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Banner Components of the

Georgia ONmyLINE Registration System

Georgia Enhanced Banner Student and Financial Aid Systems User Documentation

Version 7.17.1

Office of Information and Instructional Technology

March 2009

Banner Components of the Georgia ONmyLINE Registration System Office of Information Georgia Enhancements 7.17.1 and Instructional Technology

Georgia Enhancements User Documentation 7.17.1 Banner Components of the Georgia ONmyLINE Registration System

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Table of Contents Introduction .................................................................................................................................................1

Purpose...........................................................................................................................................1

Scope of Document .......................................................................................................................2

Graphics..........................................................................................................................................2

References......................................................................................................................................2

Georgia ONmyLINE Process Flow ............................................................................................................3

Description .....................................................................................................................................3

Overview .........................................................................................................................................4

Implementing Georgia ONmyLINE ............................................................................................................6

I. Setting Up Rules and Codes.........................................................................................................6

Overview .........................................................................................................................................6

II. Creating the Person Extract File ...................................................................................................21

Overview .......................................................................................................................................21

Frequency .....................................................................................................................................21

References....................................................................................................................................21

Parameters for GURIROL ............................................................................................................21

Parameters for ZSRPCEX............................................................................................................23

III. Loading Registration Event Records ..........................................................................................25

Overview .......................................................................................................................................25

Frequency .....................................................................................................................................25

Parameters for ZSRLREG ...........................................................................................................25

References....................................................................................................................................26

IV. Loading Attendance Verification Records .................................................................................27

Overview .......................................................................................................................................27

Frequency .....................................................................................................................................27

Parameters for ZSRAVER ...........................................................................................................27

Parameters for ZHRNOSH...........................................................................................................29

V. Extracting Drop Cancel/Withdrawal Records..............................................................................30

Overview .......................................................................................................................................30

Frequency .....................................................................................................................................30

Parameters for ZSRDWLD...........................................................................................................31

Drop Cancel/Withdrawal Data File Fields ..................................................................................31

VI. Loading Grade Records ...............................................................................................................32

Overview .......................................................................................................................................32

Frequency .....................................................................................................................................32

Parameters for ZSRGRLD ...........................................................................................................32

Appendix A: Document History.................................................................................................................1

Appendix B: Georgia ONmyLINE Registration System Checklist for Integration with Banner ..........1

Appendix C: Signal Files ............................................................................................................................1

Signal File Names and Contents ..................................................................................................1

Data File Names and Contents .....................................................................................................2



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Banner Components of the Georgia ONmyLINE Registration System

Introduction

Purpose The Georgia ONmyLINE (GOML) Registration System (CampusVue) allows USG institutions participating in the GOML academic franchise programs to provide students the ability to register for on-line courses offered as part of these programs. This provides the institutions with cross-institutional registration capabilities not available through individual institutional Banner systems. Students must be admitted and eligible to register at one of the home institutions approved for their particular academic franchise program before registration will be permitted.

Coordination of data between the CampusVue system and the Banner system at each participating institution is necessary. This is achieved through multiple steps throughout the term:

Students are admitted into approved academic franchise programs at the institution. Data are then extracted from Banner for these students for submission to CampusVue. Basic demographic information as well as the student ID and name are included in the resulting data file. This information is used to generate student records in CampusVue and to create user names and passwords to allow students to register for courses within CampusVue. It also allows for setup of accounts in GeorgiaView Vista for students to access the necessary course content.

Registration and drop/add for academic franchise courses is accomplished through CampusVue. Registration data are transferred to Banner through a file received from CampusVue. The file is loaded into Banner to generate registration event records (registrations and drops). This allows for fee assessment and financial aid disbursement to occur in Banner.

Instructors record student attendance in CampusVue within 14 days of the start of the term A file is created in CampusVue to load Attendance Verification data into temporary tables in Banner. Final processing of the data will occur when the Attendance Verification process (ZHRNOSH) is run.

Withdrawals, administrative drops, and class cancellations are accomplished within Banner. Drop, cancel, and withdrawal data are submitted to CampusVue in a data file that is used to update the registration records in CampusVue


Faculty members enter grades in CampusVue. A file is created in CampusVue containing the student, course, and grade information that is then loaded into Banner.

Scope of Document This document describes the Banner components developed to facilitate integration with the Georgia ONmyLINE registration system.

This chapter includes the following topics:

Setting up Rules and Codes

Creating the Person Extract File

Loading Registration Event Records

Loading Attendance Verification Records

Extracting Drop Cancel/Withdrawal Records

Loading Grade Records

Graphics Graphic cues used in this document assist with labeling of steps and items that are particularly important.

Steps for recovery or support.

For additional information, see references.

Exercise caution.

Warning: an error here is critical.

