The tables in the chart below are configured using this Student Records configuration guide, the Transfer Credit configuration guide, or the Academic Advisement configuration guide. The chart below is being provided as a quick reference for listing the contents of the Student Records related guides.

Bind Records Used with Population Selection/Population Update:

Following are the crucial translate tables that you will need to examine as you are setting up Student Records:

Define enrollment action reasons to provide relevant information about class enrollment transactions.

Enrollment Actions are measures that are used for actions such as adds, drops, and grade changes. Action reasons are keyed on the Academic Career and the enrollment action tables.  Use these action reasons to further classify your enrollment actions for reporting and analysis purposes.

The following values will be configured globally for every college because of dependency with other Student Records Installation settings and conversion.

Local Enrollment Action Reasons will also be configured as requested by each college.

Navigation:  Home > Set Up SACR > Product Related > Student Records > Enrollment > Enrollment Action Reason

Security:

• ZC SACR Config
• ZD SACR Student Rec Config
• ZZ SACR Student Rec Config

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

Define honor and award codes for internal and external term specific awards, for example, Dean’s List or Phi Theta Kappa.

Term related Honors/Awards values will be configured for each college.

Navigation:  Set Up SACR > Product Related > Student Records > Student Standing and Awards > Honors/Awards Table

Security:

• ZC SACR Config
• ZD SACR Student Rec Config
• ZZ SACR Student Rec Config

Menu:  DEFINE_STUDENT_RECORDS
Component:  SA_HONORS_AWARDS
Page:  Honors/Awards Table
Action:  A/UD/DA/C

Define rules to be used by the processor to assign term specific awards to students.

Honors and Award rules will be configured for each college and associated with the Academic, Professional/Technical, and Bachelor programs.

Navigation:  Set Up SACR > Product Related > Student Records > Student Standing and Awards > Honors/Awards Rule

Security:

• ZC SACR Config
• ZD SACR Student Rec Config
• ZZ SACR Student Rec Config

Menu:  DEFINE_STUDENT_RECORDS
Component:  HONOR_AWRD_RULE
Page:  Honors/Awards Rule
Action:  A/UD/DA/C

Define milestone codes and their grading bases, and define the levels of the milestone.

Milestones can be created for use in Enrollment Requirements (as an unofficial credentials evaluation), Academic Advisement Reports and on a student’s Official Transcript to note a degree concentration.  

Colleges will decide which milestones should be created to meet their business processes.

Navigation:  Set Up SACR > Product Related > Student Records > Enrollment > Milestone Table

Security:

• ZC SACR Config
• ZD SACR Student Rec Config
• ZZ SACR Milestone Config

Menu:  DEFINE_STUDENT_RECORDS
Component:  MILESTONE_TBL
Page:  Milestone Table
Action:  A/UD/DA/C

Create milestone templates to reduce data entry later on.

Milestone templates may be configured by the college after go-live.

Navigation:  Set Up SACR > Product Related > Student Records > Enrollment > Milestone Templates

Security:

• ZC SACR Config
• ZD SACR Student Rec Config
• ZZ SACR Milestone Config

Menu:  DEFINE_STUDENT_RECORDS
Component:  MILESTONE_TMPL
Page:  Milestone Template
Action:  A/UD/DA/C

Set up a new student group or view an existing student group definition.

Student Groups designate a group of students by demographic, program, and/or enrollment information for reporting purposes. Student Groups starting with “S” are created by SBCTC and used for state-level reporting. Some student groups are “mass assigned”, or assigned automatically, based upon student characteristics or information gathered at admissions. Other student groups are “manually assigned” by college staff.

Because these codes are for the purpose of state-level reporting, they should not be edited.  Use caution if using them for local operational purposes as the criteria or effective dating application may differ by purpose.  Refer to the Global Student Records Configuration Guide for values.

Colleges may also request additional Student Group codes for college business processes. Local Student Group codes begin with a letter other than “S”.

Navigation:  Set Up SACR > Common Definitions > Student Group Table

Security:

• ZC SACR Config
• ZD SACR Student Grp Config
• ZZ SACR Student Grp Config

Menu:  DEFINE_STUDENT_ADMINISTRATION
Component:  STDNT_GROUP_TABLE
Page:  Student Group Table
Action:  A/UD/DA/C

Define degree honors for your institution. Example degree honors might be with Distinction, Highest Honors in and Summa Cum Laude.

