_DEGR_SPLN record were made.
Action	Action types include the following: Insert: User inserted a new row (a row was added to the database). Delete: User deleted a row out of the database. For rows where the action is Delete, no user ID appears. This is because when a record is deleted from the database, although the trigger can track that the record has been deleted, it cannot track the user ID of the person who deleted it. When deletes occur, the character string "********" appears in the User ID field. Before: Image of the record before it was updated. After: Image of the record after it was updated.
ID	The ID of the student whose degree was changed.
Degree Nbr (degree number)	Students can have more than one degree, and each degree is assigned a degree number.

Plan/SubPlan Override Tab

Select the Plan/SubPlan Override tab.

Acad Plan (academic plan)

The academic plan.

Sub-Plan

The academic subplan.

Override

Represents the Override check box on the Degree Sub-Plan page.

Descriptions Tab

Select the Descriptions tab.

Dipl Descr (diploma description)

The academic subplan diploma description, if different from the default.

Trns Descr (transcript description)

The academic subplan transcript description, if different from the default.

Honors/Plan/Sequence Number Tab

Select the Honors/Plan/Sequence Number tab.

Hon Prefix (honors prefix)

The degree honors prefix for the subplan.

Hon Suffix (honors suffix)

The degree honors suffix for the subplan.

Seq Nbr (sequence number)

The sequence number of the subplan assigned to the plan.

Applying for Graduation Through Self Service

If your institution has licensed PeopleSoft Campus Self Service, your students can apply for graduation directly over the web.

Degree Checkout Stat (degree checkout status)	Throughout a student's degree history, you can progressively update the values in this field. Values are: Applied, Approved, Awarded, Denied, In review, Pending, and Withdrawn. When you select the status of Completion of Program in the Program Action field on the Student Program page, the system populates the Degree Checkout Stat field here to Approved; you cannot modify this value. The system changes this status from Approved to Awarded when you click the Update Degrees button. When you click this button, all fields on this page become unavailable. You must complete future edits on the Degree page, or you can revoke the degree altogether by inserting a new row in the Program Action field on the Student Program page and selecting a value of Revoke Degree.
Completion Term	Enter the term in which the degree is awarded.
Degree Honors 1 and Degree Honors 2	If applicable, select a value from the list of values that you defined on the Degree Honors Table page.
Degree GPA (degree grade point average)	Enter the degree GPA. When you click the Update Degrees button, the GPA and degree honors are stored on the student's degree records. Although the system does not calculate this value, you can create an academic advising report to assist you with calculating the value.

Degree Number	The system generates the degree number, which is unique for each degree that you assign to a student.
Degree and Institution	These values appear by default from the Student Degrees page. You cannot override these values after degree posting is complete. The degree appears on the transcript if you specify a Local Degrees print area on the Transcript Type - Degrees/Program page.
Primary Career, Completion Term, Confer Date, Degree Status and Degree GPA	These values appear by default from the Student Degree page. The Confer Date defaults to the Confer Date for student's completion term. You can override the values.
Degree Status Date	This date appears by default from the effective date for the Completion row on the Student Program page.
Prefix and Suffix	Select from those prefixes and suffixes that you defined on the Degree Honors Table page. Only those honors with a type of Degree Prefix and Degree Suffix, respectively, are available. The prefix and suffix appears with the degree description on the transcript if you specify a Local Degrees print area on the Transcript Type - Degrees/Program page.
Class Rank and Of	Enter class rank values for the student's degree. The class rank information appears with the degree description on the transcript if you specify a Local Degrees print area and select the Print Degree Rank check box on the Transcript Type - Degrees/Program page.

