Maintaining Academic Advisement Setup Data

This chapter lists prerequisites and discusses how to:

Produce an Advisement Group Summary report.
Produce a Database Tables report.
Produce Entity Group Table and Condition Table reports.
Produce a Requirement Advisement report.
Produce a Reverse Engineering report.

Prerequisite

Before you produce setup data reports, you must set up academic advisement data in your system.

Producing an Advisement Group Summary Report

This section provides an overview of the Advisement Group Summary report and discusses how to generate the report.

Understanding the Advisement Group Summary Report

The advisement group summary report lists the contents (or structure) of a specific academic requirement group or all of the academic requirement groups that meet the criteria established for the report. This report is an easy way to verify the academic requirement groups for any academic program or plan. For example, suppose that you need a printout of all the academic requirement groups that are defined for an undergraduate psychology major, you can run this report.

While preparing to print this report, you can request that the requirements, lines, and courses be summarized in generalized terms or in specific detail. The parameters that you define for the requirement advisement report appear on the report.

Here's how to create an Advisement Group Summary report:

Enter the academic requirement group or enter other general parameters on the Advisement Group Summary Report page.

Enter the description and detail options available through the Print Options link.
Click the Run button to process the report.

Pages Used to Produce an Advisement Group Summary Report

Page Name	Object Name	Navigation	Usage
Advisement Group Summary	RUNCTL_SRGRPADV	Academic Advisement, Advisement Reports, Academic Requirement Group	Request a report detailing all of the requirements contained in a specific requirement group or all of the requirement groups that meet the criteria that you established on this page.
Print Options	PRINT_OPTIONS_SEC	Click the Print Options link on the Advisement Group Summary page.	Select summary report preferences.

Generating an Advisement Group Summary Report

Access the Advisement Group Summary page.

The advisement group summary report lists the contents (or structure) of a specific requirement group or all of the requirement groups that meet the criteria established for the report. This report is an easy way to verify the requirement groups for any academic program or plan. For example, you need a printout of all the requirement groups that are defined for an undergraduate psychology major, you can run this report.

While preparing to print this report, you can request that the groups, requirements, lines, and courses be summarized in generalized terms or in specific detail. The parameters that you define for the summary report appear on the report.

Run Control ID	Identifies the report request. You can use any alphanumeric combination.
As of Date	The advisement group summary report accurately reflects the requirements that are contained in the specified requirement group (or requirement groups that meet the search criteria) as of this date. (The current date appears by default, but you can modify it.) A value in this field is required.
Requirement Group	Enter the requirement group number that is the subject of this report. Each requirement group consists of detail lines pointing to conditions, courses, and requirements as well as parameters that include unit and course requirements. If you enter a requirement group number, then the remaining fields on the page become unnecessary and are eliminated from the page. The institution, career, program, plan, sub-plan, and requirement usage are automatically contained within the specified requirement group. If you do not enter a requirement group number, these fields remain on the page and are used to identify the requirement groups that satisfy the search criteria.
Academic Institution	Enter the academic institution. Each requirement group is associated with one academic institution only. A value in this field is required. Important! The Academic Career, Academic Program, Academic Plan, and Academic Sub-Plan fields on this page are used for analysis purposes. These fields are not just prompt values. Because fields are analyzed in a hierarchical order, appropriate field values are system-supplied. For example, suppose that you enter an academic program, the appropriate Academic Career field value is automatically supplied by the system. If any of these fields are left blank, the report will contain all careers, programs, plans, and sub-plans that satisfy the search criteria.
Academic Career	Enter the academic career that is affected by the requirement groups.
Academic Program	Enter the academic program that is contained within the academic career.
Academic Plan	Enter the academic plan that is an area of study (for example, major or minor) within the academic program.
Academic Sub-Plan	Enter the academic subplan that is a further specialization within the academic plan.
Requirement Usage	Indicates how the system uses the requirement groups in the academic advisement process. Values are: None: Indicates that the field is not used as a limiting parameter. This value appears by default. Academic Advisement: Indicates that requirement groups with a usage of academic advisement are included in the report. Student Individualized Plan: Indicates that requirement groups with a usage of student individual individualized plan are included in the report. Values for this field are delivered with your system as translate values. Do not modify these values. Any modifications to these values require a substantial programming effort.
Honor Blank Values	Select if blank fields on this page represent actual values. This check box is clear by default. For example, suppose that the check box is selected and the Academic Program field is left blank, then the report will not contain requirement groups with an academic program because no program has been specified. If the check box is clear, the blank field acts as a wildcard and every requirement group with an academic program in the specified career is included in the report. Note. The Honor Blank Values check box does not affect the Requirement Usage field.
Print Options	Click to access the print options.