References

For information about the baseline product, see Using SGHE Banner User Manual for Accounts Receivable, Financial Aid, and Student.


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Georgia ONmyLINE Process Flow

Description

The GOML registration system (CampusVue) allows students to register for on-line courses offered as part of the GOML academic franchise programs. Students must be admitted and eligible to register at one of the home institutions approved for the academic franchise program before registration within GOML will be permitted.

Basic student information for academic franchise students is extracted from Banner and loaded into CampusVue to create student records and student logons and passwords.

Registrations and drops are recorded in CampusVue by the student when enrolling in franchise approved courses through Georgia ONmyLINE. These registration events must be loaded into Banner to appropriately disburse financial aid and provide an invoice to the student for charges incurred.

Attendance verification is recorded in CampusVue by faculty members instructing the academic franchise courses. The verification records are extracted into a file and are loaded into Banner to update the student registration records.

Withdrawals, administrative drops, and class cancellations are recorded. In Banner and a data file is created and sent to CampusVue. CampusVue loads the data to make the necessary changes in the GOML registration system.

Grades are entered in CampusVue by faculty members for the academic franchise courses they are teaching. These grades are extracted into a file that is loaded into Banner.

This document details the set up of Banner to extract and load data for the purposes of integration between Banner and CampusVue.



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Overview

I. Setting Up Rules and Codes

1. Create a cohort code STVCHRT

2. Create a campus code STVCAMP

3. Create the GOML parts of term STVPTRM

4. Set synchronize partner systems indicator SOATERM

5. Associate GOML parts of term to the term SOATERM

6. Create a cross referenced partner system code GTVINTP

7. Create an integration partner rule GORINTG

8. Build the business rules GORRSQL

9. Create integration configuration settings GORICCR

10. Create new course registration status codes STVRSTS

11. Create course registration status rules SFARSTS

12. Create enrollment status withdrawal codes STVESTS

13. Create withdrawal enrollment status rules SFAESTS

14. Build programs SMAPRLE

15. Create cross reference labels STVXLBL

16. Create the cross reference rules SOAXREF

17. Build grade codes SHAGRDE

18. Assign campus code and integration partner code SSASECT

19. Admit students to academic franchise programs SAAADMS

SAADCRV

20. Assign student cohorts SGASADD

II. Creating the Person Extract file

1. Execute GURIROL

2. Execute ZSRPCEX ZSRPCEX

3. Submit the data file to CampusVue



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III. Loading Registration Event Records

1. Request and retrieve the Registration Events data file

2. Execute ZSRLREG ZSRLREG

3. Verify loaded registration records SFAREGS

4. Assess tuition and fees SFRFASC

5. Disburse financial aid RPEDISB

6. Invoice student for outstanding charges TSRCBIL

IV. Loading Attendance Verification Records

1. Request and retrieve the Attendance ata file

2. Execute ZSRAVER ZSRAVER

3. Verify loaded attendance records ZHANOSH

4. Execute ZHRNOSH ZHRNOSH

V. Extracting Drop Cancel/Withdrawal Records

1. Execute ZSRDWLD ZSRDWLD


VI. Loading Grade Records

1. Request and retrieve the Grades data file

2. Execute ZSRGRLD ZSRGRLD

3. Verify loaded grade records ZFASLST


Implementing Georgia ONmyLINE

I. Setting Up Rules and Codes

Overview

Institutions need to set up codes and rules in Banner to extract data from Banner for loading into CampusVue and to load data into Banner extracted from CampusVue. The extraction processes will select data for submission to CampusVue based on the codes and rules established in this section. The load processes will use the codes and rules to load data into the appropriate tables within Banner from CampusVue.

1. Create a cohort code

Create a cohort code in the Cohort Code Validation form (STVCHRT). The cohort code used for students participating in the academic franchise programs is ‘GOML’ with a description of ‘Georgia ONmyLINE.’ This cohort code will be assigned to each student on the Additional Student Information form (SGASADD) and will mark the student for submission to CampusVue.


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2. Create a campus code

Create the new campus code ‘GML’ with a description of ‘Georgia ONmyLINE’ in the Campus Code Validation form (STVCAMP). This code will be assigned to all courses that will be offered as part of the academic franchise programs and will be used in the selection criteria to identify the courses that will be submitted to CampusVue.

3. Create the GOML parts of term

Establish the part of term codes specific to GOML in the Part of Term Validation form (STVPTRM). These parts of term will be used to build the base part of term rules for a specific term and will be directly associated with the approved GOML academic franchise courses. The parts of term should be named using a ‘Gxx’ naming convention to identify the part of term and course offerings within that part of term as components of the academic franchise programs.


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4. Set synchronize partner systems indicator

Set the Synchronize Partner Systems indicator on the Term Control form (SOATERM).