Honors Number	The system generates the honors number and uses this value for sequencing honors on the transcript.
Honors Code	If available, this value appears by default from the Student Degrees page. Add rows to select additional honors for the degree. Honors values are defined on the Degree Honors Table page.
Award Date	This value appears by default from the Confer Date field on the Degree page. See Setting Up Term Landmark Dates.
Print on Diploma	No programming is tied to this check box.
Print on Transcript	Select this check box to display the honors value on the student's transcript. For the degree honors information to appear on the transcript, you must also specify a Local Degrees print area and select the Print Degree Honors check box on the Transcript Type- Degrees/Program page.

Plan Seq (plan sequence)	This value defines the primacy of the plan within the program.
Career	The career to which the degree is assigned.
Career Nbr (career number)	The specific career number to which the degree is assigned. The system increments this number for each active program in the same career.
Acad Plan (academic plan)	The academic plan to which the degree is assigned.
Degr Stat (degree status)	The status of the degree: Awarded and Revoked. You can override the degree status. Values for this field are delivered with your system as translate values. Do not modify these values in any way. Any modifications to these values require a substantial programming effort.
Degr Dt (degree date)	The effective date from the Student Program page, where the program action is Completion of Program.
Plan Type	The type of plan, as defined on the Academic Plan Table page.
Override	Select this check box to revise the transcript description and the diploma description.
Transcript Description	The description of the plan degree to appear on the transcript. The plan transcript description appears on transcripts where you specify a Local Degrees print area on the Transcript Type - Degrees/Program page.
Diploma Description	No programming is tied to this field.
Honors Prefix	Specify an honors prefix for this plan degree, if any. Honors prefix values are defined with a type of Degree Plan Prefix on the Degree Honors Table page. The plan honors prefix appears next to the plan degree on transcripts where you specify a Local Degrees print area on the Transcript Type - Degrees/Program page.
Honors Suffix	Specify an honors suffix for this plan degree, if any. Honors suffix values are defined with a type of Degree Plan Suffix on the Degree Honors Table page. The plan honors suffix appears next to the plan degree on transcripts where you specify a Local Degrees print area on the Transcript Type - Degrees/Program page.
Plan GPA (plan grade point average)	The system does not calculate the plan GPA value, although you can create an academic advising report to assist you with the calculation. The plan GPA appears with the plan degree on transcripts where you specify a Local Degrees print area and select the Print Degree Plan GPA check box on the Transcript Type - Degrees/Program page.
Plan Rank and Of	Enter plan rank values for the student's plan. The plan rank information appears with the plan degree description on the transcript if you specify a Local Degrees print area and select the Print Degree Plan Rank check box on the Transcript Type - Degrees/Program page.

Academic Sub-Plan	The academic subplan associated with the plan degree.
Sub-Plan Seq (subplan sequence)	The sequence number for the subplan. This value defines the primacy of the subplan within the plan.
Override	Select this check box to revise the transcript description and the diploma description.
Transcript Description	The subplan transcript description appears on transcripts where you specify a Local Degrees print area and select the Print Degree Sub-Plan check box on the Transcript Type - Degrees/Program page.
Diploma Description	No programming is tied to this field.
Honors Prefix	Specify an honors prefix for this subplan degree, if any. Honors prefix values are defined with a type of Degree Sub-Plan Prefix on the Degree Honors Table page. The subplan honors prefix appears next to the subplan degree on transcripts where you specify a Local Degrees print area and select the Print Sub-Plan check box on the Transcript Type - Degrees/Program page.
Honors Suffix	Specify an honors prefix for this subplan degree, if any. Honors suffix values are defined with a type of Degree Sub-Plan Suffix on the Degree Honors Table page. The subplan honors suffix appears next to the subplan degree on transcripts where you specify a Local Degrees print area and select the Print Sub-Plan check box on the Transcript Type - Degrees/Program page.

