This round of conversion validation includes the following areas:

• Student Program/Plan Stacks
• Student Degrees

Note: Degree Honors is covered in the Enrollment, Transfer Credit, and Transcript Text guide. Please see that guide for validation instructions of 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.

Questions regarding the data validation activities can be directed to a functional analyst or the Campus Solutions lead.

In PeopleSoft, students must be active in an Academic Career, Program, and Plan in order to enroll and receive financial aid. This information has been populated based on each student’s history of Education Program Codes (EPCs) and enrollment. The sections below describe how each level is populated during conversion.

With each conversion cycle, the ctcLink Project Team will provide the EPC to Academic Plan crosswalk for each college. These are available in the Deployment Group’s Canvas course on the Student Program/Plan Validation page.

The following conditions were identified for this round of conversion:

• Multiple Student IDs in Legacy  Students with multiple legacy SIDs are not converted to PeopleSoft.

The accuracy of student Program/Plan Stacks is critical to a successful go-live. This data impacts many downstream conversions and all modules in Campus Solutions, including Financial Aid, Student Financials, and Academic Advising. Data validators should complete a thorough review of converted Program/Plan Stacks and are recommended to validate the following areas:

• Verify students have been assigned to the correct Academic Career(s)
• Review at least 25% of currently enrolled students
  • Review a variety of degrees and certificates
  • Verify the discontinuation process successfully ran by validating a student’s most recent Program/Plan Stack at your college is active & is accurate for the student
  • Verify student’s full EPC history has been converted to the correct Academic Program and Plan

Run the queries listed below as the first step in validation. These will help you identify students with a variety of Program/Plan Stack scenarios. Use the student IDs from your query results to continue with Step 2.

Navigate to Query Viewer:

Navigator > Reporting Tools > Query > Query Viewer:

• Steps to Using Query Viewer
  1. *Make sure your pop-up blocker is off for this page*
  2. Enter the query name (see list below)
  3. Click Search
  4. Select the “HTML” hyperlink to run the query in your browser. You can download the results directly from this page.
  5. Select prompts
  6. Click “View Results”
  7. Make note of student IDs for validation

Queries:

• CTC_VAL_STDNTS_ACTV_IN_PLAN  Students Active in an Academic Plan
  • Use this query to identify the students that will be active in a particular Academic Plan at go-live
• CTC_VAL_STDNT_PROG_PLAN  Converted Program/Plan Stacks
  • Use this query to identify students who successfully converted for your college. Depending on the prompts you select, the results may be very large. If you receive the “Query Result Set too Large” message, simply click OK and select records from the list of students that was produced.
• CTC_VAL_STDNT_PROG_PLAN_HIST  Program/Plan History for an Individual Student
  • Use this query for a quick view of an individual student’s full history of converted Program/Plan Stacks.

Using the IDs you gathered in Step 1, you can review an individual student’s Program/Plan Stacks directly on the page. Navigation and tips on using the Student Program/Plan page are included in the sections below.

All student degrees and certificates awarded through SM6009 are converted to PeopleSoft. In order to successfully convert, student degrees must have a valid EPC, YRQ, and Exit code. If a completion is missing any one of these values, it will fail to convert. Student degree data was extracted from TRAN-DEGREE-D and includes all alpha and numeric exit codes. Exit code 5, 7, and 8 are the only completions excluded for this conversion.

In PeopleSoft, a Program/Plan Stack must exist in order to award a student degree. Therefore, student degrees were converted to PeopleSoft using the same logic described in the student Program/Plan Stack conversion.  An additional stack is created for each degree and certificate awarded. The conversion program “completes” the stack, leaving a status of “Completed Program.”

It is important to note, legacy degree titles are not converted to PeopleSoft. The official description for student’s degrees in PeopleSoft will come from the Academic Plan code their EPC was crosswalked to.

Figure 1  Completed Program/Plan Stack for awarded degree

The data crosswalk and conversion used for Program/Plan is also used for Student Degrees. Therefore, any known issues identified in Student Career/Program/Plan apply to Student Degrees as well. Please refer to that section for additional information.

