implementing xml transcript€¦ · routing transcript data..... 49 appendix a: document history...

Implementing XML Transcript

Georgia Enhanced Banner Student and Financial Aid Systems User Documentation

Version 7.12

Office of Information and Instructional Technology

June 2009

This page left blank to facilitate front/back printing.

Office of Information Table of Contents and Instructional Technology

Georgia Enhancements User Documentation 7.12 Implementing Postsecondary XML Transcript

Page iii June 2009

Table of Contents Introduction ................................................................................................................... 1

Description ..................................................................................................................................... 1 Target Audience ............................................................................................................................. 1 Purpose and Scope of Document ................................................................................................ 1 Graphics .......................................................................................................................................... 2 Support............................................................................................................................................ 2

Forms and Process Reference for Baseline Immunization ....................................... 3 Overview ......................................................................................................................................... 3

Baseline Immunization Process Flow ......................................................................... 4 Description of Immunization Processing Flow ........................................................................... 4 Timeframe ....................................................................................................................................... 4 Overview of Immunization Processing Flow ............................................................................... 4

Implementing Baseline Immunization ......................................................................... 5

Migrating Immunization Data .................................................................................. 5

Creating, Updating, and Maintaining Immunization Codes and Records ........... 6

Forms and Process Reference for Baseline XML Transcript .................................. 11 Overview ....................................................................................................................................... 11

XML Transcript Process Flow .................................................................................... 12 Description ................................................................................................................................... 12 Timeframe ..................................................................................................................................... 12 Overview of XML Transcript Flow .............................................................................................. 13

Implementing XML Transcript .................................................................................... 15

I. Adding Texas Server Information to Banner ................................................... 15

II. Building Export Rules and Translations .......................................................... 17

II. Building Export Rules and Translations .......................................................... 17 References .................................................................................................................................... 34

III. Building Import Rules ....................................................................................... 35

IV. Exporting XML Transcripts .............................................................................. 36 Parameters for SHRPESE ........................................................................................................... 37

V. Importing XML Transcripts .............................................................................. 44 Parameters for SHRPESI ............................................................................................................. 44

VI. Routing Transcript Data ................................................................................... 49

Appendix A: Document History ............................................................................... A-1

Implementing Postsecondary XML Transcript Office of Information Georgia Enhancements 7.12 and Instructional Technology


Page 1 June 2009

Implementing Baseline Immunization and the XML Transcript

Introduction Description As part of the GeorgiaBEST Model Implementation, OIIT has

decommissioned and discontinued support for the immunization forms ZTVIMMU, ZTVIMST, ZPAIMHD, and ZPAIMMU, and the transcript form ZHATPRT. The forms will remain available in a ‘query only’ capacity and the information contained in the associated tables will remain intact. The forms became obsolete in the Banner 7.x release.

Existing immunization data from the Immunization/Medical Information form (ZPAIMMU) was migrated to the General Medical Information form (GOAMEDI) with Georgia Enhancements 7.3. SunGard HE released new immunization forms in General 7.4 and plans to incorporate immunization data transmission as a baseline feature of the XML transcript in a future release. As a result, OIIT provided additional immunization migration scripts to move data from GOAMEDI to the Immunization Information form (GOAIMMU) and its associated validation forms. Migration of the immunization data and implementation of the baseline forms must be completed prior to implementing the XML transcript.

Target Audience The target audience for Immunization includes administrators, functional data entry staff responsible for creating and maintaining immunization codes and entering immunization information, and technical staff responsible for maintaining immunization tables.

The target audience for XML Transcript includes technical staff responsible for supporting electronic data transfers and PGP encryption and functional institutional transcript processing staff responsible for sending and receiving college transcripts.

Purpose and Scope of Document

This document explains how to implement baseline immunization and the XML transcript.

This chapter includes the following topics:

• Introduction • Forms and Process Reference for Baseline Immunization • Baseline Immunization Process Flow • Implementing Baseline Immunization

o Migrating Immunization Data

o Updating and Maintaining Immunization Data

• Forms and Process Reference for Baseline XML Transcript • XML Transcript Process Flow



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• Implementing XML Transcript o Adding Texas Server Information to Banner

o Building Export Rules and Translations

o Building Import Rules

o Exporting XML Transcripts

o Importing XML Transcripts

o Routing Transcript Data

This document must be used in conjunction with the SunGard HE Release Guide and User Guide.

Graphics Graphic cues used in this document assist with labeling of steps and items that are particularly important.

Steps for recovery or support.

For additional information, see references.

Exercise caution.

Warning: an error here is critical.

On target: steps completed successfully.

Support For additional OIIT resources and support, contact the OIIT HELPDESK:

Web http://www.usg.edu/customer_services (self-service ticket submission)

E-mail [email protected]

For urgent or production down situations, call the OIIT HELPDESK:

Local 706-583-2001

Toll free within Georgia

1-888-875-3697

mailto:[email protected]�



Page 3 June 2009

Forms and Process Reference for Baseline Immunization Overview Use the following forms and processes to create and update

immunization code information:

Descriptive Title Name

Immunization Information Form GOAIMMU

Immunization Code Validation Form

GTVIMMU

Immunization Status Code Validation Form

GTVIMST

Crosswalk Validation Form GTVSDAX

Immunization Requirements Creation Process

ZPRIMMU



Page 4 June 2009

Baseline Immunization Process Flow Description of Immunization Processing Flow

As part of the Transition of Immunization to Baseline and XML Transcript, OIIT has decommissioned and discontinued support for the Georgia Enhancements for Immunization processing. The Immunization Requirement Creation process (ZPRIMMU) has been modified to update the GORIMMU table (GOAIMMU form) based on requirements set up in the Crosswalk Validation table (GTVSDAX).

USG institutions will implement the use of the following Banner baseline forms and processes for immunization records:

• Immunization Code Validation Form (GTVIMMU)

• Immunization Status Code Validation Form (GTVIMST)

• Immunization Information Form (GOAIMMU)

• Crosswalk Validation Form (GTVSDAX)

Timeframe The Immunization setup and migration must be implemented prior to using the XML transcript.

Overview of Immunization Processing Flow

Complete the following steps to update the immunization records.

Migrating Immunization Data

Confirm migration of validation and immunization data

↓ Creating, Updating, and Maintaining Immunization Codes and Records

1. Create/update immunization codes GTVIMMU

2. Update existing immunization status codes GTVIMST

3. Enter requirements to be created GOAIMMU or ZPRIMMU

4. Create immunization requirements for new students

ZPRIMMU

5. Update existing immunization records GOAIMMU



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Implementing Baseline Immunization Migrating Immunization Data

Confirm Migration of Validation and Immunization Data

OIIT provided scripts to migrate validation and immunization data from the Georgia Enhancements forms to the Banner baseline forms. These scripts must be run by technical support staff prior to using the Immunization Information form (GOAIMMU).

Scripts provided in Georgia Enhancements 7.6 will move data in the following GOAMEDI tables/forms into the following GOAIMMU tables/forms.

NOTE: Scripts provided in Georgia Enhancements 7.3 moved immunization data from ZPAIMMU to GOAMEDI.

GOAMEDI Form GOAIMMU Form

STVMEDI table/Medical Code Validation Form (STVMEDI)

GTVIMMU table/Immunization Code Validation Form (GTVIMMU)

STVSPSR table/Disability Service Code Validation Form (STVSPSR)

GTVIMST table/Immunization Status Code Validation Form (GTVIMST)

SPRMEDI table/General Medical Information Form (GOAMEDI)

GORIMMU table/Immunization Information Form (GOAIMMU)

View each form to confirm that the data was migrated successfully.