5. Associate GOML parts of term to the term

Define the GOML parts of term in the Part of Term and Web Registration Controls Block of the Term Control form (SOATERM). Classes that will utilize CampusVue for registration services should be offered during the parts of term defined for the GOML academic franchise programs.


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6. Create a cross referenced partner system code

Create a new cross referenced partner system code in the Integration Partner System Code Validation form (GTVINTP). Use the ‘GOML’ code with a description of ‘Georgia ONmyLINE.’

7. Create an integration partner rule

Create an integration partner rule on the Integration Partner System Rules form (GORINTG). The ‘GOML’ code with a description of ‘Georgia ONmyLINE’ will be assigned to all courses that are part of the academic franchise programs. The cross referenced partner section will also be set to ‘GOML.’

8. Build the business rules

Build the business rules for the ‘INTCOMP’ process in the Business Rules form (GORRSQL). The ‘STUDENT’ rule is associated with the process. Sequence number 1 is the correct selection criteria rule for submitting a student to CampusVue.


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9. Create integration configuration settings

The Integration Configuration Settings form (GORICCR) establishes the rules for integration. The process of ‘ELEARNING’ is required with the following settings:

ACTIVE_TERM: The current processing term must be set up as an active term.

ICADDRESS: The address type assigned to all student records.

LDIFOPHON: The faculty phone number.

LDIPREFIX: The indicator to determine if the prefix associated with the student record will be used.

RESTRICT_SECTION_END_TIMEFRM: Indicates the begin term time frame use.

When changes are made to the business rules or the integration configuration settings, the GURIROL process must be executed.


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10. Create new course registration status codes

Create new registration and drop codes in the Course Registration Status Code Validation form (STVRSTS). The code of ‘DG’ will be used when students drop from courses through CampusVue. The code of ‘RG’ will be used when students enroll in courses through CampusVue. Be sure that the “RE” code has been defined. All currently used administrative drop/withdrawal codes may be used for courses that will be reported to CampusVue; however, they will be translated to an appropriate value when data are extracted for reporting. See the SOAXREF setup section for translation information. Each drop and withdrawal code that will be reported to CampusVue is required to have the Status Type set to ‘D’ or ‘W’.


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11. Create course registration status rules

Create the course registration rules for the ’RG’ and ‘DG’ course registration status codes in the Course Registration Status form (SFARSTS). Also be sure that a rule for the ‘RE’ code is defined. The rules built in this form will be used by the Registration Load and the Drop Cancel/Withdrawal Extract.

12. Create enrollment status withdrawal codes

Create enrollment status withdrawal codes, if needed, in the Enrollment Status Code Validation form (STVESTS). No special withdrawal codes have been established for the purposes of GOML.


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13. Create withdrawal enrollment status rules

Define withdrawal enrollment status rules in the Enrollment Status Control form (SFAESTS).


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14. Build programs Build the approved academic franchise programs in the Program Definition Rules form (SMAPRLE). The approved programs are listed below, including the program code and description.

MAT_RLE: Master of Arts in Teaching – Reading, Language, and Literacy Education

MED_RLE: Master of Ed in Reading, Language, and Literacy Education (including ESOL concentration)

MED-ACTE: Master of Ed in Accomplished Teaching MED-INSTEU: Master of Ed in Instructional Technology MEDMGMS: Master of Ed in Middle Grades Education Math

& Science MED_SCE: Master of Ed in Secondary Science MED_MTE: Master of Ed in Mathematics MAT-SPE: Master of Arts in Teaching Special Education MAT_SCEM: Master of Arts in Teaching, Secondary Science

& Math ND/TSL-SL: School Library Media Add-On Certification to

T-4 EDS-EDTL: Education Specialist in Teaching Learning NOD-GIFTED: Gifted Endorsement NOD-OLEND: Online Endorsement NOD-OLCERT: Online Teaching CertificateND_TECRS Teacher Education Electives

The institution is only required to build the program codes for which the institution is a GOML franchise partner.


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15. Create cross reference labels

The creation of the person and drop cancel/withdrawal extraction files and loading of registration records from CampusVue requires the following cross reference labels and descriptions.

RGTGCHT: GOML Cohort

RGTPROG: GOML Program

RGTREGS: GOML Registration Status

Create the cross reference labels in the EDI Verification Label Validation form (STVXLBL).

16. Build the cross reference rules

Each student accepted into an approved academic franchise program will be assigned the “GOML” cohort code. This code is translated on the EDI Cross-Reference Rules form (SOAXREF) during data extractions or loads.


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The program codes are cross referenced on the EDI Cross-Reference Rules form (SOAXREF). Each of the academic franchise program codes will need to be entered on this form for the extraction process to function appropriately. Use the ‘RGTPROG’ label for each translation. Program codes may also be built to meet an institution’s specific needs; however, program codes that do not match the approved codes and descriptions must be translated. The EDI Value is the approved code for each program. The Banner Value is the value the institution has used as the program code.


