Purpose

To extract data containing relevant information for inclusion in an Academic Transcript

Structure

Block

Tabs

Parameters

More (3)

Buttons

Find Course (Parameters)

Find Person (More 1, 2 & 3)

Extract Process

This job uses the generic 'extract table' structure to store extracted data which can be used for the production of Academic Transcripts. A program that uses the extracted data (and data from other Callista tables if required) to produce Academic Transcripts can be custom built by the institution. The program accesses the extracted data via views specifically created for the Academic Transcript process. Extract Creation Processes describes this methodology.

Details of the data available in Academic Transcript views are available in Academic Transcript Extract - View Details

Record Selection

Only Student Course Attempts where the Course Attempt Status is not 'UNCONFIRM' will be selected.

Record Extraction

The extract process creates a record in the S_EXTRACT table that identifies the particular extract job run. It creates corresponding Academic Transcript detail records in the S_EXTRACT_RECORD table.

Output Messages

If a student is deceased a message will be output to this effect. The transcript will not be produced.

If a Student Course Attempt's Correspondence Category does not include the Correspondence Type TRANS-EXT, no extract record will be produced for it and an advisory message will be produced. To check and see if it does include the Correspondence Type TRANS-EXT, go to CORF2200.

If the Correspondence Type has not been allocated to the Correspondence Category, check form CORF2200.

If the Person ID has no course eligible to be displayed, correspondence may have already been produced for this Person/Course in CORF2320.

If there is a relevant Encumbrance applied to a student their transcript will be blocked and a relevant message will be output. If the Person ID has a current Transcript Block Encumbrance, review the details in ENRF6310.

If the Person ID has no current Correspondence Address, review data in ENRF3030. If no Correspondence Address can be found for a student a message will be output to that effect.

Run Details

ASSJ06VE runs only in batch mode, through the Job Control & Scheduling subsystem.

Viewing the Extracted Data

Data is usually processed by the institution's custom-built Academic Transcript creation and printing job. Data can be viewed in the S_EXTRACT and S_EXTRACT_RECORD tables, or in a more useable form in the views ACAD_TRANS_EXTRACT_V and ACAD_TRANS_RECORD_V, using an ad-hoc query tool.

The Academic Transcript Extract block contains:

• Course Responsible Org Unit
• Course Group
• Sector
• Course Code
• Limit To Course check box
• All Courses Matching Sector for Selected Students check box
• Include Related Courses check box
• Course Location
• Course Attendance Mode
• Award Course

  Button

• Find Course

More Tab

• Course Attempt Status 1
• Course Attempt Status 2
• Course Attempt Status 3
• Progression Status
• Graduand Status
• Register Correspondence check box
• Person ID Group
• Exclude Unit Category

  Button

  • Find Person

More Tab

• Specific Person ID 1
• Specific Sector 1
• Specific Course Code 1
• Specific Person ID 2
• Specific Sector 2
• Specific Course Code 2
• Specific Person ID 3
• Specific Sector 3
• Specific Course Code 3

  Button

  • Find Person

More Tab

• Specific Person ID 4
• Specific Sector 4
• Specific Course Code 4
• Specific Person ID 5
• Specific Sector 5
• Specific Course Code 5
• Specific Person ID 6
• Specific Sector 6
• Specific Course Code 6

  Button

  • Find Person

Rules/Notes:

When available, the Discipline Code and Description (institution defined) are displayed with Unit Level details.

Discipline Code and Description are displayed on a new line at the end of Unit Level information.

For examples of institution defined Discipline Code and Description see Course Version Rules or Unit Set Rules.

Notes: The % symbol indicates that the field is not considered for processing.

