Setting Up Academic Item Registry Entries, Item Details, and Item Security

Effective Dates in AIR

The academic item elements (child academic items) of an academic item must have an effective date that is less than or equal to the item itself. For example, you set up 3 COURSE items with the following effective dates:

• Course 1: 01/01/1900

• Course 2: 01/01/2000

• Course 3: Today’s date

A STUDYPERIOD item with an effective date of 01/01/1900 can use only Course 1 as a child item.

A STUDYPERIOD item with an effective date of today’s date can use all three courses as child items.

Course Academic Items

You can create course academic items here in the AIR component. Alternatively, you can use the SSR_CRSE_AIR batch process in the Create Course Academic Item component to create academic items for multiple courses at the same time. You can then use the AIR component or the Course Academic Item (SSR_CRSECAT_AIR) component to add individual courses as needed.

SeeCreating Academic Items for Courses

Search Results

Image: Academic Item Registry Search Results example

The system returns a list of academic items matching the search criteria. The results grid can be used to retrieve a selected item in the Academic Item Registry component or to search for references for that item by other academic items.

Using the Find References Page

Use the Find References page to find out where a particular academic item ID is being used in the Academic Item Registry.

Image: Academic Item Registry Find References page

This example illustrates the fields and controls on the Academic Item Registry Find References page. You can find definitions for the fields and controls later on this page.

Accessing an Existing Item in the Academic Item Registry

Existing academic items in the AIR component are always retrieved using search results. When an item is retrieved, your page security determines the mode in which you access the component. For example if you have Update/Display access only, you cannot access historical rows. Once you are in the Academic Item Registry component, you can:

• Click OK to save changes and return to the Search component.

• Click Cancel to return to the Search component without saving changes.

• Click Apply to save changes and continue working with the same academic item in the Academic Item Registry component.

Adding a New Item to the Academic Item Registry

As described in the previous documentation, you add a new item by entering an Institution and Academic Item Type value and clicking Add New Item on the Search page. Once you are in the AIR component, the OK, Cancel, and Apply controls are available.

Report Template Mapping

The Report Template Mapping fields appear on the page only for Program item types.

The flexible nature of the Academic Item Registry requires that users have a way to define reports that can interpret and illustrate their user defined program structures. This is particularly important in the area of student results and outcomes, where user defined result types can allow an institution to hold and report student results (grades, scores, credits and so on) and statistics at any point in a program tree. For this reason, we have delivered a self-service component that can be populated with HTML via a Peoplesoft BI Publisher Report Definition. This feature allows users to create a Results page referencing their user defined program structures and result/statistics profile. The AIR Report Template Mapping feature allows users to map a specific BI Report to specific program. The same report can also be shared by different programs with the same program format and result profile.

Currently the Report Template Mapping feature is used solely to attach a user defined BI report definition to the student self-service results component. The steps for associating a report to the self-service results component are:

• In BI Publisher:

  • Create a data source/upload a sample data file.

  • Design and define a report definition.

• In AIR: Associate the report with the self-service Results component using Report Template Mapping.

A sample report has been delivered with Bundle 33.

See the following document on My Oracle Support Doc ID 1400723.1: Using BI Publisher and the XMLP Results Template to Display Students’ Results and Outcomes in Program Enrollment Self Service: Sample Template.

See PeopleTools: BI Publisher for PeopleSoft

Item Attributes

The Item Attributes area is available when a Common Attribute(s) has been associated with an academic item type entity. Associate item attributes and academic item types on the Common Attributes – Record Context page. See the following section “Using Item Attributes to Extend AIR Data Elements”.

Steps for Creating Common Attributes for AIR

To create common attributes for AIR:

1. Define the attribute using the Common Attribute component (Set Up SACR, Common Definitions, Common Attributes Setup, Common Attribute).

2. Attach that attribute to the Academic Item (SSR_AIR_HDR) and/or Child Element (SSR_AIR_ELEM) Record Contexts (Set Up SACR, Common Definitions, Common Attributes Setup, Record Context).

3. Associate the attribute with one or more Academic Item Entities, using the Entities Association field in the Record Context component. Entity Association controls usage in the AIR component. An attribute without an entity association can be used with any item type.

   Note: If you implemented Program Enrollment before Bundle 29 / Additional Features April 2013, you must run the processes listed here after you apply Bundle 29.

4. Item Type Matrix Sync Entities

   Navigate to the Item Type Matrix component (Set Up SACR, Product Related, Student Records, Program Enrollment, Item Type Matrix) and run the SSR_PE_SYNC process. The sync process ensures that the newly added attribute(s) are recognized as valid properties of the designated AIR Entities (or all AIR Entities if specific entities were not specified):

   • Click the Sync Entities button. This initiates the SSR_PE_SYNC process.

   • Check the Process Monitor to ensure that the process completes successfully.

     This process can be scheduled using the process scheduler.

5. Entity Property Sync

   Navigate to the Entity Property Sync page (SACR, System Administration, Entity, Entity Property Sync) and:

   • Click the Sync All Entities button.

   • Check the Process Monitor to ensure that the process completes successfully.

6. Wipe Entity Cache

   Remain on the Entity Property Sync page and:

   • After the Sync All Entity Properties process has completed successfully, click the Wipe Entity Cache button.