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Creating, Updating, and Maintaining Immunization Codes and Records

1. Update Existing Immunization Codes (GTVIMMU)

The Immunization Code Validation form (GTVIMMU) is used to create and update immunization codes. The Immunization Information form (GOAIMMU) uses this form to validate the immunization codes.

Below is a list of current valid immunization codes.

Code Description

MCP Chicken Pox

MEA1 First Measles Shot

MEA2 Second Measles Shot

MENI Meningitis

MHPB Hepatitis B

MMR1 First Measles/Mumps/Rubella

MMR2 Second Measles/Mumps/Rubella

MRBL Rubella

MTD Tetanus/Diphtheria

MUMP Mumps

Reference

Refer to http://www.usg.edu/student_affairs/faq/immun/ for up-to-date USG immunization requirements.

http://www.usg.edu/student_affairs/faq/immun/�



Page 7 June 2009

2. Update Existing Immunization Status Codes (GTVIMST)

Use the Immunization Status Code Validation form (GTVIMST) to create and update immunization status codes. GOAIMMU uses this form to validate the immunization status codes.

Below is a list of current valid immunization status codes.

Code Description

E Established

M Permanent Medical Exemption

R Religious Exemption

T Temporary Medical Exemption

X Exempt from Immunization Requirement

Y Requirement Satisfied



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3. Enter Requirements to be Created (GOAIMMU or ZPRIMMU)

Immunization requirements may be created manually on GOAIMMU for individual students or by running the Immunization Requirement Creation process (ZPRIMMU) for a term, population selection, or single student. In order for ZPRIMMU to establish default immunization requirements on GOAIMMU for students who do not have immunization requirements established, rules must be set up on the Crosswalk Validation form (GTVSDAX) as follows:

• The Internal Code will be ‘IMMU’ to help the ZPRIMMU process recognize and identify all immunization codes on GTVSDAX.

• The Internal Group code will be ‘IMMUNIZATION.’

• The External Code is the immunization code as found on GTVIMMU (i.e. MEA1, MUMP, etc.).

• The Desc field is ‘Immunization code rule.’

All immunization codes set up on GTVSDAX will populate GOAIMMU when ZPRIMMU is run. In order to prohibit a requirement currently being created by ZPRIMMU, the corresponding record on GTVSDAX must be deleted.

4. Create Immunization Requirements for New Students

ZPRIMMU creates immunization requirements on GOAIMMU based on entries placed in GTVSDAX.

This process can be run for a selected term, student ID, or a population selection. The Term parameter is required and will be used only as a term header when running the process for Student ID or population selection. If the term code is entered and all other parameters are left null, all students registered for that term will be processed.



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Below is a sample ZPRIMMU .lis output file.



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5. Update Existing Immunization Records (GOAIMMU)

GOAIMMU allows you to view and update the immunization records of students, faculty, and staff.

To enter an immunization record into GOAIMMU, use the following format.

• The Immunization field will be used for the immunization code. This field validates from GTVIMMU.

• The Status field will be used for the immunization status codes. This field validates from GTVIMST.

• The Immunization Date field is used for the date that the immunization has been satisfied. This field should only be entered if the code in the Status field is a satisfaction status.

• The User ID field contains the ID of the person who created or last updated the record.

• The Activity Date field is the date the record was created or updated. This is a system-generated date.

• The Comment field is a free form text field that can be used for any user comments associated with an immunization record.



Page 11 June 2009

Forms and Process Reference for Baseline XML Transcript Overview Use the following forms and processes to setup, request and load XML

transcripts:

Descriptive Title Name

Academic History Control Form SHACTRL

Source/Background Access Form

SOASBGA

Term Code Validation Form STVTERM

Transcript Type Validation Form STVTPRT

Transcript Type Rules Form SHATPRT

Source/Background Institution Code Validation Form

STVSBGI

EDI Cross-Reference Rules Form

SOAXREF

EDI Document Status Validation Form

STVDSTS

Transcript Request Form SHARQTC

Transcript Request Options Web page

BWSKWTRR

PESC/XML Export Process SHRPESE

PESC/XML Import Process SHRPESI

Online Transcripts Activity List Form

ZHAEDIS



Page 12 June 2009

XML Transcript Process Flow Description As part of the Transition of Immunization to Baseline and XML

Transcript, OIIT has decommissioned and discontinued support for the Georgia Enhancements for USG Transcript processing.

USG institutions will implement the use of the following Banner baseline forms and processes for transcripts:

• Academic History Control Form (SHACTRL)

• Source/Background Access Form (SOASBGA)

• Term Code Validation Form (STVTERM)

• Transcript Type Validation Form (STVTPRT)

• Transcript Type Rules Form (SHATPRT)

• Source/Background Institution Code Validation Form (STVSBGI)

• EDI Cross-Reference Rules Form (SOAXREF)

• EDI Document Status Validation Form (STVDSTS)

• Transcript Request Form (SHARQTC)

• Transcript Request Options (BWSKWTRR)

• PESC/XML Export Process (SHRPESE)

• PESC/XML Import Process (SHRPESI)

Timeframe The XML transcript should be implemented after the implementation of baseline immunization. The institution must obtain an account with the Texas Server and set up PGP (Pretty Good Privacy). Technical support staff should refer to “Preparing for the XML Transcript” document for detailed registration and PGP setup information.



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Overview of XML Transcript Flow

Complete the following steps to implement and use the XML transcript.

I. Adding Texas Server Information to Banner

1. Add default FTP location information to the Academic History Control form

SHACTRL

2. Check default FTP location on Source/Background Access form

SOASBGA

↓ II. Building Export Rules and Translations

1. Confirm term type on Term Code Validation form

STVTERM

2. Create transcript type on Transcript Type Rules form

SHATPRT

3. Populate electronic field on Source/Background Institution Code Validation form

STVSBGI

4. Confirm or add cross-reference label STVXLBL

5. Translate Banner values to PESC standard codes

SOAXREF

↓ III. Building Import Rules

Create status rules on the EDI Document Status Validation form

STVDSTS

↓ IV. Exporting XML Transcripts

1. Enter a transcript request on the Transcript Request form

SHARQTC

2. ALTERNATIVE: Enter a transcript request on Self-Service

BWSKWTRR

3. Run the PESC/XML Export process SHRPESE

4. Check the SHRPESE output files

5. Confirm the electronic information SHARQTC

6. View the HTML or XML file



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↓ V. Importing XML Transcripts

1. Confirm receipt of transcript file

2. Run the PESC/XML Import process SHRPESI

3. Check the SHRPESI .lis and .log files

4. View the XML transcript ZHAEDIS

5. Verify and match the student ZHAEDIS

6. Mark VERF as complete ZHAEDIS

↓ VI. Routing Transcript Data

1. Locate student in list of complete verifications

ZHAEDIS

2. Route test scores to be loaded into SOATEST

ZHAEDIS

3. Route non-course requirements to be loaded into ZOAGARP

ZHAEDIS

4. Route course data to be loaded into transfer articulation

ZHAEDIS



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Implementing XML Transcript

I. Adding Texas Server Information to Banner

Overview To exchange XML transcripts, the USG will use the services of the University of Texas-Austin Internet EDI Server (Texas Server). A transcript exported from Institution A (sending institution) to Institution B (receiving institution) will go to the Texas Server for processing. At intervals determined by the receiving institution, Institution B will receive all transcripts containing their destination ID. Institution B will then import the transcripts into their production Banner database.

