CS: Local Configuration Guide - Academic Advisement

The Academic Advisement Configuration Guide explains necessary tables needed to setup an institution in the PeopleSoft system.  The order of the configuration tables presented in this document adheres to the table setup sequence required to successfully set up all tables.

Your academic structure must be clearly defined before implementing other Campus Solutions modules: Campus Community, Admissions, Student Records, Academic Advisement, Financial Aid and Student Financials.

Academic Advisement configuration is dependent upon Academic Structure and integrated Student Records setup being completed. This document provides implementation and processing information for PeopleSoft Academic Advisement system

This guide contains a brief description of any issues listed and/or recommended approaches for the table setups.  In addition to this documentation please refer to the appropriate sections in PeopleBooks for additional details for configuring and maintaining Academic Advisement.

Tables Contained within this Process

Table Name (PS Name)

Text Name (Descriptive)

GRADE_CAT_TBL

Grade Category Table

GRADE_CAT_DTL

Grade Category Detail Table

GRADESCHEME_TBL

Grading Scheme Table

GRADE_BASIS_TBL

Grading Basis Table

GRADE_TBL

Grade Table

INSTITUTION_TBL

Academic Institution Table

INSTALLATION_SA

Installation SA Table

SUBJECT_TBL

Academic Subject Table

ACAD_CAR_TBL

Academic Career Table

DEGREE_TBL

Degree Table

TERM_VAL_TBL

Term Values Table

TERM_TBL

Term Table

ACAD_PROG_TBL

Academic Program Table

ACAD_PROG_OWNER

Academic Program Owner

ACAD_PLAN_TBL

Academic Plan Table

ACAD_SUBPLN_TBL

Academic SubPlan Table

SAA_INSTALL_AA

Academic Advising Installation

RQRMNT_USEAGE

Define Requirement Usages

RQ_ENTITY_GROUP

Define an Entity Group

SAA_RPT_TYPE

Define Advisement Report

SAA_VALID_STDNT_GR

Define Valid Student Groups

SAA_COND_TEST

Define Tests for Advisement

CLST_TBL_ACAD

Define Course Lists

CRSE_SHARE_SET

Define Course Share Sets

RQ_CONDITION

Define Dynamic Condition

RQ_MAIN_TBL_ACAD

Define Academic Requirements

RQ_GRP_TBL_ACAD

Define Requirement Groups





Bind Records

These Bind Records are used with Population Selection and Population Update:

Bind Records chart
Academic Advisement Student Groups (College)

Advisement Student Groups define the valid Student Groups that may be used by Academic Advisement requirements.

  • Colleges will define Advisement Student Groups.
  • Any Student Group used for academic requirement configuration, will be defined as a valid Student Group for Academic Advisement.
    • To select a Student Group value on this page, the value must first be defined on the Student Group Table (Set Up SACR>Common Definitions>Student Group Table).
  • Advising Student Groups are defined during Academic Advisement Module configuration and are normally applied within an Academic Requirement or Requirement Group using a Pre-Condition or on a Line Type of Condition Requirement.  
Advising Groups page

Navigation:  Set Up SACR > Product Related > Academic Advisement > Advising Student Groups

Security:

  • ZC SACR Config
  • ZD SACR Advisement Config
  • ZZ CS ADVISEMENT SETUP
  • ZZ SACR Advisement Config

Menu:  DEFINE_STUDENT_RECORDS
Component:  SAA_VALID_STDNT_GR
Page:  SAA_VALID_STDNT_GR
Action: A/UD/DA/C

Academic Advisement Test Types (College)

Define the valid Tests that may be used by Academic Advisement requirements.

