This round of conversion validation includes the following areas:

• Enrollment & Grades
• Transfer Credit (Validate 10% of records; confirm that transformed courses converted as expected)
• Transcript Classes (Validate 10% of records; confirm that transformed courses converted as expected)
• Transcript Text
  • Transcript Notes
  • Quarterly Honors & Awards
  • Degree Honors

The Validation Results and Feedback are due NO LATER THAN on the last  day of the Data Validation Period. It is strong recommended that issues  are reported EARLY in the validation period and are not held until the  end of the period. Validation Results and Feedback are for reporting  closure of the college's validation activities for the conversion cycle.  To view a list of the validation periods please refer to the timeline topic in the Data Validation Overview - Getting Started Guide.

Students who have enrolled at your institution within the last six years will be converted to PeopleSoft. These students’ full history of classes, grades, and current enrollment is converted. Data for this conversion is extracted from the legacy STU-CLASS-D and TRAN-CLASS-D records. Transcript class (SM6013) conversion is covered in the Transfer Credit & Transcript Class section of this document. Please refer to that section for transcript class info.

During validation it’s important to note that colleges are given the option to exclude certain enrollments from conversion or a course may be transformed to another Department/Division in PeopleSoft. Enrollments may also be excluded through the exclude subject file, exclude class file, or the exclude/transform Department/Division file.

During the conversion process, enrollments are assigned to the Undergraduate Academic Career (UGRD) unless the class MISC-2 field has a value of CE, which converted to the Continuing Education Career (CNED).  Waitlist enrollments are converted for any term (YRQ) equal to or greater than the designated go-live term.

Students’ grades are converted to PeopleSoft based on a data crosswalk populated by your college. Legacy grade qualifiers are not converted to PeopleSoft. Instead, special qualifiers are captured in PeopleSoft Grade Basis. Data crosswalks are used to map Legacy grades (including those with special qualifiers) to the necessary PeopleSoft Grade Basis and Grade.  The PeopleSoft Grade Basis denotes special grading rules including grade forgiveness, suppressed grades and repeated courses (for historical enrollments).

Enrollment conversion is impacted by upstream conversion issues, including Course Catalog and Bio/Demo. Enrollment-specific conditions identified for this round of conversion include:

• Continuing Education Grade Review
  • Some enrollments for Continuing Education courses failed to convert because the grade awarded is not present in the college PeopleSoft Grade Scheme Table.
  • Review file to determine if courses are CNED
  • Decide if grades should be converted or if you will cleanup the student grades in legacy
• Duplicate Enrollment Error
  • This error occurs when a student is enrolled in a class on screen SM7001 and also receives credit for the same item number as a transcripted class on SM6013.
  • Determine which record is a duplicate and where credit should be awarded (SM7001 or SM6013).
  • Award credit on the appropriate record and remove the duplicate record

Your validation process should confirm that a student’s full history of enrollment and graded classes were converted to PeopleSoft.

• Review converted enrollments for terms prior to the go-live term
• Review both Academic and Continuing Education enrollments
• Waitlists may not be available for validation depending on the legacy snapshot date.
• Confirm that grades with special qualifiers converted to the crosswalked Grading Basis.
• Confirm that enrollments did not convert for subjects that were excluded.
• Confirm that courses transformed to a new PeopleSoft Subject and Catalog number converted as expected.

Run the queries listed below as the first step in validation. These will help you identify students with a variety of enrollment scenarios.  You can then use the student ID’s and associated terms to view their records in the PeopleSoft pages.  The class and grade data in the query results can also be used to compare with legacy data.  The data in the query results is pulled from the pages in PeopleSoft where converted enrollments were input.