Technical Setup Required

To use the services of UT Austin for exchanging XML transcripts, each institution must register for an account on the Texas Server. Refer to the “Preparing for the XML Transcript” document for detailed registration and PGP setup information.

Be sure that the Texas Server host name in the Academic History Control form (SHACTRL) matches the host name used in pgp.properties.

Secure FTP may be used in addition to or in place of PGP encryption. Institutional technical staff may need to have direct communications via email with the UT Austin technical staff to configure your Texas server account to allow use of SFTP to send files to the Texas server.

1. Add Default FTP Location Information to the Academic History Control Form (SHACTRL)

Important: Only select or enter XML fields as indicated. Do not change any other settings on your institution’s SHACTRL (i.e., Process Campus GPA, Institution FICE Code, etc.).

Confirm that the Term Type field contains the appropriate information for your institution (i.e. semester).

The Default FTP Location to Send XML Transcript section of SHACTRL is designed to contain the location to which you are exporting XML transcripts (i.e., Texas Server). This information is only used for exporting. Do not enter your institution’s server address (for import use) in this field. The import location is only provided to the Texas Server during the registration, not entered into Banner.

Enter the Texas Server EDI server host name in the Host Name field on SHACTRL.

Enter your EDI server username and password in the Username and Password fields on SHACTRL. This information will be provided by UT Austin when your institution registers to use the server.

The Remote Directory field on SHACTRL should remain blank.



Page 16 June 2009

2. Check Default FTP Location on Source/Back-ground Access Form (SOASBGA)

The Source/Background Access form (SOASBGA) must be completed for your own institution and each institution with which your institution will exchange XML transcripts.

Enter the SBGI code of the receiving institution in the Source or Background Institution field on the SOASBGA. Perform a Next Block function.

Check the User Default Location box if you are using the UT Austin EDI server. No other fields need to be populated.

Helpful Hint

To determine if an institution is capable of receiving XML transcripts, refer to http://www.utexas.edu/student/giac/speede/server/parttbl.rp1. This site is maintained by the Texas Server.

http://www.utexas.edu/student/giac/speede/server/parttbl.rp1�



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II. Building Export Rules and Translations

Overview The export of XML transcripts requires the establishment of transcript types and the translation of Banner values to standard Postsecondary Electronic Standards Council (PESC) codes.

1. Confirm Term Type on Term Code Validation Form (STVTERM)

Confirm that the Term Type field on STVTERM is populated correctly for each term (quarter and semester). The term type is important to the transfer articulation processing. The term type code on STVTERM is transmitted in the XML file and loaded into the Term Type field on SHATRNS.

2. Create Transcript Type on Transcript Type Rules Form (SHATPRT)

You can modify an existing transcript type or create a specific transcript type for requesting XML transcripts.

If you create a new transcript type, enter a transcript type code and description on the Transcript Type Validation form (STVTPRT).

Six new options have been added to SHATPRT for the XML transcript. Four of these items are user-defined options (UDE).

• Test Scores – from SOATEST • Immunization Data – from GOAIMMU • College Transcript UDE – from SGASADD • Student UDE – from ZOAGARP (baseline SHRNCRS table) • Academic Record UDE – Regents’ GPA • Course UDE – not active



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On SHATPRT for the desired transcript type, check an item to include the information on the transcript. An unchecked box indicates that the item will not be included on the transcript.

If you allow XML transcripts to be requested via Self-Service, perform a Next Block function on SHATPRT and check Allow EDI Transcripts on the Web. Also ensure that the Web Request Indicator is selected on STVTPRT for the transcript type code.

Note: The new Test Scores, Immunization data, College Transcript UDE, Student UDE, and Academic Record UDE information will only appear on the XML transcript. This information does not appear on a regular transcript generated via the Academic Transcript Process (SHRTRTC).

Caution

At this time, the Course UDE option is not active.



Page 19 June 2009

3. Populate Electronic field on Source/ Background Institution Code Validation Form (STVSBGI)

For each high school (SOAHSCH) and college (SHATRNS) included in the student’s academic record, ensure that the FICE field on STVSBGI is populated for the specific SBGI code. This includes the SBGI record for the sending and receiving institutions.

Only place a P in the Electronic field for institutions that have a SOASBGA record. The P indicates that the institution is capable of sending and receiving electronic PESC/XML transcripts.

Enter the institution’s FICE (college) or CEEBACT (high school) code in the FICE field. If the institution does not have a FICE or CEEBACT code, use the appropriate code (IPEDS, OPEID, etc.).

Refer to the XML Postsecondary Transcript Implementation Guide at http://www.pesc.org/library/docs/standards/College%20Transcript/XMLCollegeTranscriptImplementationGuide05162008V%201.1.1.pdf

4. Confirm or Add Cross-Reference Label (STVXLBL)

for an explanation of the FICE, CEEBACT, and other standard institution codes.

Cross reference labels are only created if seed data is provided. Confirm the existence of cross reference labels on the EDI Verification Label Validation form (STVXLBL) and add labels as necessary.

Note: The cross reference label STVGMOD is not delivered and must be manually created. The cross reference label UDEATTR is generated with a cross-reference translation script that was delivered with the Georgia Enhancements 7.12 release.

Code Description

IMMZSTAT Immunization Status Codes

IMMZTYPE Immunization Type Codes

STVASTDD XML ASTD Delinquency Codes

STVASTDH XML ASTD Honor Codes

STVCLAS Class Codes

STVGMOD Grade Mode Validation Codes

STVHONR Honor Codes

STVLEVL Course and Student Level Codes

STVNATN EDI Nation Codes



Page 20 June 2009

STVSBGIC EDI College Codes

STVSBGIH EDI High School Codes

STVSTAT EDI State Codes

STVTEFR XML Test Form Codes

STVTESC Sub-Test Codes

STVTRMT Term Type Codes

STVTRMTC Term Type for Credit Units

UDEATTR STVATTS-Georgia Transcript UDE

UDENCRQ STVNCRQ Georgia Student UDE

UDENCST STVNCST Georgia Student UDE

5. Translate Banner Values to PESC Standard Codes (SOAXREF)

The accurate translation of institutional Banner values to the PESC standard codes is a very important process. This ensures that the appropriate information is exported and that the correct Banner value is used during the import process.

Translations must be entered on the EDI Cross-Reference Rules form (SOAXREF) for the Cross-Reference Labels. Important: The PESC standard values must be entered in the Electronic Value field exactly as they appear in this list. Do not change spelling, capitalization, or add spaces.

On SOAXREF, enter the XLBL code and perform a Next Block function. For many XLBLs, the Electronic Value and Description fields are populated with seed PESC standard codes and descriptions. If no standard PESC codes are available, no XLBL code or seed values will be delivered. You must build the XLBL code on the EDI Verification Label Validation form (STVXLBL). In a few cases, baseline scripts are available to populate seed values in SOAXREF. Refer to the standard code tables below for information. This information is also located in the Banner Student User Guide 7.3.

It is important that the Electronic Value field contain the exact spelling and spacing for PESC standard codes.

Enter the PESC standard code in the Electronic Value field. A PESC standard Electronic Qualifier may be required for some values.

Check the XML indicator. Only values with the XML indicator checked will be included on the XML transcript. Enter the equivalent Banner Value. In most cases, the description associated with the Banner value on the validation form will populate the Description field when the new value is entered.



