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Setting Up External Subject Categories and Term Sessions

To set up external subject categories and term sessions, use the External Subject Table component (EXT_SUBJECT_TBL) and the External Term component (EXTERNAL_TRM_TABLE).

This section provides an overview of external subjects, terms, and categories, and discusses how to:

External subjects are general subject areas that you define for the purpose of categorizing external courses.

Set up external subject categories to broadly identify the subjects offered at external institutions. Use those categories to identify which institutions offer courses in those subjects. For example, perhaps one of the entrance requirements at your institution is four years of high school English. Various high schools offer classes titled 17th Century English Literature, Mystery Writers of America, and A Journey through Time with Shakespeare. When these classes appear on a student's transcript they do not readily translate as English courses. If you create a broad external subject of English, you can assign these courses to it to help track your institution's English requirements. Use the School Course Classification page to record the specific course offerings for each subject area.

When you track information regarding external institutions for a prospect, applicant, or student, you should know the specific term to which that information is related. For example, when you enter external transcript or external transfer credit information, you should record the term to which the transcript information pertains. Because external institutions use various term structures, possible terms should be available to help identify that particular organization's term structure. Some external terms are redefined translate values. Review these values to verify whether they meet your institution's needs and create others if necessary. You can also set up how you want the system to convert external term sessions to your term structure.

Page Name

Definition Name

Navigation

Usage

External Subject Table

EXT_SUBJECT_TBL

  • select Set Up SACR, then select Common Definitions, then select External Education, then select External Subjects

  • select Campus Community, then select Organization, then select Define Organization Data, then select External Subject Table

Define broad categories of the subjects offered at external organizations.

External Term Table

EXTERNAL_TRM_TABLE

  • select Set Up SACR, then select Common Definitions, then select External Education, then select External Term

  • select Campus Community, then select Organization, then select Define Organization Data, then select External Term

Define or review possible external terms sessions for external organizations.

Access the External Subject Table page (select Set Up SACR, then select Common Definitions, then select External Education, then select External Subjects).

Image: External Subject Table page

This example illustrates the fields and controls on the External Subject Table page. You can find definitions for the fields and controls later on this page.

External Subject Table page

Field or Control

Definition
Academic Interest

Select this check box to permit this code to be used as both an academic interest code and an external subject code.

Academic interests are external subject areas in which a prospect or applicant has expressed interest that might not be offered by your program. If you want to record those interests for recruiting and analysis purposes, define them here.

When you enter external subjects for a prospect or applicant on the Education page, all codes defined in this table are available.

When you enter academic interests for a prospect or applicant on the Academic Interests page, only the codes that are defined as academic interests on this page are available.

Access the External Term Table page (select Set Up SACR, then select Common Definitions, then select External Education, then select External Term).

Image: External Term Table page

This example illustrates the fields and controls on the External Term Table page. You can find definitions for the fields and controls later on this page.

External Term Table page

Additional Information

Field or Control

Definition
Begin Month

Enter the month in which the external term begins.

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 could require substantial programming effort.
Term Unit Type

Select the type of internal term unit that most closely correlates to this external term type.

Values for this field are delivered with your system as translate values. You can modify these translate values.
Unit Type

Select the credit or term type that further describes the correlation of this external term to your institution's term unit type.

PeopleSoft Recruiting and Admissions uses this field for information only. For example, they might want to describe the external term as having a Quarter term unit type with a unit type value of No Credit.

Values for this field are delivered with your system as translate values. You can modify these translate values.

Internal Term Type Conversion

Field or Control

Definition
Term Unit Type

Enter the external term unit type that you want the system to convert to an equivalent of the internal term unit.
Term Type Multiple

Enter the factor by which the system should multiply the external term unit type to convert it to an equivalent of the specified internal term unit type.

For example, the external term unit type of Quarter multiplied by a term type multiple of 1.33 might be the equivalent of your internal Semester term unit type. The system provides this conversion when calculating transfer credit for a manually assigned equivalent course.