Student Records shares this page with Recruiting and Admissions because admissions staff may need to track external degree honors of applicants.

The Degree Honors Table page differs from the Honors/Awards Table page in that it relates degrees and plans and the Honors/Awards Table is generally for term type honors.

Navigation:  Set Up SACR > Product Related > Student Records > Student Standing and Awards > Degree Honors Table

Security:

• ZC SACR Config
• ZD SACR Student Rec Config
• ZZ SACR Student Rec Config

Menu:  DEFINE_STUDENT_ADMINISTRATION
Component:  DEGREE_HONORS_TBL
Page:  Degree Honors Table
Action:  A/UD/DA/C

Define academic standing action codes for each academic career within your institution, for example, Probation and Suspension.

Navigation:  Set Up SACR > Product Related > Student Records > Student Standing and Awards > Academic Standing Table

Security:

• ZC SACR Config
• ZD SACR Student Rec Config
• ZZ SACR Student Rec Config

Menu:  DEFINE_STUDENT_RECORDS
Component:  ACAD_STDNG_TBL
Page:  Academic Standing Table
Action:  A/UD/DA/C

Create academic standing rules to be used by the processor to assign academic standing codes to students. Academic standing rules are keyed by academic career, so define a broad description for an academic standing rule (such as Undergraduate Rules or Graduate Rules). Within each rule, you create detail lines that correspond with academic standing action codes that you define.

Academic Standing rules will be configured for each college and associated with the Academic, Professional/Technical, and Bachelor programs.

Navigation:  Set Up SACR > Product Related > Student Records > Student Standing and Awards > Academic Standing Rule

Security:

• ZC SACR Config
• ZD SACR Student Rec Config
• ZZ SACR Student Rec Config

Menu:  DEFINE_STUDENT_RECORDS
Component:  ACAD_STDNG_RULE
Page:  Academic Standing Rule
Action:  A/UD/DA/C

Define the various student attributes your institution uses for tracking and reporting on different cohorts.

Student Attributes designate a group of students by attaching to a student program/plan stack.  Attributes starting with “S” are created by SBCTC and used for state-level reporting.  Because these codes are for the purpose of state-level reporting, they should not be edited.  A list of attributes defined by SBCTC is included in the Student Records global configuration guide.

Navigation:  Set Up SACR > Product Related > Student Records > Student Standing and Awards > Student Attribute Table

Security: ZC SACR Config and ZD SACR Student Rec Config
Menu:  DEFINE_STUDENT_RECORDS
Component:  STDNT_ATTR_TBL
Page:  Student Attribute Table
Action:  A/UD/DA/C

Create repeat schemes and the repeat codes within each scheme.

The Repeat Scheme Table configuration will be the same for all colleges.  Refer to the Student Records global configuration guide for values.

Navigation:  Records and Enrollment > Term Processing > End of Term Processing > Repeat Scheme Table

Security:

• ZD SR End of Term Processing
• ZD SR Super User

Menu:  DEFINE_STUDENT_RECORDS
Component:  REPEAT_SCHEME_TBL
Page:  Repeat Scheme Table
Action:  A/UD/DA/C

Describe the repeat rules that you will later link to academic careers and academic programs.

Repeat rules will be set at the program level.  See the Student Records global configuration guide for values.

Additional college level configuration captures which grade values can be repeated.  See the Academic Structure local configuration guide for Grade Scheme Table configuration values.

Navigation:  Records and Enrollment > Term Processing > End of Term Processing > Repeat Rule

Security:

• ZD SR End of Term Processing
• ZD SR Super User

Menu:  DEFINE_STUDENT_RECORDS
Component:  REPEAT_RULE
Page:  Repeat Rules
Action:  A/UD/DA/C

Define transcript types, associate service indicators, specify transcript levels, define self-service availability, and indicate if a transcript type includes an advising report. Typical transcript types are those such as official, unofficial, graduate, undergraduate, degree audit, NCAA, continuing education, and so on.

Global Transcript Types and template(s) will be used, with logos provided by each college.

Global recommendations for Transcript Type settings will be included.