Defining Advisement Group Summary Print Options

Access the Advisement Group Summary - Print Options page.

Description Options

Enables you to control how descriptions are presented in the summary report.

Print Course Level	Select the print course level that governs the type of course description that is included in the report. Values are: None: Indicates that a description does not print on the report. All: Indicates that the standard, short, and long descriptions on the Course List Description page print on the report. Long: Indicates that the long description on the Course List Description page prints on the report. Standard: Indicates that the description on the Course List Description page prints on the report. This value appears by default. Values for this field are delivered with your system as translate values. Do not modify these values. Any modifications to these values require a substantial programming effort.
Print Group Level	Select the print group level that governs the type of requirement group description that is included in the report. Values are: None: Indicates that a description does not print on the report. All: Indicates that the standard, short, and long descriptions on the Requirement Group page, plus the catalog description print on the report. Catalog: Indicates that the description on the Requirement Group page prints on the report. Excpt Cat: Indicates that the standard, short, and long descriptions on the Requirement Group page print on the report. Long: Indicates that the long description on the Requirement Group page prints on the report. Standard: Indicates that the description on the Requirement Group page prints on the report. This value appears by default. Values for this field are delivered with your system as translate values. Do not modify these values. Any modifications to these values require a substantial programming effort.
Print Line Level	Select the print line level that governs the type of line description that is included in the report. Values are: None: Indicates that a description does not print on the report. All: Indicates that the standard, short, and long descriptions on the Requirement Line Item page print on the report. Long: Indicates that the long description on the Requirement Line Item page prints on the report. Standard: Indicates that the description on the Requirement Line Item page prints on the report. This value appears by default. Values for this field are delivered with your system as translate values. Do not modify these values. Any modifications to these values require a substantial programming effort.
Print Requirement Level	Enter the print requirement level that governs the type of requirement description that is included in the report. Values are: None: Indicates that a description does not print on the report. All: Indicates that the standard, short, and long descriptions on the Requirement page print on the report. Long: Indicates that the long description on the Requirement page prints on the report. Standard: Indicates that the description on the Requirement page prints on the report. This value appears by default. Values for this field are delivered with your system as translate values. Do not modify these values. Any modifications to these values require a substantial programming effort.

Detail Options

Enables you to control how details are presented in the summary report.

Print Group Level	Select to print the requirement group detail on the report. If the check box is clear, no group detail prints.
Print Line Level	Select to print the line detail on the report. If the check box is clear, no line detail prints.
Print Requirement Level	Select to print the requirement detail on the report. If the check box is clear, no requirement detail prints.
Course List Detail Level	Select how the course list detail should appear in the report. Values are: None: Converts to List and Courses. List and Courses: Indicates that the course list, plus specific courses print on the report. This value appears by default. List and Courses with Detail: Indicates that the course list, plus specific courses with detail print on the report. List Only: Indicates that only the course list prints on the report. List Only with Detail: Indicates that the course list with detail prints on the report. Values for this field are delivered with your system as translate values. Do not modify these values. Any modifications to these values require a substantial programming effort.

Producing a Database Tables Report

Create a Database Table report to retrieve all of the data stored in each academic advisement table for a specific student on a specific date.

Here's how to create a Database Tables report:

Specify the as of date, ID, and report type on the Database Tables Report page.

Leave the ID and Report Type fields blank for the system to return all of the values (wild card).
Click the Run button to process the report.

This section lists prerequisites and discusses how to enter database table information.

Prerequisite

Before you can run the Database Tables report, you must first populate the database tables by running a transcript with the report format of analysis database for the student or group of students in whom you are interested.

Page Used to Produce a Database Tables Report

Page Name	Object Name	Navigation	Usage
Database Tables Report	RUNCTL_SRDBTBLS	Academic Advisement, Advisement Reports, Database Tables	Retrieve all of the data stored in each academic advisement table for a specific student on a specific date. Before creating a modified report, you can run this report to view the data that is available for the student. On any specific day, you can run one standard and one special report for the same student.

Page Name

Object Name

Navigation

Usage

Database Tables Report

RUNCTL_SRDBTBLS

Academic Advisement, Advisement Reports, Database Tables

Retrieve all of the data stored in each academic advisement table for a specific student on a specific date. Before creating a modified report, you can run this report to view the data that is available for the student.

On any specific day, you can run one standard and one special report for the same student.

Entering Database Table Information

Access the Database Tables Report page.

As of Date

The database tables report accurately reflects the contents of each academic advisement table for the designated student as of this date. This field value automatically populates to the current date, but you can modify it. A value in this field is required.

ID

Enter the student's ID number.

Report Type

Enter the report. Values are:

SPC (special): Indicates a special advising report using a special requirement usage.

STD (standard): Indicates a standard advising report.

Producing Entity Group Table and Condition Table Reports

Entity groups are like items (programs, plans, subplans, or student groups) that you bundle together and use in a degree requirement. For example, you may create a degree requirement that asks that all undergraduate students to take a physical education course except (the entity of) athletes and students in ROTC. Such entities appear in the report. Dynamic conditions work similarly. They are conditions that you define and use in a degree requirement. For example, you might have a degree requirement that asks art majors to submit an art portfolio. In this example, the portfolio is a condition for graduating. The condition then appears on the Condition Table report.

Create the Entity Group Table report or the Condition Table report to review the various condition data set up for a specific institution, as of a particular date.

Here's how to produce an Entity Group Table or Condition Table report:

Select the as of date and institution on the Entity Group Table and Condition Table Reports page for which you want to report conditions.
Click the Run button.
Select either the Condition Table Report or the Entity Group Table Report process to specify the report type.
Click the OK button to process the report.

Page Used to Produce Entity Group Table and Condition Table Reports

Page Name	Object Name	Navigation	Usage
Entity Group Table and Condition Table Reports	RUNCTL_SRMISRPT	Academic Advisement, Advisement Reports, Miscellaneous Reports	Process one of two academic advisement administrative reports: the Entity Group Table report and the Condition Table report. The Entity Group Table report lists all of the entity groups for the institution based on the as of date that you enter. The Condition Table report lists all of the dynamic conditions for the institution based on the as of date that you enter.

Page Name

Object Name

Navigation

Usage

Entity Group Table and Condition Table Reports

RUNCTL_SRMISRPT

Academic Advisement, Advisement Reports, Miscellaneous Reports

Process one of two academic advisement administrative reports: the Entity Group Table report and the Condition Table report.

The Entity Group Table report lists all of the entity groups for the institution based on the as of date that you enter.

The Condition Table report lists all of the dynamic conditions for the institution based on the as of date that you enter.

Entering Entity Group and Condition Report Parameters

Access the Entity Group Table and Condition Table reports page.

Run Control ID	Identifies the report request. You can use any alphanumeric combination.
As of Date	The report accurately reflects the retrieved information as of this date. This field value automatically populates to the current date, but you can modify it. A value in this field is required.
Institution	The institution for which you want to report.

Producing a Requirement Advisement Report

The Requirement Advisement report lists the contents (or structure) of a specific academic requirement or all of the academic requirements that meet the criteria established for the report. This report is an easy way to verify the academic requirements for any academic program or plan. For example, if you need a printout of all of the academic requirements that are defined for an undergraduate psychology major, you can run this report.

Here's how to create a Requirement Advisement report:

Select the academic requirement or enter other general parameters on the Requirement Advisement Report page.

In addition, enter the description and detail options available through the Print Options link.
Click the Run button to process the report.

Pages Used to Create a Requirement Advisement Report

Page Name	Object Name	Navigation	Usage
Requirement Advisement Report	RUNCTL_SRRQRADV	Academic Advisement, Advisement Reports, Academic Requirement	Process a report detailing a specific requirement or all of the requirements that meet the criteria that you established on this page.
Print Options	PRINT_OPTIONS_SEC2	Click the Print Options link on the Requirement Advisement Report page.	Select report preferences.

Defining the Requirement Advisement Report Parameters

Access the Requirement Advisement Report page.

Run Control ID

Identifies the report request. You can use any alphanumeric combination.

As of Date

The requirement advisement report accurately reflects the specific requirement (or requirements that meet the search criteria) as of this date. The current date appears by default, but you can modify it. A value in this field is required.

Academic Requirement

Enter the academic requirement that is the subject of this report. Each requirement consists of detail lines pointing to conditions and courses, as well as parameters that include unit and course requirements.

Academic Institution

Each requirement is associated with only one academic institution. A value in this field is required.

Important! The Academic Career, Academic Program, Academic Plan, and Academic Sub-Plan fields on this page are used for analysis purposes. These fields are not just prompt values. Because fields are analyzed in a hierarchical order, appropriate field values are system-supplied. For example, suppose that you enter an academic program, the appropriate academic career field value is automatically supplied by the system. If any of these fields are left blank, the report will contain all careers, programs, plans, and sub-plans that satisfy the search criteria.

Academic Career	Enter the academic career that is affected by the requirements.
Academic Program	Enter the academic program that is contained within the academic career.
Academic Plan	Enter the academic plan that is an area of study (for example, major or minor) within the academic program.
Academic Sub-Plan	Enter the academic sub-plan that is a further specialization within the academic plan. A value in this field is optional.
Honor Blank Values	Select if the blank fields on this page represent actual values. The default is clear. For example, if you select the check box and leave the Academic Program field blank, then the report will not contain an academic program, because no program has been specified. If the check box is clear, the blank field acts as a wildcard and every academic program in the specified career will be included in the report.
Print Options	Click to access the print options.

Defining Requirement Advisement Print Options

Access the Requirement Advisement Report - Print Options page.

Description Options

This page enables you to control how you present descriptions in the report.

Print Course Level

Governs the type of course description that is included in the report. Values are:

None: Indicates that a description does not print on the report.

All: Indicates that the standard, short, and long descriptions on the Course List Description page printed on the report.

Long: Indicates that the long description on the Course List Description page prints on the report.

Standard: Indicates that the description on the Course List Description page prints on the report. This value appears by default.

Values for this field are delivered with your system as translate values. Do not modify these values. Any modifications to these values require a substantial programming effort.

Print Line Level

Defines the type of line description that is included in the report. Values are:

None: Indicates that a description does not printed on the report.

All: Indicates that the standard, short, and long descriptions on the Requirement Line Item page print on the report.

Long: Indicates that the long description on the Requirement Line Item page prints on the report.

Standard: Indicates that the description on the Requirement Line Item page prints on the report. This value appears by default.

Values for this field are delivered with your system as translate values. Do not modify these values. Any modifications to these values require a substantial programming effort.

Print Requirement Level

Defines the type of requirement description that is included in the report. Values are

None: Indicates that a description does not print on the report.

All: Indicates that the standard, short, and long descriptions on the Requirement page print on the report.

Long: Indicates that the long description on the Requirement page prints on the report.

Standard: Indicates that the description on the Requirement page prints on the report. This value appears by default.

Values for this field are delivered with your system as translate values. Do not modify these values. Any modifications to these values require a substantial programming effort.

Detail Options

Enables you to control how details are presented in the summary report.

Print Line Detail

Select to print the line detail on the report. If the check box is clear, no line detail prints.

Print Requirement Detail

Select to print the requirement detail on the report. If the check box is clear, no requirement detail prints.

Course List Detail Level

Enter the value that indicates how the course list detail appears in the report. Values are:

None: Converts to List and Courses.

List and Courses: Indicates that the course list plus specific courses print on the report. This value appears by default.

List and Courses with Detail: Indicates that the course list plus specific courses with detail print on the report.

List Only: Indicates that the course list prints on the report only.

List Only with Detail: Indicates that the course list with detail prints on the report.

Values for this field are delivered with your system as translate values. Do not modify these values. Any modifications to these values require a substantial programming effort.

Producing a Reverse Engineering Report

Use the Reverse Engineering Report page to search for a requirement, course, course list, or condition that the system is using. You can search to find out which requirement group contains a specific requirement; which course list contains a specific course; which requirement contains a specific course list; and which requirement group, requirement, or requirement line contains a specific condition.

The reverse engineering reports include enrollment and academic advisement requirement groups, requirements, and course lists.