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The registration status codes require translation on SOAXREF using the label ‘RGTREGS’. The Registration Load requires the registration status codes to be translated to ‘RG’ and ‘DG’. The Drop Cancel/Withdrawal Extract expects the drop and withdrawal codes to be translated to a value of ‘W’ for CampusVue to load the records.

17. Build grade codes

Build the grade codes in the Grade Code Maintenance form (SHAGRDE)


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18. Assign campus code and integration partner code

In the Schedule form (SSASECT), assign the ‘GML’ cohort code and the ‘GOML’ integration partner system code to all courses that are part of the academic franchise programs. Section codes should use the naming convention ‘Yxx’ and should be defined for the GOML parts of term.


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19. Admit students to academic franchise programs

Students are required to be admitted to the approved academic franchise programs to register for courses through CampusVue. The program code is assigned to the student record as part of the curriculum information on the Admissions Application form (SAAADMS).

The admissions decision is established in the Admissions Decision form (SAADCRV).


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20. Assign student cohorts

Students admitted and eligible to register for the academic franchise programs are assigned the cohort code of ‘GOML’ in the Additional Student Information form (SGASADD).


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II. Creating the Person Extract File

Overview

The Person Extract process (ZSRPCEX) creates an XML file for submission to CampusVue. The file contains term specific data for students admitted and eligible to register for the academic franchise programs.

Users must first execute the Institution Role Maintenance process (GURIROL).

Frequency The Person Extract process may be run at any time during the term as frequently as needed.

1. Execute GURIROL

Maintain institution role information with the Institution Role Maintenance process (GURIROL). This process uses the rules set up in the Business Rules form (GORRSQL) to determine users’ roles and inserts, updates, or deletes those roles.

GURIROL should be executed when new students have been admitted into an academic franchise program. It prepares the records for the Person Extract for submission to CampusVue.

References

Additional information regarding the GURIROL process can be obtained from the SunGard HE Banner General User Guide, Chapter 14.

Parameters for GURIROL

No Name Required Description/Instructions

Default

Values

01 Application Code No Enter the application code of the population selected.

02 Selection ID No Enter the ID of the population selection.

03 Creator ID No Enter the user ID for the person that created the population selection rules.

04 User ID No Enter the user ID for the person who selected the population.

05 Role Group Yes Enter the role group to be processed. The institution role group is the same as the process code used on the Business Rules form.

06 Role No Enter the person institution role to be processed.


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Sample Files Samples of the .log and .lis files follow.

Sample gurirol.lis

Sample gurirol.log

2. Execute ZSRPCEX

Execute the ZSRPCEX process from job submission (GJAPCTL). Two parameters are required. The term code indicates the term for which you want to extract person information to be loaded into CampusVue. The student email code indicates the e-mail type code identifying the email address that will be submitted to CampusVue. This email address will be used as the student’s login for the GOML Student Portal.

The process will create a .log, .lis, and .xml file. The .lis file will contain record and error information related to those records extracted from Banner. The .xml file will contain the extracted student information to be loaded into CampusVue.

This file will be named {SSS}_ZSRPCEX_{nnnnnn}.xml

where {SSS} is the institution’s Setid

and {nnnnnn} is the Banner run sequence number

If needed, move the data file to a location for submission to CampusVue.


Transmit the ZSRPCEX data file to CampusVue using sFTP or another secure file transfer client. This file should be transferred in text mode. The file is placed in the home institution’s CVUE_INBOUND folder in the


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CampusVue secure FTP folder directory. CampusVue will process the file and send a results email to designated personnel.

More information on the CampusVue secure FTP folder directory structure can be found at the Georgia ONmyLINE Resource Gateway ( http://www.GeorgiaONmyLINE.org/gomladmin/ )

SSC Hosted Institutions will use the file manager tool to locate the ZSRPCEX data file in the banjob directory. This file will be submitted to CampusVue for processing.

Parameters for ZSRPCEX


Default

Values

01 Term Yes The Banner term code to be processed.

02 Student email code Yes The e-mail type code that identifies which email address to be extracted for the student.

Sample Files Samples of the .log, .lis, and .xml files follow.

Sample zsrpcex.lis

Sample zsrpcex.log


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http://www.georgiaonmyline.org/gomladmin/


Sample zsrpcex xml file


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III. Loading Registration Event Records

Overview

The Registration Load process (ZSRLREG) is used to load and create in Banner the registration event records generated in CampusVue when enrollment for courses occurs through Georgia ONmyLINE. A file is generated in CampusVue. This file will be loaded into Banner.