Queries:

1. CTC_VAL_STDNT_ENROLL_BY_COURSE
   • Converted enrollments with status of enrolled or withdrawn (no waitlist)
2. CTC_VAL_STDNT_WAITLIST
   • Waitlisted students
3. CTC_VAL_STDNT_ENROLL_CONT_ED
   • Continuing Education enrollments by term
4. CTC_VAL_STDNT_ENROLL_RECORD
   • A list of all enrollments, withdrawals and waitlisted classes for a student, for all terms, with grades.
5. CTC_VAL_STDNT_ENROLL_GRADES
   • Converted enrollments by Grading Basis
   • TIP: All values for Grading Basis will be available to select in the dropdown box, including values your college does not use.  
6. CTC_VAL_STDNT_TERM_HISTORY

*Please note: these queries do not include transcript classes. Please refer to the Transfer Credit and Transcript Classes section of this document for validation queries and instructions.

Navigate to the Query Viewer page:

• Query Viewer: Navigator > Reporting Tools > Query > Query Viewer
  • Steps to Search for a Query
    1. Enter the query name
    2. Click Search
    3. Select the “HTML” hyperlink to run the query in your browser. You can download the results directly from this page.
    4. Enter your Institution code
    5. Enter a term, ID (ctcLink), Legacy SID or any other prompt values
    6. Click View Results
       • TIP: Enter a value into more than one prompt or there may be too many results to display.  
       • TIP: If you receive a message that there are too many results, you can use any results returned to validate.

After you have identified students to validate, navigate to the following pages to review enrollment and grade information. Compare the PeopleSoft and legacy student records.

Enrollment Page

The Student Enrollment 1 tab (pictured below), displays full class and grade information a student is enrolled in for each term.

Navigation: Navigator > Records and Enrollment > Enroll Students > Enrollment

• Steps to Search for a Student
  • Enter the student’s ID
  • Enter your Institution code
  • Click Search
  • TIP: All terms and careers for the student will display. Click a specific term to review.

What to Validate:

TIP: Use the [>] or click “View All” to review each enrolled class that was converted

1. Student Career
2. Subject & Catalog Number
3. Status: displays whether the student is enrolled or waitlisted
4. Grading: displays the student’s official grade and grading basis
5. Repeat Code: A Repeat code of REXP was added to all converted enrollments to exclude it from the Repeat Checking process

Example of the Enrollment page, Student Enrollment 1 tab

Example of a Waitlisted student

Enrollment Summary Page

The Enrollment Summary page provides a condensed list of a student’s enrollment and statistics for a term (pictured below).

• Navigation: Main Menu  Records and Enrollment  Enrollment Summaries  Enrollment
  • Steps to Search for a Student
    1. Enter the student’s ID
    2. Enter your Institution code
    3. Click Search
    4. TIP: All terms and careers for the student will display. Click a specific term to review.
• What to Validate:
  • TIP: The summary shows three classes at a time.  Click the “View All” link for the full list.
  • TIP: Additional class data is available by clicking the Lookup glass.
  • On the Enrollment Summary tab, review the student’s enrolled or waitlisted classes for the term
  • On the Term Statistics tab, review the total Units and GPA for the term

Example of the Enrollment Summary

Term History

This page is used to review term and cumulative statistics, including GPA, enrolled units, and transfer units. This page displays unit and GPA values for all institutions, terms and careers a student is active in.  Make sure to use the [>] to identify your institution and the correct career/term combination.

• Navigation: Navigator > Records and Enrollment > Student Term Information > Term History
  • Steps to Search for a Student
    1. Enter the student’s ID
    2. Click Search
    3. Tip: This page is first sorted into Academic Career: use the arrows to navigate from Continuing Education to Academic.  Use the next set of arrows to confirm the Institution and Term you are validating.
    4. Use the Term and Cumulative Statistics tabs to validate GPA with legacy records

Example of Term History

Generate a PeopleSoft transcript for the student and compare the classes displayed to those on the legacy transcript.

• Navigation: Navigator > Records and Enrollment > Student Term Information > Term History
  • Steps to Generate a Transcript: http://ctclinkreferencecenter.ctclink.us/m/79558/l/1027232-9-2-viewing-and-printing-student-transcript

Transfer credits from Legacy (entered in TRNSFR-COURSE-D) are converted to the equivalent area in PeopleSoft referred to as Course Credits Manual.