  • Colleges will define tests for Advisement.
  • Any test type used for academic requirement configuration, will be defined as a valid test type for Academic Advisement.
  • Tests for Advisement are defined during Academic Advisement Module configuration and are normally applied within an Academic Requirement or Requirement Group using a Pre-Condition or on a Line Type of Condition Requirement.
Define Tests for Advisement page

Navigation:  Set Up SACR > Product Related  > Academic Advisement > Define Tests for Advisement

Security:  

  • ZC SACR Config
  • ZD SACR Advisement Config
  • ZZ CS ADVISEMENT SETUP
  • ZZ SACR Advisement Config

Menu: DEFINE_STUDENT_RECORDS
Component:  SAA_COND_TEST
Page:  SAA_COND_TEST
Action:  A/UD/DA/C

Note Category (College)

The Note Category Table defines Advising Note Categories that can be further organized into Subcategories and assigned to students. This page also defines security access for Advising Notes if enabled on the Self-Service Academic Advising setup.

  • A Note Category is selected when assigning an advising note to a student.  Categories must be configured prior to creating Subcategories.
  • A global setting requires that each Advising Note Category has security access for users to view, update and create advising notes.  During the Global Design Review process, colleges voted to enable this feature called Note Category Access Control.
  • Security to view, update and create advising notes is configured on the Access Control tab.  Security settings for the Note Category also apply to the related Subcategories.
  • Security access can be given to specific users or a security role.  The following security access will be configured for each college Advising Note Category.
  • After go-live, colleges can edit, update and remove any values for Access Control as desired.  

Security roles and access that will be added for each Note Category at your college, colleges may edit as desired:

Security Role chart
Note Category tab

Navigation:  Set Up SACR > Product Related > Academic Advisement > Note Category Table

Security:  

  • ZC SACR Config
  • ZD SACR Advisement Config
  • ZZ CS ADVISEMENT SETUP
  • ZZ SACR Advisement Config

Menu:  DEFINE_STUDENT_RECORDS
Component:  SAA_NOTE_TYPE_TBL
Page:  SAA_NOTE_TYPE_TBL
Action:  A/UD/DA/C

Note Subcategory (College)

Note Subcategories are defined and attached to the upper level Note Categories.

  • Note Subcategories are a required field when assigning an advising note to a student, following the Category level.
  • The subcategories further define the type of Advising Note.  
  • Users with security access to a Note Category will have the same access to view, update or create advising notes for all of the related Subcategories.
Note Subcategory Table page

Navigation:  Set Up SACR > Product Related > Academic Advisement > Note Subcategory Table

Security:  

  • ZC SACR Config
  • ZD SACR Advisement Config
  • ZZ CS ADVISEMENT SETUP
  • ZZ SACR Advisement Config

Menu: DEFINE_STUDENT_RECORDS
Component:  SAA_NOTE_STYPE_TBL
Page:  SAA_NOTE_STYPE_TBL
Action:  A/UD/DA/C

Define Course Lists (College)

Establish which courses comprise the course list and define detail parameters.

  • Colleges will define all Advisement Course Lists.
  • The base unit in Academic Advisement is the Course.  A Course List is a grouping of courses that can be used to satisfy an Academic Requirement.  Courses from the Catalog are attached to Course Lists to establish exactly which courses are included and define detail parameters.    
  • Course Lists can contain one course, several courses or even courses from an entire school or college.  Course Lists also provide the flexibility to use a Wild Card when combining large groups of courses.
  • Course Lists descriptions are not printed on the Academic Advisement Report and are for search and reporting purposes only.  The Courses contained in the Course Lists are printed on the Academic Advisement Report.
  • Course Lists may be selected when creating any Requirement, even if a specific Program or Plan is defined in the Course List setup.  
  • Course Lists are defined by the college, during Academic Advisement Module configuration, once Course Catalog Course IDs are established.
  • To view your college Course Lists, navigate to: Academic Advisement > Academic Requirements > Define Course Lists.  Add your Institution's Requirement Usage of “ADV” and select “Search”.
Course List Description tab

Navigation:  Academic Advisement > Academic Requirements > Define Course Lists

Security:  

  • ZC AA ADVISEMENT REQUIRE
  • ZD AA ADVISEMENT REQUIRE
  • ZD AA Super User
  • ZZ AA ADVISEMENT REQUIRE

Menu:  DEFINE_ACADEMIC_REQUIREMENTS
Component:  CLST_TBL_ACAD
Page:  Define Course Lists
Action:  A/UD/DA/C

Define Academic Requirements (College)

Create specific types of requirements, defining parameters and controls.

  • Colleges will define all Academic Requirements.
  • Academic Requirements (RQ) are used to create specific types of degree/certificate requirements by defining various parameters, conditions, pre-conditions and course requirements.  
  • Academic Requirements are attached to Academic Requirement Groups.  The Academic Requirement is evaluated when it is attached to the Academic Requirement Group that matches the student’s Academic Career, Academic Program, Academic Plan, Academic Sub-Plan and/or pre-condition.    
  • Multiple Academic Requirements can be attached to the Academic Requirement Group.  Academic Requirements can be used by more than one Academic Requirement Group.
  • The Academic Advisement engine chooses the correct effective-dated row for Requirement Groups, Requirements, and Course Lists by reflecting upon the effective date for the Requirement Group and the student requirement term.
  • The Effective Date of the Academic Requirement Group should also be in line with college curriculum updates. If there is a catalog change to an academic requirement, there should also be a corresponding change to the effective date of the RG.
  • Academic Requirements are defined during Academic Advisement Module configuration, once Course Catalog Course IDs are created and stable.

Global Academic Requirements

  • There are two Academic Requirements that are considered Global and have great impact on Financial Aid Eligiblility processing.
  • Colleges will need to configure an “Unused Courses” Academic Requirement for all Financial Aid eligible Academic Plans.  This requirement is used in Financial Aid process Track Student Eligibility E-083.
  • Colleges will need to configure a “Total Units” Academic Requirement for all Academic Plans.  This requirement will also enable using the “Degree Boost” query (QCS_AA_DEGREE_BOOST).
  • Configuration of the Unused Courses Academic Requirement for Financial Aid:
    • Colleges will need to configure a requirement for Unused Courses to be reused in Requirement Groups for each academic plan for Financial Aid eligibility processing.
    • Financial Aid references this requirement as part of their E-083_ctcLink_Track Student Eligibility_Process in the query CTC_FA_INELG_COURSEWORK_RPT
    • Specific critera in population selection query looks for a short description of “Unused” from the academic requirement.
    • Because the requirement uses a derived course lists for All Courses and All Courses Used, the Unused Course requirement must be placed last in the Requirement Group for the academic plan.
    • The Short Search Description on the Requirement tab and the Line Item tab must be  “Unused” (case sensitive).
    • Requirement Tab:
      • Short Search Description: “Unused
      • Display of Status: Hide Status
    • Parameters Tab:
      • Unit, Course, and GPA Values: Blank
      • Reporting: Always Report
      • Print Control: Print on audit reports
    • Line Item Tab:
      • Line Type: Course Requirement
      • Short Search Description: “Unused
      • Display of Status: Hide Status
    • Line Item Parameters Tab:
      • Unit, Course, and GPA Values: Blank
      • Credit Include Mode: Verify Only, Never Include
      • Print Control: Print on audit reports
      • Reporting: Always Report
    • Line Item Detail Tab:
      • In the Line Item Detail, a Derived Course List of All Courses will have a Derived Course List of All Courses Used subtracted from it.
  • Configuration of the Total Units Academic Requirement for use with the Degree Boost query:
    • Degree Boost Query Description:

This query is based on the Academic Advising Report (AAR) and used to identify students who are near completion but no longer enrolled. A student must have an AAR available to be included in the results.

  • Query Name: QCS_AA_DEGREE_BOOST
  • A requirement for Total Units completed (that are applied to the specific plan code) will need to be configured in order to use the Degree Boost Query.  
  • Because the query uses max sequence criteria, the Line Item for this requirement must be the only Line Item, or the last Line Item within the requirement.
  • The Short Search Description on the Line Item tab must be  “TotalUnits” (case sensitive).
  • Line Item Tab:
    • Line Type: Course Requirement
    • Short Search Description: “TotalUnits
    • Display of Status: Hide Status not checked
  • Line Item Parameters Tab:
    • Minimum Units: Must be populated
    • Credit Include Mode: Verify Only, Never Include
    • Print Control: Print on audit reports
    • Reporting: Always Report
  • Line Item Detail Tab:
    • Line Detail Sequence: 1
    • Line Detail Type: DLST
    • List Recall Mode: All Courses used