Frequency The Registration Load process is designed to process registration events that occur within CampusVue through the end of the drop/add period for a particular term, and any section transfers that occur within CampusVue at any time during the term. The process may be run at any time during the term as frequently as needed.

1. Request and retrieve the Registration Events Data File

Create an appropriate signal file and transmit it to CampusVue to trigger creation of a registration events data file (see Appendix B for signal file information). Retrieve the file and store in the $DATA_HOME/student directory.

2. Execute ZSRLREG

Execute the Registration Load process from Job Submission (GJAPCTL). The process reads the file created in CampusVue from the $DATA_HOME/student directory and loads the data into the registration tables.

SSC Hosted Institutions will use the file manager tool to place the registration events data file in the student directory for processing.

Parameters for ZSRLREG


Default

Values

01 Term Yes Enter the Banner term code to be processed.

02 Filename Yes Enter the registration file name to be processed. This file must have a “.csv” extension

Sample Files Sample zsrlreg.lis


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3. Verify loaded registration records

Access the Registration form (SFAREGS) to verify that the records in the registration events file loaded correctly into the registration tables. Information is displayed in this form based on term and student ID.

4. Assess tuition and fees

Once the registration records are loaded into Banner and verified, the Batch Fee Assessment process (SFRFASC) is executed to place outstanding charges on the student account. The charges on the account will allow for the disbursement of financial aid and billing.

5. Disburse Financial Aid

Financial Aid is disbursed using the Disbursement Process (RPEDISB). Student’s awarded financial aid funds accounts will be updated with the financial aid amount.

6. Invoice Student for Outstanding Charges

Student invoices are created using the Student Invoicing Process (TSRCBIL). Students are billed for outstanding charges on the student accounts receivable account.

References

Additional information regarding the SFRFASC, RPEDISB, and TSRCBIL processes can be obtained from the SunGard HE Banner Student User Guide, SunGard HE Banner Financial Aid User Guide, and SunGard HE Banner Accounts Receivable User Guide.


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IV. Loading Attendance Verification Records

Overview

The Attendance Verification Load process (ZSRAVER) is used to load attendance information into Banner when enrollment for courses occurs through Georgia ONmyLINE. Faculty members will enter attendance information into CampusVue for the courses they are instructing for the term. A file is generated in CampusVue. This file will be loaded into the Banner attendance verification temporary table.

The student registration record is updated using the Attendance Verification process (ZHRNOSH).

Frequency The Attendance Verification process may be run at any time during the term as frequently as needed. However, it is recommended that the process is executed following the attendance verification deadline set by the institution.

1. Request and retrieve the Attendance Data File

Create an appropriate signal file and transmit it to CampusVue to trigger creation of an attendance verification data file (see Appendix B for signal file information). Retrieve the file and store it in the $DATA_HOME/student directory.

2. Execute ZSRAVER

The Attendance Verification Load is executed from Job Submission (GJAPCTL). The process reads the file created in CampusVue from the $DATA_HOME/student directory. The data is loaded into the attendance verification temporary table (ZTRNOSH).

SSC Hosted Institutions will use the file manager tool to place the attendance verification data file in the student directory for processing.

Parameters for ZSRAVER


Default

Values


02 Filename Yes Enter the attendance verification file name to be processed. This file must have a “.csv” extension


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Sample Files Sample zsraver.lis

3. Verify loaded attendance records

Verify that the records in the attendance file are loaded into the temporary table in the Attendance Verification form (ZHANOSH). All records loaded into the temporary table will be displayed on this form.

4. Execute ZHRNOSH

The Attendance Verification process (ZHRNOSH) will update the student registration records. This process is executed from Job Submission (GJAPCTL). Audit mode for this process allows the user the ability to verify the records to be updated. Update mode will change the registration status for the courses included as part of attendance verification.


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Parameters for ZHRNOSH


Default

Values

01 Process Term Yes Enter Banner term code to be processed.

02 RSTS Replacement Code

Yes Enter the code to be used to drop the appropriate courses on the student registration record.

03 Run Mode Yes (A)udit mode provides a list of records to be updated. (U)pdate mode updates the student registration record.

Sample Files Sample zhrnosh.lis


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V. Extracting Drop Cancel/Withdrawal Records

Overview

The Drop Cancel/Withdrawal Extract process (ZSRDWLD) selects all Georgia ONmyLINE drop cancel and withdrawal records in Banner to be reported to CampusVue. The process will generate a file based on the term code entered at run time and the drop cancel and withdrawal records for courses identified with a “GML” campus code.

Frequency The Drop Cancel/Withdrawal process is designed to process administrative drops and withdrawals that occur inside the Banner system after the Drop/Add period ends for a term. The process can be run as often as needed between the end of drop/add and the last day of the term.