Page 21 June 2009

Tip: If the Description field is pre-populated but you are entering a new Banner value, delete the description before entering the Banner value. The description should automatically populate the Description field.

Refer to the XML Postsecondary Transcript Implementation Guide at http://www.pesc.org/library/docs/standards/College%20Transcript/XMLCollegeTranscriptImplementationGuide05162008V%201.1.1.pdf

for a complete list of standard codes.

If two Banner values are being translated to a single PESC code and a standard PESC qualifier is not provided, use numeric qualifiers such as “0001” and “0002”.

Note: During import processing, only the Banner value with the lowest qualifier (i.e. 0001) will be loaded into the database. Carefully select which value receives the lowest qualifier.

Below are PESC standard codes or USG required codes for use with each cross reference label. This information and the specific XML transcript element that utilizes these codes are also located in the Banner Student 7.3 User Guide. Refer to the Banner Student 7.3 Release Guide for a complete listing of seed values.



Page 22 June 2009

IMMZSTAT – Immunization Status Codes The XREF label IMMZSTAT is used to cross-walk the immunization requirement status codes defined in the Immunization Status Validation form (GTVIMST) to the standard codes for immunization status. Standard Electronic Values are delivered. A list of values is not accessible from the Banner Value field.

Electronic Qualifier

Electronic Value

Banner Value

Description

1 Y First Inoculation

2 Second Inoculation

3 Third Inoculation

4 Fourth Inoculation

5 Fifth Inoculation

6 Sixth Inoculation

7 Seventh Inoculation

8 Eighth Inoculation

9 Ninth Inoculation

0001 10 M Medical Exemption

0002 10 T Temporary Medical Exemption

11 X Personal Exemption

12 R Religious Exemption

13 Had the Disease

14 E Hasn’t had the Disease

IMMZTYPE – XML ASTD Delinquency Codes The XREF label IMMZTYPE is used to cross-walk the immunization codes defined in the Immunization Code Validation form (GTVIMMU) to the American Medical Association (AMA) codes for vaccine. Standard Electronic Values are delivered. A list of values is not accessible from the Banner Value field.


Electronic Value

Banner Value

Description

90704 MUMP Mumps

0001 90705 MEA1 First Measles Shot

0002 90705 MEA2 Second Measles Shot

90706 MRBL Rubella

0001 90707 MMR1 First Measles/Mumps/Rubella



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0002 90707 MMR2 Second Measles/Mumps/Rubella

90716 MCP Varicella/Chicken Pox

90718 MTD Tetanus/Diphtheria

90728 BCG Tuberculosis

90734 MENI Meningitis

90744 MHPB Hepatitis B

STVASTDD – XML ASTD Delinquency Codes The XREF label STVASTDD is used to cross-walk the delinquency codes defined in the Academic Standing Validation form (STVASTD) to the PESC standard codes for Delinquency. Standard Electronic Values are delivered. A list of values is not accessible from the Banner Value field.

PESC Standard Value Description

GoodStanding Student was in good standing

Other Other

ProbationDiscipline Disciplinary probation

ProbationGPA Academic probation low GPA

ProbationHours Academic probation (deficiency in credit hours)

SuspensionDiscipline Disciplinary suspension

SuspensionGPA Academic suspension (because of low GPA)

SuspensionHours Academic suspension (deficiency in credit hours)

Unknown Unknown

STVASTDH – XML ASTD Honor Codes The honor codes (i.e., President’s List, Dean’s List, etc.) defined in the Academic Standing Validation form (STVASTD) are translated to the PESC standard codes for Honors using the STVASTDH XREF label. Standard Electronic Values are delivered.


FirstHighest A code value representing 1st highest honor

SecondHighest A code value representing 2nd highest honor

ThirdHighest A code value representing 3rd highest honor



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STVCLAS – Class Codes The STVCLAS label enables the user to translate the institutional class codes to the PESC standard codes for student classification. Standard Electronic Values are delivered.


CollegeFifthYear CollegeFifthYear

CollegeFirstYear First-year, never attended college before

CollegeFirstYearAttendedBefore

First-year, attended college before

CollegeJunior CollegeJunior

CollegeSenior CollegeSenior

CollegeSophomore CollegeSophomore

Doctoral Doctoral

EighthGrade EighthGrade

EleventhGrade EleventhGrade

FifthGrade FifthGrade

FirstGrade FirstGrade

FourthGrade FourthGrade

GraduateBeyondThirdYear GraduateBeyondThirdYear

GraduateFirstYear GraduateFirstYear

GraduateNonDegree GraduateNonDegree

GraduateSecondYear GraduateSecondYear

GraduateThirdYear GraduateThirdYear

Infant Infant

Kindergarten Kindergarten

Masters Masters

MastersQualifying MastersQualifying

NinthGrade NinthGrade

NonDegree Non-Degree or Transient Student

PostBaccalaureate PostBaccalaureate

Postdoctoral Postdoctoral

PreKindergarten PreKindergarten

Professional Professional

ProfessionalBeyondThirdYear ProfessionalBeyondThirdYear

ProfessionalFirstYear ProfessionalFirstYear



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ProfessionalSecondYear ProfessionalSecondYear

ProfessionalThirdYear ProfessionalThirdYear

SecondGrade SecondGrade

SeventhGrade SeventhGrade

SixthGrade SixthGrade

TenthGrade TenthGrade

ThirdGrade ThirdGrade

TwelfthGrade TwelfthGrade

STVGMOD – Grade Mode Validation Codes The grade modes are translated using the STVGMOD XREF label. The Cross-Reference Label “STVGMOD” is not delivered on STVXLBL. Standard Electronic Values are not delivered.

Due to the large volume of standard codes for this item, the table below contains preferred translations for common USG grade mode codes. Refer to Appendix E – CourseAcademicGradeScaleCode in the XML Postsecondary Transcript Implementation Guide for a complete list of standard codes.


Electronic Value

Banner Value

Description

25 N Normal

501 S Satisfactory

502 U Unsatisfactory

504 T Transfer

511 A Audit

0001 517 6 Learning Support – English

0002 517 7 Learning Support – Math

0003 517 8 Learning Support – Reading

0004 517 B Regents’ Test – Read/Write

0005 517 R Regents’ Test – Reading

0006 517 W Regents’ Test - Writing



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STVHONR – Honor Codes The STVHONR label is used to cross-walk the institutional honors codes. Standard Electronic Values are delivered.


FirstHighest A code value representing 1st highest honor

SecondHighest A code value representing 2nd highest honor

ThirdHighest A code value representing 3rd highest honor

STVLEVL – Course and Student Level Codes The institutional level codes for courses and students are translated using XREF label STVLEVL. Standard Electronic Values are delivered.


Undergraduate Undergraduate

LowerDivision Lower division credit (associated with first/second year)

UpperDivision Higher or upper division credit (assoc w/3rd or 4th year)

Vocational Vocational/technical credit

TechnicalPreparatory Tech Prep credit

Graduate Graduate level credit

Professional Professional

Dual Dual level (appl to bach or grad degr or both)

GraduateProfessional Dual level(grad and professional- may be applicable to both)

STVNATN – EDI Nation Codes The STVNATN label is used to cross-walk nation codes. The EDI Equivalent field in Nation Code Validation form must contain a value. The Banner Values field validates against STVNATN.

The baseline script xrefnatn.sql is used to populate the STVNATN label rows with values from the Nation Code Validation Form.