Fetch	Click to populate the page with your student population. If no students appear, either no students match your selection criteria, or you did not run the Graduation Reporting process.
Add a Student	Click to access the Add Student page where you can search for other student IDs within the career that you have specified. Only students that are active in their program are available.
Student ID	The ID of the student in the population.
Name	The name of the student in the population.
Academic Program	The academic program of the student in the population. If a student is active in more than one program in the career you specify, the selection returns all instances. You can delete program instances as necessary.
Primary Academic Plan	The primary academic plan of the student.
Degree	The degree that is associated with the program and primary plan of the student.
Degree Checkout Status	The student's degree checkout status prior to the update degree checkout status process. The system reads this value from the Student Degrees page.
New Degree Checkout Status	The student's degree checkout status of the student after the update degree checkout status process. The system reads this value from the Student Degrees page.
Degree GPA (degree grade point average)	Enter a degree GPA on one of three pages: the Selection Results page (prior to program completion/degree checkout status of Awarded), the Student Degrees page (prior to program completion or degree checkout status of Awarded), or the Degrees page (after program completion).
Degree Honors 1 and Degree Honors 2	The student's degree honors for this degree. The values appears from the Student Degrees page. Enter degree honors on one of three pages: the Selection Results page (prior to program completion/degree checkout status of Awarded), the Student Degrees page (prior to program completion/degree checkout status of Awarded), or the Degrees page (after program completion).

ID	The ID for the student who you want to audit. Leave this field blank to have the system retrieve all values for this field (wild card).
User ID	The ID for the user who you want to audit. Leave this field blank to have the system retrieve all values for this field (wild card).
Start Date	The earliest date to audit. Leave this field blank to have the system retrieve all values for this field (wild card).
End Date	The latest date to audit. Leave this field blank to have the system retrieve all values for this field (wild card).
View Changes Only	If cleared, the system returns all records with an action of Insert, Before, After, or Delete. If selected, the system does not return records with an action of Before and returns only records with an action of Insert, After, or Delete.
Search	After you enter your search parameters, click this button to return audit data to the Degree page. To change the data that the system returns, update the selection criteria and search for data again.

Career	The career under which the student earns the degree.
Completion Term	The completion term of the degree.
Confer Date	The date the degree was conferred. This is the date when the degree is official.
Degr Stat (degree status)	The status of the degree. Choices are A (active) and R (revoked).
Degr Dt (degree date)	The date the degree is updated to a status of awarded or revoked. This date may differ from the actual confer date.

Hon Prefix (honors prefix)	The degree honors prefix for the degree.
Hon Suffix (honors suffix)	The degree honors suffix for the degree.
Degree GPA (degree grade point average)	The degree grade point average.
Class Rank Of	The student's class rank and class size.

Honors Nbr (honors number)	Students can have multiple honors for each degree. Each honors value has a unique number.
Hon Code (honors code)	The honors code associated with the degree.
Award Date	The date the honor was awarded.
Diploma	The setting of the Print on Diploma check box on the Degree Honors page. The check box status values are Y for selected, and N for cleared.
Transcript	The setting of the Print on Transcript check box on the Degree Honors page. The check box status values are Y for selected, and N for cleared.

Dipl Descr (diploma description)	The academic plan diploma description, if different from the default.
Trns Descr (transcript description)	The academic plan transcript description, if different from the default.

Hon Prefix (honors prefix)	The degree honors prefix for the plan.
Hon Suffix (honors suffix)	The degree honors suffix for the plan.
Degree GPA (degree grade point average)	The plan grade point average.
Class Rank Of	The student's class rank and class size.
Plan Seq (plan sequence)	The number of the plan within the program.

Acad Plan (academic plan)	The academic plan.
Sub-Plan	The academic subplan.
Override	Represents the Override check box on the Degree Sub-Plan page.

Dipl Descr (diploma description)	The academic subplan diploma description, if different from the default.
Trns Descr (transcript description)	The academic subplan transcript description, if different from the default.

Hon Prefix (honors prefix)	The degree honors prefix for the subplan.
Hon Suffix (honors suffix)	The degree honors suffix for the subplan.
Seq Nbr (sequence number)	The sequence number of the subplan assigned to the plan.