5. Execute ZSRDWLD

The Drop Cancel/Withdrawal Extract is executed from Job Submission (GJAPCTL). One parameter is required. The term code indicates the term for which you want to extract drop cancel and withdrawal information to be loaded into CampusVue.

The process will create a .log, .lis, and .csv file. The .lis file will contain record and error information related to those records extracted from Banner. The .csv file will contain the extracted student information to be loaded into CampusVue.

This file will be named {SSS}_ZSRDWLD_{nnnnnn}.csv

where {SSS} is the institution’s Setid

and {nnnnnn} is the Banner run sequence number

If needed, move the data file to a location for submission to CampusVue.

6. Submit the CSV file to CampusVue

Transmit the ZSRDWLD data file to CampusVue using sFTP or another secure file transfer client. This file should be transferred in text mode. The file is placed in the home institution’s CVUE_INBOUND folder in the CampusVue secure FTP folder directory. CampusVue will process the file and send a results email to designated personnel.

More information on the CampusVue secure FTP folder directory structure can be found at the Georgia ONmyLINE Resource Gateway ( http://www.GeorgiaONmyLINE.org/gomladmin/ )

SSC Hosted Institutions will use the file manager tool to locate the Drop Cancel/Withdrawal data file in the banjob directory. This file will be submitted to CampusVue for processing.


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Parameters for ZSRDWLD


Default

Values


Drop Cancel/Withdrawal Data File Fields

No Name Description/Instructions

01 Student ID Student ID (SPRIDEN ID)

02 Part of Term The part of term code the course is offered

03 Course Code Course code (Subject + Course Number)

04 Course Section Code

Section code

05 Drop/Withdrawal Code

The drop/withdrawal code to be reported to CampusVue (all codes should be translated to ‘W’)

06 Date Date and time stamp when the drop or withdrawal was applied

08 Data Origin GOML import code configuration. The value will be ‘CampusVue Integration’

Sample Files Samples of the .log and .csv files follow.

Sample zsrdwld.lis

Sample {SSS}_ZSRDWLD_{nnnnnn}.csv


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VI. Loading Grade Records

Overview

The Grade Load process (ZSRGRLD) loads grades assigned to students for courses enrolled through Georgia ONmyLINE into Banner. A file is generated in CampusVue containing the current term course information with the students and their assigned grades. The file will be processed to create grade entries in Banner.

Frequency The Grade Load process can be executed at any time during the term; however, it is recommended that the process is executed following mid-term grade assignments and final grade assignments.

7. Request and retrieve the Grades Data File

Create an appropriate signal file and transmit it to CampusVue to trigger creation of a grades data file (see Appendix B for signal file information). Retrieve the file and store it in the $DATA_HOME/student directory.

8. Execute ZSRGRLD

The Grade Load process is executed from Job Submission (GJAPCTL). The process reads the file created in CampusVue from the $DATA_HOME/student directory.

SSC Hosted Institutions will use the file manager tool to place the grades data file in the $DATA_HOME/student directory for processing.

Parameters for ZSRGRLD


Default

Values

01 Term Code Yes Enter Banner term code for the grades to be processed.

02 File Name Yes Enter the grades data file name to be processed. This file must have a “.csv” extension.

03 Grade Type Yes Enter ‘F’ to process final grades, ‘M’ to process mid-term grades, or ‘B’ to process both final and mid-term grades.


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Sample Files Sample zsrgrld.lis

9. Verify loaded Grade records

Verify grades were entered in the Class Roster form (SFASLST) for the term, course information, and students processed in the file.


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Page A-1 March 2009

Appendix A: Document History This section details the history of the document and updates made for each modification. Release and Date Form/Process Page Update Description

Georgia Enhancements 7.9.2,

November 30, 2007

NA All Original

Georgia Enhancements 7.12.2 ZSRGRLD

Georgia Enhancements 7.14.1 ZSRAVER

Georgia Enhancements 7.16.1 ZSRGRLD and ZSRDWLD

Georgia Enhancements 7.17.1 ZSRLREG and

ZSRDWLD

All Updates to all text and most screen shots



Page B-1 March 2009

Appendix B: Georgia ONmyLINE Registration System Checklist for Integration with Banner

Initial Setup: Create a new cohort code in the Cohort Code Validation form (STVCHRT). The cohort code for

Georgia ONmyLINE will be ‘GOML’

Create a new campus code in the Campus Code Validation form (STVCAMP). The campus code to be used will be ‘GML’ with a description of Georgia ONmyLINE.

Create the Georgia ONmyLINE parts of term in the Part of Term Code Validation form (STVPTRM). The parts of term for GOML will use the naming convention ‘Gxx’.

Note: At this time all academic franchises must use the same part of term codes. These are defined by the GOML team.

Set the Synchronize Partner Systems indicator on the Term Control form (SOATERM).