• On the PeopleSoft transcript, transfer credit totals appear at the top of the first page under the heading Transfer Credits Summary.
• Transfer credits are converted to PeopleSoft using the Transfer grading basis.

Transcript Classes (entered in TRAN-CLASS-D) with credits and grades but no matching class (legacy item number), are also converted to transfer credits in PeopleSoft and entered in Course Credits Manual.  The source or “from” institution is converted as your institution.  However, unlike transfer credits, transcript classes appear as enrollments on the transcript rather than the Transfer Credit Summary.

• On the PeopleSoft transcript, classes entered in TRAN-CLASS-D (SM6013) will display as enrollments with the same class information detail as enrolled classes.
• Transcript classes are converted to PeopleSoft with a grade that was not categorized as a transfer grade.  Transcript class grades should match the equivalent legacy grade and qualifier.

Transfer credit and transcript classes are not converted if:

• The grade and credit value in legacy is blank
• The course Subject is on the exclude list
• The course (department/division) was added to the exclude list

Transfer credit and transcript class entries can also be converted to another course:

• During the conversion process, the TRANSFR-COURSE-D and TRAN-CLASS-D records were compared to the Exclude/Transform file, decided on by your college.  A legacy course ID may be transformed to a new PeopleSoft Subject and Catalog Number.

Transfer credit and transcript class conversion is impacted by upstream conversion issues including course catalog, enrollment and Bio/Demo.  

• Transfer Credit for University of Washington  Multiple codes used
  • A few students have transfer credit awarded for the UW using more than one code (410-413).
  • Transfer credit for one code was converted and the other was rejected as a duplicate.
  • To convert all UW credit, only one code can be used in SD3005.  Review file and make updated to the legacy student record.
• Students with Transcripted classes and transfer credit (where your institution is the “Transfer From” college)
  • Only partial transfer/transcripted records were converted for students who have transcripted classes on SM6013 and Transfer credit on SD3005 where your college code is listed in the “Trnsfr From Col” field
  • Review file and update the student record so courses only exist on either SD3005 or SM6013
• Continuing Education courses as Transfer or Transcripted classes
  • Students who were awarded courses from the Continuing Education career failed to convert.  In PeopleSoft, only academic courses can convert as transfer credit (or as a transcripted class)
  • Review file to determine if these courses should be Continuing Education.

Your validation process should confirm that transfer and transcripted classes converted as expected based on the curriculum mapping submitted by your college. You may also confirm that excluded courses did not convert. Verify that that transfer and transcript grades converted based on grade mapping submitted by your college.

This section provides guidance for validating Transfer Credit.  Transcript Classes are covered in section 6.2. Transfer credit conversion can be validated by navigating to the PeopleSoft screen where the transfer credits were input (Course Credits Manual) or by running a query that displays the data from Course Credits Manual.

Transcript class conversion can be validated by navigating to the PeopleSoft page where the class credits were input (Course Credits Manual) or by running a query that displays the data from Course Credits Manual.

Transcript Comments entered in SM6012 (TRAN-COMMENT-D) are converted to the equivalent area in PeopleSoft, referred to as Transcript Text.Both the Official and Unofficial PeopleSoft transcript will display transcript text.  This includes comments that were entered for:

• Notations for transcript classes and transfer credit
• Quarterly Honors & Awards
• Degree Honors

Transcript text will display on the student’s PeopleSoft transcript based on the YRQ used in legacy:

• If the Legacy YRQ value was a specific term, the PeopleSoft term will be populated and transcript text printed after the term on the transcript (figure below, box 1).
• If the Legacy YRQ was “9999”, “Z999”, blank, or there was no enrollment for the term, transcript text is printed at the end of the transcript after the cumulative statistics (figure below, box 2).

Transcript text conversion (including degree and quarterly honors) is impacted by upstream conversions including enrollment.  If the enrollment for a term (YRQ) is not converted, transcript text for that term will be placed after the cumulative statistics on the PeopleSoft transcript.  

It is recommended to validate a variety of transcript comments based on how your college has utilized this page. Scenarios may include comments related to transfer credit, Academic Credit for Prior Learning, Advanced Placement credit, grade forgiveness, and similar topics.