Transcript Types will be configured for each college:

• OFFCL - Official Transcript, includes both Academic and Continuing Education Career information
• UNOFF  Unofficial Transcript, includes both Academic and Continuing Education Career information

Navigation:  Set Up SACR > Product Related > Student Records > Transcript > Define Transcript Type

Security:

• ZC SACR Config
• ZD SACR Student Rec Config
• ZZ SACR Student Rec Config

Menu:  DEFINE_STUDENT_RECORDS
Component:  SSR_TSCRPT_TYPE
Page:  Transcript Type - Basic Data
Action:  A/UD/DA/C

Statistics period types are descriptors of an academic statistics period, helping to identify the type of reporting requirement that relates to a particular academic statistics period. For example, you might define the statistics period type IP for IPEDS reporting, N for NSC reporting and SR for the Student Record Census report.

Three Statistics Period Types will be configured globally for all colleges:

• IP (IPEDS)
• NS (NSC Reporting Type)
• SR (SR Census)

For the NSC Reporting Type, colleges will select which grades will have the associated units (credits) excluded when reported to the National Student Clearing House.

Navigation:  Records and Enrollment > Enrollment Reporting > Consolidated Statistics > Define Statistics Type

Security: ZD SR Super User
Menu:  DESIGN_ACADEMIC_STRUCTURE
Component:  ACAD_STAT_TYPE
Page:  Academic Statistics Type
Action:  A/UD/DA/C

Describe an academic statistics period, including the statistics period type, academic load rule, consolidation trigger, and snapshot date.

Academic Statistics Periods will be defined by each college post go-live when the process is run for the first time.  Run control naming conventions are strongly recommended.

Navigation:  NavBar > Navigator > Records and Enrollment > Enrollment Reporting > Consolidated Statistics > Define Statistics Period

Security: ZD SR Super User and ZZ SR NSC Reporting
Menu:  DESIGN_ACADEMIC_STRUCTURE
Component:  ACAD_STATS_PERIOD
Page:  Academic Statistics Period
Action:  A/UD/DA/C

Create NSC Branch Codes.

A Branch Code of “00” will be configured for each college.

Navigation: NavBar > Navigator > Set Up SACR > Product Related > Student Records > Enrollment Reporting Codes > NSC Branch Table

Security: ZC SACR Config and ZD SACR Student Rec Config
Menu:  DEFINE_STUDENT_RECORDS
Component:  NSLC_BRANCH_TBL
Page:  NSC Branch Table
Action:  A/UD/DA/C

Run the NSC Report process to generate a flat file extract of students enrolled during a specific period of time that you can then send electronically to the NSC.

The delivered NSC report will be used.  It is recommended that colleges use a naming convention for their NSC Run Controls as well as their Academic Statistics Period.

Navigation:  NavBar > Navigator > Records and Enrollment > Enrollment Reporting > NSC Report

Security: ZZ SR NSC Reporting
Menu:  MANAGE_ACADEMIC_RECORDS
Component:  RUNCTL_SRNSLC
Page:  NSC Report National Student Clearinghouse report
Action:  A/UD/DA/C

Define Graduation Status values.

Graduation Tracking will be enabled for each college.  All fields will be selected so they can be viewed on the Graduation Tracking page, should the college decide to use.

A default status of AG (Applied for Graduation) will be configured.  If the college enables the Self-Service graduation application, the student will have a graduation status row added as AG when they submit an application.

Navigation:  NavBar > Navigator > Set Up SACR > Product Related > Student Records > Graduation > Graduation Status Table

Security:

• ZC SACR Config
• ZD SACR Student Rec Config
• ZZ SACR Student Rec Config

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

Define Graduation Tracking note values.

Pre-defined Graduation Notes will not be configured prior to go-live. Graduation Notes can be manually added to a student through the tracking process.  Colleges may also request Graduation Notes post go-live.

Navigation:  NavBar > Navigator > Setup SACR > Product Related > Student Records > Graduation > Graduation Notes Table

Security:

• ZC SACR Config
• ZD SACR Student Rec Config
• ZZ SACR Student Rec Config

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

Create service indicator codes for positive and negative service indicators.