Recommendations for Local Configuration of Requirements

  • Display Select Line (on the Line Item Parameters tab) should be selected whenever possible to allow students to use the Enroll by my Requirements functionality from their student homepage.
  • It is highly recommended to include the Requirement number generated by PeopleSoft (when an Academic Requirement is saved), at the end of the Report Description or the Report Line Description (on the Requirement tab).  This notation will help college staff and ERP Support easily locate the Requirement for the purpose of trouble-shooting any issues.
    • See example below for Academic Requirement 000000129
    • The convention will be to enclose the number in parentheses and begin with “RQ-XXX“ for Academic Requirement.  Leading zeros should not be included.
  • To view your college Academic Requirements, navigate to: Academic Advisement > Academic Requirements > Define Academic Requirements.  Add your Institution, a Requirement Usage of “ADV” and select “Search”.
Requirement tab

Navigation:  Academic Advisement > Academic Requirements > Define Academic Requirements

Security:  

  • ZC AA ADVISEMENT REQUIRE
  • ZD AA ADVISEMENT REQUIRE
  • ZD AA Super User
  • ZZ AA ADVISEMENT REQUIRE

Menu:  DEFINE_ACADEMIC_REQUIREMENTS
Component:  RQ_MAIN_TBL_ACAD
Page:  Define Academic Requirements
Action:  A/UD/DA/C

Define Requirements Groups (College)

Create specific types of requirements, defining parameters and controls.

  • Colleges will define Requirement Groups.
  • It is recommended that each Academic Plan is evaluated under one overall Requirement Group.
  • The Requirement Group for academic plans that are eligible for Financial Aid, must contain an Unused Courses Academic Requirement.  This is considered global, due to the Financial Aid process Track Student Eligibility E-083.  
    • The Unused Courses requirement must be the last requirement within the Requirement Group.
  • Colleges will need to configure a Total Units requirement.
    • The Total Units requirement must be placed just before the Unused Courses requirement in the Requirement Group.
  • Requirement Groups (RG) define requirements that point to Conditions, Courses, and Academic Requirements which include detailed parameters.  The Requirement Group Academic Structure is evaluated against the student’s Academic Career, Academic Program, Academic Plan and/or pre-condition.  When the student’s Academic Structure matches a Requirement Groups Academic Structure and the audit is generated, the student’s data is evaluated against the Requirement Group configuration.  
  • Requirement Groups control the display of requirements on the Academic Advisement Report. Requirement Groups must be configured to support use of the AAR for students, advisors, and graduation evaluators.
  • The Academic Advisement engine chooses the correct effective-dated row for Requirement Groups, Requirements, and Course Lists by reflecting upon the effective date for the Requirement Group.  When a Requirement Group is applied to a student, the requirement term begin date determines which effective-dated row is current for the student, based on the student’s career, program, and/or plan requirement term.  
  • The Effective Date of the Requirement Group should be in line with the term start date when the change will take effect  or colleges can decide on set dates that align with their catalog version.
  • Academic Requirement Groups are defined during Academic Advisement Module configuration, once Course Catalog Course IDs are created in the Production environment.
  • To view your college Requirement Groups, navigate to: Academic Advisement > Academic Requirements > Define Requirement Groups.  Add your Institution, a Requirement Usage of “ADV” and select “Search”.
Requirement Groups tab

Navigation:  Academic Advisement > Academic Requirements > Define Requirement Groups

Security:  

  • ZC AA ADVISEMENT REQUIRE
  • ZD AA ADVISEMENT REQUIRE
  • ZD AA Super User
  • ZZ AA ADVISEMENT REQUIRE

Menu:  DEFINE_ACADEMIC_REQUIREMENTS
Component:  RQ_MAIN_TBL_ACAD
Page:  Define Requirement Groups
Action:  A/UD/DA/C

Define Course Share Sets (College)

Enable courses to be shared by more than one requirement group.