Define the GOML parts of term in the Part of Term and Web Registration Controls Block of the Term Control form (SOATERM).

Create a cross referenced partner system code of ‘GOML’ in the Integration Partner System Code Validation form (GTVINTP).

Create an integration partner rule in the Integration partner System Rules form (GORINTG).

Build the business rules for the ‘INTCOMP’ process in the Business Rules form (GORRSQL). The ‘Student’ rule will be associated with the process and will be used to select Georgia ONmyLINE students. Sequence number 1 is the correct selection criteria rule for submitting students to CampusVue.

Establish the required integration configuration settings in the Integration Configuration Settings form (GORICCR). The process ‘ELEARNING’ is required with the following settings:

ACTIVE_TERM – The term to be processed must be the active term.

ICADDRESS – Defines the address hierarchy to be used in processing.

LDIFOPHON –Identifies the faculty phone number.

LDIPREFIX – Indicates the use of the person prefix settings.

RESTRICT_SECTION_END_TIMEFRM – Indicates the begin term time frame use

Create the new course registration status codes of ‘RG’ and ‘DG’ in the Course Registration Status Code Validation form (STVRSTS).

Create the course registration status rules in the Course Registration Status Rules form (SFARSTS).

Create the enrollment status withdrawal codes in the Enrollment Status Code Validation form (STVESTS). No special withdrawal codes have been established for the purposes of GOML

Define the withdrawal enrollment status rules in the Enrollment Status Control form (SFAESTS).



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Build the approved Georgia ONmyLINE academic franchise program codes in the Program Definition Rules form (SMAPRLE). You are only required to define the program codes for which your institution is a GOML franchise partner. The current approved program codes and descriptions are:

MAT_RLE: Master of Arts in Teaching – Reading, Language, and Literacy Education

MED_RLE: Master of Ed in Reading, Language, and Literacy Education (including ESOL concentration)

MED-ACTE: Master of Ed in Accomplished Teaching

MED-INSTEU: Master of Ed in Instructional Technology

MEDMGMS: Mast of Ed in Middle Grades Education Math & Science

MED_SCE: Master of Ed in Secondary Science

MED_MTE: Master of Ed in Mathematics

MAT-SPE: Master of Arts in Teaching Special Education

MAT_SCEM: Master of Arts in Teaching, Secondary Science & Math

ND/TSL-SL: School Library Media Add-On Certification to T-4

EDS-EDTL: Education Specialist in Teaching Learning

NOD-GIFTED: Gifted Endorsement

NOD-OLEND: Online Endorsement

NOD-OLCERT: Online Teaching Certificate

ND_TECRS: Teacher Education Electives

Create cross reference labels on the EDI Verification Label Validation form (STVXLBL). The following values are required for processing Georgia ONmyLINE:

RGTGCHT: GOML Cohort

RGTPROG: GOML Program

RGTREGS: GOML Registration Status

Build the cross reference rules on the EDI Cross Reference Rules form (SOAXREF)

Using the ‘RGTGCHT’ label, set up the cohort code translation

Using the ‘RGTPROGS’ label, set up all program codes translations

Using the ‘RGTREGS’ label, set up the registration status code translations

Build the grade codes in the Grade Code Maintenance form (SHAGRDE).

Processing Flow:

In the Schedule form (SSASECT), assign the ‘GML’ cohort code and the ‘GOML’ integration partner system code to all courses that are part of the academic franchise programs. Section codes should use the naming convention ‘Yxx’ and should be defined for the GOML parts of term



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Admit students to academic franchise programs

Students are required to be admitted to the approved programs to register for courses through the GOML registration system. Assign the program code to the student as part of the curriculum information when entering the admissions application in the Admissions Application form (SAAADMS).

The admissions decision is assigned in the Admissions Decision form (SAADCRV).

Each student admitted and eligible to register for approved programs are required to have a cohort code of ‘GOML’ assigned to the record in the Additional Student Information form (SGASADD). The cohort should be assigned for the term the student is admitted into the approved program.

GOML Person Extract Processing:

o The Institution Role Maintenance process (GURIROL) should be executed when new students have been admitted to programs and just prior to the execution of the GOML Person Extract (ZSRPCEX).

o Execute the GOML Person Extract (ZSRPCEX) through Job Submission (GJAPCTL). The process generates a XML data file containing basic information for each student. Requirements for selection are:

Student must be admitted and eligible to register in an approved academic franchise program.

A cohort code of ‘GOML’ must be assigned to the student record

The student is required to have a state code.

The student is required to have an address.

The student is required to have an email address.

o Submit the Person Extract data file to CampusVue. Accounts are created to allow the student to register for courses through the CampusVue.