STVSBGIC – EDI College Codes The college/university codes are cross-walked using this label. Valid values for the Electronic Qualifier are defined in the XML Post



Page 27 June 2009

Secondary Transcript Implementation Guide. The Electronic indicator must be marked in the Source/Background Institution Code Validation Form.

The baseline scripts xrefcoll.sql and xrefcol2.sql populate the STVSBGIC label rows with values from the Source/Background Institution Code Validation Form.

The appropriate Electronic Qualifier must be used. Currently, the PESC standard codes are OPEID, NCHELPID, IPEDS, ATP, FICE, ACT, CCD, CEEBACT, CSIS, USIS, ESIS, or DUNS. Refer to http://www.pesc.org/library/docs/standards/College%20Transcript/XMLCollegeTranscriptImplementationGuide05162008V%201.1.1.pdf

Below is an example of STVSBGIC translations. Notice that in the case of the USG-specific code ‘999902’, the Electronic Value and Banner Value match. PESC does not provide a standard code, therefore, the Banner Value is translated to itself. Even though ‘999902’ is not a FICE code, the XML transcript requires that a valid Electronic Qualifier be included.

for detailed explanations of each.


Electronic Value

Banner Value

Description

FICE 004003 6130 Central Texas College

FICE 012270 1191 Edison State Community

FICE 012308 012308 Comm Coll of the Air Force

FICE 999902 999902 CLEP

STVSBGIH – EDI High School Codes This XREF label is used to cross-walk high school codes to valid PESC standards. There are also values defined in the XML Post Secondary Transcript Implementation Guide for the Electronic Qualifier. The Electronic indicator must be marked in the Source/Background Institution Code Validation Form. Standard Electronic Values are delivered.

The baseline scripts xrefhsch.sql and xrefhsc2.sql are used to populate the STVSBGIH label rows with values from the Source/Background Institution Code Validation Form.

The appropriate Electronic Qualifier must be used. Currently, the PESC standard codes are OPEID, NCHELPID, IPEDS, ATP, FICE, ACT, CCD, CEEBACT, CSIS, USIS, ESIS, or DUNS. Refer to http://www.pesc.org/library/docs/standards/College%20Transcript/XMLCollegeTranscriptImplementationGuide05162008V%201.1.1.pdf for detailed explanations of each.



Page 28 June 2009

Below is an example of STVSBGIH translations.


Electronic Value

Banner Value

Description

CEEBACT 112038 112038 Eagles Landing High School

CEEBACT 230990 230990 Northern High School

STVSTAT – EDI State Codes The STVSTAT label is used to cross-walk state codes used by the institution. Standard Electronic Values are delivered.

The baseline script xrefstat.sql is used to populate the STVSTAT label rows with values from the State/Province Code Validation Form.

STVTEFR – XML Test Form Codes This label is used to cross-walk the test format defined by the institution with the PESC standard test form codes. Standard Electronic Values are delivered.


Adjective Adjective Classification or Locally Defined

Equated Equated Score (pre-test and post-test)

Graded Grade Equivalent or Grade Level Indicator

Local Locally Defined

Mastery Mastery Score

NormalCurve Normal Curve Equivalent

Percent Percent of Items Correct

Percentile Percentile

Raw Raw Score

Scaled Scaled Score

Standard Standard Score

Stanine Stanine

STVTESC – Sub-Test Codes The XREF label STVTESC is used to translate the test codes to PESC standards for the purposes of XML transcript processing. Standard Electronic Values are delivered.



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Due to the large volume of standard codes for this item, the table below contains a selection of common translations for common test codes. Refer to Appendix D – SubtestCode and SubtestName in the XML Postsecondary Transcript Implementation Guide for a complete list of standard codes.


Electronic Value

Banner Value

Description

801 00001 A01 English

801 00002 English: Usage/Mechanics

801 00003 English: Rhetorical Skills

801 00004 A02 Mathematics

801 00005 Mathematics: Preliminary and Elementary Algebra

801 00006 Mathematics: Intermediate Algebra and Geometry

801 00007 Mathematics: Plane Geometry and Trigonometry

801 00008 A03 Reading

801 00009 Reading: Social Studies and Science

801 00010 Reading: Arts and Literature

801 00011 A04 Science Reasoning

801 00012 A05 Composite

803 00001 S01 Verbal

803 00002 S03 Reading Comprehension

803 00003 S04 Vocabulary

803 00004 S02 Mathematical

803 00005 Total

803 00006 S05 Test of Standard Written English (TSWE)

STVTRMT – Term Type Codes The term types are cross-walked using the STVTRMT label. These codes are translated to the PESC standards for term type. Standard Electronic Values are delivered.


Continuous Continuous

DiffersByProgram DiffersByProgram

FallSession FallSession



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FourOneFourPlan Four-month sem., month of special activity, four-month sem.

FullYear Based on the total number of days in a school year.

Intersession For year round schools, the days of optional attendance

LongSession Longer than sem, qrter, or trimester,shorter than full year

MiniTerm A session whose length is less than the regular session;

Other Other

Quarter 10 to 14 weeks in length; normally four quarter sessions

Quinmester 8 to 10 weeks in length; normally five quinmester sessions

Semester 15 to 17 weeks in length; usually two semesters

SummerSession A session or sessions conducted after last regular session

Trimester 13 to 15 weeks in length; normally three trimesters

TwelveMonth TwelveMonth

STVTRMTC – Term Type for Credit Units The XREF label term type credit units is STVTRMTC. It is used to define institutional codes to PESC standard codes. The Banner Values field validates against STVTRMT. Standard Electronic Values are delivered.


NoCredit NoCredit

Quarter Quarter

Semester Semester

Units Units

ClockHours ClockHours

CarnegieUnits CarnegieUnits

ContinuingEducationUnits ContinuingEducationUnits

Unreported Unreported

Other Other



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UDEATTR – STVATTS Georgia Transcript UDE This label is used to translate the Student Attributes from the Additional Student Information form (SGASADD). The primary reason for this modification will be the transmission of GTP attributes. A cross-reference translation script was delivered with the Georgia Enhancements 7.12 release to load default GTP student attribute values in the EDI Cross-Reference Rules form (SOAXREF) for Cross-Reference Label UDEATTR. The Banner Value field must be entered manually. Any additional student attributes that are exchanged must also be manually added to SOAXREF. For those that will not be exchanged, a translation to NONE should be added. If other student attributes beyond the standard GTP attributes are exported, the receiving institution will have to translate the sending attribute to an existing Banner code. The following values were delivered with the SOAXREF script:

Electronic Value Banner Value Description SP07 Spring 2007

ST07 Spring 2007

SU07 Summer 2007

UT07 Summer 2007

FA07 Fall 2007

FT07 Fall 2007

SP08 Spring 2008

ST08 Spring 2008

SU08 Summer 2008

UT08 Summer 2008

FA08 Fall 2008

FT08 Fall 2008

SP09 Spring 2009

ST09 Spring 2009

SU09 Summer 2009

UT09 Summer 2009

FA09 Fall 2009

FT09 Fall 2009

SP10 Spring 2010

ST10 Spring 2010



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SU10 Summer 2010

UT10 Summer 2010

FA10 Fall 2010

FT10 Fall 2010

UDENCRQ – STVNCRQ Georgia Student UDE This label is used to translate the Georgia non-course requirements. Use USG system required values in the Electronic Value field. The Banner Value field is not validated and the descriptions must be entered manually.