Navigate to Query Viewer:

• Navigator > Reporting Tools > Query > Query Viewer
  1. Enter the query name: CTC_VAL_STDNT_TRANSCRIPT_TEXT
  2. Click Search
  3. Enter your institution code
  4. Enter a term
  5. Click “View Results”
  6. Make note of student ID’s for validation
  7. Run the query again populating the prompts for one student ID and your institution, leaving the other prompts blank:
     • All transcript text entries for the student from all terms will be displayed
  8. You can also search for key words within transcript text using the Text Search prompt
     • This prompt is case sensitive.  The case of the text you enter, will be exactly what the query looks for in transcript text.  
       • Entering “HONOR ROLL” will not return transcript text typed as “Honor Roll”.
     • You can search for a portion of text within the transcript text by typing the % symbol before and after your search words.
       • Entering %Honors% will return “High Honors for term” along with “High Honors”

You can also validate transcript comments by navigating to the Transcript Text page in PeopleSoft.

Navigation to Transcript Text: Navigator > Records and Enrollment > Transcripts > Transcript Text

• Steps to Searching for a Student
  1. Enter the student’s ID
  2. Click Search
  3. TIP The student’s name will appear in the search results multiple times if they have more than one program/plan stack. Clicking on any of these rows will take you to the same page.

What to validate:

Using the Query results or data from the Transcript Text page in PeopleSoft, confirm these fields match the student’s legacy record:

1. Verify your Institution
2. Term (can also be blank)
3. Print Location (Cumulative Stats or Term Stats)
4. Transcript Text
   • TIP - When validating using the Transcript Text page, a student may have multiple terms with transcript text, or multiple rows of text within a term.  You can navigate through terms and rows by using the arrows or clicking the View All link.

Generate a PeopleSoft transcript for the student and compare the classes displayed to those on the legacy transcript.

• Navigation: Main Menu > Records and Enrollment > Student Term Information > Term History
  • Steps to Generate a Transcript: http://ctclinkreferencecenter.ctclink.us/m/79558/l/1027232-9-2-viewing-and-printing-student-transcript

Quarterly Honors and Awards that were posted in the legacy Transcript Comments Page, SM6012, (TRAN-COMMENT-D) are converted to PeopleSoft as Transcript Text.

Transcript text will display on the Official and Unofficial PeopleSoft transcript based on the YRQ used in legacy:

• If the Legacy YRQ value was a specific term, the PeopleSoft term will be populated and transcript text printed after the term on the transcript (figure below, box 1).
• If the Legacy YRQ was “9999”, “Z999”, blank, or there was no enrollment for the term, transcript text is printed at the end of the transcript after the cumulative statistics (figure below, box 2).

Students who were affected by course catalog and enrollment conversion errors may not have been activated for terms in which transcript text was entered.  Transcript text for these students will be placed after the cumulative statistics area of the transcript.

Your validation process should confirm that legacy Transcript Comments in SM6012 converted to PeopleSoft Transcript Text. Also confirm the text displays in the correct location either with the associated term or at the end of the transcript.

Navigate to Query Viewer:

• Navigator > Reporting Tools > Query > Query Viewer
  1. Enter the query name: CTC_VAL_STDNT_TRANSCRIPT_TEXT
  2. Click Search
  3. Enter your institution code
  4. Enter a term, click View Results
  5. Make note of student ID’s for validation
  6. Run the query again using one of the ID’s, leaving
     • All of the transcript text entries for one student entered by your institution will be displayed
  7. You can also search for words within the transcript text using the Text Search prompt
     • This prompt is case sensitive.  The case of the text you enter, will be exactly what the query looks for in transcript text.  
       • Entering “HONOR ROLL” will not return transcript text typed as “Honor Roll”.
     • You can search for a portion of text within the transcript text by typing the % symbol before and after your search words.
       • Entering %Honors% will return “High Honors for term” along with “High Honors”

You can also validate transcript comments by navigating to the Transcript Text page in PeopleSoft.

