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Implementing XML Transcript

Georgia Enhanced Banner Student and Financial Aid Systems User Documentation

Version 8.27

Office of Information and Instructional Technology

November 2013

This page left blank to facilitate front/back printing.

Office of Information Table of Contents and Instructional Technology

Georgia Enhancements 8.27 User Documentation Implementing Postsecondary XML Transcript

Page iii November 2013

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 ....................................... 2

Overview ......................................................................................................................................... 2

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 .................................................................................................................................... 35

III. Building Import Rules ....................................................................................... 36

IV. Exporting XML Transcripts .............................................................................. 37

Parameters for SHRPESE ........................................................................................................... 39

V. Importing XML Transcripts .............................................................................. 46

Parameters for SHRPESI ............................................................................................................. 46

VI. Routing Transcript Data ................................................................................... 51

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

Appendix B: Process Flow ....................................................................................... B-1

Implementing Postsecondary XML Transcript Office of Information Georgia Enhancements 8.27 and Instructional Technology


Page 1 November 2013

Implementing Baseline Immunization and the XML Transcript

Introduction

Description As part of the GeorgiaBEST Model Implementation, ITS

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.

Ellucian 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, ITS 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





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 Ellucian 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 ITS resources and support, contact the ITS HELPDESK:

Web http://www.usg.edu/customer_services

(self-service ticket submission)

E-mail [email protected]

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

Local 706-583-2001

Toll free within

Georgia

1-888-875-3697

Forms and Process Reference for Baseline Immunization

Overview Use the following forms and processes to create and update

mailto:[email protected]




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




Baseline Immunization Process Flow

Description of Immunization Processing Flow

As part of the Transition of Immunization to Baseline and XML

Transcript, ITS 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




Implementing Baseline Immunization

Migrating Immunization Data

Confirm Migration of Validation and Immunization Data

ITS 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.




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/




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

A Armed Forces

D Distance Education

E Established

M Permanent Medical Exemption

R Religious Exemption

T Temporary Medical Exemption

X Exempt from Immunization Requirement

Y Requirement Satisfied




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.




Below is a sample ZPRIMMU .lis output file.




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.




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




XML Transcript Process Flow

Description As part of the Transition of Immunization to Baseline and XML

Transcript, ITS 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.




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




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





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.




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




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




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.




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/XM

L%20College%20Trsc%20Impl%20Guide%202009%2010%2027%20

V%201.1.1.A.pdf for an explanation of the FICE, CEEBACT, and other

standard institution codes.

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

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 8.0 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




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.




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



V%201.1.1.A.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.




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 – Immunization Type 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.

Visit http://www.cdc.gov/vaccines/programs/iis/stds/cpt.htm to see a

basic list of CPT code descriptions.


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

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

http://www.cdc.gov/vaccines/programs/iis/stds/cpt.htm




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




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




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




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

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



V%201.1.1.A.pdf for detailed explanations of each.

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.


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



V%201.1.1.A.pdf for detailed explanations of each.

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


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



Continuous Continuous

DiffersByProgram DiffersByProgram

FallSession FallSession

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

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 8.0 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

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

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

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. 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.




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


NCRS Non-Course Requirements

75 Student UDE column = Y


IMMU Immunization (GOAIMMU)

80 Immunization = Y


ATTR Student Attributes 85 Main UDE column = Y


ARCH Archive 99 Archive Status Indicator = Y


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.




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




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).




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.




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.




Portion of sample HTML file




Portion of sample XML file




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.




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.




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.




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

Enter VERF in the Status field on ZHAEDIS and select the Pending

indicator for the Pending or 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.




6. Mark VERF as Complete

From the main ZHAEDIS window, select Route Transcript from the

Options menu.

Change Pending or Complete Indicator field for VERF to C. The

Complete Date field will automatically populate with the SYSDATE.

Save the record.




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 select the Complete

indicator for in the Pending or 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 or Complete 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 or Complete Indicator field

for TEST to C. The Complete Date field will automatically populate

with the SYSDATE.

Save the record.




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


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 or Complete Indicator field

for NCRS to C. The Complete Date field will automatically populate

with the SYSDATE.

Save the record.




4. Route Immunization Information to be Loaded into GOAIMMU

5. Route Student Attribute Information to be Loaded into SGASADD


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.


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.




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.




6. Route Course Data to be Loaded into Transfer Articulation

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.

Return to ZHAEDIS; change the P in the Pending or Complete Indicator

field for attribute code to C. The Complete Date field will automatically

populate with the SYSDATE. Save the record.


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.

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.




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.

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.

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.

Workaround 1

1. Transfer Articulation Institution form (SOABGTA) - For term

000000, add the semester level code to the Transfer Level block.

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.

Workaround 2

1. Transfer Articulation Institution form (SOABGTA) – The 000000

term was changed to reflect ‘Quarter to Semester’ in the Calendar

Type and Multiplier field.

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.

Workaround 3

1. Transfer Articulation Institution form (SOABGTA) – The 000000

term was changed to reflect ‘Quarter to Semester’ in the Calendar

Type and Multiplier field.

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.

s

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 November 2013

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


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


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.


March 31, 2010

GTVIMST

7

All

New required values for GTVIMST

Updated screenshots for 8.0

Added Appendix B


November 15, 2013

ZPRIMMU 9 Updated screenshots for 8.27



Page B-1 November 2013

Appendix B: Process Flow

implementing xml transcript€¦ · implementing postsecondary xml transcript page 7 november 2013...

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