• Service Indicators can be used to restrict or provide services to students.
• A set of Service Indicators are globally defined and used in batch processes.  Refer to the Global Configuration Student Records guide for a list of these global Service Indicators that were configured for each college. Colleges may add Reasons and Impacts to these Service Indicators, but the delivered configuration values for Reasons and Impacts should not be removed or modified.
• Colleges may also define their own Service Indicators along with selecting the Service Impact and Reasons.  See the spreadsheet below for the final configuration of all local and global Service Indicators for your college.

A naming convention will apply to all Service Indicators.  Service Indicator codes will begin with one letter followed by two numbers.  The letter “S” is reserved for SBCTC defined Service Indicators and should not be used.

Navigation:  NavBar > Navigator > Set Up SACR > Common Definitions > Service Indicators > Service Indicator Codes

Security (being added by Security team): ZD SACR Srvs Ind Config
Menu:  DESIGN_STUDENT_ADMINISTRATION
Component:  SRVC_IND_CD_TABLE
Page:  Service Indicator Codes
Action:  A/UD/DA/C

Create Document Types, valid file extensions, and maximum file size for uploading documents from the Student Homepage.

Create Document Types, valid file extensions, and maximum file size for uploading documents from the Student Homepage.

Navigation:  NavBar > Navigator > Set Up SACR > CTC Custom > Extensions > Document Table

Security: ZC SACR Config
Menu:  CTC_E034_DOC_UPLOAD
Component:  CTC_DOC_SETUP_CMP
Page:  CTC_DOC_SETUP_PG
Action:  A/UD/DA

Grant security to specified Document Types to existing Security Roles for both students and staff.

Grant security to specified Document Types to existing Security Roles.

Navigation:  NavBar > Navigator > Set Up SACR > Security > Secure Student Administration > CTC Custom > Document Security

Security:

• ZC FA Local Configuration
• ZC SACR Config
• ZC SACR Financial Aid Config

Menu:  CTC_E034_DOC_UPLOAD
Component:  CTC_DOC_SEC_CMP
Page:  CTC_DOC_SEC_PG
Action:  A/UD/DA

Create File Paths for upload/download of electronic transcripts and downloading the National Student Clearing House file.

Create File Paths for upload/download of electronic transcripts and downloading the National Student Clearing House file.

Navigation:  NavBar > Navigator > PeopleTools > CTC Custom > Extensions > File List Table

Security:

• ZC FA Local Configuration
• ZC SACR Financial Aid Config
• ZZ_FA_UPLOAD_DOWNLOAD

Menu:  CTC_E207_FL_UPLD_DOWNLD
Component:  CTC_E207_FL_CONFIG
Page:  CTC_FL_UPLD_DL_CFG
Action:  A/UD/DA/C

Create program action reasons for an institution.

Values are globally defined. College may request additional after go-live.

Navigation:  NavBar > Navigator > Set Up SACR > Product Related > Student Records > Program Action > Program Action Reason Table

Security: ZC SACR Config and ZD SACR Student Rec Config
Menu:  DEFINE_STUDENT_ADMINISTRATION
Component:  PROG_RSN_TBL
Page:  Program Action Reasons
Action:  A/UD/DA/C

Create Test Components to be used in the Test Table configurations. These are values configured for the college on a global configuration table.

Create Test Components to be used in the Test Table configurations.

Navigation:  Main Menu > Set Up SACR > Product Related > Recruiting and Admissions > External Test Scores > Test Component Table

Security: ZC SACR Config
Menu:  DESIGN_ADMISSIONS
Component:  SA_TEST_COMP_TABLE
Page:  SA_TEST_COMP_TABLE
Action:  A/UD/DA/C

Create a Test ID for test components and score ranges unique to the college. These college specific values are configured on a global configuration table. Access to test scores specified by Test ID is controlled by SACR security.

Create a Test ID for test components and score ranges unique to the college. These college specific values are configured on a global configuration table. Access to test scores specified by Test ID is controlled by SACR security.

Navigation:  Main Menu > Set Up SACR > Product Related > Recruiting and Admissions > External Test Scores > Test Tables

Security: ZC SACR Config
Menu:  DESIGN_ADMISSIONS
Component:  SA_TEST_TABLE
Page:  SA_TEST_TABLE
Action:  A/UD/DA/C