Navigate to Transcript Text: Navigator > Records and Enrollment > Transcripts > Transcript Text

1. Enter the student’s ID
2. Click Search
3. TIP  The student’s name will appear in the search results multiple times if they have more than one program/plan stack. Clicking on any of these rows will take you to the same page.

What to Validate:

Using the Query results or data from the Transcript Text page in PeopleSoft, confirm these fields match the student’s Legacy data:

1. Verify your Institution
2. Term (can also be blank)
3. Print Location (Cumulative Stats or Term Stats)
4. Transcript Text
   • TIP  When validating using the Transcript Text page, a student may have multiple terms with transcript text, or multiple rows of text within a term.  You can navigate through terms and rows by using the arrows or clicking the View All link.

Student degree honors are converted to PeopleSoft as Transcript Text. Depending on how your college entered this data in legacy, degree honors were extracted from TRAN-COMMENT-D or TRAN-DEGREE-D.

If the degree honor was entered as a transcript comment (SM6012), the comment will convert directly with the exact text. Transcript text will display on the student’s PeopleSoft transcript based on the YRQ used in legacy:

• Valid YRQ - associated to the equivalent term and printed after term statistics
• Generic/Z999 or Blank - printed at the end of the transcript after the cumulative statistics

If degree honors were entered on the student degrees page (SM6009), additional measures were taken to extract this data. Each award must be entered as a separate line using the custom conversion EPCs for degree honors. A specialized mass update job was developed to assist with this separation. Depending on the conversion EPC used, the following Transcript Text will convert:

Students who were affected by course catalog and enrollment conversion errors may not have been activated for terms in which transcript text was entered.  Transcript text for these students will be placed after the cumulative statistics area of the transcript.

Validators should confirm legacy degree honors converted successfully as Transcript Text and are recommended to:

• Validate students for each Degree Honors EPC used by your college
• Verify the degree honors are printing on the transcript as expected

Run the query listed below as the first step in validation. This query will help you identify students with converted degree honors.  You can then use the student IDs to view their records in the PeopleSoft pages and compare to legacy data.

• Navigation to Query Viewer: Navigator > Reporting Tools > Query > Query Viewer
  1. Enter the query name: CTC_VAL_STDNT_TRANSCRIPT_TEXT
  2. Click Search
  3. Select the “HTML” hyperlink to run the query in your browser. You can download the results directly from this page.
  4. Select prompts
  5. Use the Text Search prompt
     • TIP: This prompt is case sensitive.  The case of the text you enter, will be exactly what the query looks for in transcript text.  Example  Entering “HONOR ROLL” will not return transcript text typed as “Honor Roll”.
     • TIP: You can search for a portion of text within the transcript text by typing the % symbol before and after your search words. Example  Entering %Honors% will return “High Honors” along with “Graduation with High Honors”
  6. Make note of student ID’s for validation

• Navigation to Transcript Text: Updated  Records and Enrollment  Transcripts  Transcript Text
  • Steps to Search for Transcript Text
    1. Enter the student’s ID
    2. Click Search
    3. TIP  The student’s name will appear in the search results multiple times if they have more than one program/plan stack. Clicking on any of these rows will take you to the same page.
    4. Fields to Validate
    5. Using the Query results or data from the Transcript Text page in PeopleSoft, confirm these fields match the student’s legacy record:
    6. Verify your Institution
    7. Term (can also be blank)
    8. Print Location (Cumulative Stats or Term Stats)
    9. Transcript Text
    10. TIP When validating using the Transcript Text page, a student may have multiple terms with transcript text, or multiple rows of text within a term.  You can navigate through terms and rows by using the arrows or clicking the View All link.

Figure 1  Converted Degree Honors Transcript Text

Generate a PeopleSoft transcript for the student and compare the classes displayed to those on the legacy transcript.

• Navigation: Navigator > Records and Enrollment > Student Term Information > Term History
  • Steps to Generate a Transcript:  http://ctclinkreferencecenter.ctclink.us/m/79558/l/1027232-9-2-viewing-and-printing-student-transcript