   • Check the Process Monitor to ensure that the process completes successfully.

See Identifying Child Item Types and Syncing Entities

See Defining a Common Attribute

See Associating a Common Attribute to a Record

See Setting Up Entity Registry

Defining Attributes for Academic Items and Child Elements

Note that because attributes each have their own specific Record Context, you must associate attributes that can be used at both levels under each context. For example if the Common Attribute ‘Course Level’ can be assigned to a COURSE academic item and then overridden at the child element level (that is, when the course is a child of another item) you must associate the Course Level attribute to the SSR_AID_HDR record context and the SSR_AIR_ELEM record context. Attributes can be copied from one Common Attribute Framework Record Context to another.

Academic Item Parameters

This grid is available if the Item Parameters check box is selected on the Attributes page in the Academic Item Type setup.

Enter parameter data by load and enrollment category, to be used in Self Service (planned for the future).

Parameters can be overridden at the child item level.

Academic Item Elements

This grid is available if the Child Academic Items check box is selected on the Attributes setup page for an academic item type.

Academic Item Elements establish the relationship between one academic item and one or more other academic items, where one or more items are connected as children of another item. Child elements typically represent all of the items that a student must complete in order to satisfy the requirements for a particular academic item. For example a Program of Study academic item might have a number of child elements that are Year or Stage academic items, and the student might need to successfully complete each of those stages in order to complete the program.

Elements Tab:

Use the Parentheses buttons to add or delete left or right parentheses. Parentheses are used to group items for AND/OR constructs. For example: (course 1 and course 2) or (course 3 and course 4).

Settings Tab:

Image: Item Details page: Settings tab

This example illustrates the fields and controls on the Item Details page: Settings tab. You can find definitions for the fields and controls later on this page.

In order to show all fields on this tab, the example Settings tab is for a different academic item – Study Period - than the one used in the example of the Elements tab – Stage of Program.

Minimum Units and Maximum Units values are displayed if the child academic item is a Course.

Attributes Tab:

Image: Item Details page: Attributes tab

This example illustrates the fields and controls on the Item Details page: Attributes tab.

Parameters Tab:

Image: Item Details page: Parameters tab

This example illustrates the fields and controls on the Item Details page: Parameters tab.

This tab is available only if the Item Parameters check box is selected on the Attributes page in the Academic Item Type setup.

To add to or override the data in the Academic Item Parameters grid, select Add to default parameters or Override default parameters and then click the Element Parameters link to access the Element Parameters page and update the data.

Viewing and Updating Parameters

Access the Element Parameters page (click the Element Parameters link on the Item Details page).

Image: Element Parameters page

This example illustrates the fields and controls on the Element Parameters page.

Use the Element Parameters page to view the parameters defined for this item. You can also override the parameters or make additions to them. This allows the overridden (or additional) values to be used for display purposes when an item is accessed in the context of its parent.

Grading Elements

Item Rules

The Item Rules section is available only if the academic item type (of the item) is associated with at least one rule type on the Rule Type Table page.

See Setting Up Rules for Program Enrollment

You can assign multiple rules to an academic item but each rule must be of a different rule type.

The rules that you assign here will be available for use in User Interfaces and batch processing.

Result Types

The Result Types grid is available only if the academic item type (of the item) is associated with at least one result type on the Result Type page.

See Setting Up Result Types

The result types assigned to an item are moved to APT when the item is added for a student.

See Creating and Managing APT Instances Using the Academic Progress Tracker Component

Security for AIR Entries

AIR items are secured using the existing User ID based Campus Solutions Academic Organization security. A user’s academic organization privileges (as defined under Academic Organization Security (SACR, Security, Secure Student Administration, User ID, Academic Org Security) determine whether a user has update or read only access to a particular academic item.

See Securing Academic Organizations

• Updating or viewing an existing academic item:

  When a user retrieves an AIR entry, the system compares the entries in the AIR security table (SSR_AIR_SCRTY) to the user’s academic organization security profile (SCRTY_TBL_ACAD). If the security option is Grant access to selected academic organizations and a matching academic organization row is found (or if Available to all academic organizations is selected), the user has update access to the item. If no match is found, the user has read only access to the component.

• Adding a child academic item:

  A user can select any academic item, however the same edit (as explained above) is performed to determine if the child item is accessible (once added to the grid) in update or read-only mode.

• Course Academic Items:

  When a user creates a new course item, the Grant access to selected academic organizations option is selected by default and not available for edit. If the user specifies a course offering, the system also displays the relevant academic organization. If the user does not specify a course offering, the system retrieves the academic organizations for all offerings of the course when the component is saved. Only users with access to the organizations listed on the Security page can maintain the course.

Course List Copy Function

For Course List academic items, in Add mode, the Copy AA Course List button is available in addition to the Copy from AIR button. If you select the Copy AA Course List option, only those rows in the AA course list that do not have a wild card indicator are copied. Click the button to access a look up page:

• AA Academic structure fields are available for searching, in addition to Course List.

• When an item is selected, all course list rows that do not have wild card indicator rows are copied over: that is any row from CLST_DETL_TBL where WILDCARD_ID = Y is excluded.