USG Standard Value Description

COME Compass – English

COMM Compass – Math

COMR Compass – Reading

CPCE CPC - English

CPCF CPC – Foreign Language

CPCM CPC – Mathematics

CPCN CPC – Natural Science

CPCS CPC – Social Science

CPCT CPC Total Completions

CPEE CPE – English Requirement

CPEM CPE – Mathematics Requirement

CPER CPE – Reading Requirement

LCNG Legislative – Constitution Georgia

LCNU Legislative – Constitution United States

LHSG Legislative – History Georgia

LHSU Legislative – History United States

LSUE Learning Support – English

LSUM Learning Support – Mathematics

LSUR Learning Support – Reading

RTPR Regents’ Reading Requirement

RTPW Regents’ Writing Requirement



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UDENCST – STVNCST Georgia Student UDE The UDENCST label is used to translate the Georgia non-course requirement status codes. Use USG system required values in the Electronic Value field. The Banner Value field is not validated and the descriptions must be entered manually.

USG Standard Value Description

AP Approved

DI Learning Support Dismissal – Institutional

DS Learning Support Dismissal – System

IS Satisfied – Institutional

P Pending

RC Received but not Approved

RG Registered for Course

RI Required – Institutional

RQ Required

RS Required – System

RT Registered for Test

SA Satisfied AP

SB Satisfied IB

SC Satisfied at Prior College

SD Satisfied SAT/ACT and ENGL 1101

SE Satisfied SAT II English Writing

SF Satisfied

SH Satisfied in High School

SI Satisfied – International Student

SL Satisfied Locally

SN Not Applicable

SP Satisfied – Special Procedure

SS Satisfied – System

ST Satisfied at Another College

SV Satisfied Verbal/Reading

SX Satisfied by Examination

UN Unsatisfactory – Placed in Learning Support

WD Satisfied – Baccalaureate



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WE Exempt

WM Satisfied – Mother Tongue

Additional Cross Reference Labels are automatically populated for use by the import process. No manual translations are required for the following XLBL codes.

XLBL Code Description

ASESSLVL XML Import StudentLevelCode

CRDBASIS XML CourseCreditBasis to EDI

CRDUNIT XML CourseCreditUnits to EDI

CRSOVERR XML CourseOverride School

CRSRPEAT XML CourseRepeatCode to EDI

HEADXPRP XML DocumentType to XPRP

HEADXRSN XML Transmission Type to XRSN

SUMACTYP XML AcademicSummaryLevel+>CTYP

References

For information on the Postsecondary Electronic Standards Council and documentation regarding standard XML transcripts, refer to http://www.pesc.org/interior.php?page_id=164. The XML Postsecondary Transcript Implementation Guide on this Web site provides a list of PESC codes and other information necessary to the implementation process.

For information specific to the Banner XML transcript, refer to the baseline release guides and user guides for Student 7.3, 7.3.1, and 7.3.2.



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III. Building Import Rules

Overview The import of XML transcripts requires the establishment of baseline EDI document status codes. The document status codes are used on the Online Transcripts Activity List (ZHAEDIS) during verification and routing of the XML transcript.

1. Create Status Rules on the EDI Document Status Validation Form (STVDSTS)

Below are the recommended status codes, descriptions, priorities, and settings. Only VERF is a required value.

Status Code

Description Priority Column Settings

VERF (This is a required value.)

Verify Person 1 All columns = N

TRAN Transfer Articulation

50 TA column = Y All other columns = N

TEST Test Scores 70 Tests column = Y All other columns = N

NCRS Non-Course Requirements

75 Student UDE column = Y All other columns = N

IMMU Immunization (GOAIMMU)

80 Immunization = Y All other columns = N

ATTR Student Attributes 85 Main UDE column = Y All other columns = N

ARCH Archive 99 Archive Status Indicator = Y All other columns = N

The priority code for VERF must be 1. The priority numbers for TRAN, TEST, and NCRS are only recommendations. If you already have status codes using those priorities, select different numbers.

Entering Y in the columns indicates that the data will be loaded.



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IV. Exporting XML Transcripts

Overview An official academic transcript is requested using an XML-enabled transcript type. Transcripts may be requested using SHARQTC or Self-Service. The export process sends the transcript to the Texas Server for processing. This process can be run for a single transcript request or a batch of requests.

Helpful Hint

To determine if an institution is capable of receiving XML transcripts, refer to http://www.utexas.edu/student/giac/speede/server/parttbl.rp1. This site is maintained by the Texas Server.

1. Enter a Transcript Request on the Transcript Request Form (SHARQTC)

Tip: Confirm that the high school and college codes associated with the student’s record are translated on SOAXREF (cross reference labels STVSBGIH and STVSBGIC) before the transcript is requested. This will reduce the risk of receiving errors during the export process.

Enter a transcript request on SHARQTC.

Use an XML-enabled transcript type code.

Be sure to check the Official indicator.

Enter the External Institution Code of the destination institution. The Issued and Address fields will be populated with the destination institution’s information.

Save the request. The letter P will populate the Electronic Information Type field. (You can manually remove or add the P to disable or enable the electronic transmission for a specific transcript request.)

http://www.utexas.edu/student/giac/speede/server/parttbl.rp1�



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2. ALTERNATIVE: Enter a Transcript Request on Self-Service

A student may request a transcript using Self-Service Banner (Transcript Request Options BWSKWTRR). When a request is entered for an External College Code that is XML enabled, a P will populate the Electronic Information Type field on SHARQTC for the request.

Refer to Banner Student Self-Service 7.3 release guide and user guide for details.

3. Run the PESC/ XML Export Process (SHRPESE)

Run the PESC/XML Export Process (SHRPESE) to send the transcript to the Texas Server for processing.

Enter “database” or a printer in the Printer field on Process Submission Controls form (GJAPCTL).

Parameters for SHRPESE

No. Name Req? Description/Instructions Default Values

01 Transcript Population File?

Yes Enter (Y) if transcript(s) population was previously selected via SHRTPOP.

N

02 ID and Sequence as XXXXXXXXX00

No ID in first 9 chars., seq in 10-11; % or return for all ID and sequences.

%

03 Transcript Type Yes Select by transcript type. %

04 Address Selection Date

No Date used to select appropriate address. Format is DD-MON-YYYY.

SYSDATE

05 Address Priority and Type

Yes Address Priority followed by type (i.e. 1MA for 1st priority mailing).

06 Campus Selection Indicator

No Y denotes campus selection will take place.

N

07 Campus Selected No If campus selection requested, this is the campus to be processed.

08 GPA Format No Should GPA’s be (R)ounded or (T)runcated for PESC/XML.

R

09 Run in Sleep/Wake Mode

Yes (Y,N) N

10 Sleep/Wake Interval Yes In seconds, typical value is 60. 60

11 XML Document Process Code

Yes TEST or PRODUCTION TEST

12 Self Reported Test Source

Yes Enter STVTSRC values that indicate self-reported test scores.

STDN

13 Domestic Address Nation Code

Yes Enter STVNATN values that are domestic addresses.

US

14 Email Type Hierarchy Yes Enter e-mail types to use if no preferred email (e.g. 1CAMP).



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4. Check the SHRPESE Output Files

Be sure to check the SHRPESE output. In addition to the .lis and .log files, XML, PGP, and HTML files should be created.

The .xml file is the actual student transcript in XML format. You may need assistance from your institution’s technical support to view this file.

The .pgp file is the encryption file and will not be readable.

The .html file is the printable version of the student’s XML transcript. With the Modification to Student 7.4 release in May 2008, the .html was modified to include all UDE information: non-course requirements (ZOAGARP information), Regents’ GPA, and student attributes.