Here's how to produce a Reverse Engineering report:

Enter the report type and any other general parameters on the Reverse Engineering Report page.
Click the Run button to process report.

Pages Used to Produce a Reverse Engineering Report

Page Name	Object Name	Navigation	Usage
Reverse Engineering Report	RUNCTL_SRREVENG	Academic Advisement, Advisement Reports, Reverse Engineering	Enter the parameters that are to capture the data that you want to review. Select a report type to enable the page to display the appropriate parameter fields.

Entering Reverse Engineering Report Parameters

Access the Reverse Engineering Report page.

Run Control ID

Identifies the report request. You can use any alphanumeric combination.

As of Date

The reverse engineering report accurately reflects the requirements, courses, course lists, or conditions as of this date. The current date appears by default, but you can modify it. A value in this field is required.

Report Type

Select the report type that indicates the subject of the search. Values are:

Courses in Course Lists: Indicates that a course is the subject of the search. This value appears by default.

Conditions in RG, RQ, RQLN: Indicates that a condition (or conditions) in a requirement group, requirement, or requirement line is the subject of the search.

Course Lists in Requirements: Indicates that a course list is the subject of the search.

Requirements in REQ Groups: Indicates that a requirement is the subject of the search.

Note. Depending on the value in the Report Type field, additional fields are available on this page.

Report Type of Courses in Course Lists

If the report type is Courses in Course Lists, the subject of the search is a course.

Course ID, Subject Area, and Catalog Nbr (catalog number)

Enter the course ID, subject area, or catalog number plus for the course that are the basis of this search. Combinations of field values must make logical sense.

Important! Even if all of the field values are known in advance, you must click the Search button to run a report successfully.

Search

Click to retrieve available courses. If you click this button without entering a course ID, the system retrieves courses from all of the valid institutions. If your database contains more than one institution that uses similar subject areas and catalog numbers, be sure and select the appropriate course by course ID rather than catalog number.

Select Class

Click next to the course that you want to select. The course now appears on the Reverse Engineering Report page. The Academic Group field value appears.

Report Type of Conditions in RG, RQ, RQLN

If the report type is Conditions in RG, RQ, RQLN, the subject of the search is a condition (or conditions) in a requirement group, requirement, or requirement line.

Condition Code	Enter the condition code that indicates which field in the database is subject to this condition. For example, Academic Level, Academic Plan, Academic Program, and Academic Sub-Plan are condition codes. Academic Plan and Primary Academic Plan reference the exact same plan when the student has one plan only. Academic Program and Primary Academic Program: Reference the exact same program when the student has only one program. Academic Plans and Academic Programs: Indicate that all of a student's plans and programs are part of the equation. Academic Sub-Plans: Indicates that all of a student's sub-plans are part of the equation. Student Groups: Indicates that all of the student groups containing a student are part of the equation. Table Entry: Is a condition code that enables you to select one of the dynamic conditions that has been previously created in the Define Dynamic Condition component. Values for this field are delivered with your system as translate values. Do not modify these values. Any modifications to these values require a substantial programming effort. Note. If the condition code is Table Entry, then only the Condition Data field is available.
Condition Operator	Identifies what type of comparison is to be applied to the condition data. Possible condition operators include: Equal, None, < or =, > or =, Greater, In, Less, Not Equal, and Not In. Make sure that you use an operator that makes sense in the equation. Values for this field are delivered with your system as translate values. Do not modify these values. Any modifications to these values require a substantial programming effort.
Ignore Condition Operator	Select if the Condition Operator field should be ignored when you run the report. The default is clear. For example, suppose that you select the check box, then the Condition Operator field becomes unavailable and all of the combinations of the specified condition code and condition data are reported. If the check box is clear, then the condition operator defines the relationship between the specified condition code and condition data.
Condition Data	Select the condition data that specifies the value that is subject to this condition code. For example, specific academic plans and programs, as well as dynamic conditions are condition data values. If the condition code is Table Entry, then select a previously created dynamic condition from the prompt box.

Report Type of Course Lists in Requirements

If the report type is Course Lists in Requirements, the subject of the search is a course list.

Enter the course list number that is the basis for this report.

Report Type of Requirements in REQ Groups

If the report type is Requirements in REQ Groups, the subject of the search is a requirement.

Enter the requirement that is the basis for this report.