Registration Load Processing:

o Registration and drop/add will occur in CampusVue by the student through the CampusVue student portal.

o Using a signal file process, request from CampusVue a data file containing student registration events for a particular term.

o Execute the GOML Registration Load process (ZSRLREG) through Job Submission (GJAPCTL) to load the registration events records into Banner.

o Registration event records loaded may be verified in the Student Registration form (SFAREGS).

o All tuition and fees are charged in Banner. The Fee Assessment process (SFRFASC) will post charges to the student accounts.

o Once fees are assessed, financial aid is disbursed to eligible student accounts using the Disbursement process (RPEDISB).

o Invoices are sent to Georgia ONmyLINE participants from Banner. The Student Invoice/Statement process (TSRCBIL) is executed to produce invoices.



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Attendance Verification Processing:

o Attendance verification is entered in CampusVue by the faculty member instructing the course. Verification should only be entered once per term for each course enrollment.

o Using a signal file process, request from CampusVue a file containing the student, course, and attendance data.

o Execute the Attendance Verification Load process (ZSRAVER) to load attendance records into the ZTRNOSH temporary table.

o Attendance verification records may be viewed in the Attendance Verification form (ZHANOSH). All records loaded into the temporary table are displayed in this form until the registration record is updated.

o Update the student registration record by executing the Attendance Verification process (ZHRNOSH). This process will read the records in the ZTRNOSH temporary table and update the registration record for the appropriate course(s).

Drop Cancel/Withdrawal Processing

o Execute the Drop Cancel/Withdrawal Extract (ZSRDWLD) to pull drop, drop cancel, and withdrawal data from Banner for a specific term. The file will contain the student and course information.

o Submit the Drop Cancel/Withdrawal data file to CampusVue.

Grade Load Processing:

o Grades are entered in CampusVue by the faculty member teaching the course.

o Using a signal file process, request from CampusVue a file containing the student, course, and grade information for the home institution.

o Execute the Grade Load process (ZSRGRLD) to load grade records into Banner. The process will update the mid-term, final, or mid-term and final grades.

o Grade records loaded can be verified in the Class Roster form (SFASLST).


Appendix C: Signal Files This section provides instructions for the use of signal files to request specific data from CampusVue.

1. Creating a Signal File

The home institution will generate a signal file to obtain a data file from CampusVue. The signal file is created using Notepad and is an ASCII text file. Each process requires different signal file contents and different file names.

Signal File Names and Contents

Process File Contents File Naming Convention

ZSRLREG Regents Term Code {SSS}_GetReg_{YYYYMMDDHHMISS}.txt

ZSRAVER Regents Term Code + Part of Term Code, one or more separated by commas

{SSS}_sendAttendance_{YYYYMMDDHHMISS}.txt

ZSRGRLD Regents Term Code {SSS}_sendGrades_{YYYYMMDDHHMISS}.txt

where {SSS} is the institution’s Set ID

and {YYYYMMDDHHMISS} is the date and time stamp when the file was created

Sample Signal Files


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Warning: No line return can exist at the end of the single line of text in the signal file. A line return will cause a fatal error in processing with no error message produced by CampusVue.

2. Submitting the Signal File

The signal file is transmitted to CampusVue using sFTP or another secure file transfer client. This file should be transferred in binary mode. The file is placed in the home institution’s CVUE_INBOUND folder in the CampusVue secure FTP folder directory. CampusVue will process the signal file and generate a data file containing data for the term/part of term(s) indicated in the signal file. The resulting data file will be placed in a specific subfolder in the home institution’s CVUE_OUTBOUND folder in the CampusVue secure FTP folder directory. See the table below for file names and subfolder names.

Warning: Be sure to transmit the signal file in binary mode.

More information on the CampusVue secure FTP folder directory structure can be found at the Georgia ONmyLINE Resource Gateway http://www.GeorgiaONmyLINE.org/gomladmin/

Data File Names and Contents

Process CampusVue Directory File Naming Convention

ZSRLREG Banner_Registration_Extract registration_{SSS}_{YYYYMMDDHHMISS}.csv

ZSRAVER Banner_Attendance_Extract attendance_{SSS}_{YYYYMMDDHHMISS}.csv

ZSRGRLD Banner_Grades_Extract grades_{SSS}_{YYYYMMDDHHMISS}.csv

where {SSS} is the institution’s Set ID

and {YYYYMMDDHHMISS} is the date and time stamp when the file was created

3. Retrieving the Data File

Institution staff will then manually transmit the data file to the Banner $DATA_HOME\student directory using sFTP or another secure file transfer client. This file should be transferred in text mode. At this point the file is in place and ready to be processed by executing the appropriate GOML Banner integration process.

Warning: Be sure to transmit the data file in text mode.


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Documents

Banner Components of the Georgia ONmyLINE Registration System€¦ · Banner Components of the . Georgia ONmyLINE Registration System . ... User Documentation . ... the necessary