View the .lis file to confirm the successful transmission of the transcript.

The most common errors encountered during export are related to missing translations on SOAXREF. Any errors appear one at a time per transcript request. The error will remain in the .lis file until it is resolved.

The export process may encounter errors or not process successfully in the following situations:

• Receiving institution does not have an entry on SOASBGA

• Incorrect transcript type entered in Parameter 03

• Invalid transcript request (i.e., already processed, contained errors)

• Encryption errors

• Incorrect or missing cross-references on SOAXREF

Important: If any errors occur, the XML file will not be transmitted. When the errors are corrected, a new transcript request must be submitted on SHARQTC before rerunning SHRPESE.



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Page 40 June 2009

5. Confirm the Electronic Information (SHARQTC)

After running the PESC/XML Export Process (SHRPESE), the Electronic Information fields will be populated on SHARQTC.

If the transcript was exported successfully, all of the Electronic Information fields will be populated and the status message will indicate that the transcript was exported.

If the transcript was not exported successfully, the Date Sent field will not be populated and the status message will indicate that the export encountered errors.

6. View the HTML or XML File

View the HTML or XML files to ensure that all of the appropriate information is listed. To view the XML file, you may need assistance from your institution’s technical support personnel. It is not necessary to view the HTML or XML file before transmission, but may be helpful during testing and if export errors are encountered.



Page 41 June 2009

Portion of sample HTML file



Page 42 June 2009



Page 43 June 2009

Portion of sample XML file



Page 44 June 2009

V. Importing XML Transcripts

Overview The Texas Server will send an e-mail notification to the receiving institution when transcripts are available for import.

1. Confirm Receipt of Transcript File

Depending upon your institutional decision regarding the location of files received from the Texas Server, you may need to confirm that the file is in the appropriate database directory for importing into Banner. If the Texas Server delivers to a machine/database other than your Banner database, you will need to move the file. Contact your technical support staff for instructions specific to your situation.

Important: Do not place the import files in the same directory as the export files. It is recommended that import files be placed in a separate directory.

2. Run the PESC/ XML Import Process (SHRPESI)

Run the PESC/XML Import Process (SHRPESI) to load the transcript into Banner for processing.

Enter ’database’, ‘noprint’ or a printer in the Printer field on Process Submission Controls form (GJAPCTL).

Enter the directory location (i.e. /tmp/fntransa) of the imported xml files in Parameter 03

Parameters for SHRPESI

No. Name Req? Description/Instructions Default Values

01 Run in Sleep/Wake Mode

Yes (Y,N) N

02 Sleep/Wake Interval Yes In seconds, typical value is 60. 60

03 XML File Directory No Absolute directory name of XML files. $DATA_HOME used if no parameter entered.



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3. Check the SHRPESI .lis and .log Files

View the .lis file to confirm the successful transmission of the transcript.

The import process may encounter errors or not process successfully in the following situations:

• Sending institution does not have an entry on SOASBGA

• Decryption errors

• Incorrect or missing cross-references on SOAXREF Important: If any errors occur, the XML file will not be loaded. Errors will remain in the .lis file until they are corrected. When the errors are corrected, run SHRPESI again.

In the import directory, “.old” is automatically appended to any .xml files that are successfully loaded. You must manually remove the “.old” if you need to re-import a previously loaded .xml file. Contact your technical support staff for instructions specific to your situation.



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4. View the XML Transcript

Select View Transcript from the Options menu on ZHAEDIS to view the student’s XML transcript.

Note: If the transcript exceeds 32,000 characters, the viewable content will be truncated.



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5. Verify and Match the Student on the Online Transcripts Activity List (ZHAEDIS)

Enter VERF in the Status field on ZHAEDIS and P in the Pending/Complete field. Perform a Next Block function to view a list of students available for matching. One row exists for each transcript imported.

With the cursor on the student record to be matched, perform a Next Block function. The Common Matching Entry window (GOAMTCH) displays the student ID in the KeyBlock. Select a Matching Source and perform and Next Block Function. Note: Baseline Common Matching rules must be established.

Perform a Next Block function and the information of the student to be matched appears in the top half of the form.

Perform a Next Block function to perform a search. Follow the baseline Common Matching functionality to match the imported student record.

If no matching person record is found, follow your institutional business process. You may choose to create a person record and continue processing or process this file at a later time.

When a record is matched, it cannot be reversed. Return to the main activity list and the asterisk will be removed from the student’s row.



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6. Mark VERF as Complete

From the main ZHAEDIS window, select Route Transcript from the Options menu.

Change the P in the Pending Indicator field for VERF to C. The Complete Date field will automatically populate with the SYSDATE.

Save the record.



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VI. Routing Transcript Data

Overview After matching the person record, you can route specific data to be loaded for test scores, immunizations, and non-course requirements. The student course data can be routed to transfer articulation.

1. Locate Student in List of Complete Verifications (ZHAEDIS)

Enter VERF in the Status field on ZHAEDIS and C in the Pending/Complete field. Perform a Next Block function to view a list of students available for routing.

With the cursor on the transcript to be routed, select Route Transcript from the Options menu.

2. Route Test Scores to be Loaded into SOATEST

Insert a row. Enter P in the Pending Indicator field and select the Code designated for loading test scores into the Test Score Information form (SOATEST).

Save the record. A popup message displays the number of records loaded into SOATEST or indicates that no test scores were loaded.

View the test scores on SOATEST. The Test, Description, Score, and Taken fields are populated.

On ZHAEDIS, change the P in the Pending Indicator field for TEST to C. The Complete Date field will automatically populate with the SYSDATE.

Save the record.



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3. Route Non-Course Requirements to be Loaded into ZOAGARP

Insert a row. Enter P in the Pending Indicator field and select the Code designated for loading non-course requirements into the Georgia Requirements form (ZOAGARP). The data are stored in the baseline shrncrs table.

Save the record. A popup message indicates the number of records loaded into ZOAGARP.

View the non-course requirements on ZOAGARP. The NCRQ, Description, Status, Date, and Satisfaction fields are populated.

On ZHAEDIS, change the P in the Pending Indicator field for NCRS to C. The Complete Date field will automatically populate with the SYSDATE.

Save the record.



Page 51 June 2009

4. Route Immunization Information to be Loaded into GOAIMMU

5. Route Student Attribute Information to be Loaded into SGASADD

Insert a row. Enter P in the Pending Indicator field and select the Code designated for loading Immunization information into the Immunization Information form (GOAIMMU).

Save the record. A popup message indicates the number of records loaded into ZOAGARP.

View the immunization information on GOAIMMU. The Immunization, Status, User ID and Activity Date fields are populated.

Insert a row. Enter P in the Pending Indicator field and select the Code designated for loading Student Attribute information into the Additional Student Information form (SGASADD).

Save the record. If the student does not have a General Student record (SGASTDN), a popup message appears indicating that No SGASTDN record exists. Click OK, record remove the student attribute code and save.



Page 52 June 2009

After the student is admitted and a SGASTDN record is created, return to ZHAEDIS. Insert a row. Enter P in the Pending Indicator field and select the Code designated for loading student attributes into the SGASADD. Save the record. A popup message appears indicating the number of records loaded into SGASADD.

With the release of the Modifications to Banner Baseline Student 7.4 on June 15, 2009, error checking for student attributes will occur on ZHAEDIS during the routing process. Error messages appear as a pop-up window. Most errors are related to SOAXREF translations for cross reference label UDEATTR and must be corrected before student attrbutes will be successfully loaded into SGASADD.