Validators should complete a thorough validation of student degrees and are recommended to:

• Select at least 10 terms and verify at least 25% of degrees awarded during those terms converted successfully
  • Review completions from across many Academic Programs (ex. Professional Technical, Academic, Baccalaureate)
  • Review completions from at least 10 specific degrees and certificates
• Verify the degree titles for students accurately reflects the completion awarded in legacy
• If your college awards certifications in the Continuing Education Career, verify those converted correctly

Run the queries listed below as the first step in validation. These will help you identify students with a variety of degree scenarios. Use the student IDs from your query results to continue with Step 2.

Navigate to Query Viewer:

Navigator >Reporting Tools > Query > Query Viewer

• Steps to Using Query Viewer
  • *Make sure your pop-up blocker is off for this page*
  • Enter the query name (see list below)
  • Click Search
  • Select the “HTML” hyperlink to run the query in your browser. You can download the results directly from this page.
  • Select prompts
  • Click “View Results”
  • Make note of student ID’s for validation

Queries:

• CTC_VAL_STDNT_DEGREES_BY_PLAN
  • Use this query to identify student degrees awarded for a specific Academic Plan code.
• CTC_VAL_STDNT_DEGREES_BY_TERM
  • Use this query to identify all degrees and certificates awarded during a particular term.
• CTC_VAL_STDNT_DEGREES_BY_STDNT
  • Use this query for a quick view of an individual student’s list of awarded degrees and certificates.

Using the IDs you gathered in Step 1, you can review an individual student’s converted degrees and certificates directly on the Student Degrees page. Navigation and tips on using the Student Degrees page are included below.

Navigate to the Student Degree page:

Navigator > Records and Enrollment > Graduation > Student Degrees

• Steps to Search for a Student:
  • Enter the student’s ID or first and last name
  • Click Search

TIP - Degrees are sorted by type of completion awarded (aka type of certificate or degree awarded). Use the [>] button or click “View All” to review a student’s full record of completions. Below are the fields to validate.

Degree Tab:

1. Degree - Validate each of the student’s legacy degrees and certificates converted successfully
2. Completion Term - Verify the YRQ used to award each completion translated to the correct term
3. Confer Date - This date displays on a student’s transcript as the date the degree was awarded. The value is taken from your college’s Academic Calendar in PeopleSoft.

Degree Plan Tab:

1. Acad Plan - Verify all degrees converted from legacy
2. Transcript Description - Verify the description accurately reflects the legacy degree awarded

You can also validate converted degrees by reviewing the applicable Program/Plan Stack. Navigate to the Student Program/Plan Page:

Navigator > Records & Enrollment > Career and Program Information > Student Program/Plan

• Steps to Search for Student Program/Plans:
  • Enter the student’s ID or first and last name
  • Click Search

TIP  Search results display all Program/Plans Stacks for the student, including stacks from other colleges the student has attended. Ensure you select the applicable stack(s).

Student Program Tab:

Below are the fields to validate on the Student Program tab. Data should be reviewed for each of a student’s converted stacks.

1. Status - Converted degrees and certificates will display “Completed in Program”
   • What to Validate: Verify the correct stacks were completed out
2. Program Action - Converted degrees
3. Program - Taken from the Academic Program associated to the Plan code
   • What to Validate: Verify the Program is correct for the Plan code assigned

Student Plan Tab:

Navigate to the Student Plan tab to review the student’s converted degrees and certificates. Below are the fields to validate. Data should be reviewed for each of a student’s converted degrees.

1. Academic Plan - Populates based on college crosswalk
   1. What to Validate: Verify the Academic Plan accurately reflects the EPC students were coded in legacy

Student Degrees Tab:

Navigate to the Student Degrees. Below are the fields to validate. Data should be reviewed for each of a student’s converted degrees.

1. Degree Checkout Status - Completed degrees should display a status of “Degree Awarded”
2. Completion Term - This field is populated based on the YRQ used to award the degree or certificate
   1. What to Validate: Verify the correct term has been populated