  • By default, a course cannot be used by more than one requirement group. However, by using a course share set, courses can be shared by more than one requirement group. A course share set is a tag that defines a set of requirement groups that can share courses.
  • Course share sets are only necessary if the requirements capture course statistics through a requirement line whose credit include mode is All Stats. If the requirement only verifies course information (where the credit include mode is Verify), then all of the courses are verified, whether or not the system has used them in the audit. Therefore, it is not necessary to include course share sets with requirement groups that are only verifying courses.
  • Course Share Sets are defined during Academic Advisement Module configuration, once Course Catalog Course IDs are established.
  • Fields:
    • Requirement Groups in Share Set:  The information that is displayed here is drawn from the requirement group setup.  When a Share Set is applied and saved to a requirement group it will then be included on the results displayed in this section.
    • Requirement: This field will only display Requirements that have been setup with a Requirement Usage type of SHR (Requirement Course Share Restriction).  

Decision:

  • As of August 2015, the need for three course share sets was identified to handle course sharing where students will potentially have multiple active program/plan records with common requirements. Plans Appended functionality was proposed as an alternative.
    • Colleges will add Requirement Groups to  share sets as needed.
    • Each college will have a Local course Share set:
Define Course Share Sets page

Navigation:  Academic Advisement > Academic Requirements > Define Course Share Sets

Security:  

  • ZC AA ADVISEMENT REQUIRE
  • ZD AA ADVISEMENT REQUIRE
  • ZD AA Super User
  • ZZ AA ADVISEMENT REQUIRE

Menu:  DEFINE_ACADEMIC_REQUIREMENTS
Component:  CRSE_SHARE_SET
Page:  Define Course Share Sets
Action:  A/UD/DA/C

Define an Entity Group (College)
  • Colleges will define Advisement Entity Groups.
  • Entity Groups combine similar items for use as a single precondition or condition for a population of students (by Student Group, Program, or Plan) and can be applied at the Requirement Group or Requirement level.

An example would be a General Education (GE) Requirement Group for all students in a specific set of Academic Plans.  To make this a simple condition, all Academic Plans that share the same GE requirements would be placed into an entity group and that entity group value would be assigned to the GE Requirement Group through use of the Pre-Condition section.  When the degree audit is run the logic will check the entity group assigned to the pre-condition. If the student is in an academic plan code that exists in that entity group, then the GE Requirement Group will be applied to the student degree audit report results.  

  • Entity Groups can be defined during Academic Advisement Module configuration, once Course Catalog Course IDs are created.
Define an Entity Group page

Navigation:  Academic Advisement > Academic Requirements > Define an Entity Group

Security:  

  • ZC AA ADVISEMENT REQUIRE
  • ZD AA ADVISEMENT REQUIRE
  • ZD AA Super User
  • ZZ AA ADVISEMENT REQUIRE

Menu:  DEFINE_ACADEMIC_REQUIREMENTS
Component:  RQ_ENTITY_GROUP
Page:  Define an Entity Group
Action:  A/UD/DA/C

Define Dynamic Condition (College)

Create multi-dimensional condition specifications.

  • Colleges will define Dynamic Conditions.
  • A Condition Specification (Dynamic Condition) is a condition that includes connector types, lines, process types, parameters, and controls. Once you create a Dynamic Condition it may be referenced as a precondition or condition requirement by academic and enrollment requirements, as well as academic and enrollment requirement groups.
  • Dynamic Conditions can be defined during Academic Advisement Module configuration, once Course Catalog Course IDs are created.
Define Dynamic Condition tab

Navigation:  Academic Advisement > Academic Requirements > Define Dynamic Condition

Security:  

  • ZC AA ADVISEMENT REQUIRE
  • ZD AA ADVISEMENT REQUIRE
  • ZD AA Super User
  • ZZ AA ADVISEMENT REQUIRE

Menu:  DEFINE_ACADEMIC_REQUIREMENTS
Component:  RQ_CONDITION
Page:  Define Dynamic Condition
Action:  A/UD/DA/C