The student attributes can be viewed on SGASADD with the From Term, To Term, Attribute Code and Description being populated. All attributes from the imported transcript will be loaded into the most recent term from SGASTDN. NOTE: Due to the business process for coding transfer GTP attributes, the receiving institution should review the incoming attributes to ensure they are correct for the student’s transfer status.



Page 53 June 2009

6. Route Course Data to be Loaded into Transfer Articulation

Return to ZHAEDIS; change the P in the Pending Indicator field for attribute code to C. The Complete Date field will automatically populate with the SYSDATE. Save the record.

Insert a row. Enter P in the Pending Indicator field and select the Code designated for loading course data into the Transfer Course Information form (SHATRNS) and the Transfer Articulation Evaluation form (SHATAEQ).

Important: If the student has more than one transcript available for loading, ensure that only one has a Pending Transfer Articulation row.

Save the record. If Transfer History already exists for this student and SBGI code combination, a pop-up message will appear as a warning.

The warning gives staff the opportunity to replace existing transfer history with the new XML transcript or cancel the import of the new XML transcript in order to view or print the existing data.



Page 54 June 2009

If no transfer history exists for the specific student and institution combination, no warning is provided and the user can proceed with the transcript load.

Once the decision is made to route the transcript data, go to SHATAEQ and enter the student ID and Institution ID. Perform a Next Block function.

An EDI Transcript Load Decision Window appears. Select the indicators for Use EDI Version and Create Multiple Attendance Periods. Select Load Transcript.



Page 55 June 2009

A warning box appears, indicating that data will be loaded into multiple attendance periods. Select OK.

Course data will load into the Transfer portion of SHATAEQ.

Multiple attendance period information will be loaded into SHATRNS.

Loading the transfer course data into SHATRNS and SHATAEQ triggers the Pending Indicator for TRAN to change from P to C on ZHAEDIS. The Complete Date field will automatically populate with the SYSDATE.



Page 56 June 2009

Transfer articulation can now be performed on SHATAEQ.

Warning regarding

Overwrite of Previously

Articulated Courses

If a student already has articulated transfer information on SHATAEQ, the XML transcript load overwrites the existing articulated information if the continue button is utilized in the warning box.

Note: Any course substitutions are lost when new data is loaded. Manually updated attributes remain on SHATRTA if the new transfer course is matched to the identical institutional course as the previous articulation.

Warning regarding Level Codes for

Quarter and Semester

The XML transcript and PESC standards do not utilize the level code in the same manner that the USG institutions do. For instance, there is only one PESC code for Undergraduate level. The USG has level codes for Undergraduate Semester and Undergraduate Quarter. Due to the baseline functionality of SOAXREF and the need to cross reference a single PESC standard code to many Banner values, only the Banner value with the lowest qualifier (i.e. 0001) will be transported on the XML transcript and loaded into the receiving database. Therefore, if Undergraduate Semester has the lowest qualifier and the student record contains courses for both Undergraduate Quarter and Undergraduate Semester, all of the courses will load into SHATAEQ as Undergraduate Semester.



Page 57 June 2009

This issue impacts the current USG business practice for transfer articulation. Currently, three manual workarounds exist for this situation. It is recommended that institutions tests each workaround and determine the option (or combination of options) that works best for the institution.

Note: The 199808 term code used in the workaround scenarios below references the term of semester conversion. Use the appropriate term code for your institution.

1. Transfer Articulation Institution form (SOABGTA) - For term 000000, add the semester level code to the Transfer Level block.

Workaround 1

2. Transfer Grade Code Maintenance form (SHATGRD) - Change the effective term to 000000 for semester level grade codes. Manually change the effective term for each institution or create a default institution to populate grades for each institution. All grades need an active 000000 row. Quarter level grades can have an inactive row for the semester conversion term.

3. Grade Code Maintenance form (SHAGRDE) – Change the effective

term to 000000 for semester level grades. (This resolves a loop error on SHATAEQ.)

4. Transfer Institution Catalog Entry form (SHATATC) – Change the

effective term to 000000 for semester level courses. Change the quarter level code to the semester level code.

5. Transfer Course Articulation form (SHATATR) – Add an “or” condition in the Equivalent Course block to include semester level course.

6. Transfer Articulation Evaluation (SHATAEQ) – A popup window allows the user to choose the quarter or semester course.



Page 58 June 2009

1. Transfer Articulation Institution form (SOABGTA) – The 000000 term was changed to reflect ‘Quarter to Semester’ in the Calendar Type and Multiplier field.

Workaround 2

2. Transfer Grade Code Maintenance form (SHATGRD) – Use the 000000 term code for quarter level transfer grades. Use the 199808 term code for semester level transfer grades.

3. Grade Code Maintenance form (SHAGRDE) – Grades are established for quarter level at the 000000 term and for the semester level at the 199808 term.

4. Transfer Institution Catalog Entry form (SHATATC) – All quarter level courses have an Effective Term of 000000 and semester level courses with an Effective Term of 199808.

5. Transfer Course Articulation form (SHATATR) – Quarter level

courses are established with the semester level courses as the equivalent.

6. Transfer Articulation Evaluation (SHATAEQ) – Manually change

the level code for quarter level courses from the semester level code to the appropriate quarter level code. When articulation is performed, the semester level courses are placed in the right hand side of the form with the converted hours listed and a semester level code.



Page 59 June 2009

1. Transfer Articulation Institution form (SOABGTA) – The 000000 term was changed to reflect ‘Quarter to Semester’ in the Calendar Type and Multiplier field.

Workaround 3

2. Transfer Grade Code Maintenance form (SHATGRD) – Use the 000000 term code for quarter level transfer grades. Use the 199808 term code for semester level transfer grades.

3. Grade Code Maintenance form (SHAGRDE) – Grades are established for quarter level at the 000000 term and for the semester level at the 199808 term.

4. Transfer Institution Catalog Entry form (SHATATC) – All quarter level courses have an Effective Term of 000000 and semester level courses with an Effective Term of 199808.

5. Transfer Course Articulation form (SHATATR) – A 000000 term entry exists for a quarter level course with a quarter course equivalent.



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6. Transfer Course Articulation form (SHATATR) – Insert a 000000

term entry for quarter level course using the semester level code. Enter the semester course equivalent.

7. Transfer Articulation Evaluation (SHATAEQ) – Manually change

the level code for quarter level courses from the semester level code to the appropriate quarter level code. When articulation is performed, the semester level courses are placed in the right hand side of the form with the converted hours listed and a semester level code.



Page A-1 June 2009

Appendix A: Document History This section details the history of the document and updates made for each modification. Release and Date Form/Process Page Update Description

Georgia Enhancements 7.3, May 5, 2006

NA NA Original

Georgia Enhancements 7.6, December 15, 2006

STVMEDI STVSPSR GOAMEDI GTVIMMU GTVIMST GOAIMMU ZPRIMMU

Migrate immunization data from STVMEDI, STVSPSR, and GOAMEDI to GTVIMMU, GTVIMST, and GOAIMMU Update ZPRIMMU to populate GOAIMMU

Georgia Enhancements 7.12, Modifications to Banner Baseline Student 7.4, May 30, 2008

ZHAEDIS New form – ZHAEDIS Added student attributes to import, export, and html output.

Modifications to Banner Baseline Student 7.4, June 15, 2009

ZHAEDIS 52 Added an explanation of student attribute error checking.

implementing xml transcript€¦ · routing transcript data..... 49 appendix a: document history...

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