Converting Student Records Data

Some of the tables, as noted in the Converting Recruiting and Admissions and Campus Community Data section, must be loaded before you load the student records data.

At a minimum for Student Records, set up these tables in the sequence they are listed.

For the course catalog and schedule of classes, there is PeopleCode behind the COURSE_ID field to increment a new course ID by 1. To mimic what this PeopleCode does, the conversion program needs to do the +1 logic. You can manually set the next available course ID in the installation table for Campus Solutions. You should update the last course ID assigned in the Installation table, so that you do not have collisions between the course IDs assigned by the conversion and course IDs manually created later.

In addition to the conversion program you write to create the catalog, you should set the Status field on the Catalog Data page to Active so that the course is active as soon as you run the conversion program to create the record.

There are three options to select for converting student enrollment data. Note that when you convert enrollment data you must create enrollment request input transactions and engage the enrollment COBOL engine to actually post the enrollments. This is the only way that the statistics on the STDNT_CAR_TERM table are automatically calculated.

Options for converting enrollment data are:

1. Convert the data as normal student enrollment data.

   This is the recommended option. The course catalog and schedule of classes must be converted first, and you must have data for these as far back as you want to have enrollment data. The conversion program must create class association groups for the offerings when you convert the schedule of classes. In addition, a student career term must be present for every past term that you intend to convert. For each class section that you convert historically, you need an entry in the CLASS_TBL. This does not mean that you must convert all of the class sections, just the sections that are graded. Even for graded sections the amount of data needed is minimal. For example, you may choose not to convert meeting times and instructors for classes. You may want to have the conversion programs roll all enrollments for a course in a term into one section. For example, if English 101 had 51 sections in fall 1996, you could create a Section 1 for that term and convert all 51 sections into that Section 1.

2. Convert enrollment data as internal transfer credit or other credit.

   This option is necessary if you have only your course catalog but not your class schedule for as far back as you want to convert data. This method can make transcript printing a challenge, because past credits prior to conversion appear as transfer credit. Having split transcripts may also be an option, if issuing two transcripts for a student is acceptable—one from the old system for prior work and one from the new Campus Solutions system for all work after you bring the system up. In this case, you would still want to convert the enrollment data by summary transfer credit, so that the prior system's term academic statistics roll into Campus Solutions.

3. Use the Historical Course Enrollment page select (Manage Student Records, then select Manage Academic Records, then select Use, then select Historical Course Enrollment) and convert statistics in summary by using the transfer credit engine.

   If you cannot go through the effort to convert prior enrollment history, or the data is not available to you electronically to reconstruct prior course catalog and schedule of classes data, use the Historical Course Enrollment page. Create an SQR or other program to directly load enrollment data onto the Historical Course Enrollment page, and manually clean up this data. If you select this option, convert summary statistics by using the transfer credit COBOL process.