Parameters

• Course Responsible Org Unit
  Mandatory - this parameter is a combination of the Organisational unit and Organisational unit Start Date (Organisational unit start date is the date on which an organisational unit becomes effective within the system).Either a Course Responsible Org Unit Code or ALL must be selected. Extract records will be produced for students whose student Course Attempt is in a course with responsible organisational unit matching the parameter. Alternatively if ALL is selected, extract records will be produced for eligible students from all Course Responsible Org Unit Codes. The default is all Course Responsible Org Unit Codes.
• Course Group
  Mandatory - used to limit the academic transcripts produced to student Course Attempts where the course belongs to the specified Course Group. The default is all course groups.
• Sector
  Select from HE or VET
• Course Code
  Mandatory - used to restrict record selection to student Course Attempts in a specific course. The default is all course codes.
• Limit To Course check box
  Select (Y) or unselected (N). If 'Y' is selected, the processing will be limited to the student Course Attempts that match the other parameters. If 'N' is selected, Academic Transcripts will include all of the Course Attempts of a student when any one of their course attempts matches the parameters. The default is 'N'.
• Include Related Courses check box
  Check (Y) or uncheck (N). Permits the inclusion of related courses on the Academic Transcript. (An example of related courses is Bachelor of Arts and Bachelor of Arts with Honours.) The default is 'N'. This parameter can only be set to 'Y' if the Limit to Course parameter is set to 'Y'.
• Course Location
  Mandatory - used to restrict the student Course Attempts selected to those in a particular location. For example, a campus. The default is all course locations.
• Course Attendance Mode
  Mandatory - the code of a single course attendance mode can be selected. Limits the selection of records to those for student Course Attempts with the specified attendance mode. The default is all attendance modes.
• Award Course
  Mandatory - determines whether award or non-award courses are extracted. The default is 'BOTH AWARD AND NON-AWARD'
• All Courses Matching Sector for Selected Students check box
  If selected, only students matching Sector HE or VET will be chosen.

More (1)

• Course Attempt Status 1
  Mandatory - up to three statuses can be selected using the three Course Attempt Status fields. They are used to restrict record selection to student Course Attempts of the specified status. Transcript records are only produced for Course Attempts of status ENROLLED, LAPSED, INACTIVE, or DISCONTIN. The default is ALL.
• Course Attempt Status 2
  Optional - see above. This field is ignored where '% - ALL' is selected in Course Attempt Status 1.
• Course Attempt Status 3
  Optional - see above. This field is ignored where '% - ALL' is selected in Course Attempt Status 1.
• Progression Status
  Mandatory - used to restrict record selection to course attempts of a particular progression status. The default is '% - ALL'.
• Graduand Status
  Mandatory - used to restrict record selection to student Course Attempts for graduands of a particular Graduand Status. In practice, this could be used to select POTENTIAL graduands, producing a transcript to assist in the graduation approval process. The default is '% - ALL'. The default value causes this parameter to be ignored, meaning that student Course Attempts without graduand records can be selected by the job
• Register Correspondence check box
  Select (Y) or unselected (N). Y - record a correspondence item for each extract record or N - don't record any correspondence for the extract records. The default is Y.
• Person ID Group
  Optional. - permits an ID group to be specified. Extract records are produced only for students whose ID number is a member of the ID group. This parameter could be used for a group of student ID numbers produced by a query tool. The default is blank, meaning that only other specified parameters are considered.
• Exclude Unit Category
  Optional. - permits the specification of a unit category. No unit attempts in units belonging to the specified category are extracted. I.e. Units in the specified category will not appear on a student's academic transcript.

More (2)

• Specific Person ID 1 - 3
  Optional. - these parameters allow up to 6 student IDs to be specified. Extract records are produced only for the nominated students. Alternatively, if no students are nominated, extract records are produced for all student Course Attempts that satisfy the other parameters. The default is blank.
• Specific Sector 1 - 3
  See Sector information above.
• Specific Course Code 1 - 3
  Mandatory where the corresponding Specific Person ID parameter is not blank - The default is % (all course attempts for the specified student).

More (3)

Same as More (2), but numbered 4 - 6.

Rules/Notes: