health.uconn.edu · i JENZABAR, INC. DEGREE AUDIT TECHNICAL MANUAL TABLE OF CONTENTS SECTION 1 – USING THIS MANUAL

Degree Audit

Technical Manual

Copyright (c) 2001 Jenzabar, Inc. All rights reserved. You may print any part or the whole of this documentation to support installations of Jenzabar software. Where the documentation is available in an electronic format such as PDF or online help, you may store copies with your Jenzabar software. You may also modify the documentation to reflect your institution's usage and standards. Permission to print, store, or modify copies in no way affects ownership of the documentation; however, Jenzabar, Inc. assumes no responsibility for any changes you make. Filename: tmdegaud Distribution date: 11/20/2001 Contact us at www.jenzabar.com

Jenzabar CX and QuickMate are trademarks of Jenzabar, Inc. INFORMIX, PERFORM, and ACE are registered trademarks of the IBM Corporation Impromptu, PowerPlay, Scenario, and Cognos are registered trademarks of the Cognos Corporation UNIX is a registered trademark in the USA and other countries, licensed exclusively through X/Open Company Limited Windows is a registered trademark of the Microsoft Corporation All other brand and product names are trademarks of their respective companies

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JENZABAR, INC. DEGREE AUDIT TECHNICAL MANUAL

TABLE OF CONTENTS

SECTION 1 – USING THIS MANUAL.......................................................................................................... 1 Overview..................................................................................................................................................... 1

Purpose of This Manual.......................................................................................................................... 1 Intended Audience.................................................................................................................................. 1 How to Use This Manual ........................................................................................................................ 1 Standard Product.................................................................................................................................... 1 Structure of This Manual ........................................................................................................................ 1 Related Documents and Help ................................................................................................................ 2

Conventions Used in This Manual.............................................................................................................. 3 Introduction............................................................................................................................................. 3 Style Conventions................................................................................................................................... 3 Keystrokes.............................................................................................................................................. 3 Capitalized Words .................................................................................................................................. 3 Jenzabar CX-Specific Terms.................................................................................................................. 4 Degree Audit Terminology...................................................................................................................... 4

Degree Audit Example................................................................................................................................ 6 Introduction............................................................................................................................................. 6 Assumptions ........................................................................................................................................... 6 Diagram .................................................................................................................................................. 7

SECTION 2 – DEGREE AUDIT PROCESSES ............................................................................................ 9 Overview..................................................................................................................................................... 9

Introduction............................................................................................................................................. 9 Purpose of Product................................................................................................................................. 9 What is an Audit? ................................................................................................................................... 9 What Happens During an Audit?............................................................................................................ 9 Types of Subaudits................................................................................................................................. 9 Prerequisites for Using Degree Audit ................................................................................................... 10 Background Knowledge........................................................................................................................ 10 Special Considerations......................................................................................................................... 11

Process Flow ............................................................................................................................................ 12 Product Diagram................................................................................................................................... 12 General Degree Audit Diagram ............................................................................................................ 13

Process Description ................................................................................................................................. 14 Degree Audit Processing Criteria ......................................................................................................... 14 Subaudit Evaluation and Completion ................................................................................................... 14 Requirement Evaluation ....................................................................................................................... 15 Requirement Completion...................................................................................................................... 15 Sequence Evaluation............................................................................................................................ 16 Sequence Completion .......................................................................................................................... 16 Criteria Evaluation ................................................................................................................................ 17 Finding a Match .................................................................................................................................... 17 Criteria Completion............................................................................................................................... 17 Courses not Considered for Evaluation................................................................................................ 18 Subcriteria Evaluation........................................................................................................................... 18 Other Criteria Evaluation Considerations............................................................................................. 18 Minimum Grade Check......................................................................................................................... 18 Duplicate Courses ................................................................................................................................ 19 Minimum Hours/Maximum Courses ..................................................................................................... 19 Negation Criteria................................................................................................................................... 19

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Course Substitutions ............................................................................................................................ 19 Evaluation of Electives ......................................................................................................................... 20 Evaluation of Pre-Transfer Work .......................................................................................................... 20 Using the Audit Form Table.................................................................................................................. 20 Unused Courses................................................................................................................................... 20

Product Relationships .............................................................................................................................. 21 Related Jenzabar CX Products ............................................................................................................ 21

SECTION 3 – DEGREE AUDIT TABLES AND RECORDS ...................................................................... 23 Overview................................................................................................................................................... 23

Introduction........................................................................................................................................... 23 Alphabetical Organization..................................................................................................................... 23 What Is an SQL Table? ........................................................................................................................ 23 What Is a Jenzabar CX Table? ............................................................................................................ 23 What Is a Jenzabar CX Record?.......................................................................................................... 23

Summary List of Tables and Records Used............................................................................................. 24 Introduction........................................................................................................................................... 24 Impact of Changes to Tables and Records.......................................................................................... 24 Common Tables and Records.............................................................................................................. 24 Shared Tables and Records................................................................................................................. 24 Degree Audit Tables and Records ....................................................................................................... 25 Required Tables and Records.............................................................................................................. 25

Table and Record Relationships .............................................................................................................. 26 Entity Relationship Diagram ................................................................................................................. 26 Introduction........................................................................................................................................... 27 File Naming Conventions ..................................................................................................................... 27 Field Descriptions ................................................................................................................................. 27

Degree Audit Tables and Records ........................................................................................................... 28 Introduction........................................................................................................................................... 28

SECTION 4 – DEGREE AUDIT MACROS AND INCLUDES .................................................................... 33 Overview................................................................................................................................................... 33

Introduction........................................................................................................................................... 33 Relationship Among Macros, Includes and C Programs ..................................................................... 33 Definition and Function......................................................................................................................... 33 How to Locate Macros.......................................................................................................................... 33 General Installation Procedures ........................................................................................................... 33 Enable Degree Audit Macro ................................................................................................................. 33 Degree Audit Macros............................................................................................................................ 34 Common Macro for Student Interactive Degree Audit ......................................................................... 35

Degree Audit Includes .............................................................................................................................. 36 Introduction........................................................................................................................................... 36 Purpose ................................................................................................................................................ 36 Macro Dependency .............................................................................................................................. 36 How to Locate Includes ........................................................................................................................ 36 Associated Includes.............................................................................................................................. 36

SECTION 5 – JENZABAR CX PROGRAM FILES .................................................................................... 37 Overview................................................................................................................................................... 37

Introduction........................................................................................................................................... 37 Program Files Detailed ......................................................................................................................... 37 Definition File ........................................................................................................................................ 37 Example of a def.c File ......................................................................................................................... 38 mac.h Files ........................................................................................................................................... 39 Example of a mac.h File ....................................................................................................................... 39

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SECTION 6 – AUDIT CONTACT ............................................................................................................... 41 Overview................................................................................................................................................... 41

Introduction........................................................................................................................................... 41 Program Features Detailed .................................................................................................................. 41 Location of Source Files ....................................................................................................................... 41

Process Flow ............................................................................................................................................ 42 Diagram ................................................................................................................................................ 42 Data Flow Description .......................................................................................................................... 42

Audit Contact Parameters ........................................................................................................................ 44 Introduction........................................................................................................................................... 44 Parameter Syntax................................................................................................................................. 44 Parameters ........................................................................................................................................... 44

SECTION 7 – AUDIT ENTRY..................................................................................................................... 47 Overview................................................................................................................................................... 47

Introduction........................................................................................................................................... 47 Program Features Detailed .................................................................................................................. 47


Audit Entry Parameters ............................................................................................................................ 49 Introduction........................................................................................................................................... 49 Parameter Syntax................................................................................................................................. 49 Parameters ........................................................................................................................................... 49

Program Screens...................................................................................................................................... 50 Introduction........................................................................................................................................... 50 Access .................................................................................................................................................. 50 Screen Files and Table/Record Usage ................................................................................................ 50

SECTION 8 – DEGREE AUDIT PROGRAM.............................................................................................. 51 Overview................................................................................................................................................... 51



Parameters ............................................................................................................................................... 54 Introduction........................................................................................................................................... 54 Parameter Syntax................................................................................................................................. 54 Parameters ........................................................................................................................................... 54

Program Screens...................................................................................................................................... 56 Introduction........................................................................................................................................... 56 Access .................................................................................................................................................. 56 Screen Files and Table/Record Usage ................................................................................................ 56

SECTION 9 – STUDENT AUDIT ................................................................................................................ 57 Overview................................................................................................................................................... 57


Process Flow ............................................................................................................................................ 58 Diagram ................................................................................................................................................ 58 .............................................................................................................................................................. 58 Data Flow Description .......................................................................................................................... 58 Program Relationships ......................................................................................................................... 59 Tables and Records Used.................................................................................................................... 59

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Parameters ............................................................................................................................................... 60 Introduction........................................................................................................................................... 60 Parameter Syntax................................................................................................................................. 60 Parameters ........................................................................................................................................... 60

Program Screens...................................................................................................................................... 61 Purpose ................................................................................................................................................ 61 Access .................................................................................................................................................. 61 Screen Files and Table/Record Usage ................................................................................................ 61

SECTION 10 – MENUS, SCREENS, SCRIPTS, AND REPORTS ............................................................ 63 Overview................................................................................................................................................... 63

Introduction........................................................................................................................................... 63 Directory Locations............................................................................................................................... 63

Degree Audit Menus................................................................................................................................. 64 Introduction........................................................................................................................................... 64 Menu Options ....................................................................................................................................... 64

Degree Audit PERFORM (Table Maintenance) Screens......................................................................... 70 Introduction........................................................................................................................................... 70 PERFORM Screens ............................................................................................................................. 70

Degree Audit SQL Scripts ........................................................................................................................ 71 Introduction........................................................................................................................................... 71 SQL Scripts........................................................................................................................................... 71

Degree Audit Csh Scripts ......................................................................................................................... 72 Introduction........................................................................................................................................... 72 Csh Scripts ........................................................................................................................................... 72

Degree Audit ACE Reports ...................................................................................................................... 73 Introduction........................................................................................................................................... 73 ACE Reports......................................................................................................................................... 73 ACE Reports......................................................................................................................................... 73

SECTION 11 – CUSTOMIZING THE DEGREE AUDIT PROCESSES...................................................... 75 Overview................................................................................................................................................... 75

Introduction........................................................................................................................................... 75 Basic Information.................................................................................................................................. 75 Recommendations for Degree Audit Setup.......................................................................................... 75

Identifying Institutional Policies ................................................................................................................ 77 Introduction........................................................................................................................................... 77 Determining Duplication Policies.......................................................................................................... 77 Determining Comment Policies ............................................................................................................ 77 Determining User Permission Policies ................................................................................................. 77 Determining Student Access Policies................................................................................................... 77

Reviewing Data in Tables and Records ................................................................................................... 79 Introduction........................................................................................................................................... 79 Procedure ............................................................................................................................................. 79 Rules for Setting Up Degree Audit Tables/Records............................................................................. 79 Sequence for Implementing Degree Audit Tables ............................................................................... 79

Completing the Audit Criteria Record....................................................................................................... 80 Accessing ............................................................................................................................................. 80 Miscellaneous Setup Notes.................................................................................................................. 80 Field Descriptions ................................................................................................................................. 80

Completing the Audit Group Table ........................................................................................................... 83 Purpose of This Table .......................................................................................................................... 83 Access .................................................................................................................................................. 83 Field Descriptions ................................................................................................................................. 83

Completing the Audit Permission Table ................................................................................................... 84 Purpose ................................................................................................................................................ 84

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Access .................................................................................................................................................. 84 Field Descriptions ................................................................................................................................. 84

Completing the Audit Requirement Record.............................................................................................. 85 Purpose ................................................................................................................................................ 85 Access .................................................................................................................................................. 85 Miscellaneous Setup Notes.................................................................................................................. 85 Field Descriptions ................................................................................................................................. 85

Completing the Audit Sequence Record .................................................................................................. 87 Purpose ................................................................................................................................................ 87 Access .................................................................................................................................................. 87 Field Descriptions ................................................................................................................................. 87

Completing the Audit Table ...................................................................................................................... 89 Purpose ................................................................................................................................................ 89 Access .................................................................................................................................................. 89 Field Descriptions ................................................................................................................................. 89

Completing the Course Work Substitution Record .................................................................................. 90 Purpose ................................................................................................................................................ 90 Access .................................................................................................................................................. 90 Miscellaneous Setup Notes.................................................................................................................. 90 Field Descriptions ................................................................................................................................. 90

Completing the Degree Audit Form Table................................................................................................ 91 Purpose ................................................................................................................................................ 91 Access .................................................................................................................................................. 91 Miscellaneous Setup Notes.................................................................................................................. 91 Field Descriptions ................................................................................................................................. 91

Completing the Subaudit Table ................................................................................................................ 95 Purpose ................................................................................................................................................ 95 Types of Subaudits............................................................................................................................... 95 Access .................................................................................................................................................. 95 Miscellaneous Setup Notes.................................................................................................................. 95 Field Descriptions ................................................................................................................................. 95

Completing the Subcriteria Record .......................................................................................................... 99 Purpose ................................................................................................................................................ 99 Access .................................................................................................................................................. 99 Field Descriptions ................................................................................................................................. 99

Completing Other Tables and Records.................................................................................................. 101 Other Tables and Records for Consideration..................................................................................... 101

Modifying Output Formats ...................................................................................................................... 103 Special Files ....................................................................................................................................... 103

Creating Audit Comments ...................................................................................................................... 106 Audit Table Comments ....................................................................................................................... 106 Student-Unique Comments ................................................................................................................ 106

Defining Codes ....................................................................................................................................... 107 Introduction......................................................................................................................................... 107 Naming Catalogs ................................................................................................................................ 107 Catalog Codes.................................................................................................................................... 107 Specific School Catalog Codes .......................................................................................................... 107 Degree Codes .................................................................................................................................... 107 Subaudit Codes .................................................................................................................................. 108 Overall Subaudit Codes...................................................................................................................... 108 General Subaudit Codes .................................................................................................................... 108 Major Subaudit Codes ........................................................................................................................ 109 Concentration Subaudit Codes .......................................................................................................... 109 Minor Subaudit Codes ........................................................................................................................ 109 Certification Subaudit Codes.............................................................................................................. 110 Elective Subaudit Codes .................................................................................................................... 110

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Requirement and Sequence Codes ................................................................................................... 110 Criteria and Subcriteria Codes ........................................................................................................... 110 Process Priority Codes ....................................................................................................................... 111 Print Priority Codes............................................................................................................................. 111

Defining Audit Specifications.................................................................................................................. 113 Introduction......................................................................................................................................... 113 Overall Subaudit Table Specifications................................................................................................ 113 Non-Overall Subaudit Table Specifications........................................................................................ 113 Non-Overall Requirement Record Specifications............................................................................... 114 Non-Overall Sequence Record Specifications ................................................................................... 114 Non-Overall Course Criteria Specifications........................................................................................ 115 Non-Overall Exam Criteria Specifications .......................................................................................... 115 Non-Overall Course Subcriteria Specifications .................................................................................. 116 Non-Overall Exam Subcriteria Specifications .................................................................................... 116 How to Proceed .................................................................................................................................. 117

Setting Up Subaudits for Automatic Selection ....................................................................................... 118 Introduction......................................................................................................................................... 118 Example.............................................................................................................................................. 118 Student Access to Student Interactive Degree Audit ......................................................................... 118

Setting Up a Designated UNIX ID for Student Interactive Degree Audit ............................................... 119 Introduction......................................................................................................................................... 119 How to Set Up the UNIX Login to Execute Student Interactive Degree Audit ................................... 119 How to Disable the Jenzabar CX’s Sticky ID Feature ........................................................................ 119

Modifying Output Format........................................................................................................................ 120 Introduction......................................................................................................................................... 120 Audit Form Screens............................................................................................................................ 120 Example: reqstat................................................................................................................................. 120 Example: reqstat output...................................................................................................................... 120 Example: reqstatc............................................................................................................................... 120 Example: reqstatc output.................................................................................................................... 121 Audit Form Table ................................................................................................................................ 121 Audit Form Code: ALL ........................................................................................................................ 121 Example Output .................................................................................................................................. 121 Audit Form Code: CCOND ................................................................................................................. 121 Example Output .................................................................................................................................. 121 Condensing Information ..................................................................................................................... 122 Condense Incomplete Criteria............................................................................................................ 122 Example Output .................................................................................................................................. 122 Example Output .................................................................................................................................. 122

Setup Worksheets .................................................................................................................................. 123 Sample Worksheets ........................................................................................................................... 123

Creating Degree Audit Tables and Records .......................................................................................... 130 Primary Audit Tables/Records............................................................................................................ 130 Subcriteria Records ............................................................................................................................ 131 Entering Data...................................................................................................................................... 132

Using Dummy Course Numbers............................................................................................................. 133 Purpose .............................................................................................................................................. 133 Using Block Transfer Example ........................................................................................................... 133 Transfer Courses With No Equivalents Example ............................................................................... 133

SECTION 12 – DEGREE AUDIT MAINTENANCE PROCEDURES ....................................................... 135 Overview................................................................................................................................................. 135

Introduction......................................................................................................................................... 135 Adding a Subaudit .............................................................................................................................. 135 Deleting a Subaudit ............................................................................................................................ 135 For More Information .......................................................................................................................... 135

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SECTION 13 – PROGRAM ERRORS AND CRASH RECOVERY.......................................................... 137 Overview................................................................................................................................................. 137

Introduction......................................................................................................................................... 137 Fatal Errors ......................................................................................................................................... 137

Serious and Fatal Errors ........................................................................................................................ 138 Messages Received ........................................................................................................................... 138

Error and Crash Recovery Procedures .................................................................................................. 142 Introduction......................................................................................................................................... 142 Core Dump Recovery ......................................................................................................................... 142

INDEX ....................................................................................................................................................... 145

Degree Audit 1 Using This Manual

SECTION 1 – USING THIS MANUAL

Overview

Purpose of This Manual This manual provides technical information required to install, support and maintain the CX Degree Audit product.

Intended Audience This guide is for use by those individuals responsible for CX installation, customization, and maintenance.

How to Use This Manual If you are not familiar with the processes and features of the Degree Audit product, read the manual for:

• Detailed reference information about how the product works • Procedures for customizing and maintaining the product

If you are familiar with the processes and features of the Degree Audit product, and just need specific reference information or a procedure, look through the Table of Contents or Index and refer to the pages you need.

Standard Product This manual provides technical information about the CX standard product and provides examples of screens in GUI format. If your institution changes CX to meet its specific needs, then your screen displays may differ from those shown in this manual. Your screens will also look different if you use CX in character-based format.

Structure of This Manual This manual contains both general reference information and procedures for installing and maintaining the Degree Audit product. The manual’s organization follows:

Overview information:

Section 1 - Information about using this guide

Section 2 - Overview information about the product

Product reference information:

Section 3 - Tables used in the product

Section 4 - Macros and Includes

Section 5 - CX Program Files

Section 6 - Audit Contact

Section 7 - Audit Entry

Section 8 - Degree Audit

Section 9 - Student Audit

Section 10 - Menus, Screens, Scripts, and Reports

Module procedures:

Using This Manual 2 Degree Audit

Section 11 - Procedures to install and customize your processes

Section 12 - Procedures to maintain the module

Error reference/Recovery procedures:

Section 13 - A reference of fatal and serious errors and recovery procedures

Reference information:

Index

Related Documents and Help The following resources are also available to assist you in supporting, maintaining and using the Degree Audit product.

QuickMate online help: • QuickMate Installation Guide • Getting Started User Guide

Terminology • Master Glossary

UNIX-based help:

Help command in screens and menus

User guides: • Degree Audit User Guidet • Getting Started User Guide


Conventions Used in This Manual

Introduction Jenzabar, Inc. has established a set of conventions to help you use this manual. The list of conventions presented below is not exhaustive, but it includes the more frequently used styles and terms.

Style Conventions Jenzabar CX technical manuals observe the following style conventions.

Boldface type Represents text that you type into the system (e.g., Type UNDG) and command names or keys you use to execute a command or function (e.g., Finish).

Bulleted lists Show items not ranked or without a sequential performance.

CAUTION: Indicates a caution or warning of a potential risk or condition.

<Enter> Represents the Enter, Return, Line Feed or ↵ key on your keyboard.

Italic type Is used in any of these ways:

• To represent a new or key term • To add emphasis to a word • To designate a program name (e.g. identry) • To cross-reference a section of text • To represent a variable for which you substitute another variable (e.g., substitute

filename with an appropriate filename)

<Key name> Represents a key that you must press.

Note: Indicates a note, tip, hint or additional information.

Numbered lists Show ranking of items or sequence of performance.

Quotation marks Represent information written in this guide exactly as it appears on the screen.

Example: The message, “Now Running...” appears.

Keystrokes When you see two keys separated by a dash (e.g., <Ctrl-c>), hold down the first key (Ctrl) while pressing the second (c).

Capitalized Words The first letter of each word in a command, option, field name, or menu or screen title is capitalized in Jenzabar CX technical manuals to set those terms apart from regular text.


Jenzabar CX-Specific Terms The following list identifies term conventions used in this guide.

Data Specific information you enter into fields on a particular data entry screen.

Enter To type information on a keyboard and execute by any of the following actions:

• Pressing the <Enter> key • Clicking on the OK button • Selecting Finish

F key Any of the function keys located on your keyboard (e.g., <F1>).

Hot key The capitalized and underlined (or highlighted) letter of a command on a menu.

ID The number assigned to each student or organization associated with your institution (e.g., 12345).

Institution An established organization of postsecondary education that supports all operating functions (e.g., a college or university).

Parameter A variable in the system that is given a constant value for a specific application (e.g., a date can be a parameter for producing a report).

Product A group of one or more software programs that enables you to perform a particular procedure (e.g., creating a set of Degree Audit criteria and determining if a student meets the criteria).

Select To execute a command by any of the following actions:

• Performing the keystrokes • Pressing the hot key • Highlighting the command or option and pressing the <Enter> key • Clicking with the mouse

System The Jenzabar, Inc. product, CX.

Degree Audit Terminology CX uses the following terminology to communicate the audit information to the Degree Audit programs. The terms appear in the hierarchical order in which the process uses them.

audit The complete review of a student’s course work to ensure the pursuit of his/her educational goals are in accordance with the institution’s policies. An audit can consist of one or more subaudits.

subaudit


A review of a single set of graduation requirements (e.g., the overall prerequisites regardless of major, or the specific requirements for a particular major, minor, or concentration).

requirement A subdivision of an audit, usually based on a unique objective for the graduation candidate (e.g., a minimum number of hours in a particular discipline, or completion of a specific type of research or curriculum).

sequence A subdivision of a requirement that further defines its unique objective (e.g, for a minimum number of hours in a discipline, the number of hours to be completed from each level).

criteria The specific courses, exams, or other methods of satisfying a sequence (e.g., MAT201 or a minimum grade on a comprehensive exam). If a number of courses in a particular number range can satisfy the sequence, their criteria can be entered as a masked value (e.g., MAT2** indicates any course in the number range MAT200 to MAT299 is valid for satisfying the sequence).

subcriteria An alternate method of satisfying part or all of a sequence (e.g., if either a course or a satisfactory test score is acceptable, the test and its minimum score can be specified as subcriteria).


Degree Audit Example

Introduction The CX Degree Audit product uses very specific terminology to differentiate among the components of a student’s audits. The following diagram and accompanying notes explain the terminology, using a major in Sociology as an example.

Assumptions Assume the following scenario for Sociology majors at an institution.

• A Sociology major is subject to two subaudits, an overall graduation subaudit, and a subaudit specific to Sociology majors only.

• The overall graduation subaudit is based on statistical minimums (e.g., at least 120 credit hours completed with a passing grade and a G.P.A. of at least 2.0).

• The Sociology major must complete SOC111 and SOC113; however, a CLEP exam with a score of at least 54 can substitute for SOC111.

• The Sociology major must complete 12 hours of elective Sociology courses from the SOC200 and SOC300 level courses.

• In addition, the Sociology major must complete 12 hours of research courses, either on-campus or off-campus (but not a combination of the two).

• On-campus courses have course numbers in the SOC400 range. • Off-campus courses have course numbers in the SOC500 range.


Diagram The following diagram shows a sample audit for a Sociology major, based on the above assumptions.

Degree Audit 9 Processes

SECTION 2 – DEGREE AUDIT PROCESSES

Overview

Introduction This section provides information on the purpose and process flow of Degree Audit.

Purpose of Product Degree Audit provides the capability to evaluate a student’s course and exam work, and determine whether the work satisfies the institution’s degree specifications. You can complete this evaluation in an interactive mode against an individual student’s course work, or in a batch mode for multiple students’ course work.

You can also use Degree Audit as an advising tool. Some institutions may choose to make it available to both advisors and students.

What is an Audit? The Degree Audit module requires you to customize tables according to your institution’s specifications. The Degree Audit tables and records define the specifications for any number of subaudits to be processed against a student’s course work. The system identifies each audit component by its unique code. You can process multiple audits for any one student.

An audit consists of one or more subaudits; a subaudit may consist of one or more requirements; a requirement may include one or more sequences; and a sequence may be made up of one or more criteria. A criteria may include one or more subcriteria, which define alternate courses/exams that can be accepted in place of the specified criteria. Defining Audit Specifications explains each of these components in detail.

What Happens During an Audit? When you process an audit, Degree Audit evaluates each course and exam record for the specified student against the specifications defined in the Subaudit, Requirement, Sequence, and Criteria or Subcriteria records for the specified audit code.

Note: Because Degree Audit evaluates Course Work records, the Degree Audit output includes only transfer courses entered on a course-by-course basis. Transfer courses entered as Block-transfer do not create Course Work records, and are not included in the output.

Types of Subaudits Audits for a student consist of a variety of subaudits. Generally, you group subaudits into the following types:

Overall Subaudit The overall subaudit evaluates a student’s course work for total earned hours and required GPA. You can also define the overall subaudit to evaluate the lower-/upper-division hours. This subaudit provides statistical information only. An overall subaudit does not print detail on courses included in the subaudit, nor does it remove any courses from further consideration by other subaudits.

General Subaudit The general subaudit evaluates the general education or core requirements common for all students.

Major Subaudit

Processes 10 Degree Audit

The major subaudit checks degree specifications for each major as defined in separate subaudits.

Minor Subaudit The minor subaudit checks degree specifications for each minor as defined in separate subaudits.

Electives Subaudit The electives subaudit evaluates a student’s course work for required total hours earned beyond the major and minor subaudit specifications. The electives subaudit considers only courses not used elsewhere in the student’s audit.

Other Subaudits Other subaudits can be defined for concentrations, teacher certification, and any other area where you can define specifications.

Prerequisites for Using Degree Audit Before you can use Degree Audit successfully, your system must meet these requirements:

• The CX Registrar application must be installed • Course Work records must exist • Transcripts must be online

Background Knowledge The following list describes the necessary background information that you should know to implement and support the Degree Audit product.

UNIX Know the following about the UNIX operating system:

• Csh environment and commands • Editor commands (e.g., vi)

INFORMIX-SQL Know about the following INFORMIX tools:

• SQL database • PERFORM screens • ACE reports

Jenzabar CX database tools and utilities Know how to use the following database tools:

• MAKE processor • Schemas • Macros • Includes • Program screens

Jenzabar CX Know the following about the CX standard product:

• The CX directory structure • The menu processor • The CX database engine • The product update process

QuickMate features Know the following about the CX Graphical Server:

• Client/server processing • Telnet settings • Keyboard settings


• Mouse settings • GUI mode commands

C Programming If you want to modify any CX programs to meet unique needs at your institution, you must know how to use the C programming language and have an in-depth knowledge of the CX code.

Degree Audit policies and procedures Know answers to the following questions:

• How does the institution handle waivers? • How does the institution handle exams? • How does the institution handle repeat courses?

Special Considerations In order for Degree Audit to function properly, you must verify values in the following fields in the Grade table, the Repeat table, and the Counting table:

Note: For more information about the fields in these tables, see Completing Other Tables and Records in the section Customizing the Degree Audit Processes in this manual.

Counting table • Audit factor (audit_fctr) • Hours factor (audit_hrs_fctr)

Grade table • Minimum grade check (min_grd_chk) • Audit factor (audit_fctr) • Hours factor (audit_hrs_fctr)

Repeat table • Audit factor (audit_fctr) • Hours factor (audit_hrs_fctr)


Process Flow

Product Diagram The following diagram shows the process flow of the Degree Audit product.

Note: For more information about program interrelationships and detailed data flow diagrams, see the program sections in this manual.


General Degree Audit Diagram The following diagram shows the general interrelationships of input, processes and output for the Degree Audit product.

Note: For more information about program interrelationships and detailed data flow diagrams, see the program sections in this manual.


Process Description This section describes the processes involved with Degree Audit. The application library Libaud contains these processes.

Degree Audit Processing Criteria When Degree Audit processes an audit, it reads the student’s course and exam records that meet the following criteria:

• The program code in the Course Work record (cw_rec) or the Course Work Substitution record (cwsubst_rec) must match the audit program code.

• The Site Code in the Course Work record (cw_rec) or Exam record (exam_rec) must match the Site Code defined for the audit.

• The Status of the Course Work record (cw_rec) cannot be D (dropped), L (placed on a wait list), or X (voided).

• The audit flags in the Counting (cntg_table), Repeat (rep_table), and Grade tables (grd_table) associated with the Course Work record must all be set to 1.

• The grade in the Course Work record must exist in the Grade table (grd_table). • The Exam Code in the Exam record (exam_rec) must exist in the Exam table. • The repeat code category associated with the Course Work record is not R.

Degree Audit evaluates the student courses and exams that satisfy these requirements, based on the specifications defined in the Degree Audit tables and records.

Note: The audit factor values in the Repeat table control both system and manual repeats. The audit factor values in the Counting table control whether hours not earned (e.g., developmental credits) are considered by Degree Audit.

Subaudit Evaluation and Completion Degree Audit selects subaudits for a specified student based on Audit Input records. Optionally, you can set up audits to be automatically selected (e.g., by major or minor) without the use of Audit Input records.

Degree Audit evaluates subaudits in the order specified in the Process Priority field in the Subaudit table. Optionally, if the institution’s subaudits are set up to be automatically selected (e.g., by major or minor), you can control the audits performed.

An overall type subaudit evaluates all Course Work records for a student. Any course-specific Criteria records defining the evaluation of courses do not restrict an overall subaudit. The calculation of statistics by Degree Audit corresponds to the Transcript program calculation of statistics. These statistics are based on all of a student’s earned course work (if the course work meets the criteria listed above), without regard to the following:

• Subaudit stipulations, such as minimum grade • Satisfaction of requirements, sequences, and criteria below the subaudit level

Degree Audit calculates earned hours for overall subaudits using the Cumulative Earned Factor flag (cum_earn_fctr) in the Counting, Grading and Repeat tables to determine if a course is considered earned.

A non-overall (program level) subaudit evaluates only the course/exam criteria specified to complete the subaudit. The Overall field in the Subaudit table defines whether the system considers it an overall or a non-overall subaudit.

As Degree Audit evaluates courses/hours at the criteria level within a subaudit, it considers the following subaudit specifications for the non-overall subaudits:

• Maximum number of courses/hours with a low grade • Minimum grade allowed • Reuse courses


• Reuse in subaudit • Required GPA • Required resident GPA • Required hours • Required residence hours • X of the last Y number of hours in residence (e.g., 30 of the last 60 credit hours the student

has completed must have been completed at the institution)

Requirement Evaluation You designate a requirement as either overall or non-overall, regardless of the subaudit designation. The Process Priority field in the Requirement record defines the order in which Degree Audit evaluates requirements within the subaudit.

Overall requirements produce statistical information only. In the evaluation of an overall requirement that is part of an overall subaudit, Degree Audit includes only courses with earned credit. When an overall requirement belongs to an overall subaudit, the audit evaluation proceeds without regard to whether a course already satisfies a requirement in another subaudit.

If a requirement is overall and the subaudit is non-overall, Degree Audit evaluates the requirement in a similar way as a non-overall requirement. In this case, any course that is selected for the overall requirement must have been evaluated and applied to a previously processed requirement in the same subaudit. If a particular subaudit has both overall and non-overall requirements, the Process Priority flag should indicate that the overall requirement(s) be processed last.

In evaluating an overall requirement that is not part of an overall subaudit, Degree Audit considers only those courses that have already been used in the subaudit.

Example: Assume that a math major subaudit has four requirements and its last requirement is an overall requirement. Assume further that the overall requirement may stipulate how many 300-level courses are required. The requirement, because it is overall, would consider only those 300-level courses that had already been selected for one of the other three requirements.

Degree Audit marks a requirement as completed only if all the required sequences within the requirement are complete. If more than the required sequences are complete, the Criteria records associated with the additional sequence(s) but not used to satisfy the requirement, are available to satisfy other sequences and requirements in the student’s audit.

Requirement Completion In the Requirement record, you specify the number of hours and/or courses, and the minimum and maximum number of sequences the student must satisfy to complete the audit requirement. The evaluation of the requirement includes verifying that these specifications have been met.

The number of sequences must be a non-zero value. The minimum/maximum number of sequences allows you to define a range for this specification. If a student must satisfy an exact number of sequences, you should assign the same value to both the minimum and maximum fields.

If you specify both the number of hours and the number of courses, the evaluation verifies that both specifications have been satisfied before the requirement is considered complete.

If you define a value for the number of hours, courses, and minimum/maximum sequences (all three categories), the number of hours and courses must be completed in the exact number of sequences specified before the requirement is marked as complete. For example, if the requirement values specify 15 hours, 0 courses, and 2 for both minimum and maximum sequences, the minimum fifteen hours must be achieved in only two sequences.


Sequence Evaluation A maximum of 15 sequences is possible for a single requirement. However, if there are more than 8 sequences, with some being optional sequences (e.g., 10 sequences with only 3 required, and 6 completed by the student), the sequence processing will take longer, and the selection of evaluated sequences may not be optimal.

Degree Audit selects the set of completed criteria that best meets both the sequence specifications in terms of minimum/maximum hours and minimum/maximum courses, and the requirement specifications. If the requirement specifications contain no minimum hours or courses values, all completed criteria that meet either the minimum or maximum sequence specifications are included to complete the sequence.

You can set both the minimum/maximum hours and the minimum/maximum courses to non-zero values. However, for the sequence to be evaluated properly, the following conditions must be true:

• At least one category, either the hours or the courses, must be defined with both the minimum and maximum values set as non-zero.

• If either the minimum hours or minimum courses value is set to zero, the course and hours (Crs&Hrs) flag must be set to Y to create the AND condition.

When evaluating specific criteria, Degree Audit uses the best fit of a set of courses to complete a sequence (and its requirement). Degree Audit has the option to search for either the least number of hours or for the highest grade. You define the search option when you set a program parameter on the Interactive Degree Audit Initialization screen. If you set the parameter to use the highest grade, the program searches for a student’s Course Work records by grade value and course number. Therefore, if you want the highest grade, and if the last course evaluated has the highest grade, Degree Audit uses that course to satisfy the sequence and requirement, as long as the minimum/maximum hours specifications are satisfied at the sequence level.

Sequence Completion When you define the minimum/maximum hours on a sequence as a range (e.g., 3/4 hours), Degree Audit marks the sequence complete with the minimum hours only if the requirement is met with the minimum hours. If the requirement cannot be completed with the minimum hours in the sequence, Degree Audit does not mark the sequence complete until the sequence can be completed in the minimum/maximum range.

If only one set of completed criteria can satisfy the sequence, Degree Audit uses that set of criteria to complete the sequence. All other completed criteria not used to satisfy the sequence are detached from the sequence.

If Degree Audit cannot complete the sequence, and thereby cannot complete the requirement to which it belongs, any completed criteria associated with the sequence remains attached to that sequence.

If, however, Degree Audit cannot complete a sequence, but the requirement to which it belongs can be completed by other sequences, all Criteria records attached to the incomplete sequence are detached and made available for evaluation in other requirement sequences.

If your institution accepts multiple combinations of completed criteria to satisfy the sequence, each combination of criteria is evaluated. The Degree Audit process selects the best series of criteria to complete the sequence, as follows:

• Degree Audit evaluates all criteria within the sequence and marks the criteria that can be used to complete the sequence.

• Degree Audit creates a list of all possible combinations of courses/exams that can complete the sequence. Courses are always used instead of exams, where applicable.

• When the sequence is completed, Degree Audit removes any series of criteria combinations that are not used to satisfy the sequence.


At the time of evaluation, if you have set the High Grade parameter, the process selects the series with the highest average grade value.

The weighting factor for criteria and subcriteria, if not zero, is also used in the determination of the selection of the series with the highest grade value. Grade value is given by the points associated with a course. If the weighting factor is defined, that value is used rather than the grade point value associated with a course. In this way, a specific criteria or subcriteria can be given more or less weight in the selection process.

Example: Assume that a criteria consists of two three-hour courses, Course 1 and Course 2, and the institution assigns a weight factor of 20 to Course 2. If a student earns an A in Course 1, 12 points are associated with the Course 1 criteria. However, 20 points are associated with Course 2 because of the weighting factor, so the process would select Course 2 to complete the sequence.

If you have not set the High Grade parameter, the process selects the series with the lowest total hours and the highest grade that meets the minimum hours requirement.

Any criteria that Degree Audit does not select for completing the sequence is detached from that sequence. These Criteria records are available for use elsewhere in the subaudit, or in subsequent subaudits.

Degree Audit does not permit the reuse of the same courses within a sequence, regardless of how the Reuse flag is set for subaudits.

Criteria Evaluation For each criteria, the process reviews the set of courses/exams to try to find a match for the criteria. In doing this, the program checks the following:

• Course history • Course equivalencies • Duplicate course flag • Minimum grade and scores • Number of courses allowed with a low grade • Substitutions (transfer and non-catalog) • Course Work substitutions

Finding a Match If the criteria is a course, the process compares the course number and catalog in the Criteria record to the appropriate student Course Work record. It compares to see if they are the same course or an equivalent course. In the case of a wildcard criteria, any course that matches the wildcard directly or any course whose equivalent matches the wildcard is considered to be a match.

If the criteria is an exam, the process compares the exam in the Criteria record to each Exam record for the student. Since the system does not accept wildcards in specifying exam criteria, the process makes a straight compare of the exam codes in the Criteria record and the student’s Exam records.

Criteria Completion The system considers a specific course criteria complete when both of the following conditions are satisfied:

• A match is found for the course • All other criteria specifications are met

If a Criteria record includes a subcriteria, the system considers the criteria as complete if either the criteria or the subcriteria specifications are complete. If a Criteria record contains wildcard characters in the course number, you cannot create a Subcriteria record.


If the criteria is an exam, the system considers the criteria as complete if a match is found for the exam, and all other criteria specifications are met.

If the criteria contains a wildcard in the course number, the system considers the criteria as complete if at least one match is found for the course, and all student course work has been evaluated against the wildcard course.

Courses not Considered for Evaluation The system considers only those courses that meet a basic set of criteria given in the audit records as possibilities to satisfy the audit. Degree Audit removes the following courses from the evaluation process:

• Courses not matching program codes, except for course work substitutions • Courses not matching site codes • Courses whose audit factor computes to 0 • Courses with invalid grades

At the criteria level, Degree Audit excludes courses taken before the year specified in the Minimum Course Year field on the Subaudit table. If the student’s Course Work record contains a Begin Date, Degree Audit uses this date for comparison. If the Course Work record does not contain a Begin Date, Degree Audit uses the date in the Academic Calendar record for comparison.

Subcriteria Evaluation When Degree Audit cannot locate a match in the Criteria records, it evaluates Subcriteria records for both course and exam criteria in priority order. The program evaluates Subcriteria records the same way it evaluates any Criteria record.

If a student has completed more subcriteria than are required, Degree Audit selects the subcriteria to use in one of the following ways:

• The subcriteria with the greatest weighting factor (if the weighting factor is non-zero). • The subcriteria with the greatest grade point value (if the weighting factor is zero).

Other Criteria Evaluation Considerations Degree Audit verifies additional requirements before the course is considered to have satisfied the criteria specifications. The additional checks include the following:

• Minimum grade check • Duplicate courses • Maximum hours/maximum courses • Negation • Course substitutions • Course history • Course equivalency • Repeats

Minimum Grade Check If you set the Minimum Grade Check field in the Grade table to Y, the system checks the grade in the Course Work record against the minimum grade specified in the Subaudit table and the Criteria record. If you set the Minimum Grade Check field to N in the Grade table, the system skips the grade check and the course is considered acceptable in terms of the grade. If a course has a grade for which the grade check can be skipped, and the grade falls below the minimum grade allowed, the course will not count against hours or course totals at the sequence, requirement, or subaudit levels.


If the process checks minimum grades, it performs an additional verification to ensure that the student has not exceeded the maximum number of courses or hours taken with a specified low grade. The Subaudit table contains the maximum number of courses or hours that may be taken with a specified low grade value. If you enter 0 for this value, you indicate there is no maximum, and any number of courses or hours with a low grade can be considered for the criteria evaluation. If you have defined a maximum number, the system increments each time it uses such a course to satisfy the criteria. When the counters exceed either value given in the low grade courses/hours fields, the system does not accept the course to satisfy the criteria.

Note: Degree Audit applies the minimum number of Maximum Low Grade hours only when the process attempts to complete a requirement.

Duplicate Courses After the system reviews a student’s course work and locates a match to a criteria, the process will determine whether this course or exam has already been used to satisfy a criteria in a different sequence. Values in the following table/record fields affect how courses may or may not be reused:

Subaudit table • Reuse Courses • Reuse in Subaud • When the Elective field contains a Y value, courses used in prior subaudits cannot be used

in the elective subaudit, regardless of how you set the Subaudit Reuse flag. • When the subaudit is overall, courses can be reused regardless of how you set the

Subaudit Reuse flags.

Criteria record Dup

• If the Dup field in the Criteria record is blank, the reuse logic for the course is dictated by the values of the Reuse and Reuse in Subaudit fields of the Subaudit table.

• When the value in the Dup field in the Criteria record is non-blank, the value in the Criteria record overrides the Subaudit Table Reuse values.

Degree Audit does not permit the reuse of any course within a sequence.

Minimum Hours/Maximum Courses When the system initially considers a criteria for completion, it does not consider the maximum hours/courses stipulation at the sequence level. The system considers the stipulation only when it evaluates the sequence/requirement as a whole for completion.

Negation Criteria For a Course Work record to satisfy a criteria, it must contain a match on the course number and catalog given in the Criteria record. In addition, the Course Work record cannot be a match on any negation criteria within the sequence. If a course matches one criteria, but also matches a negation criteria in the sequence, it cannot satisfy the original criteria.

Course Substitutions Degree Audit can use a different completed course as a substitute for a specified course criteria. You must use the Course Work Substitution record to define substitutions. The Course Work Substitution record relates one-to-one to the Course Work record. The course number and catalog code in the Course Work Substitution record specify the audit course for which this course is a substitute.

If a Course Work Substitution record exists for a Course Work record, the audit process, for purposes of evaluation, looks at the substitution as though the student actually took the course


given in the Course Work Substitution record. The hours and grade value for the course appear in the Course Work record.

Note: Once the Course Work Substitution record has been created, the audit process always sees the completed course as the one for which it is substituted, and never evaluates the original course elsewhere in any subaudit.

Evaluation of Electives In the audit process, you define elective specifications in an elective subaudit, complete with a requirement, sequence, and criteria in which the criteria is a wildcard. The Elective field in the Subaudit table is used to designate the elective subaudit. The elective subaudit uses a Process Priority set at the highest number, to ensure it is the last subaudit to be evaluated. Only Course and Exam records not used elsewhere satisfy the elective subaudit.

Note: A criteria within an elective sequence may be a negation. This means you could exclude certain courses even from the electives audit group.

Evaluation of Pre-Transfer Work The audit process includes a parameter that defines whether the evaluated course comes from the Course Work record (cw_rec), or from the Pre-transfer Course Work record (precw_rec). The processing is the same, regardless of the record that contains the coursework; however, the system does not process courses from both the Course Work and Pre-transfer Course Work records in the same audit.

Using the Audit Form Table You can define several output specifications in either or both the Audit Form table and in the Subaudit, Requirement or Sequence records (i.e. Print Comment). If the value at the record level (Subaudit, Requirement or Sequence) is not blank, the process uses the record level value instead of the Audit Form table value. For example, if the Audit Form table is set to print the screen only for the Subaudit comments, and the Subaudit record is set to print both the screen and the comment, the process uses the value set on the Subaudit record and prints both.

Note: The exception to the above is when the Initialization Parameter value for the Use Audit Form Table for Output flag is set to Y. In this case, the process always uses the Audit Form table value, regardless of the Subaudit record value.

Unused Courses Degree Audit optionally prints courses not used in any subaudit after the last subaudit on the audit output form. The Audit Form table controls this feature.


Product Relationships

Related Jenzabar CX Products The Degree Audit product interacts with the CX Registration product. The following list describes the interrelationships.

• Degree Audit obtains student information from the Registration product. • Waiver and non-catalog information that users enter through the Transcript Edit process

serves as input to Degree Audit.

Degree Audit 23 Tables and Records

SECTION 3 – DEGREE AUDIT TABLES AND RECORDS

Overview

Introduction This section provides reference information about each table and record associated with the Degree Audit product. It also provides definitions of SQL and CX table and record terminology and differentiates among common, shared, and product-specific tables and records.

Alphabetical Organization The tables and records appear in alphabetical order in this section.

What Is an SQL Table? In a relational SQL database, a table is an organized set of any kind of data, regardless of its purpose for validation or information maintenance. The basic unit of organization of a table is a column, that is, a category of data. A table can have multiple columns and multiple rows of data.

What Is a Jenzabar CX Table? A table in CX contains information that remains static and is denoted with the _table extension. For example, the State table, named st_table, contains the list of the states in the United States of America. On the CX menu, you can access most tables in Table Maintenance menus.

What Is a Jenzabar CX Record? A record in CX is a table containing information that changes on a regular basis and is denoted with the _rec extension. For example, the Alternate Address record, named aa_rec, contains any other addresses where students can be contacted, such as a summer address. You access records in CX program screens and windows, scroll screens, and PERFORM screens. SQL makes no distinction between tables and records; all sets of data are tables.

Tables and Records 24 Degree Audit

Summary List of Tables and Records Used

Introduction Tables and records used in Degree Audit can be divided into the following categories:

• Common • Shared • Product-specific

Among these categories, some tables and records are required, while others are optional.

Impact of Changes to Tables and Records If you make changes to schemas for any tables or records, you must reinstall each associated product or module.

Common Tables and Records Modules in the Degree Audit product use several tables and records that are common throughout CX. These tables and records are:

Note: For additional information about these common tables and records see the CX System Reference unless otherwise noted.

• Contact record (ctc_rec) (See Communications Management Technical Manual) • ID record (id_rec)

Shared Tables and Records Some tables and records used in Degree Audit originate, or are more frequently used, within other CX product areas. These tables and records, and their originating product areas, are:

Note: For additional information, see the technical manual for the primary product area. If multiple products are shown, the primary product is listed first.

• Course record (crs_rec) − Recruiting/Admissions

• Course Substitution record (cwsubst_rec) − Transcript

• Coursework record (cw_rec) − Registration

• Exam record (exam_rec) − Student records

• Non-catalog record (non-cat_rec) − Transcript

• Non-catalog Equivalency record (noncateq_rec) − Transcript

• Pre-transfer Course Work record (precw_rec) − Transcript

• Pre-noncatalog record (prencat_rec) − Transcript

• Profile record (profile_rec) − All products

• Program Enrollment record (prog_enr_rec) − Registration

• Student Academic record (stu_acad_rec) − Registration


• Student Statistics record (stu_stat_rec) − Transcript

Degree Audit Tables and Records Programs in the Degree Audit product use the following Degree Audit tables and records. File information about these tables and records is in this section.

Tables and Record that Define an Audit The following Degree Audit tables and records define the requirements for an audit. Each of these tables or records acts as a different level of an outline for the audit, and further defines the audit information in the table or record that precedes it.

• Subaudit table • Audit Requirement record • Audit Sequence record • Audit Criteria record • Subcriteria record

BLOB Fields Associated with Degree Audit Records • Subaudit BLOB • Audit Requirement BLOB • Audit Sequence BLOB • Audit Criteria BLOB • Student-specific BLOB

Additional Degree Audit Tables and Records • Audit Form table • Audit Group table • Audit Input record • Audit Permission table • Audit table

Required Tables and Records The following tables and records are required to run the features of the Degree Audit product:

• Course Work or Pre-transfer Course Work record (cw_rec or precw_rec) • ID record (id_rec) • Program Enrollment record (prog_enr_rec) • Student Academic record (stu_acad_rec)


Table and Record Relationships

Entity Relationship Diagram The following diagram shows the relationship between the tables and records used by Degree Audit.


Degree Audit Schemas

Introduction Schema files define the structure of database files and associated fields in the CX data dictionary. You can access schema files associated with the Degree Audit product in the following directory path: $CARSPATH/schema/student.

File Naming Conventions CX makes name distinctions in the naming of schemas. For schema files containing definitions of CX tables, the UNIX file name begins with the letter t followed by characters describing the table’s English name (e.g., tst for the State table). For schema files containing definitions of CX records, the UNIX file name describes the record’s English name (e.g., id for ID record).

The first line in a schema file, after revision information, specifies the INFORMIX database table that the schema defines. For example, aud_table (Audit table) is specified in the taud schema file.

Field Descriptions Schema files contain descriptions of each field defined in a table or record. You can view descriptions of fields in Degree Audit tables and records by accessing the schema files.


Degree Audit Tables and Records

Introduction The following list contains the tables and records that originate from the Degree Audit product. The list indicates each table/record’s purpose, location and access information, and association with programs and other tables and records.

Audit Criteria BLOB Provides free form text comments for a criteria.

UNIX filename: baudcrit

Informix filename: audcrit_blob

Schema location: $CARSPATH/schema/student

Program interrelationships: audctc, audent, degaud

Product interrelationships: none

Table/record interrelationships: audcrit_rec

Audit Criteria record Tracks the criteria for requirements in Degree Audit.

UNIX filename: audcrit

Informix filename: audcrit_rec




Table/record interrelationships: Data entered in some of the fields on the Audit Criteria record must be valid entries in the following tables: − Class table (cl_table) − Course record (crs_rec) − Exam table (exam_table) − Grade table (grd_table) − Session table (sess_table)

Audit Form table Stores the screen form names and output specifications for the Degree Audit output reports.

UNIX filename: taudform

Informix filename: audform_table


Program interrelationships: audctc, degaud


Table/record interrelationships: none

Audit Group table


Identifies groups of subaudit codes.

UNIX filename: taudgrp

Informix filename: audgrp_table


Program interrelationships: none; used within the script that creates audin_recs for students


Table/record interrelationships: aud_table, subaud_table

Audit Input record Identifies each student to be audited and the various subaudit codes for the student.

UNIX filename: audin

Informix filename: audin_rec




Table/record interrelationships: subaud_table

Audit Permission table Controls permissions to the Degree Audit product

UNIX filename: taudperm

Informix filename: audperm_table




Table/record interrelationships: The system matches data entered in some fields on the audperm_table with data in the following tables or records in determining permissions: − ID record (id_rec) − Program enrollment record (prog_enr_rec)

Audit Requirement BLOB Provides free form text comments for a requirement.

UNIX filename: baudreq

Informix filename: audreq_blob




Table/record interrelationships: audreq_rec

Audit Requirement record


Specifies each audit requirement necessary to complete a Degree Audit.

UNIX filename: audreq

Informix filename: audreq_rec




Table/record interrelationships: audseq_rec, subaud_table

Audit Sequence BLOB Provides free-form text comments for a sequence.

UNIX filename: baudseq

Informix filename: audseq_blob




Table/record interrelationships: audseq_rec

Audit Sequence record Specifies each audit sequence necessary to complete a Degree Audit requirement.

UNIX filename: audseq

Informix filename: audseq_rec




Table/record interrelationships: audcrit_rec, audreq_rec

Audit table Identifies the valid Degree Audit codes.

UNIX filename: taud

Informix filename: aud_table


Program interrelationships: audent


Table/record interrelationships: audgrp_ table

Degree Application table


Provides a list of degree types to which a particular course can apply. This can be specified in the audcrit_rec to limit course selection.

UNIX filename: tdegapply

Informix filename: degapply_table


Program interrelationships: audent, crsent


Table/record interrelationships: audcrit_rec, crs_rec

Subaudit BLOB Provides free-form text comments for a subaudit.

UNIX filename: btsubaud

Informix filename: tsubaud_blob




Table/record interrelationships: subaudit_table

Subaudit table Identifies the valid Degree Audit subaudit codes.

UNIX filename: tsubaud

Informix filename: subaud_table


Program interrelationships: audctc, audent, degaud, stuaud


Table/record interrelationships: audcrit_rec, audgrp_rec, audreq_rec, audseq_rec

Note: In addition, data entered in some of the fields on the Subaudit screen must be valid in the grd_table.

Subaudit Selection Requirement table Defines the subaudit selection requirements that must be met for a subaudit to be automatically selected for a student.

UNIX filename: tsareq

Informix filename: sareq_table


Program interrelationships: audctc, degaud,stuaud


Table/record interrelationships: adm_rec, sareq_rec, sareqfld_table

Subaudit Selection Requirements Field table


Defines the field values of the subaudit selection requirements that may be placed on subaudits. A detail table associated with the Subaudit Selection Requirement table (sareq_table), the table provides for automatic selection of subaudits for a student.

UNIX filename: tsareqfld

Informix filename: sareqfld_table


Program interrelationships: audctc, degaud, stuaud


Table/record interrelationships: sareq_rec, sareq_table

Subaudit Selection Requirements record Maintains the subaudit selection requirements specific for this subaudit. It is used in the process that selects subaudits for a student.

UNIX filename: sareq

Informix filename: sareq_rec


Program interrelationships: stuaud


Table/record interrelationships: sareq_table, sareqfld_table, subaud_table

Subcriteria record Establishes substitutions for the Degree Audit requirement course criteria.

UNIX filename: subcrit

Informix filename: subcrit_rec




Table/record interrelationships: cl_table, crs_rec, exam_table, grd_table, sess_table

Degree Audit 33 Macros and Includes

SECTION 4 – DEGREE AUDIT MACROS AND INCLUDES

Overview

Introduction CX contains macros that define specific values used throughout the Degree Audit product. The macros and includes enable you to change the available options and functionality of Degree Audit without having to modify C code. By modifying macros, you can customize your implementation of Degree Audit.

Relationship Among Macros, Includes and C Programs An m4 macro cannot be used directly in a C program since the system does not process C program code through the m4 processor. Therefore, CX uses includes so that a C program can communicate and process a macro. An include statement in an include file contains the information for defining a macro using syntax that a C program understands.

Definition and Function A macro is an instruction that causes the execution of a pre-defined sequence of instructions in the same source language. A macro consists of uppercase letters and underscores, and is used in place of a text string within source files. CX expands the macro to the longer text during the installation process for a file. CX uses the following kinds of macros:

• Enables - allows you to enable a CX feature • DBS_COMMON - allows you to define database values in screens • Periodic - allows you to make changes on a periodic basis

Macros can perform one of the following functions: • Define defaults on a screen (_DEF) • Define valid values in a field (_VALID or _INCL) • Enable system modules (ENABLE_MOD) • Enable system features (ENABLE_FEAT) • Establish a valid value for an include

How to Locate Macros The Degree Audit macros appear in two files in CX. To modify these macros, access the following files and use the MAKE processor to incorporate your changes:

• $CARSPATH/macros/custom/student • $CARSPATH/macros/custom/configure

Note: For more information about using the MAKE processor and modifying macros, see the CX Implementation and Maintenance Technical Manual.

General Installation Procedures See the CX Implementation and Maintenance Technical Manual for general procedures on setting and installing changes to macros and includes.

Enable Degree Audit Macro The following macro is found in $CARSPATH/macros/custom/configure. When implementing Degree Audit, you should review and modify this macro as necessary.

ENABLE_MOD_PROG_AUDIT

Macros and Includes 34 Degree Audit

Enables the Degree Audit module. Menusrc uses this macro to include or exclude menu options. To enable the Degree Audit module, set this macro value to Y. To disable the module, set the macro value to N.

Degree Audit Macros The following lists and describes the macros found in $CARSPATH/macros/custom/student. When implementing Degree Audit, you should review and modify these as necessary.

AUDIT_PRINT_COMM_DEF Defines the default value for whether to print comments on the Degree Audit reports. The default is AUD_PR_SCREEN.

AUDIT_PRINT_COMM_VALID Defines the valid codes allowed for controlling how comments print on the Degree Audit output. The default values are AUD_PR_SCREEN, AUD_PR_COMMENT, AUD_PR_BOTH, AUD_PR_NEITHER.

CAUTION: Do not change this macro. If you change this macro, Degree Audit will not process properly.

AUD_PR_SCREEN Indicates that only the screen file containing the audit code description text will print in the audit output. The default value is S.


AUD_PR_COMMENT Indicates that only the comment will be printed in the audit output. The default value is C.


AUD_PR_BOTH Indicates that both the screen file containing the audit code description text and the comment will be printed in the audit output. The default value is B.


AUD_PR_NEITHER Indicates that neither the screen file containing the audit code description text or the comment will be printed in the audit output. The default value is N.


AUDIT_PRINT_COMM_INCL Defines the specific values, or another macro, that can be included for data in this field. The default value is AUDIT_PRINT_COMM_VALID.


AUDIT_PRINT_COMM_EX Provides the explanation of the valid codes used to control how comments will print on the Degree Audit output.

• (S)creen only • (C)omment only • (B)oth • (N)either

Degree Audit 35 Macros and Includes

NONCAT_STRING Defines a two-character string to appear on the degree audit output identifying non-catalog courses. The default is *N.

SUBST_STRING Defines a two-character string to appear on the degree audit output identifying substitution courses. The default is *S.

TRANSFER_STRING Defines a two-character to appear on the degree audit output identifying transfer courses. The default is *T.

REQUIRED_STRING Defines a two-character string to appear on the degree audit output identifying required sequences and criteria. The default is *A.

HOURS_TRUNCATE Defines the number of digits that appear on the audit output for course hours. The system truncates the course hours at this limit. Use the same format for all hour fields on every program audit. The default is 1.

SESS_TEXT Defines the text to be printed in the place of session codes defined in OTHER_SESS. The default is OTHER.

Note: This field contains a maximum of six characters.

OTHER_SESS Defines the session codes found in the course work session field to be substituted by the SESS_TEXT macro on the degree audit output. The defaults are PREV, HEAD, FOOT.

Note: Normally, you do not change this macro.

Common Macro for Student Interactive Degree Audit The following macro is found in $CARSPATH/macros/custom/common. If you intend to provide your students with independent access to Student Interactive Degree Audit, you should review this macro.

FORMENT_STU_EXIT_PASSWORD Defines the password the UNIX shell user must enter to close a session of Student Interactive Degree Audit. This password also closes sessions of forment.

Macros and Includes 36 Degree Audit

Degree Audit Includes

Introduction The Degree Audit product contains includes determining the features that are enabled in the module. An include can either be a compile option that enables or disables a feature, or a default value include that defines a default value for a feature.

To enable a feature in the Degree Audit product, you must define an include in $CARSPATH/include/applic/degaud. To disable an include, comment out the include in the same file. See the CX Implementation and Maintenance Technical Guide for more information on enabling and disabling includes. By modifying includes, you can customize your implementation of Degree Audit.

Purpose An include allows you to activate or deactivate features in C programs without changing the C code. You can also specify compilation values for Degree Audit.

Macro Dependency Includes have a dependency on macros. Normally, you do not directly modify includes for the module. You must modify a corresponding macro value and then reinstall the include, after reinstalling the macros.

How to Locate Includes To locate a Degree Audit include, access the $CARSPATH/include/applic/degaud file.

Note: For more information about using the MAKE processor and modifying includes, see the CX Implementation and Maintenance Technical Manual.

Associated Includes The following lists the macros that appear in the include file:

• AUDIT_TICK • DEGAUD_CLEAR_GRD_STR • NONCAT_STRING • OTHER_SESS • REQUIRED_STRING • SESS_TEXT • SUBS_STRING • TRANSFER_STRING

If you change these macros in the macro file, then you must reinstall the following: • $CARSPATH/include/applic/degaud • $CARSPATH/src/Libapp/Libaud • $CARSPATH/src/degaud/audctc • $CARSPATH/src/degaud/audent • $CARSPATH/src/degaud/degaud

Degree Audit 37 Program Files

SECTION 5 – JENZABAR CX PROGRAM FILES

Overview

Introduction This section provides you with reference information about the files that relate to most CX programs. By understanding the file structure and the contents of the files, you can locate most of the information you need about any program.

Program Files Detailed This section contains details about the following files:

def.c The def.c file contains the declaration of external variables (including structures) that must be available to all source files in the program. These variables can also be initialized in this file. As with other C source files, the files also contain comments. The makedec command uses the def.c file to create the dec.h file.

mac.h The mac.h file contains preprocessor include and define statements, typedef statements, and structure template definition statements. The file also contains macro substitution defines and declarations of structures. This file is included in all source files during compilation through use of the dec.h file.

Note: All other files for each CX program are standard C programming files with standard components and structure.

Definition File Every Degree Audit program uses a definition (def.c) file, located in the following path: $CARSPATH/src/degaud/<program name>. For example, the def.c file for the Degree Audit program degaud resides in the directory $CARSPATH/src/degaud/degaud.

The def.c file for a screen-oriented program can contain the following information: • Includes for a mac.h file • Declaration of global variables and structures used throughout the application • Structure and non-structure screen binds (i.e., program buffer to screen buffer binds) • Ring menu definitions • Prompt line information • Program parameters • Declarations of dynamic memory (dmms, dmls, and dmlts) in relation to functionality within

libdmm (the dynamic memory management package) • Screen pointers

The def.c file for a non-screen-oriented program can contain the following information: • Includes for a mac.h file • Global program variables • Includes for schema files’ def.c files • Form pointers that provide the location for forms • Sqlda pointers that bind the file structure to the form • dmm, dml and dmlt definitions • Program parameters • Declarations of functions so the compiler can handle a call of that function

Program Files 38 Degree Audit

Example of a def.c File The following is an edited excerpt from the def.c file for the Degree Audit program (degaud). It illustrates the common components of a standard CX def.c file.

Note: The legend for the file contents appears on the next page.

#include "mac.h" 1 #include <schema/common/iddef.c> #include <schema/common/profiledef.c> 2 /* Global variables */ int needsave; /* Indicates whether audin_dmm has been changed by user */ int upd; /* Update permissions granted */ char taudit[9]; /* Global screen buffer for audit code*/ 3 . . struct stuau_type stu; struct audin_type audin_rec; /* Audit input record buffer */ void copy_dmm(); /* ----- Parameter Definition Table and size variable ----- */ struct param_type param_list[] = { {'s', parm.sess, PRM_CHAR, sizeof(parm.sess)-1, 0, "session", "Session associated with student academic information"}, {'y', (char *)&parm.yr, PRM_INT, 0, 0, "year", "\tYear associated with student academic information"}, . 4 . {'g', (char *)&parm.higrade, PRM_LOGICAL, 0, PRM_TRUE, "evaluate high grade first", "tWhen selecting criteria to compete sequence, consider high grades first."}, {'m', (char *)&parm.chk_grd, PRM_LOGICAL, 0, PRM_TRUE, "always check grade", "\tAlways perform minimum grade checking regardless of grade table value."}, {'L', parm.site, PRM_CHAR, sizeof(parm.site)-1, PRM_REQUIRED, "site", "\tSite of the students audited"}, { 'f', parm.form, PRM_CHAR, sizeof(parm.form) -1, NULL, "Form", "Audit Form Type" }, { 'o', parm.output, PRM_CHAR, sizeof(parm.output) -1, NULL, "Output", "Output to printer, 'more' or 'file'" }, .}; int max_params = (sizeof(param_list)/sizeof(struct param_type)); /* ----- Menu for primary ring menu ----- */ SCR_MENUSTART(main_menu) SCR_MENUOPT2(0, "Initialize", INIT_OPT, SCR_GMENABLE, "Set initialization parameters for audit processing.", "Init"), SCR_MENUOPT2(0, "Query", QUERY_OPT, SCR_GMENABLE, "Query next student.", "Query"), SCR_MENUOPT2(0, "Update", UPDATE_OPT, SCR_GMENABLE, "Update subaudit records 5 for the current student.", "Update"), . . SCR_MENUOPT2(0, "Pre-transfer", PRECW_OPT, SCR_GMENABLE,"Enter student pre-transfer work.", "Xfer"), SCR_MENUOPT2(0, "Exit", EXIT_OPT, SCR_GMENABLE, "Exit the program.", "Exit"), SCR_MENUEND;

Degree Audit 39 Program Files

Legend for the def.c file: 1. mac.h include 2. schema file def.c’s 3. global program variables 4. parameters 5. menu definitions

mac.h Files Every program uses a macro header (mac.h) file, located in the following path: $CARSPATH/src/degaud/<program name>. For example the mac.h file for the Degree Audit program (degaud) resides in the following directory path: $CARSPATH/src/degaud/degaud.

The mac.h file for a screen-oriented program can contain the following information: • Includes related to system header files • Includes related to CX library and other application processes • Includes for schema files’ mac.h files • Program constant definitions (i.e., define statements) • Structure definitions

Example of a mac.h File The following is an edited excerpt from the mac.h file for degaud. It illustrates the common components of a standard CX mac.h file.

#include <stdio.h> 1 . . #include <util/shp.h> #include <applic/degaud.h> . . #include <schema/student/cwsubstmac.h> 2 #include <schema/student/noncateqmac.h> #define EXIT_OK 0 #define EXIT_ERR -1 #define INIT_OPT 'I' #define QUERY_OPT 'Q' . . #define PRECW_OPT 'P' 3 #define EXIT_OPT 'E' /* Define screen pathnames */ #define MAIN_SCR "degaud/degaud/main" /* Main query screen */ #define INIT_SCR "degaud/degaud/parms" /* Init parm screen */ #define SUBST_SCR "degaud/degaud/subst" /* Cw subst screen */ struct parm_type { int yr; /* Passed yr param */ int debug; /* Passed debug flag */ . 4 . char site[5]; /* Passed site param */ char output[9]; /* Passed output param */ char form[9]; /* Passed audit form param */ };

Legend for the mac.h file:

Program Files 40 Degree Audit

1. includes for header files 2. includes for schema files 3. program constant definitions 4. structure definitions

Degree Audit 41 Audit Contact

SECTION 6 – AUDIT CONTACT

Overview

Introduction This section provides reference information about the Audit Contact program (audctc). The Degree Audit product uses audctc to create student audits in a batch mode, either through Contact records or by specifying a series of IDs.

Program Features Detailed This section contains details about the following features of the audctc program:

• Process flow • Parameters • Program screens

Location of Source Files The audctc program files are in the following directory:

$CARSPATH/src/degaud/audctc

However, most of the functionality within audctc is in the following directory:

$CARSPATH/src/Libapp/Libaud

Audit Contact 42 Degree Audit

Process Flow

Diagram The following diagram shows the flow of data in the audctc program.


Data Flow Description

The following describes the data flow in the audctc program.

1. The audctc program selects students for processing.

2. The audit loads.

3. The selected students’ work loads.

4. The audctc program processes the audit and formats the output.

5. The output prints or is routed to a file or monitor.

Audit Contact 44 Degree Audit

Audit Contact Parameters

Introduction CX contains parameters for executing the audctc program. You can specify parameters to run audctc in a specified manner at the time of execution.

Parameter Syntax You can display audctc parameters by entering the following: audctc -, The following is the correct usage for running the audctc program from the UNIX shell:

audctc [-s session] [-y year] -p prog [-D] [-c] [-T] [-g] [-m] -L site [-t tick] [-r resource] [-i ID Number(s)] -f Form -o Output [-d Due Date] [-A] [-a] [-j major1] [-J major2] [-k minor1] [-K minor2] [-e]

Parameters that appear in brackets are optional. Parameters that do not appear in brackets are required.

Parameters The following lists the parameters for running audctc.

-s session Optional - Specifies the session associated with student academic information. This parameter enables the program to select the correct stu_acad_rec if you want to include the information on output screens.

-y year Optional - Specifies the year associated with student academic information. This parameter enables the program to select the correct stu_acad_rec if you want to include the information on output screens.

-p prog Required - Specifies the program of the student(s) audited.

-D Optional - Enables you to run the program in debug mode, routing the results of the debugging process to a file in /tmp. The temporary file contains information that can help resolve program errors.

-c Optional - Indicates that you want to use pre-transfer course work and pre-noncatalog records.

-T Optional - Indicates that you want to use values in the Audit Form table to format the output.

-g Optional - Causes the program to consider high grades first when selecting criteria to complete a sequence.

-m Optional - Causes the program to always perform minimum grade checking regardless of the value in the Grade table.

-L site Required - Specifies the site of the student(s) audited.

-t tick


Optional - Specifies the tickler code of contacts to be selected.

-r resource Optional - Specifies the resource of contacts to be selected.

-I ID number(s) Optional - Specifies the ID numbers of the students audited.

Note: You can separate the numbers with either spaces or commas.

-f Form Required - Specifies the audit form type to be used for the output specifications.

-o Output Required - Directs the output to a printer, the screen (more) or a file.

-d Due Date Optional - Specifies the due date of the contacts to be selected.

-A Optional - Causes the process to ignore any existing Audit Input records and to select subaudits for the student automatically, using subaudit selection requirements.

-a Optional - Causes the process to use Audit Input records if they exist, and to use automatic subaudit selection (using subaudit selection requirements) if they do not exist.

-j major1 Optional - Specifies the first major of the students audited.

Note: Using this parameter overrides the prog_enr_rec.

-J major2 Optional - Specifies the second major of the students audited.


-k minor1 Optional - Specifies the first minor of the students audited.


-K minor2 Optional - Specifies the second minor of the students audited.


-e Optional - Specifies to use only the prog_enr_rec for majors and minors.

Degree Audit 47 Audit Entry

SECTION 7 – AUDIT ENTRY

Overview

Introduction This section provides reference information about the Audit Entry program (audent). The Degree Audit product uses audent to produce the subaudits that check the students’ course work against the catalog requirements for graduation and other academic accomplishments (e.g., majors or minors).

Program Features Detailed This section contains details about the following features of the audent program:


Audit Entry 48 Degree Audit

Process Flow

Diagram The following diagram shows the flow of data in the audent program.

Data Flow Description The following describes the data flow in the audent program.

1. The user enters and updates the following Degree Audit records and tables using audent: • audcrit_rec • audreq_rec • audsec_rec • subaud_table • subcrit_rec

2. The updated records define the subaudits and become input to audctc and degaud.

3. The user enters and updates the following tables using audent • audit_table • audgrp_table

4. The updated tables are input to the audin script to create audin_recs.

Degree Audit 49 Audit Entry

Audit Entry Parameters

Introduction CX contains parameters for executing the audent program. You can specify parameters to run audent in a specified manner at the time of execution.

Parameter Syntax You can display audent parameters by entering the following: audent -, The following is the correct usage for running the audent program from the UNIX shell:

audent [-d] [-b] Parameters that appear in brackets are optional. Parameters that do not appear in brackets are required.

Parameters You can use the following parameter to run audent:

-d Optional - Specifies access to audent in display-only mode.

-b Optional - Specifies to copy values in BLOB fields.

Audit Entry 50 Degree Audit

Program Screens

Introduction The audent program uses eight screens to capture, maintain and display information.

Access The screen files are located in the following directory path: $CARSPATH/modules/degaud/progscr/audent

Screen Files and Table/Record Usage The audent screens appear in the following files and use the indicated tables and records:

aud Contains the Subaudits for Audit screen. Table/Records: aud_table, audgrp_table, subaud_table

audcopy Contains the New Subaudit screen. Table/Records: None

crit Contains the Criteria Entry screen. Table/Records: audcrit_blob, audcrit_rec, cl_table, exam_table, grd_table, grdg_table, sess_table

req Contains the Requirement Entry screen. Table/Records: audreq_blob, audreq_rec

saudlist Contains the Subaudit Listing screen. Table/Records: subaud_table

seq Contains the Sequence Entry screen. Table/Records: audseq_blob, audseq_rec

subaud Contains the Subaudit Entry screen. Table/Records: audreq_rec, audseq_rec, grd_table, grdg_table, subaud_table, tsubaud_blob

subcrit Contains the Subcriteria Entry screen. Table/Records: cl_table, exam_table, grd_table, grdg_table, sess_table, subcrit_rec

Degree Audit 51 Program

SECTION 8 – DEGREE AUDIT PROGRAM

Overview

Introduction This section provides reference information about the Degree Audit program (degaud). The Degree Audit product uses degaud to do the following:

• Run a student audit • Update a student’s Audit Input records • Update a student’s Substitution records • Update a student’s pre-transfer courses

Program Features Detailed This section contains details about the following features of the degaud program:


Program 52 Degree Audit

Process Flow

Diagram The following diagram shows the flow of data in the degaud program.


Data Flow Description The following describes the data flow in the degaud program.

1. The degaud program evaluates each criteria in the order defined by priority codes. For each criteria, the process loops through the set of courses/exams for the student, trying to find a match for the criteria.

2. In the evaluation process, degaud checks the following: • Course history and equivalencies • Repeated courses • Sequence maximum hours/courses • Duplicate course flags • Minimum grade and scores

3. It also ensures that the number of low-grade courses does not exceed the maximum allowed. When the program finds the required matches, it lists Criteria information (e.g., course/exam title, hours, and grade) in the output.

Note: The Audit Permission table controls who may process audits for specific students and majors.

4. The program references the Audit Requirement record when processing a subaudit to determine the specific requirements to be evaluated.

5. The program references the Audit Sequence record when processing a subaudit to determine the specific sequence specifications to evaluate.

6. The program uses the Course Work Substitution record in evaluating criteria for subaudits.

7. The program uses the Audit Form table to specify the output format for the audit report.

8. By referencing the Subaudit table when processing a subaudit, Degree Audit determines the specific requirements to evaluate.

9. The program references the Subcriteria record when processing a subaudit to determine the specific requirements for the subcriteria.


Parameters

Introduction CX contains parameters for executing the degaud program. You can specify parameters to run degaud in a specified manner at the time of execution.

Parameter Syntax You can display degaud parameters by entering the following: degaud -, The following is the correct usage for running the degaud program from the UNIX shell:

Usage: degaud [-s session] [-y year] [-p prog] [-D] [-c] [-T] [-g] [-m] -L site

[-f form] [-o Output] [-A] [-a]

Parameters that appear in brackets are optional. Parameters that do not appear in brackets are required.

Parameters The following lists the parameters for running degaud.

--s session Optional - Specifies the session associated with student academic information. This parameter enables the program to select the correct stu_acad_rec if you want to include the information on output screens.

-y year Optional - Specifies the year associated with student academic information. This parameter enables the program to select the correct stu_acad_rec if you want to include the information on output screens.

-p prog Optional - Specifies the program used in selection of course work. The parameter specifies which Course Work record (cw_rec) to process for the student. In addition, the parameter selects the Program Enrollment record (prog_enr_rec) and, if Sess and Yr are specified on the Initialization screen, the Student Academic record (stu_acad_rec) for the audit output.

-D Optional - Enables you to run the program in debug mode, routing the results of the debugging process to a file in /tmp. The temporary file contains information that can help resolve program errors.

-c Optional - Causes the program to use pre-transfer course work and pre-noncatalog records.

-T Optional - Causes the program to use the Audit Form table for output specifications.

-g


Optional - Causes the program to consider high grades first when selecting criteria to complete a sequence. If this parameter is passed, Degree Audit selects higher grade courses to complete a sequence. If it is not passed, Degree Audit selects that set of criteria with the least total hours to complete the sequence.

The weighting factor for criteria and subcriteria, if not zero, is also used in the determination of the selection of the series with the highest grade value. Grade value is given by the points associated with a course. If the weighting factor is defined, that value is used rather than the grading point value associated with a course. In this way, a specific criteria or subcriteria can be given more or less weight in the selection process.

Example: Assume that a criteria consists of two three-hour courses, Course 1 and Course 2, and the institution assigns a weight factor of 20 to Course 2. If a student earns an A in Course 1, 12 points are associated with the Course 1 criteria. However, 20 points are associated with Course 2 because of the weighting factor, so the process would select Course 2 to complete the sequence.

-m Optional - Causes the program to always perform minimum grade checking regardless of values in the Grade table. The parameter indicates that the program should always check for the minimum grade, regardless of the Grade table value for the Minimum Grade Check (min_grd_chk) field.

If you enter this parameter, Degree Audit ignores the Minimum Grade Check (min_grd_chk) field in the Grade table, and all courses become subject to any minimum grade stipulation.

-L site Required - Specifies the site of the students audited. The parameter defines which Course Work (cw_rec) record to process for the student. In addition, the parameter selects the Program Enrollment (prog_enr_rec) and Student Academic (stu_acad_rec) records for the audit output.

-f form Optional - Specifies the audit form type.

-o Output Optional - Specifies the output destination, including a printer, a file, or more for screen output.

-A Optional - Causes the process to ignore any existing Audit Input records and to select subaudits for the student automatically, using subaudit selection requirements.

-a Optional - Causes the process to use Audit Input records if they exist, and to use automatic subaudit selection (using subaudit selection requirements) if they do not exist.


Program Screens

Introduction The degaud program uses four screens to capture, maintain and display information.

Access The screen files are located in the following directory path: $CARSPATH/modules/degaud/progscr/degaud

Screen Files and Table/Record Usage The degaud screens appear in the following files and use the indicated tables and records:

main Contains the Interactive Degree Audit screen. Table/Records: aud_table, audin_rec, id_rec, prog_enr_rec, progenr_blob, subaud_table

ncateq Contains the Non-Catalog Equivalencies window. Table/Records: noncateq_rec

parms Contains the Initialization Parameters screen. Table/Records: audform_table, prog_table, sess_table

subst Contains the Substitution Entry screen. Table/Records: crs_rec, cw_rec, cwsubst_rec

Degree Audit 57 Student Audit

SECTION 9 – STUDENT AUDIT

Overview

Introduction This section provides reference information about the Student Audit program (stuaud). The Degree Audit product uses stuaud to provide students with access to audit information so they can judge the impact of changes in major or minor for themselves independent of their advisors.

Program Features Detailed This section contains details about the following features of the stuaud program:


Student Audit 58 Degree Audit

Process Flow

Diagram The following diagram shows the flow of data in the stuaud program.

Data Flow Description The following describes the data flow in the stuaud program.

1. The stuaud program, in a ready state initiated by a UNIX shell user at a student-accessible location, receives name and password information from a student.

2. The stuaud program retrieves the student’s data from the CX database, and presents


institution-defined information to the student.

3. The student changes the displayed information for simulation “what if” purposes. Changes occur only in memory, not in the CX database.

4. The stuaud program calls the audit process to select audits based on the changed data.

5. The completed audit information appears on the screen or on printed output.

Program Relationships The degaud program is called by and accepts input from stuaud.

Tables and Records Used The stuaud program uses the following tables and records.

Note: For information about the tables and records, see the CX System Reference or the section Degree Audit Tables and Records in this manual.

• Audit Criteria record (audcrit_rec) • Audit Permissions table (audperm_table) • Audit Requirement record (audreq_rec) • Audit Sequence record (audseq_rec) • Course record (crs_rec) • Course Work record (cw_rec) • Course Work Substitution record (cwsubst_rec) • Exam record (exam_rec) • ID record (id_rec) • Non-Catalog record (non_cat_rec) • Pre-Non-Catalog record (prencat_rec) • Pre-transfer Course Work record (precw_rec • Profile record (profile_rec) • Program Enrollment record (prog_enr_rec) • Student Academic record (stu_acad_rec) • Student Statistics record (stu_stat_rec) • Subaudit table (subaud_table) • Subcriteria record (subcrit_rec)

Student Audit 60 Degree Audit

Parameters

Introduction CX contains parameters and compilation values for executing the stuaud program. You can specify parameters to run stuaud in a specified manner.

Parameter Syntax You can display stuaud parameters by entering the following: stuaud -, The following is the correct usage for running the stuaud program from the UNIX shell:

stuaud [-s session] [-y year] -p prog [-D] [-c] [-T] [-g] [-m] -L site -f form -o output Parameters that appear in brackets are optional. Parameters that do not appear in brackets are required.

Parameters The following lists the parameters for running stuaud.

-s session Optional - Specifies the session associated with the student academic information (e.g., FA) that may appear on the audit output.

-y year Optional - Specifies the year associated with the student academic information (e.g., 1997) that may appear on the audit output.

-p prog Required - Specifies the program to use to select course work.

-D Optional - Causes the program to run in debug mode.

-c Optional - Causes the program to use Pre-transfer Course Work and Pre-non-catalog records.

-T Optional - Causes the program to use the Audit Form table for output specifications.

-g Optional - Causes the program to consider high grades first when selecting criteria to complete a sequence.

-m Optional - Causes the program to always perform minimum grade checking, regardless of values in the Grade table.

-L site Required - Specifies the location or campus site of the students using Degree Audit.

-f form Required - Specifies the audit form type to use for the output.

-o output Required - Specifies the printer to use for the output.


Program Screens

Purpose The Student Audit program has two screens on which students can enter their password and audit selection information. The standard CX Degree Audit program enables students to enter a catalog, one or two major codes, and/or one or two minor codes. Individual institutions can change the selection values if desired.

Access The screen files for stuaud are located in the following directory path:

• $CARSPATH/modules/degaud/progscr/stuaud

Screen Files and Table/Record Usage The stuaud screens appear in the following files and use the indicated tables and records.

passwd Contains the Password window.

Access: $CARSPATH/modules/degaud/progscr/passwd

Tables/Records: none

stuaud Contains the Student Interactive Degree Audit screen.

Access: $CARSPATH/modules/degaud/progscr/stuaud

Tables/Records: id_rec, cat_table, major_table, minor_table, profile_rec, prog_enr_rec

Degree Audit 63 Menus, Screens, Scripts, Reports

SECTION 10 – MENUS, SCREENS, SCRIPTS, AND REPORTS

Overview

Introduction This section provides reference information on the following features of the Degree Audit product:

• Menu source files • Menu option files • PERFORM screens • SQL scripts • Csh scripts • ACE reports

Directory Locations The features detailed in this section are located in the following directory paths:

Menu source files: • $CARSPATH/menusrc/student/regist/degaud • $CARSPATH/menusrc/student/regist/accdeg/degaud • $CARSPATH/menusrc/student/regist/degaud/reports • $CARSPATH/menusrc/student/regist/degaud/tables

Menu option files: • $CARSPATH/menuopt/degaud/informers • $CARSPATH/menuopt/degaud/programs • $CARSPATH/menuopt/degaud/reports • $CARSPATH/menuopt/degaud/screens • $CARSPATH/menuopt/degaud/scripts

PERFORM screens: • $CARSPATH/modules/degaud/screens

SQL scripts: • $CARSPATH/modules/degaud/informers

Csh scripts: • $CARSPATH/modules/degaud/scripts

ACE reports: • $CARSPATH/modules/degaud/reports

Menus, Screens, Scripts, Reports 64 Degree Audit

Degree Audit Menus

Introduction The CX menu source (menusrc) directory path contains definitions of the CX menu structure. Specifically, the $CARSPATH/menusrc/student directory path contains definitions for Degree Audit menus. The following directories corresponding to Degree Audit appear in this path:

• $CARSPATH/menusrc/student/regist/degaud • $CARSPATH/menusrc/student/regist/degaud/reports • $CARSPATH/menusrc/student/regist/degaud/tables

Each directory above contains a menudesc file, which specifies what menu options appear in a menu. Specific menu options, however, are defined in the menu option (menuopt) directory path.

Menu Options The following list associates each Degree Audit program, screen, and script menu option and corresponding menuopt file and identifies the menuopt locations and what the menu option accesses.

Note: The following menus and options are listed in the order in which they appear on the standard CX menu structure. Italicized parameters indicate those that a user can enter or change.

Accelerated Degree: Degree Audit Menu

Select By Degree Group Accesses: ACE report: adauctc

File: $CARSPATH/menuopt/degaud/reports/adauctc

Parameters Passed: • Classification • Resource • Due Date • Program • Degree Group • Update

Batch Audit-Current Crs Accesses: Program: audctc

File: $CARSPATH/menuopt/degaud/programs/audc

Parameters Passed: • -L (Site code to use) • -s session (Session code) • -y academic year (Indicates the year in which the processes are run) • -p program (Indicates the program in which the processes are run) • -f form type (Audit form code) • -o (Output code) • -g (Indicates to consider high grades first when selecting criteria to complete a

sequence) • -t contact record (Tickler code) • -r contact resource (Indicates the contact resource code to select) • -d due date (Contact record due date to use to select)


Registrar: Degree Audit Menu

Interactive Degree Audit Accesses: Program: degaud

File: $CARSPATH/menuopt/degaud/programs/dgau

Parameters Passed: • -f (form) • -L (site) • -o (output) • -s (current session) • -y (current academic year) • -p (program code)

Audit Selected Students Accesses: Program: audctc

File: $CARSPATH/menuopt/degaud/programs/audc.ic

Parameters Passed: • -f (form) • -g (consider high grades first when selecting criteria) • -l (IDs to be audited) • -L (site) • -m (perform minimum grade checking) • -o (output)

Select Student for Audit Accesses: PERFORM screen: FRM_PATH/degaud/audctc

File: $CARSPATH/menuopt/degaud/screens/audctc

Parameters Passed: None

Select Students by Class Accesses: SQL script: auctc

File: $CARSPATH/menuopt/degaud/informers/auctc

Parameters Passed: • PP_CLASS • PP_CTC_RESRC • PP_DATE_DUE

Select by User Parameters Accesses: SQL script: studctc

File: $CARSPATH/menuopt/degaud/informers/studctc

Parameters Passed: • PP_PROG • PP_SUBPROG • PP_SESS • PP_YEAR • PP_SITE • PP_SEX


• PP_CLASS • PP_TICK • PP_CTC_RESRC • PP_DATE_DUE

Note: You can also select the menu option by the following: − Advisor ID − Cumulative earned hours − First or second concentration − First or second major − First or second minor − Minimum age − Planned graduation session − Planned graduation year

Batch Audit-Current Crs Accesses: Program: audctc

File: $CARSPATH/menuopt/degaud/programs/audc

Parameters Passed: • -L (site) • -s (session) • -y (year) • -f (form) • -o (output) • -g (consider high grades first when selecting criteria) • -t (tickler code) • -r (resource of contacts) • -d (contact due date)

Batch Audit-Pre-Transfer Accesses: Program: audctc

File: $CARSPATH/menuopt/degaud/programs/audc.pre

Parameters Passed: • -L (site) • -s (session) • -y (year) • -f (form) • -o (output) • -c (use pre-course work and pre-noncatalog records) • -g (consider high grades first when selecting criteria) • -t (tickler code) • -r (resource of contacts) • -d (contact due date)

Print Advising Packets Accesses: Csh script: packet.scp

File: $CARSPATH/menuopt/degaud/scripts/packet

Parameters Passed: • PP_PROG • PP_SESS


• PP_ACAD_YR • PP_CAT • PP_DATE • PP_OUTPUT • PP_OUTPUT_FORM

Create Audit Input Records Accesses: Csh script: audin.scp

File: $CARSPATH/menuopt/degaud/scripts/audin

Parameters Passed: • Form type

Update Audit Allow Flag Accesses: SQL script: setallow

File: $CARSPATH/menuopt/degaud/informers/setallow


Degree Audit Entry Accesses: Program: audent

File: $CARSPATH/menuopt/degaud/programs/aude


Display Degree Audit Accesses: Program: audent

File: $CARSPATH/menuopt/degaud/programs/aude.d

Parameters Passed: • -d (display-only mode)

Reports Accesses: Menu: Reporting options

File: $CARSPATH/menuopt/degaud/reports


Table Maintenance Accesses: Menu: Table Maintenance options

File: $CARSPATH/menuopt/degaud/tables


Degree Audit Menu: Reports Menu

Print Courses by Student Accesses: Report: stucrs

File: $CARSPATH/menuopt/regist/reports/stucrs



Print Student Crs by Sess Accesses: Report: stucrses

File: $CARSPATH/menuopt/regist/reports/stucrses


Print Student PreTrans Crs Accesses: Report: stucrsp

File: $CARSPATH/menuopt/regist/reports/stucrsp


Transfer Equiv by Inst Accesses: Report: trnsfreq

File: $CARSPATH/menuopt/regist/reports/trnsfreq


Print Audit Table Accesses: Report: audtbl

File: $CARSPATH/menuopt/degaud/reports/audtbl


Print Subaudit Detail Accesses: Report: audreq

File: $CARSPATH/menuopt/degaud/reports/audreq


Print Subaudit Table Accesses: Report: subaud

File: $CARSPATH/menuopt/degaud/reports/subaud


Degree Audit: Table Maintenance

Degree Audit Output Form Accesses: PERFORM screen: taudform

File: $CARSPATH/menuopt/degaud/screens/taudform


Audit Form Report Accesses: Report: taudform

File: $CARSPATH/menuopt/degaud/reports/taudform


Degree Audit Permissions Accesses: PERFORM screen: taudperm


File: $CARSPATH/menuopt/degaud/reports/taudperm


Audit Permissions Report Accesses: Report: taudperm

File: $CARSPATH/menuopt/degaud/reports/taudperm


Subaudit Requirements Accesses: PERFORM screen: tsareq

File: $CARSPATH/menuopt/degaud/screens/tsareq


Subaudit Requirement Report Accesses: Report: tsareq

File: $CARSPATH/menuopt/degaud/reports/tsareq



Degree Audit PERFORM (Table Maintenance) Screens

Introduction Degree Audit uses PERFORM screens for displaying maintenance tables. You can access the screen files in the following directory path:

$CARSPATH/modules/degaud/screens

PERFORM Screens Degree Audit uses the following PERFORM screens. Descriptions of PERFORM screens include:

• Purpose of the screen • Tables used in the screen • Master/detail relationships, if applicable

Degree Audit Contact Table Enables you to create a Contact record for a single student, for later submission to Batch Audit.

Menu Access: Degree Audit: Select Student for Audit; Select Students by Class

Screen File: $CARSPATH/modules/degaud/screens/audctc

Degree Audit Form Table Enables you to change the output format for Degree Audit reports, and to create multiple Degree Audit outputs that meet the specific needs of particular audiences (e.g., advisors or students).

Menu Access: Degree Audit: Table Maintenance Menu: Degree Audit Output Form option

Screen File: $CARSPATH/modules/degaud/screens/taudform

Degree Audit Permissions Table Enables you to control the users who can maintain Degree Audit information for the institution.

Menu Access: Degree Audit: Table Maintenance Menu: Degree Audit Permissions option

Screen File: $CARSPATH/modules/degaud/screens/taudform

Subaudit Selection Requirements Table Enables you to define the database columns to check for automatic selection of subaudits.

Menu Access: Degree Audit: Table Maintenance Menu: Subaudit Requirements

Screen File: $CARSPATH/modules/degaud/screens/tsareq


Degree Audit SQL Scripts

Introduction The Degree Audit product contains SQL scripts that perform queries and produce reports from database records. The scripts are located in the following directory path: $CARSPATH/modules/degaud/informers

Note: Csh scripts can call ACE reports and SQL scripts. Such ACE reports and SQL scripts do not reside on the CX menu system.

SQL Scripts Degree Audit provides the following SQL scripts.

Add Audit Contact records (auctc) Initiates a process that adds a Contact record for each specified student. The students selected must have at least one audin_rec and the Audit Allow flag must be set to Y. When the script prints the audit reports, the order is alphabetical within classification.

Tables/Records Used:audin_rec, ctc_rec, prog_enr_rec

Set Allow Audit Flag (setallow) Changes the Allow Audit flag in selected Audit Input records. The update process is restricted to a specified student classification.

Tables/Records Used:audin_rec, prog_enr_rec

Select Students for Audit (studctc) Adds Contact records for all student who meet the criteria input for the script. The sort order is alphabetical by student last name.

The user-selected criteria can come from the following tables:

Tables/Records Used:profile_rec, prog_enr_rec, stu_stat_rec


Degree Audit Csh Scripts

Introduction Degree Audit contains Csh scripts to automate the processing of information. Csh scripts are UNIX-based program statements that can execute a series of SQL scripts or reports. The Degree Audit Csh scripts are located in the following directory path: $CARSPATH/modules/degaud/scripts

Csh Scripts The following list associates a Degree Audit menu option with the corresponding Csh script and provides a description of the script.

Create Audit Input Records (audin) Adds (or reports on) Audit Input records for a specified group of students. It also runs the ACE report rptaudin.

Create Audit Packet (packet) Creates batch advising packets. The packet contains the registration form, a completed course list and a degree audit for each student selected. Selection is from the stu_acad_rec after specifying program, session and year. This script also runs the following:

• The regone Registration report • The stucrs Registration report • The audctc program to create audit output


Degree Audit ACE Reports

Introduction CX contains ACE reports for easy reporting of Degree Audit database information.

ACE Reports Degree Audit provides the following ACE reports The reports are listed by the report titles, which appear at the beginning of the printed reports. Some reports listed do not appear on the CX menu system because they are used only in Csh scripts.

Add Audit Input Records Report Adds audin_recs based on selection of students; used in the audin Csh script.

Menu Access: None

Report File: $CARSPATH/modules/degaud/reports/addaudin

Degree Audit Requirements Report Prints detail information about the completion requirements for a subaudit.

Menu Access: Reports Menu: Print Subaudit Detail option

Report File: $CARSPATH/modules/degaud/reports/audreq

Degree Audit Table Report Prints the audit and subaudits within the audit from the Audit table.

Menu Access: Reports Menu: Print Audit Table option

Report File: $CARSPATH/modules/degaud/reports/audtbl

Create Audit Input Records Report Displays the Audit Input records that will be added, based on the user’s selection of students; used in audin Csh script.

Menu Access: None

Report File: $CARSPATH/modules/degaud/reports/rptaudin

Subaudit Table Report Displays the contents of the Subaudit table.

Menu Access: Reports Menu: Print Subaudit Table Report option

Report File: $CARSPATH/modules/degaud/reports/subaud

Audit Output Form Table Report Displays the contents of the Audit Form table.

Menu Access: Table Maintenance Menu: Audit Form Report option

Report File: $CARSPATH/modules/degaud/reports/taudform

Audit Permissions Table Report Displays the contents of the Audit Permission table.

Menu Access: Table Maintenance menu: Audit Permissions Report option

Report File: $CARSPATH/modules/degaud/reports/taudperm

ACE Reports Degree Audit provides the following ACE reports in Accelerated Degree. Some reports listed do not appear on the CX menu system because they are used only in Csh scripts.


Contacts for Degree Audit Adds audin_recs based on selection of students; used in the audin Csh script.

Menu Access: Accelerated Degree: Degree Audit menu: Select By Degree Group option

File: $CARSPATH/modules/degaud/reports/auctc

Degree Audit 75 Customizing Processes

SECTION 11 – CUSTOMIZING THE DEGREE AUDIT PROCESSES

Overview

Introduction This section provides procedures for setting and installing the features of the Degree Audit module. The following procedures are included:

• Assessing institution needs for the product • Reviewing data in tables and records • Changing default field values in macros • Setting up automatic subaudit selection

Basic Information This section contains detailed procedures specific to the Degree Audit product. For information on performing basic procedures such as using the MAKE processor and reinstalling options, refer to the following resources:

• Database Tools and Utilities course notebook • CX Implementation and Maintenance Technical Guide

Recommendations for Degree Audit Setup Jenzabar, Inc. suggests you review and adopt as many of the following recommendations as possible during your Degree Audit implementation:

• Where possible, use wildcard criteria to reduce data entry, minimize the amount of output, and enable the program to run more efficiently.

• For negated courses, if the output is in condensed incomplete form as specified in the audform_table, the incomplete criteria will automatically include the negated criteria. This is not true if the output is not condensed incomplete. The negate comment must be used to show the negated courses.

• Avoid using large groupings of Criteria records in situations where more than one course is required to complete the sequence. Instead, consider using multiple sequences.

• Avoid situations where, for example, two or three courses from a possible 24 offerings can complete a sequence. The large number of possible combinations can significantly increase run time.

• Consider using multiple requirements instead of one requirement with multiple sequences.

Example: In a general education subaudit, a student must complete the following types of course blocks:

− English − History − Mathematics − Lab Science − Writing Intensive

In this circumstance, the institution could set up one requirement with five sequences, or five requirements with one sequence. The degree audit process will complete more quickly with the multiple requirements setup.

• The catalog specified at the criteria level designates the date at which the system starts

checking history/equivalency records. Therefore, if two courses have always been equivalent, the beginning catalog value in the Course Equivalency record (crseq_rec) should be blank; however, if the equivalency of two courses was established at some later

Customizing Processes 76 Degree Audit

time, the beginning catalog value in the Course Equivalency record should be set. The best catalog value to enter for a course is the catalog in which the course was first offered.

Example: If the institution introduced both SOC101 and PSY105 in the UG88 catalog, but the two courses were equivalent in the UG93 catalog, then the Course Equivalency record should show a beginning catalog value of UG93.

• Some aspects of the subaudit setup can override some items in the Audit Form table (audform_table) (e.g., the level of comment). These items default to blanks if controlled by the audform_table, and no entry is required if you want the audform_table to control the output. During setup, make entries at the requirement/sequence/criteria level only for exceptions.


Identifying Institutional Policies

Introduction Before implementing Degree Audit, you must understand your institutional policies and how they may affect the successful use of Degree Audit.

Determining Duplication Policies Understanding your institutional policies in regard to duplicating, or reusing, courses in multiple audits is one area for consideration. The list below gives examples of how courses might be duplicated/reused to satisfy requirements in more than one subaudit, and may help you clarify the policies for your institution.

Within the same subaudit Can the same course be applied to satisfy more than one requirement within the same subaudit?

Between multiple major subaudits Can courses such as Accounting I and II, which might be required for majors in Accounting and Business Administration, have credits applied in both majors?

Between multiple minor subaudits Can courses such as Accounting I, which might be required for a minor in Business Administration and a minor in Computer Science, have credits applied in both minors?

Between major and minor subaudits Can courses such as Economics I and II, which might be required for a major in Business Administration and a minor in Economics, have credits applied in both areas?

Between major and certification/other subaudits Can the same science course meet the requirements for a Biology major and for the state’s Teacher Education Certification requirements?

Between major and general education subaudits In a liberal arts curriculum, could the same history course satisfy the requirements in a History major and in the General Humanities area?

Determining Comment Policies You can create comments for records in the Subaudit table, and the Requirement, Sequence and Criteria records, to provide additional information about specific Degree Audit requirements. The Subcriteria record does not contain Comments fields. You have the option of printing or omitting comments in the audit output.

If your policy is to print comments, you may choose to print the comment in place of the specified code description, or in addition to the description. Use flags in the Audit Form Table, the Subaudit table, and the Requirement, Sequence, and Criteria records to indicate if and how to print comments in the audit output.

Determining User Permission Policies For users to be able to access an individual student’s records, they must be defined in the Audit Permission table (audperm_table). As part of your institution’s policies, you must determine which users need Degree Audit permissions, as defined in the Audit Permission table.

Determining Student Access Policies Your institution must decide whether Degree Audit will be available to students, or if it serves as an advising tool for counselors and faculty only. If your policy enables students to perform audits


for themselves, you must set up Degree Audit so it can automatically select the correct audits to perform for each student.


Reviewing Data in Tables and Records

Introduction After assessing features of Degree Audit and setting the appropriate macros, you must review the setup of CX tables and records.

Procedure The following procedure provides the steps to review the values of the CX tables and records.

1. For each Degree Audit table, review the codes supplied with CX. Determine whether the codes meet the needs of your institution. Make updates as appropriate.

2. Review the institution’s records converted from the previous Degree Audit system. The records need to be updated to meet the needs of CX reports. Make updates as appropriate.

3. It may be appropriate to create the audit data without using the converted data. If this is the case, make sure the tables and records do not contain any data before defining the new Degree Audit entries.

Rules for Setting Up Degree Audit Tables/Records You must observe the following rules for setting up subaudits, requirements, sequences, and criteria:

• There must be at least one Requirement record for every subaudit. • There must be at least one Sequence record for every requirement. • There must be at least one Criteria record for every sequence.

Note: Overall subaudits do not necessarily have the same rules. However, if testing for upper/lower division hours, the overall subaudit conforms to these rules.

Sequence for Implementing Degree Audit Tables The following list indicates the recommended sequence for implementing the Degree Audit tables/records:

1. Subaudit table 2. Audit Requirement record 3. Audit Sequence record 4. Audit Criteria record 5. Subcriteria record 6. Audit Permission table 7. Audit Form table 8. Audit table 9. Audit Group table

Note: Jenzabar, Inc. recommends that you define codes for the various components in your audits as your first step in implementation. Additionally, Jenzabar, Inc. suggests that you outline each subaudit in terms of all requirements, sequences, criteria, and subcriteria before you enter any data. By following these steps, you can understand the information that Degree Audit requires, and ensure that you consider and include all necessary information accurately. Refer to Setup Worksheets in this section when you outline your subaudit components, and to the field descriptions for each table or record when you enter information for your degree audits.


Completing the Audit Criteria Record

Accessing You access the Audit Criteria screen from the Sequence Entry screen within the Degree Audit Entry program. Access this program by selecting the Degree Audit Entry option on the Registrar: Degree Audit Menu.

Miscellaneous Setup Notes • If an audit requires that a specific criteria must be satisfied, the sequence that includes the

criteria cannot be completed until the criteria is satisfied. • You can express the criteria as one of the following:

• An explicit course (e.g., PSY211) • A wildcard course description (e.g., HIS********, ***3********) • An exam (e.g., ACT, CLEP, AP) • The negation of a course, wildcard course, or exam (e.g., the Negate flag is Y)

• If a minimum grade specified in the Audit Criteria record is not the same as the minimum grade in the Subaudit record, the value in the Criteria record overrides the value in the Subaudit record.

• You can use wildcards in the specification of a subset of courses, and in specification of negation courses.

• You cannot use wildcards in an exam specification. • When the subaudit is overall, you can reuse courses to satisfy multiple requirements.

Field Descriptions The following list contains descriptions of the fields in the Criteria record.

Cat The course catalog for the course number. If an exam satisfies the requirements of an Audit Criteria record, leave this field blank. For a course, the Cat field contains the first catalog in which the course existed.

Chk A Y/N flag used to indicate whether you want to check course history and equivalency.

Cmnt The comments field for this record. This is a binary large object (BLOB) field, and may be printed on the degree audit output.

Course Num The course number for this Audit Criteria record. This may be the actual catalog course number (ART110), or a wildcard indicating any of several courses (ART********). Leave this field blank if an exam meets the Audit Criteria requirement.

Dup A Y/N (or blank) flag used to indicate whether this course can be reused both within this subaudit and in subsequent subaudits. The value in this field will override the value in the Reuse and Reuse in Subaudit fields of the Subaudit table if the values are not the same.

Example: An N means this course/exam cannot be used again in this subaudit, or in any subsequent subaudit. If the Subaudit Table Reuse Courses flag is set to Y, and this Criteria Dup flag is set to N, the Subaudit Table flag is ignored, and this course will not be evaluated in any subsequent sequence or subaudit.

Note: If this field is blank, the reuse logic for this course will be dictated by the values of the Reuse and Reuse in Subaudit fields of the Subaudit table.


Ex The Exam Code that satisfies this Audit Criteria record. You cannot use wildcards with exam criteria.

Ex Crs/Hrs Two fields are associated with Exam records:

• Ex Crs indicates the number of courses to be counted for this exam criteria • Hrs indicates the number of course hours to be counted for this exam criteria

Hr A display-only field indicating the course credit hours from the course catalog.

Min Grd The minimum course grade required to satisfy this Audit Criteria record. If the value here does not match the value in the Subaudit table, this value overrides the Subaudit table minimum grade.

Min Yr The first academic year when courses or exams can be counted to complete this subaudit. The value is entered in the academic year format: 9495.

Neg A Y/N flag specifying whether the Audit Criteria record is a negation. A Y in this field means this Audit Criteria record cannot be used to satisfy the sequence requirement. This can be used in conjunction with a wildcard course specification, to exclude certain courses from being considered.

Num The score number from the Exam table used to verify that this exam criteria satisfies the minimum score required.

Note: There are five (5) score number fields in the Exam table. For example, in the ACT Exam record, these fields may indicate the following: • 1=English • 2=Math • 3=Social Science • 4=Natural Science • 5=Composite

If the exam criteria is used to satisfy a math sequence requirement, enter the value 2 in this field on the Audit Criteria record.

Pr A Y/N (or blank) flag indicating whether the criteria comment is to be printed.

Note: If blank, the value in the Print Criteria Comment field of the Audit Form Table will determine whether the criteria comment is to be printed.

Priority Prnt The priority code specifying the order for printing this criteria on the audit output. Low values have the higher priority (i.e. criteria with the value of 0 are printed first).

Note: When the process priority is specified, the same value is automatically copied to the print priority field; however, this value can be changed.

Req A Y/N flag indicating whether this criteria is required to satisfy the sequence in this audit.

Score The minimum exam score required to satisfy the criteria requirements.

Sub Crit


The number of subcriteria that must be completed to satisfy this criteria. You must create at least this number of actual subcriteria records.

Sugg Cl The recommended student classification year when the student is to complete this criteria.

Sugg Sess The recommended session when the student is to complete this criteria.

Type The type of grade used to find the grade value in the Grade table for the specified value in the Min Grd field (e.g., LT for letter grade).

Wgt Factor The weight factor for preferred criteria selection. The weight factor enables the user to give preference to some criteria over others for selection to complete a sequence.

Example: Assume that a criteria consists of two three-hour courses, Course 1 and Course 2, and the institution assigns a weight factor of 20 to Course 2. If a student earns an A in Course 1, 12 points are associated with the Course 1 criteria. However, 20 points are associated with Course 2 because of the weighting factor, so the process would select Course 2 to complete the sequence assuming the student completes the course.


Completing the Audit Group Table

Purpose of This Table The Audit Group table is used to group multiple subaudits and assign them to a single audit code. It assigns audits in batch mode to groups of students.

Access You access this table from the Registrar: Degree Audit Menu. Select the Degree Audit Entry option to access the audit tables; then select the Group option.

Field Descriptions The following list contains descriptions of the fields contained in the Audit Group table.

Audit The audit code assigned to this audit.

Audit Text The descriptive English text for the audit code.

Subaudit The subaudit code included in this audit group.

Subaudit Text The descriptive English text for the subaudit code.


Completing the Audit Permission Table

Purpose The Audit Permission table enables you to control the users who can maintain Degree Audit information for the institution.

Access You access this table from the Registrar: Degree Audit Menu. Select Table Maintenance, and then select the Degree Audit Permissions option.

Field Descriptions The following list contains descriptions of the fields contained in the Degree Audit Permissions table:

Add Transfer Equiv A Y/N flag specifying whether the user has permission to add transfer equivalency records to the system.

Advisor ID# The ID number of the advisor whose advisees are accessible to this UID/GID. If this field is blank or zero, it indicates that no restrictions apply on students whose audit records are available to this UID/GID.

Note: When the permissions checking process reads this field, all fields in the prog_enr_rec that begin with adv_id are considered.

ID Type A code indicating whether the UID/GID is a user (U) or a group (G) type ID.

Major/Minor Code A code indicating the students who are accessible to this UID/GID. If this field contains a valid major or minor code, student records are accessible to this UID/GID for processing degree audits only where this code exists in any major or minor field in the student’s Program Enrollment record. If this field is blank, there are no restrictions and all student records are available to this UID/GID.

UID or GID Number The user/group ID number associated with this permission.

Update Audits A Y/N flag indicating whether the user has permissions to add or update the student audit records. The student audit records include the Audit Input records, Course Work Substitution records, and Pre-transfer Course Work records.

Update Move Flag A Y/N flag indicating whether the user may access the Update Move flag to move this record from Pre-transfer Course Work records to Course Work records.


Completing the Audit Requirement Record

Purpose The Audit Requirement record specifies each audit requirement necessary to complete a degree audit.

Access You access this table from the Registrar: Degree Audit Menu. Select the Degree Audit Entry option. The Audit Requirement record is a detail screen associated with the Subaudit table.

Miscellaneous Setup Notes • You may have multiple Requirement records for a single subaudit. The Process Priority

field establishes the order in which these requirements are evaluated. The lower the number value in the Process Priority field, the higher its priority.

• If the subaudit is overall, you must designate the Requirement as overall. If the subaudit is non-overall, you may designate the Requirement as an overall or as a non-overall Requirement. However, if you have an overall Requirement in a non-overall subaudit, you must define the process priority so that it is the last requirement processed within that subaudit.

Field Descriptions The following list contains descriptions of the fields in the Audit Requirement record.

Cmnt The comment field for this record. This is a binary large object (BLOB) field.

Cond Cmpl A Y/N flag indicating whether the completed requirement is to be printed in condensed format (i.e., no sequence or criteria/subcriteria information prints below the completed requirement).

Note: If you leave this field blank, Degree Audit will use the Condense Complete Requirement in the Degree Audit Form Table.

Min Seq The minimum number of completed sequences necessary to complete this requirement. This must be a non-zero value.

Mx Seq The maximum number of completed sequences necessary to complete this requirement. This must be a non-zero value.

Num Crs The minimum number of completed courses necessary to complete this requirement.

Num Hrs The minimum number of completed credit hours necessary to complete this requirement.

Over A Y/N flag indicating the type of requirement.

• Y (Overall) • N (Program)

Print A code specifying how the requirement comment will print. Valid values are:

• S (Screen only) • C (Comment only)


• B (Both screen and comment) • N (Neither screen nor comment) • Blank (Use the value from the Audit Form table to determine how to print the

requirement comment)

Note: Screen refers to the screen file used for the Requirement Screen field on the Degree Audit Form table. This is the text that describes the Requirement Code.

A non-blank value in this field on the Requirement Entry screen will override the Audit Form table value, unless the Initialization Parameters screen indicates to use only the Audit Form table specifications.

Priority Proc The priority code for processing requirements. Low values have the higher priority (i.e., requirements with the value of 0 process first).

Note: If you have an overall requirement in a non-overall subaudit, you must define the process priority so that it is the last requirement processed within the subaudit.

Priority Prt The priority code for printing requirements on the audit output form. Low values have the higher priority (i.e., requirements with the value of 0 print first).

Note: When you specify the Process Priority, the system automatically copies the same value to the Print Priority field; however, you can change this value.

Requirement A display only field for the Requirement Code. The code description appears to the right of the code. You can access this field only in the Add mode.

(Requirement Code Text) This is an unlabeled field that describes the Requirement code. You are required to complete this field when adding a new Requirement Code.


Completing the Audit Sequence Record

Purpose The Audit Sequence record specifies each audit sequence necessary to complete a degree audit requirement. It is a detail screen associated with the Audit Requirement Entry screen.

Access You access this record from the Registrar: Degree Audit Menu. Select the Degree Audit Entry option.

Field Descriptions This list contains descriptions of the fields on the Audit Sequence screen.

Cmnt The comments field for this record. This is a binary large object (BLOB) field.

Cond Cmpl A Y/N flag indicating whether a completed sequence is to be printed in the condensed format (i.e., nothing below the completed sequence prints).

Note: If you leave this field blank, Degree Audit will use the Condense Complete Sequence in the Degree Audit Form Table.

Cond Crit A Y/N flag indicating whether an incomplete criteria for this sequence should print in condensed format.

Note: Setting this flag to Y causes the incomplete criteria to appear across one line with only the course numbers (i.e., MAT101, MAT102). Setting this flag to N causes incomplete criteria to print on separate lines listing both the course number and the course title.

Cond/Pr Crit A Y/N flag indicating whether incomplete criteria should print.

Note: If both Cond Crit and Cond/Pr Crit are blank, the value from the audform_table determines how to print criteria.

Crs & Hrs A Y/N flag indicating whether an AND or an OR condition exists between the Min/Max Hours and Courses fields.

• Y (Both the Min/Max hours AND the Min/Max number of courses must be completed to satisfy the audit)

• N (Either hours OR courses must be completed to satisfy the audit)

Max Course The maximum number of completed courses necessary to complete this sequence. If the value is 0, the system includes all completed criteria.

Max Hours The maximum number of completed credit hours necessary to complete this sequence. If the value is 0, the system includes all completed criteria.

Min Course The minimum number of completed courses necessary to complete this sequence. If the value is 0, set the Crs and Hrs flag to Y.

Min Hours


The minimum number of completed credit hours necessary to complete this sequence. If the value is 0, set the Crs and Hrs flag to Y.

Neg Comm The comments field used to describe exception cases. This is a binary large object (BLOB) field. These comments describe any negation criteria associated with the sequence (e.g., “Sequence cannot be completed with MAT101”).

Priority Prnt The priority code for printing this sequence on the audit output form. Low values have the higher priority (i.e., sequences with the value of 0 print first).

Note: When you specify the Process Priority, the system automatically copies the same value to the Print Priority field; however, you can change this value.

Priority Proc The priority for processing this sequence. Low values have the higher priority (i.e., sequences with the value of 0 are processed first).

Prt A code specifying how the sequence comment will print. Valid values are:

• S (Screen only) • C (Comment only) • B (Both screen and comment) • N (Neither screen nor comment) • Blank (Use the value from the Audit Form table to determine how to print


Note: Screen refers to the screen file used for the Sequence Screen field on the Degree Audit Form table. This is the text that describes the Sequence Code.

A non-blank value in this field on the Sequence Entry screen will override the Audit Form table value, unless the Initialization Parameters screen indicates to use only the Audit Form table specifications.

Reqd A Y/N flag indicating whether this is a required sequence to complete the requirement.

Sequence A display only field for the Sequence Code. The code description appears to the right of the code. You can access this field only in the Add mode.

(Sequence Code Text) This is an unlabeled field that describes the Sequence code. You are required to complete this field when adding a new Sequence Code.


Completing the Audit Table

Purpose The Audit table combines all the subaudits under a single label that make up the requirements for a degree or some other graduation or major stipulation.

Access You access this table from the Registrar: Degree Audit Menu. Select Degree Audit Entry, then select the Group option and the Add or Query command.

Note: By selecting the Update command, you access the Audit Group table, not the Audit table.

Field Descriptions The following list contains descriptions of the fields contained on the Audit Table screen.

Audit The audit code assigned to this group of subaudits. When you select this code in the Query mode, the code description appears automatically to the right of the code.

Audit Text The description of the audit code.

Subaudit A display-only field showing the subaudit codes included in this audit.

Subaudit Text A display-only field showing the descriptions of the subaudit codes.


Completing the Course Work Substitution Record

Purpose The Course Work Substitution record contains individual course work substitutions for a specific student. The substitution is applicable only for the student for which the record exists.

Access You access this table from the Registrar: Degree Audit Menu. Select Interactive Degree Audit. After querying for a student, select the Substitution command.

Miscellaneous Setup Notes Once you create a Course Work Substitution record, Degree Audit always evaluates the completed course as though the student completed the course for which it is substituted. The original Course Work record stores the hours and grade value for the course. However, the program views the original course as the course it replaces, and never evaluates the original course elsewhere in the subaudit.

Example: If the course BIO225 is a sequence requirement, and the completed course BIO210 is designated as a substitute for BIO225, then the audit process will always recognize BIO210 as BIO225. This means the audit process no longer recognizes BIO210 as a completed course. Therefore, the actual course BIO210 cannot satisfy another sequence requirement where a possible criteria for completion lists BIO210.

Field Descriptions The following list contains descriptions of the fields in the Course Work Substitution record.

Cat The catalog code for the course identified in the Course Num field.

Course Num The catalog course number for the course in the Audit Criteria record for which this course is a substitute.

Prog The program for which this course is substituted.

Note: Course Work substitutions can cross programs (e.g., you can substitute a UNDG program course for a GRAD program course).

UID Display-only field showing the user ID of the person who enters the substitution.

Updated Display-only field showing the date when the substitution was entered.


Completing the Degree Audit Form Table

Purpose The Degree Audit Form table defines the format of the degree audit output. You can define an unlimited number of degree audit output formats.

Access You access this table from the Registrar: Degree Audit Menu. Select Table Maintenance, and then select the Degree Audit Output Form option.

Miscellaneous Setup Notes The Degree Audit Form Table contains a separate table entry and form code for each type of output format that you use. You customize the output form by defining the specific screen files to use in creating the output. You can create multiple formats since the system establishes a specific code for each record in this table. The CX standard product includes the following established forms:

ALL This form produces full output: prints text line, comment and status screens for the subaudit, requirement, and sequence. with all comments included.

COND This form uses “long-line” screens producing the information for each subaudit, requirement, and sequence on one line (ALL uses three lines). Audit Criteria, whether complete or not, are printed in full. All comments are printed.

CCOND This form is similar to COND, except for incomplete Audit Criteria. These have only the course numbers printed across one line, rather than printing one Audit Criteria record per line.

INCOMPL This form prints only incomplete subaudit, requirement, and sequence information, using the “long line” format. Student comments are the only comments printed. Incomplete Audit Criteria records are printed as in the CCOND form.

CMPLCOND This form prints only completed subaudit, requirement, and sequence information, including statistics.

Field Descriptions The following list contains descriptions of the fields in the Degree Audit Form table.

Audit Form Code/Description The code and description for this degree audit form.

Blank Course Number Text The text, or any user-specified string (i.e., dashes), to print in place of the course number for incomplete criteria.

Complete Text The text indicating that a subaudit, a requirement or a sequence is complete. The default is COMPLETE.

Condense Complete Requirement


A Y/N flag specifying whether the completed requirement line is to be printed in condensed format. The default value is N.

Note: When you set this flag to Y, the system does not print Sequence and Criteria information.

Condense Complete Sequence A Y/N flag specifying whether the completed sequence line is to be printed in condensed format. The default value is N.

Note: When you set this flag to Y, the system does not print Criteria information.

Condense Complete Subaudit A Y/N flag specifying whether the completed subaudit line is to be printed in condensed format. The default value is N.

Note: When you set this flag to Y, the system does not print Requirement, Sequence, and Criteria information.

Condense Incomplete Criteria A Y/N flag specifying whether criteria lines are to be printed in condensed format. The default is N.

• Y causes the system to list the incomplete Audit Criteria across one line, listing only the course numbers separated by commas (e.g., MAT101, MAT102, MAT114).

• N causes the system to list the incomplete Audit Criteria on separate lines, listing both the course number and the course title.

Condensed Criteria Indent The number of spaces to indent the condensed incomplete criteria. The default is 5.

Condensed Criteria Length The length of line for condensed incomplete criteria, including indent.

Condensed Criteria Text Text that precedes the incomplete criteria list. The default is “Select among: “.

Criteria Comment Indent The number of spaces to indent the criteria comment. The default is 5.

Criteria Course Screen The name of the criteria screen file.

Criteria Exam Screen The name of the criteria exam screen file.

First Page Header Screen The name of the first page header file.

Footer Screen The name of the page footer screen file.

Incomplete Text The text indicating a subaudit, a requirement, or a sequence is incomplete.

Legend Screen The name of the legend screen file.

Lines Per Page The number of lines per page to be used for the output. The default is 64.

Negation Comment Indent The number of spaces to indent the negation comment. The default is 5.

Overall Subaudit Screen


The name of the overall subaudit screen file.

Overall Subaudit Status Screen The name of the overall subaudit status screen file.

Print Completed Components A Y/N flag indicating whether you want the completed subaudits, requirements or sequences to print. The default value is Y.

Print Criteria A Y/N flag indicating whether the system is to print incomplete Audit Criteria records. The default is Y.

Print Criteria Comment A Y/N flag indicating whether the system is to print the Audit Criteria comment. The default is N.

Print Negation Comment A Y/N flag indicating whether negation comment lines are to be printed. The default value is Y.

Print Requirement Comment A code specifying how the requirement comment will print. The default value is S. Valid values include the following:

• S (Screen only) • C (Comment only) • B (Both screen and comment) • N (Neither screen nor comment)

Note: Screen refers to the screen file used for the Requirement Screen field on the Degree Audit Form table. As a rule, this will be the text that describes the requirement code.

Note: Unless you indicate in the Initialization Parameters that the system is to use only the Degree Audit Form table specifications, a non-blank value in the Print field of the Requirement Entry screen will override this value.

Print Sequence Comment A code specifying how the sequence comment prints. The default value is S. Valid values include the following:


Note: Screen refers to the screen file used for the Sequence Screen field on the Degree Audit Form table. This is the text that describes the sequence code.

Note: Unless you indicate in the Initialization Parameters that the system is to use only the Degree Audit Form table specifications, a non-blank value in the Prt field of the Sequence Entry screen will override this value.

Print Subaudit Comment A code specifying how the subaudit comment prints. The default value is S. Valid values include the following:



Note: Screen refers to the screen file used for the Subaudit Screen field on the Degree Audit Form table. This is the text that describes the subaudit code.

Note: Unless you indicate in the Initialization Parameters that the system is to use only the Degree Audit Form table specifications, a non-blank value in the Print Comments field of the Subaudit Entry screen will override this value.

Print Unused Courses A Y/N flag indicating whether the system is to print unused courses at the bottom of the audit output form. The default is Y.

Program Subaudit Screen The name of the non-overall (program) subaudit screen file.

Program Subaudit Status Screen The name of the non-overall (program) subaudit status line file.

Requirement Comment Indent The number of spaces to indent the requirement comment. The default value is 5.

Requirement Screen The name of the requirement screen file.

Requirement Status Screen The name of the requirement statistics screen file.

Second Page Header Screen The name of subsequent page header file.

Sequence Comment Indent The number of spaces to indent the sequence comment. The default value is 5.

Sequence Screen The name of the sequence screen file.

Sequence Status Screen The name of the sequence statistics screen file.

Student Comment First A Y/N flag indicating whether the system is to print the student comment at the head of the output. The default is Y.

Student Comment Indent The number of spaces to indent the student comment. The default is 5.

Student Comment Last A Y/N flag indicating whether the student comment is to print at the end of the output. The default is N.

Subaudit Comment Indent The number of spaces to indent the subaudit comment. The default value is 5.

Subcriteria Course Screen The name of the subcriteria screen file.

Subcriteria Exam Screen The name of the subcriteria exam screen file.

Subcriteria Text Screen The name of the subcriteria text screen file. This screen prints the text indicating the number of subcriteria that can satisfy the criteria, just before the Subcriteria records are printed.

Unused Course Text The text string to print prior to printing unused courses.


Completing the Subaudit Table

Purpose The Subaudit table defines the requirements of one component of the total audit (e.g., the requirements to complete a major).

Types of Subaudits There are two types of subaudits. If the subaudit is not designated as an overall subaudit, by default, the program considers it as a non-overall subaudit (program level audit). In addition to defining required GPAs and hours, you can define the following specifications in the Subaudit table:

• Maximum number of courses/hours with a low grade (non-overall subaudit only) • Minimum grade allowed • Courses may be reused in subsequent subaudits • Residency considerations

Access You access this table from the Registrar: Degree Audit Menu. Select the Degree Audit Entry option.

Miscellaneous Setup Notes • If the subaudit is an overall subaudit, you do not need additional table entries. Specific

courses are not listed in an overall type of subaudit. Instead, all of a student’s course work is used to calculate statistics, without regard to subaudit stipulations (e.g., minimum grade). The exception is when you need requirements to evaluate upper and lower division courses.

• When the subaudit is a non-overall subaudit, you must define the specific requirements and courses necessary to satisfy the audit in the Requirement, Sequence, and Criteria records (and possibly the Subcriteria record).

• The Subaudit Entry screen is the first screen you view when you access Degree Audit Entry.

• When you access the Sequence and Criteria Entry screens, the system automatically displays the Requirement and Sequence fields. This enables you to know which requirement/sequence is active when you access the Sequence/Criteria records. The Criteria field is filled in when you access a Subcriteria record.

Field Descriptions The following list contains descriptions of the fields on the Subaudit Entry screen.

Comment The comment field for this record. This is a binary large object (BLOB) field.

Condense Compl A Y/N flag indicating whether a completed subaudit is to print in the condensed format (i.e., nothing prints below the complete subaudit).

Criteria A display-only field indicating the active Criteria Code when you select a Criteria, or Subcriteria record. When you are not at the Criteria or Subcriteria level, this field is blank.

Elective A Y/N flag indicating whether this is an elective subaudit.

Grade Type


Identifies the type of grade used to find the grade value in the grade table for the specified value in the Minimum Grade field.

Maximum Low Grade Value The numeric value from the value field (val) in the grade table for the maximum low grade allowed in this audit. This value and the grade table value for the Minimum Grade define the grade value range used to ensure that only the specified number of low grade courses/hours are included in this subaudit. The range will include courses/hours with grade values that are less than or equal to the specified Maximum Low Grade Value and greater than or equal to the specified Minimum Grade.

Example: If the Minimum Grade field contains a value of D and the Maximum Low Grade Value field contains a value of 19, the value from the Number of Courses/Hours Lowgrade field will determine how many courses/hours with a grade of D will be allowed to meet requirements for this subaudit.

Note: The program applies the maximum low grade courses during the completion process for requirements and subaudits.

Minimum Grade Identifies the minimum letter grade that can satisfy the requirements of this subaudit.

Number of Courses Lowgrade The maximum number of courses that can be included under this subaudit within a specified grade value range. The values in the Minimum Grade field and the Maximum Low Grade Value field define the value range.

Note: A zero in this field indicates no restriction on the number of courses within a given low grade range to satisfy the subaudit. This applies only to non-overall subaudits.

Number of Hours Lowgrade The maximum number of hours that can be included under this subaudit within a specified grade value range. The values in the Minimum Grade field and the Maximum Low Grade Value field define the value range.

Note: A zero in this field indicates no limitation on the number of hours within a given low grade range to satisfy the subaudit.

Overall A logical field used to identify the type of audit.

• Y (Overall audit) • N (Non-overall level audit)

Print Comments A code specifying how the subaudit comment will print. Valid values are:

• S (Screen only) • C (Comment only) • B (Both screen and comment) • N (Neither screen nor comment) • Blank (Use the value from the Audit Form table to determine how to print


Note: Screen refers to the screen file used for the Subaudit Screen field on the Degree Audit Form table. As a rule, this will be the text that describes the subaudit code.

Note: A non-blank value in this field on the Subaudit Entry screen will override the Audit Form table value, unless the Initialization Parameters screen indicates to use only the Audit Form table specifications.


Print Statistics A Y/N flag indicating whether the Subaudit statistics data will print on the output.

Priority A field name associated with two actual fields.

• The first field indicates the priority for processing subaudits. Low values have the higher priority (i.e. subaudits with the value of 0 process first).

• The second priority field indicates the priority for printing subaudits on the audit output form. Low values have the higher priority (i.e. subaudits with the value of 0 print first).

Note: When you specify the process priority, the system automatically copies the same value to the print priority field; however, you can change this value.

Req A display-only field indicating the active Requirement Code when you select a Requirement, Sequence, Criteria, or Subcriteria record. When you are at the subaudit level, this field is blank.

Required GPA The minimum GPA required to complete this subaudit. To satisfy this subaudit, the calculated GPA for all courses must be equal to or greater than the value of this field.

Required Hours The total number of credit hours required to complete this subaudit. To satisfy this subaudit, the total hours from valid courses/exams must be equal to or greater than the value of this field.

Resident GPA The minimum GPA for resident courses required to complete this subaudit. The calculated resident GPA must be equal to or greater than this value.

Resident Hours The required number of resident credit hours to complete this subaudit. The calculated resident hours must be equal to or greater than this value.

Resident Stat A display-only field indicating the registration status of resident courses.

Reuse Courses A Y/N flag indicating when the program may use the courses/exams included in this subaudit in subsequent subaudits. Y means this course may be reused in a subsequent audit after being used in this subaudit. N means if the course is used in this audit, it cannot be used in any subsequent subaudit.

• When the value in the Dup field in the Criteria record is non-blank, the value in the Criteria record will override this value.

• When the Elective field contains a Y, courses used in prior subaudits cannot be used in the elective subaudit, regardless of how this flag is set.

• When the subaudit is Overall, courses can be reused regardless of how this flag is set.

Reuse in Subaud A Y/N flag indicating whether courses/exams included in this subaudit may be reused within this subaudit. Y means this course may be used to satisfy multiple requirements/sequences within this subaudit. N means if the course is used to satisfy one requirement/sequence in this subaudit, it cannot be used again within the subaudit.

Note: When the value in the Dup field in the Criteria record is non-blank, the value in the Criteria record will override this value.


When the Elective field contains a Y, courses used in prior subaudits cannot be used in the elective subaudit, regardless of how this flag is set.

When the subaudit is Overall, courses can be reused regardless of how this flag is set.

Sequence A display-only field indicating the active Sequence Code when you select a Sequence, Criteria, or Subcriteria record. At the subaudit or requirement level, this field is blank.

Subaudit The active Subaudit Code and description when a Subaudit record is selected in Query mode. When using the Add or Update mode, enter the Subaudit Code in this field and then enter the description in the description field.

Update Clause An SQL Update statement (excluding the Where clause) to execute upon the successful completion of the subaudit. For example, to set a local field called maj_ok to Y when a subaudit for a major is completed, enter the following Update Clause: “update prog_enr_rec set maj_ok = “Y””

Note: The local field to update must be in the prog_enr_rec.

Once the Update Clause has been implemented by the successful completion of the subaudit, it is not accessed again. Therefore, if changes to the subaudit’s requirements occur, the Update Clause will not reverse its previous action (e.g., remove the Y in the maj_ok field).

xx Of the Last yy Must Be Resident Courses A field that establishes the requirements of a specified number of course hours for this audit that must be included in a specified number of resident courses:

• xx -- Indicates the number of most recent hours that must be completed in residence

• yy -- Indicates the number of the most recent hours that are used to evaluate residency


Completing the Subcriteria Record

Purpose The Subcriteria record provides an alternative way of completing the associated criteria. It provides a global substitution.

Access You access this table from the Registrar: Degree Audit Menu. Select the Degree Audit Entry option.

Field Descriptions The following list contains descriptions of the fields contained on the Subcriteria Record screen.

Cat The course catalog for the course number. If an exam meets the requirements of a criteria, leave this field blank.

Chk A Y/N flag indicating whether the program will check course history and equivalency records.

Course Num The course number for this criteria. If an exam meets the requirements of a criteria, this field is blank.

Dup A Y/N (or blank) flag indicating whether this course can be reused both within this subaudit and in subsequent subaudits. The value in this field overrides the value in the Reuse and Reuse in Subaudit fields of the Subaudit table, if the values are not the same.

Example: The N value means this course/exam cannot be used again in this subaudit, or in any subsequent subaudit. If the Subaudit Table Reuse Courses flag is set to Y, and this Criteria Dup flag is set to N, the program will ignore the Subaudit Table flag, and will not evaluate this course in any subsequent sequence or subaudit.

Note: If this field is blank, the values of the Reuse and Reuse in Subaudit fields of the Subaudit table will dictate the reuse logic for this course.

Ex The Exam Code that satisfies this criteria. Wildcards cannot be used with exam criteria.

Ex Crs/Hrs Two fields associated with exam records:

• Ex Crs indicates the number of courses to be counted for this exam subcriteria • Hrs indicates the number of course hours to be counted for this exam subcriteria

Hrs A display-only field showing the credit hours assigned to the specified course number in the designated catalog. This field does not display until the Subcriteria record has been completed and saved.

Min Grd/Type Two fields associated with the grade received in the subcriteria course:

• Min Grd defines the minimum course grade required to satisfy this subcriteria. If the value here is not the same as the one in the Subaudit table, this value overrides the subaudit table minimum grade.


• Type defines the type of grade used to find the grade value in the grade table for the specified value in the Min Grd field.

Min Yr The first academic year when courses or exams can be counted to complete this subcriteria. The value is entered in the academic year format: 9596.

Req A Y/N field indicating whether this subcriteria is required to satisfy the criteria that this subcriteria is associated with.

Score/Num Two fields that are associated with Exam records.

• Score indicates the minimum score required on this exam to satisfy the criteria requirements.

• Num indicates the score number in the exam table is to be evaluated to verify that the minimum score required is satisfied for this exam criteria.

Note: There are five (5) score number fields in the exam table. For example, in the ACT exam record these fields may indicate the following: • 1=English • 2=Math • 3=Social Science • 4=Natural Science • 5=Composite

If you enter the value 2 in this field on the Criteria record, you indicate that the exam criteria satisfies a math sequence requirement.

Sugg Cl/Sess Two optional fields that enable you to suggest when a student should complete this course.

• Sugg Cl indicates the student classification year when your institution normally recommends the student complete this criteria course.

• Sugg Sess indicates the session when your institution normally recommends the student complete this criteria course.

Wgt Factor The weight factor for preferred criteria selection. The weight factor enables the user to give preference to some criteria over others for selection to complete a sequence.

Example: Assume that a criteria consists of two three-hour courses, Course 1 and Course 2, and the institution assigns a weight factor of 20 to Course 2. If a student earns an A in Course 1, 12 points are associated with the Course 1 criteria. However, 20 points are associated with Course 2 because of the weighting factor, so the process would select Course 2 to complete the sequence assuming the student completes the course.


Completing Other Tables and Records

Other Tables and Records for Consideration The following list identifies specific fields in the Counting, Grade, and Repeat tables and the Profile record that you must define for Degree Audit.

Counting table audit_fctr - Indicates whether Degree Audit will evaluate a course with this counting table value. If this flag is 0, the course is not evaluated.

Note: Set this flag to 1 if Degree Audit will evaluate a course with this counting table value.

audit_hrs_fctr - Indicates whether the hours associated with a course that has this counting code are to be included for completing a requirement or sequence. If Degree Audit includes the course for evaluation and this flag is 0, its hours will not satisfy a sequence or requirement.

Note: This flag applies only if Degree Audit evaluates the course (i.e., the audit_fct is set to 1).

Example: If Degree Audit should not evaluate remedial courses, ensure that their Counting table code is NE, and that about audit factors for the NE code are set to 0.

Grade table audit_fctr - Indicates whether Degree Audit will evaluate a course with this Grade. If this flag is zero, the course is not evaluated.

Note: Set this flag to 1 if Degree Audit will evaluate a course with this specified grade. audit_hrs_fctr - Indicates whether the hours associated with a course that has this grade are to be included for completing a requirement or sequence. If Degree Audit includes the course for evaluation, its hours will not satisfy a sequence or requirement, if this flag is 0.

Note: This applies only if Degree Audit will evaluate the course (i.e., the audit_fct is set to 1).

Generally, you use this field for waivers.

min_grd_chk - Indicates whether a course with this grade must pass the audit’s minimum grade check.

val- Indicates the priority of grades given for a repeated course. Although this field is considered during the overall setup of student words, it has greater importance for the institution that uses Degree Audit. The value should be set to represent the relative weight of a grade(the higher the value, the higher the grade with A being the highest). Also, if repeated logic is not to be assigned to a particular grade, the value should be set 0.

Repeat table audit_fctr - Indicates whether Degree Audit will evaluate a course with this repeat code. If this flag is 0, the course is not evaluated.

Note: Set this field to 1 if Degree Audit is to evaluate a course with this repeat code.


audit_hrs_fctr - Indicates whether the hours associated with a course that has this repeat code are to be included for completing a requirement or sequence. If Degree Audit includes the course for evaluation, its hours will not will not satisfy a sequence or requirement, if this flag is zero.

Note: This applies only if Degree Audit will evaluate the course (i.e., the audit_fct is set to 1).

Profile record password - Indicates the student’s password for accessing Student Interactive Degree Audit.

Note: This field is required only if your institution offers students access to the stuaud program.


Modifying Output Formats

Special Files The following list defines the program screen files whose contents are used to make up the various output components of the Degree Audit Form. These file names correspond to field values on the Degree Audit Form table. Leaving the value blank for any field in the Degree Audit Form table indicates no form screen information will be printed on the Degree Audit output.

You can locate the actual screen files for these components in:

$CARSPATH/modules/degaud/progscr/Libaud

Note: These are program screen files, not fields on a single screen. Each program screen file contains a specific component that makes up the output form. You can create additional screens to use for your audit form.

Note: The lines defined in the following list are the lines used in the audit forms distributed with the standard Degree Audit product.

Note: Filenames for the Web version of the files use the same filenames, but are preceded by the letter “w” (e.g., wauline1 would be the Web version for auline1).

auline1 This standard screen contains the subaudit text line for overall subaudits.

auline2 This standard screen contains the subaudit text line for non-overall subaudits. It includes the heading lines for a program level audit.

austat1 This standard screen contains the subaudit statistics screen for Degree Audit output for an overall subaudit.

austat2 This standard screen contains the subaudit statistics screen for Degree Audit output for a non-overall subaudit.

auhead1 This standard screen contains the first page header for Degree Audit output.

auhead1c This standard screen contains the first page header for Degree Audit output using the condensed (long-line) format. This format places information across the page in one “long line”.

auhead2 This standard screen contains the page header for the second and subsequent pages of Degree Audit output.

auhead2c This standard screen contains the page header for the second and subsequent pages of the Degree Audit output using the condensed (long-line) format.

austat1c This standard screen contains the short version of the subaudit status screen that uses the condensed (long-line) format.

austat2c This standard screen contains the condensed (long-line) format of the subaudit status screen used for non-overall audits.

critline


This standard screen contains the criteria information screen for Degree Audit output for actual course Audit Criteria records. The Degree Audit program uses the field to the left to indicate the type of course when a course is a transfer (t), noncatalog (n), substitution (s) or absolute (a).

examline This standard screen contains the exam information screen used in place of the critline when the Audit Criteria record is an exam.

foot This standard screen contains the footer screen for Degree Audit output used to produce the dashed line at the bottom of the page.

footc This standard screen contains the footer screen for Degree Audit output used when producing the report in the condensed (long-line) format.

legend This standard screen contains the legend screen for Degree Audit output. The CX standard legend includes the following:

• A (Absolute (completion of sequence/criteria/subcriteria is required)) • N (Non-catalog course) • S (Substitute course) • T (Transfer course)

legendc This standard screen contains the legend screen for Degree Audit output used for the condensed (long-line) format. The CX standard legend includes the following:

• A (Absolute (completion of sequence/criteria/subcriteria is required)) • N (Non-catalog course) • S (Substitute course) • T (Transfer course)

reqline This standard screen contains the requirements text screen for Degree Audit output.

reqstat This standard screen contains the requirements statistics information for Degree Audit output.

reqstatc This standard screen contains the requirements statistics information for Degree Audit output used for the condensed (long-line) format.

scritln This standard screen contains the subcriteria information screen for a course subcriteria record. The Degree Audit program uses the field to the left of the course number to indicate the type of course when a course is a transfer (t), noncatalog (n), substitution (s) or absolute (a).

scritxt This standard screen contains the subcriteria text screen that prints after the critline when the criteria includes subcriteria.

seqline This standard screen contains the sequence text screen for Degree Audit output.

seqstat This standard screen contains the sequence statistics information for Degree Audit output.

seqstatc


This standard screen contains the sequence statistics information for Degree audit output used for the condensed (long-line) format.

sexamln This standard screen contains the subcriteria exam screen used to print subcriteria that are exams.


Creating Audit Comments

Audit Table Comments You can create comments for records in the Subaudit table, and the Requirement, Sequence and Criteria records, to provide additional information about specific degree audit requirements. The Subcriteria record does not contain Comments fields.

You can either print or omit comments in the audit output. When you print a comment, you select the option to print it in place of the description text of the audit code, or in addition to the description text. A flag in the tables indicates how to print the comment. You define valid values for the Comments flag in the Audit Form table, the Subaudit table, and in the Requirement, Sequence, and Criteria records. Valid values include the following:

• C (Print the comment in place of the code description) • S (Print only the code description) • B (Print both the comment and the code description) • N (Do not print either the comment or the code description)

Note: If the value is blank in the Requirement, Sequence and Criteria records, the process uses the value from the Audit Form table.

Student-Unique Comments If you want to customize comments at the student level, enter them using the Interactive Degree Audit option, Comment.

In the Audit Form table you can specify whether these comments are to print at the beginning or at the end of the audit output report.


Defining Codes

Introduction Since the subaudits are table-driven, you must define unique codes for each subaudit. Each subaudit code can be a maximum of 8 characters in length. Jenzabar, Inc. recommends that, if you use multiple catalogs, you incorporate some reference to the specific catalog in the subaudit code. The same recommendation applies if requirements are different for the degrees offered. The unique subaudit code indicates the degree to which it applies. You may use codes already established for catalog and degree codes for these references within the subaudit codes.

If you have not already established codes for catalogs and degrees, define them for each catalog and degree for which you create a subaudit.

Note: Jenzabar, Inc. suggests that you define these codes before you enter any data into the Degree Audit tables or records.

Naming Catalogs The catalog name used during conversion must be consistent with the institution’s first live catalog. The program looks for a common catalog structure (e.g., UG). For example, if the first live catalog is UG97, then the conversion catalog must also have UG as the first two characters, followed by a year prior to 97(e.g., UG96). This is crucial if the institution wants to use the course History capabilities in the Registrar product.

CAUTION: The difficult part of these types of things is that after they have been in place for some time, it is extremely difficult to change them, either because of the records (work) that must be changed or the side effects on the academic records as a result of a seemingly simple change. For example, taking a code out of the rep_table may have significant changes in the student’s GPA. Extreme caution must be exercised before changes can be made.

Catalog Codes You must define specifications from different catalogs at your institution in separate subaudits. Therefore, if your institution has any Graduate or Special Studies (e.g., Adult Education) catalogs with programs that you will audit, you must determine how to identify each catalog in the 8-character subaudit codes.

Example: UG95 or U95 (Undergraduate catalog)

GR95 or G95 (Graduate catalog)

95 (if only one catalog)

Specific School Catalog Codes If your institution has schools with different catalogs, Jenzabar, Inc. suggests that you identify the school within the 8-position Subaudit code.

Example: SAS = School of Applied Science

SEL = School of Extended Learning

Degree Codes If either of the following situations apply to your institution, you need separate Subaudits for each degree:

• The requirements vary between different degrees • The overall and general education requirements vary between degrees at the same level


Example: BA, BS, or BD for the bachelor’s degree

AA, AS, or AD for the associate’s degree

MA, MS, or MD for the master’s degree

Subaudit Codes You must define unique subaudit codes for the overall subaudit, the general degree subaudit, each major and minor subaudit, and any other subaudits that your institution uses. Many institutions use the catalog and degree codes as part of the subaudit codes. Each code consists of 8 characters and may include blank spaces, e.g., GENEDU95, COREUG95, or GEN UG95.

Note: This section contains several examples of subaudit codes. In some cases, the example code is a full 8-character code; in some cases a blank space exists as part of the code. The purpose of these examples is to assist you in defining your own codes.

Overall Subaudit Codes For each overall subaudit you must determine the subaudit code and description. This code relates to the specific degree to which the audit applies. If the institution offers multiple degrees and the overall degree requirements vary, you must identify each degree audit in the code. If the overall requirements are the same for all degrees, you do not have to identify the degree code.

Example: OVERUG95 − OVER (Overall subaudit for all degrees) − UG95 (Undergraduate 1995 catalog) − OVRBAU95, OVERBA95 − OVR, OVER (Overall subaudit) − BA (Bachelor of Arts degree) − U95, 95 (Undergraduate 1995 catalog) − OVRAAU95, OVERAA95 − OVR, OVER (Overall subaudit) − AA (Associate of Arts degree) − U95, 95 (Undergraduate 1995 catalog) − SASBSU95 − SAS (Overall subaudit for the School of Arts and Sciences) − BS (Bachelor of Science degree) − U95 (Undergraduate 1995 catalog)

General Subaudit Codes The general subaudit refers to the general education requirements for a degree. You must determine the subaudit codes and code descriptions for each set of general requirements. If different sets of general requirements apply to different degrees, you must define a different code for each.

Example: GEN UG95 − GEN (General requirements for all degrees) − UG95 (Undergraduate 1995 catalog) − CORBAU95, COREBA95 − COR, CORE (General requirements) − BA (Bachelor of Arts degree) − U95, 95 (Undergraduate 1995 catalog) − GENAAU95, CORAAU95, COREAA95 − GEN, COR, CORE (General requirements) − AA (Associate of Arts degree) − U95, 95 (Undergraduate 1995 catalog)


− SASGEU95 − SAS (Degree from School of Arts and Sciences) − GE (General requirements) − U95 (Undergraduate 1995 catalog)

Major Subaudit Codes You must determine the subaudit codes and descriptions for each major subaudit. Because the requirements are different for each major, you must create a separate subaudit for each major.

Example: HISTUG95, HIS UG95 − HIST, HIS (History Major all degrees) − UG95 (Undergraduate 1995 catalog) − HISBAU95, HISTBA95 − HIS, HIST (History major) − BA (Bachelor of Arts degree) − U95, 95 (Undergraduate 1995 catalog) − MATAAU95, MATHAA95 − MAT, MATH (Math major) − AA (Associate of Arts degree) − U95, 95 (Undergraduate 1995 catalog) − ENSASU95, ENGSAS95 − EN, ENG (English major) − SAS (School of Arts and Sciences) − U95, 95 (Undergraduate 1995 catalog)

Concentration Subaudit Codes Some majors have different concentrations for which Degree Audit must verify completion. In these cases, it may be necessary to distinguish the major subaudit codes for the different concentrations.

The following examples assume only one type of degree applies to a major. If more than one degree exists for the major/concentration, and the requirements are different, you must define unique codes to distinguish the subaudits.

Example: SOCCJU95, SOCJ U95 − SOC, SO (Sociology major) − CJ (Criminal Justice concentration) − U95 (Undergraduate 1995 catalog) − SOCSWU95, SOSW U95 − SOC, SO (Sociology major) − SW (Social Work concentration) − U95 (Undergraduate 1995 catalog)

Minor Subaudit Codes You must determine unique subaudit codes and descriptions for each minor subaudit. Just as requirements are unique for each major, minors also have different requirements. Therefore, you must specify separate subaudits for each minor.

Example: SOCMIU95 − SOC (Sociology subaudit) − MI (Minor audit) − U95 (Undergraduate 1995 catalog) − HISASM95 − HI (History Subaudit)


− SAS (School of Arts and Sciences) − MI (Minor audit) − 95 (Undergraduate 1995 catalog)

Certification Subaudit Codes You must determine unique subaudit codes and descriptions for each additional subaudit, including various kinds of certification subaudits.

Example: CERTUG95 − CERT (Certification subaudit) − UG95 (Undergraduate 1995 catalog) − TCHBAU95, CERTBA95 − TCH, CERT (Certification subaudit) − BA (Bachelor of Arts degree) − U95, 95 (Undergraduate 1995 catalog)

Elective Subaudit Codes Depending on how you set up the general education subaudit, your institution may not require the electives subaudit. If your institution uses a degree electives subaudit, use the process priority code to set it up to be the last subaudit processed.

Example: ELECTU95 − ELECT (Elective subaudit) − U95 (Undergraduate 1995 catalog) − ELCTBA95 − ELCT (Elective subaudit) − BA (Bachelor of Arts degree) − 95 (Undergraduate 1995 catalog)

Requirement and Sequence Codes You can assign Requirement and Sequence codes using a key word approach to define the category of courses to evaluate. The following examples identify a specific major with three requirements and the sequences for each requirement:

• BHS UG93 (Behavioral Science major subaudit) − REQUIRED (Required Courses requirement) − CORE (Required Courses sequence) − MAJOR (Major Groups requirement) − GROUP 1 (Major Group 1 sequence) − GROUP 2 (Major Group 2 sequence) − GROUP 3 (Major Group 3 sequence) − ELECTIVE (Major Elective requirement) − ELECTIVE (Major Elective sequence)

Criteria and Subcriteria Codes Codes for the Criteria and Subcriteria records are course numbers. You can assign the actual course number to match an exact course, or use wildcard (*) variations to indicate one of several courses that will match the specific Criteria or Subcriteria requirement. The examples that follow identify some of the course number variations used for some of the sequences listed in the example above:

• BHS UG93 (Behavioral Science major subaudit) − CORE (Required Courses sequence) − SOC 111 (Specific Sociology course)


− GROUP 1 (Major Group 1 sequence) − PSY345 (Specific Psychology course) − ELECTIVE (Major Elective sequence) − PSY******** (Any Psychology course)

The following are additional examples of how you can use the wildcard feature: • PSY2******* (Any Psychology course at the 200 level) • MUS11****** (Any Music course between MUS110 and MUS119 • ***4******** (Any 400 level course)

Process Priority Codes Priority codes are numeric codes assigned to each Degree Audit table or record. They determine the order in which the Subaudit, Requirement, and Sequence tables or records are processed in the evaluation of a student’s course work.

In the numeric order of priority, the lowest number (0) has the highest priority. If several tables or records in the same audit category have the same priority code value, Degree Audit processes them in alphabetical order according to the table or record code.

The following examples suggest the priority codes that you might assign to your institution’s subaudits. Normally, the overall subaudits have the highest priority (and therefore have the lowest number values in their priority codes). In these examples, the elective subaudits are separate subaudits at the end of the priority list. The major, minor, and certification subaudits have a range of numeric values. You must assign a different value in the range to each subaudit; Degree Audit processes the subaudits in that order. The numeric order is not usually the same as alphabetical order.

Overall Process Code: 0 - 99

General requirements Process Code: 100 - 199

Major Process Code: 200 - 299

Minor Process Code: 300 - 399

Certification and other Process Code: 400 - 499

Electives Process Code: 500 - 599

You can set the processing priorities for requirements, sequences, criteria and subcriteria in numeric order to define the order of processing entries within those records. For example, the priority codes used for requirements do not interact with the priority codes assigned to the sequences.

When you assign the process priority code, the system automatically assigns the same value to the print priority code.

Print Priority Codes Degree Audit uses print priority codes to define the order in which audit results print on the output. Like the processing priority codes, the print priority codes are numeric codes with the lowest number (0) having the highest priority. If you assign all print priority codes with the same value, the associated results print in alphabetic order according to the subaudit, requirement, sequence, criteria, or subcriteria code.


Note: The program automatically assigns the same value for the print priority code as was set for the processing priority code. For example, if you set the process priority code to a value of 5 for a subaudit, requirement, sequence, or criteria; the print priority code also sets to 5. If you want the process and print priority codes to be different, you may change them.


Defining Audit Specifications

Introduction After you establish the coding system you want to use, you can define the specific audit requirements in the audit tables or records. You must translate the catalog requirements into the format required by the various audit tables and records.

Note: Jenzabar, Inc. suggests that you define audit specifications for a complete subaudit before you begin to enter the data into the Degree Audit tables and records.

Overall Subaudit Table Specifications In the overall subaudit, you define specifications pertaining to all of the student’s Course Work records. To define this subaudit completely, you may need to create separate Requirement records to evaluate upper- and lower-division requirements.

You must define data for the following fields in the overall subaudit: • Subaudit code and description • Overall flag set to Y • Reuse courses flag set to Y • Reuse in Subaudit flag set to Y • Elective set to N • Minimum letter grade allowed • Grade type • Required GPA • Required resident GPA • Required hours • Required resident hours • X of the Last Y hours that must be resident courses (e.g., 30 of the last 60 credit hours

must have been earned at your institution) • Process priority • Print priority • Print comment - optional • Condense complete - optional • Comments - optional

Note: The following fields on the Subaudit Entry screen do not apply to the overall subaudit. However, they may be applicable in non-overall subaudits.

• Number of Courses Lowgrade • Number of Hours Lowgrade • Maximum Low Grade Value • The Resident status field is a display-only field on the Subaudit Entry screen.

Non-Overall Subaudit Table Specifications Non-overall subaudits are sometimes called program-level subaudits. Program-level subaudits include subaudits for general requirements, sometimes called the general education or core requirements. Program-level subaudits also include major, minor, elective, and certification.

You must define data for the following fields in the Subaudit table for the non-overall subaudits: • Subaudit Code and Description • Overall flag set to N • Reuse Courses flag • Reuse in Subaudit • Elective set to N (except for the Elective Subaudit)


• Minimum letter grade allowed • Grade type • Process priority • Print priority

The following fields on the Subaudit screen are optional for non-overall subaudits: • Required GPA • Required resident GPA • Required hours • Required resident hours • X of the Last Y hours that must be resident courses (e.g., 30 of the last 60 credit hours

must have been earned at your institution) • Number of Courses Lowgrade • Number of Hours Lowgrade • Maximum Low Grade Value • Print comment • Condense complete • Comments

Note: The Resident status field is a display-only field on the Subaudit Entry screen.

Non-Overall Requirement Record Specifications You must define at least one Requirement record for each subaudit.

You must define data for the following fields: • Requirement Code and Description • Processing priority • Printing priority • The Overall flag

The fields for the Minimum/Maximum Number of sequences must always have non-zero values. Additionally, you may define one or more of the following fields in the Audit Requirement record with a non-zero value:

• Number of hours required (no_hrs) • Number of courses required (no_crs)

The following fields are optional on all audit tables/records where they appear: • Comments • Print comment • Condense complete • Condense incomplete criteria

Non-Overall Sequence Record Specifications You must define at least one Sequence record for each requirement in a non-overall subaudit.

If you define either hours or courses, you must define both the minimum and the maximum values for that category with a non-zero value. You must also set a value for the Crs and Hrs flag.

Note: If you define the value of either Minimum Hours (min_hrs) or Minimum Courses (min_crs) as zero (0), you must set the Crs and Hrs flag to Y. This flag defines whether you set an AND or an OR condition between the number of hours and courses to be completed. If the value of this flag is Y, an AND condition is created. This means the values of both courses and hours must be satisfied. If one has a value of 0 and the other is a non-zero value, the AND condition is necessary; otherwise, the requirement with the 0 value is automatically satisfied. If both values are non-zero,


and the Crs and Hrs flag is Y, both conditions must be satisfied. If only one of the two non-zero values is required, set the Crs and Hrs flag to N to create an OR condition.

You must also define data for the following fields: • Sequence code and description • Processing priority • Printing priority • Required flag

The following fields in the Sequence record are optional on all audit tables/records: • Print comment • Condense complete • Condense incomplete criteria • Comments • Negate comments

Non-Overall Course Criteria Specifications You must define at least one Criteria record for each sequence in a non-overall subaudit.

You must define the following fields in the Criteria record for each course criteria: • Course Number • Catalog • Course Hours (display only) • Dup flag • Min Grd • Type (grade type) • Neg • Sub Crit • Req • Weighting factor • Printing priority • Chk

The following fields in the Criteria record are optional for course criteria: • Min Yr • Sugg CL • Sugg Sess • Comments • Weighting factor • Pr (Print comment)

The following fields in the Criteria record are omitted for course criteria: • Exam • Score/Num • Exam Crs • Exam Hrs

Non-Overall Exam Criteria Specifications If the criteria is an exam instead of a course, the following fields in the Criteria record must contain values:

• Sub Crit • Dup flag • Req • Weighting factor (optional) • Printing priority


• Chk • Exam • Score/Num • Exam Hrs/Crs

Leave the following fields blank in the Criteria record when the criteria is an exam: • Course Number • Catalog • Course Hours • Min Grd • Type (grade type)

The following fields in the Criteria record are optional or do not apply for exam criteria: • Min Yr • Neg (does not apply) • Sugg CL • Sugg Sess • Pr (Print comment) • Comments

Non-Overall Course Subcriteria Specifications You use the Subcriteria record to establish alternate courses and exams that may satisfy a criteria specification.

You must complete the following fields when you create a Subcriteria record for a course: • Cat • Course Num • Dup • Min Grd • Type (grade type) • Weighting factor • Req • Chk

Leave the following fields blank when the Subcriteria record relates to a course: • Exam • Exam Crs • Exam Hrs • Score/Num

When the Subcriteria record relates to a course, the following fields are optional: • Min Yr • Sugg Cl • Sugg Sess • Weighting factor

Non-Overall Exam Subcriteria Specifications You must complete the following fields when you create a Subcriteria record for an exam:

• Exam • Exam Crs • Exam Hrs • Score/Num • Dup • Weighting factor (optional)


• Req • Chk

When the Subcriteria record relates to an exam, leave the following fields blank: • Cat • Course Num • Course Hrs • Min Grd • Type (grade type)

When the Subcriteria record relates to an exam, the following fields are optional: • Min Yr • Sugg Cl • Sugg Sess • Chk

How to Proceed All of your institution’s non-overall subaudits follow the same format. You must define each subaudit with a unique subaudit code. Before you enter data into your Degree Audit tables and records, Jenzabar, Inc. suggests that you review the primary subaudits you want to define, and determine the codes and values necessary to complete the data entry.


Setting Up Subaudits for Automatic Selection

Introduction By setting up the sareq_table and the sareqfld_table for your subaudits, you can enable the subaudits to be selected automatically, usually based on a designated major or minor. With automatic selection in place, you make it possible for students to run Student Interactive Degree Audit (stuaud) independently. You can also run audits for students and have the selection done dynamically, without having to add audin_recs.

Example The following example illustrates how to relate subaudits and subaudit selection requirements.

Assumptions • The student has a designated major of MATH and a minor of CSI in the prog_enr_rec. • The student enrolled under the catalog UG96. • The institution also offers a major in ENG. • The institution’s subaudits are specific to a major, except for overall requirements.

Table values Based on the assumptions, these values populate the sareq_table and sareqfld_table.

Subaudit Selection requirement

code

File name Field name Value Operation

MATHUG96 MATH prog_enr_rec minor1 MATH =

prog_enr_rec major1 MATH =

prog_enr_rec major2 MATH =

ENGUG96 ENG prog_enr_rec major1 ENG =

OVERUG96

Interpretation of Example If your institution has enabled the automatic selection mode (by passing a -A or -a parameter in audctc or degaud) the process will evaluate which subaudit should be selected for the student, based on the student’s data and the subaudit requirements. Results of the evaluation of the subaudits are:

• The MATHUG96 audit is selected because the data requirements are met. Since the student has the value MATH in one of the three identified fields in the prog_enr_rec (the major1 field), the MATH selection requirement is satisfied.

• The ENGUG96 subaudit is not selected because the major1 field in the student’s prog_enr_rec does not contain ENG.

• The OVERUG96 subaudit is selected because there are no requirements associated with it, and is therefore selected for all students under the same catalog.

Student Access to Student Interactive Degree Audit To enable students to access Student Interactive Degree Audit for their own independent review of their progress toward graduation requirements, you must ensure each student has a password stored in his/her profile_rec.


Setting Up a Designated UNIX ID for Student Interactive Degree Audit

Introduction For security purposes, Jenzabar, Inc. recommends you set up a designated UNIX user ID for the sole purpose of running Student Interactive Degree Audit. This designated user:

• Executes only Student Interactive Degree Audit. • Does not use the “Sticky ID” feature that is commonly used in CX to recall the last ID used,

minimizing data entry.

How to Set Up the UNIX Login to Execute Student Interactive Degree Audit To set up the UNIX Login to execute Student Interactive Degree Audit, enter the following line in the designated UNIX ID’s .login file:

exec menu -o $OPTPATH/degaud/programs/stua.opt

This line causes the login process to execute Student Interactive Degree Audit.

How to Disable the Jenzabar CX’s Sticky ID Feature You can disable the Sticky ID feature for a user by making the file .idsdef a read-only file in a user’s home directory.


Modifying Output Format

Introduction The Degree Audit module includes audit form screens and the Audit Form table to control the printing of the audit output. You can modify both of these to change the format of the audit output.

Note: The screens defined in this manual are the screens used with the predefined forms distributed with the standard Degree Audit product.

Audit Form Screens The audit form screens contain the component forms that make up the audit output. Each screen file contains one component of the output form. For example, the reqline screen file contains the requirement text (description) for the output, while the reqstat screen file contains the required and completed statistics lines. The reqstatc screen file contains both the requirement text and the statistics lines in a condensed format. All of the audit form component screens are located in $CARSPATH/modules/degaud/progscr/Libaud and can be modified by the Jenzabar coordinator.

Note: If you modify a screen, check the comments section at the top of each screen file for information about program-defined fields and the data that is available for that screen.

Example: reqstat Below is an example of the screen portion of the reqstat audit form screen file. This component defines the requirement statistics.

screen { Required = [rc] courses, [rhrs] hours, [r] Seq [compl ] Completed to date = [sc] courses, [shrs] hours, [s] Seq } end

Example: reqstat output Below is an example of the output produced by the reqstat audit form screen file. Notice that this component shows the statistics for what is required and what is completed for the requirement.

Note: To print the requirement description, you need the reqline component screen, which contains the reqtext field.

Required = 0 courses, 20.0 hours, 1 Seq Completed to date = 3 courses, 9.0 hours, 0 Seq

Example: reqstatc Below is an example of the screen portion of the reqstatc audit form screen. Notice that this statistic screen contains the same statistics as the previous example, only in a condensed format. Also, this screen includes the reqtext field identifying the specific requirement.


screen { [reqtext ] Crs/Cred/Seq Required: [rc][rhrs][r] Completed: [sc][shrs][s] [compl ] } end

Example: reqstatc output Below is an example of the output produced by the reqstatc audit form screen file. Notice that this component shows the requirement description (Major Upper Divis), as well as the statistics for what is required and what is completed for the requirement in a condensed format.

Major Upper Divis Crs/Cred/Seq Required: 0 20.0 1 Completed: 3 9.0 0

Audit Form Table The Audit Form table provides another means of modifying the audit output format. This table enables you to define different forms by assigning a unique form code, and then defining which component screens to print in the output for that form code. The CX standard product includes several forms already defined in the Audit Form table. You may modify those forms or create your own.

Audit Form Code: ALL The previous examples of audit form screens are applied to specific form definitions in the Audit Form table. If you look at the Audit Form table entry for the Audit Form Code ALL, you will see that the reqline and reqstat audit component screens are assigned to the Requirement Screen and Requirement Status Screen fields. This combination produces the output shown in the next example.

Example Output Below is an example of the output produced for the Requirement Screen and Requirement Status Screen fields for the audit form code ALL.

Major Upper Division Hrs Required = 0 courses, 20.0 hours, 1 Seq Completed to date = 3 courses, 9.0 hours, 0 Seq

Audit Form Code: CCOND The Audit Form table entry for the Audit Form Code CCOND produces output in a condensed format, and assigns the reqstatc audit component screen to the Requirement Status Screen field. You leave the Requirement Screen field blank because the requirement text information is included in the reqstatc audit component screen. This produces the output shown in the next example.

Example Output Below is an example of the output produced for the Requirement Status Screen field for the audit form code CCOND.


Major Upper Divis Crs/Cred/Seq Required: 0 20.0 1 Completed: 3 9.0 0

Condensing Information You can also modify the output format by condensing the output of incomplete criteria and/or completed subaudits, requirements or sequences. The Audit Form table includes several logical fields that allow you to define whether to print information in a condensed format. Some of these Audit Form table fields include the following:

• Condense Complete Subaudit • Condense Complete Requirement • Condense Complete Sequence • Condense Incomplete Criteria

Condense Incomplete Criteria The following examples show the results when you set the Condense Incomplete Criteria field to either an N (no) or a Y (yes) value. These examples demonstrate how you can save space on your output forms by setting this flag to Y.

Note: You can define Condensed Incomplete Criteria for a specific sequence by setting the flag in the Sequence record.

Example Output This example shows the incomplete criteria as it would print when the Condensed Incomplete Criteria field is set to N. This setting indicates that Incomplete Criteria records should not be condensed on the output. Notice that each criteria record appears on a separate line.

Humanities English Required = 0 - 0 courses, 3.0 - 6.0 hours Completed to date = 0 courses, 0.0 hours ENG2**** ___________ ENG3**** ___________ ENG4**** ___________

Example Output This example shows the incomplete criteria as it would print when the Condensed Incomplete Criteria field is set to Y. This means the Incomplete Criteria records display in the condensed format. Notice how they display sequentially across the line.

Humanities Engl Crs(Min/Max)/Hrs(Min/Max) Required: 0 0 3.0 6.0 Completed: 0 0.0 Select among: ENG2*, ENG3*, ENG4* (but not ENG200, ENG217, ENG220*, ENG225*, ENG321*, ENG350*, ENG406, ENG475)


Setup Worksheets

Sample Worksheets The following pages contain copies of sample worksheets you can use when you define the codes and values for your Degree Audit tables and records. The following worksheets are available:

• The Subaudit table • The Requirement record • The Sequence record • The Criteria record • The Subcriteria record

Jenzabar, Inc. suggests that you make copies of the worksheets as needed. If these worksheets do not satisfy your particular needs, they may help you design your own worksheet format.

If you plan to have a data entry staff person enter the data into the Degree Audit tables/records, these worksheets enable you to define field values for them.

If you are planning to enter your Degree Audit information yourself and you are familiar with the degree specifications and institutional policies, you may choose to proceed without using the worksheets.


SUBAUDIT TABLE Subaudit Code ____________ Description _______________________________ Overall _____

Process Priority _____ Print Priority ______ Print Comments _____ Condense Compl _____

Reuse Courses ____ Reuse in Subaud ____ Elective ____ Req GPA ____ Req Hours _____

Min Grade _____ Grade Type _____ Res. GPA ______ Res Hours ____ # Crs Lowgrade ____

# Hours Lowgrade ______ Max Low Grade Value ______ ______ of the Last ______

Comments: ___________________________________________________________________________

REQUIREMENT RECORD Code _______________ Description _____________________________________________

Num Hrs _______ Num Crs _______ Min/Mx Seq ______/______ Wgt. Factor _______

Print Priority _______ Overall ______ Cond Compl ______ Print ______

Comments: __________________________________________________________________________

SEQUENCE RECORD Code _______________ Description _____________________________________________

Min/Max Hrs _____/_____ Min/Max Crs _____/_____ Wgt. Factor ____ Print Priority ____

Cond Cmpl ______ Prt ______ Required ______ Cond Crit ______ Crs and Hrs _______

Comments: __________________________________________________________________________

Negate Comments: ____________________________________________________________________

CRITERIA RECORD Crs. # ________ Cat _______ Dup ____ Grd _____ Type _____ Min Yr _____ Sub Crit _____

Neg ____ Req ____ Wgt. Factor ____ Print Priority ____ Sugg Cl _____ Sugg Sess _____

Pr ___ Chk ___ Exam ________ Score _____ Num _____ Exam Hrs _____ Exam Crs _____

Comments: __________________________________________________________________________

SUBCRITERIA RECORD Crs. # _________ Cat ________ Dup ______ Min Grd ______ Type ______ Min Yr ______

Req ______ Wgt. Factor _______ Sugg Yr _______ Sugg Sess _______ Chk ______

Exam ________ Exam Score ______ Exam Num ______ Exam Hrs ______ Exam Crs ______


SUBAUDIT TABLE Subaudit Code _________ Description __________________________________ Overall _____

Wgt. Factor ______ Print Priority ______ Print Comments _____ Condense Compl _____

Reuse Courses ____ Reuse in Subaud ____ Elective ____ Req GPA _____ Req Hours _____

Min Grade ____ Grade Type _____ Res. GPA _____ Res Hours _____ # Crs Lowgrade _____

# Hours Lowgrade ______ Max Low Grade Value ______ ______ of the Last ______

Comments: ___________________________________________________________________________




Comments: __________________________________________________________________________




Comments: __________________________________________________________________________




Comments: __________________________________________________________________________




Comments:

__________________________________________________________________________


SUBAUDIT CODE _____________________ REQUIREMENT RECORD Code _______________ Description _____________________________________________



Comments: __________________________________________________________________________




Comments: __________________________________________________________________________




Comments: __________________________________________________________________________




Comments:

__________________________________________________________________________


SUBAUDIT CODE _____________________ REQUIREMENT CODE ___________ SEQUENCE RECORD Code _______________ Description _____________________________________________

Min/Max Hrs _____/_____ Min/Max Crs _____/_____ Wgt. Factor _____ Print Priority _____


Comments: __________________________________________________________________________

Negate Comments: ____________________________________________________________________

SUBAUDIT CODE _______________________ REQUIREMENT CODE _________________ SEQUENCE RECORD Code _______________ Description _____________________________________________



Comments: __________________________________________________________________________

Negate Comments: ____________________________________________________________________

SUBAUDIT CODE _________________ REQUIREMENT CODE _____________________ SEQUENCE RECORD Code _______________ Description _____________________________________________



Comments: __________________________________________________________________________

Negate Comments: ____________________________________________________________________


SUBAUDIT CODE _____ REQUIREMENT CODE ______ SEQUENCE CODE _________ CRITERIA RECORD Crs. # ________ Cat _______ Dup ____ Grd _____ Type _____ Min Yr _____Sub Crit ______


Pr ____ Chk ____ Exam _____ Score _____ Num _____ Exam Hrs _____ Exam Crs ______

Comments: __________________________________________________________________________

SUBAUDIT CODE _____ REQUIREMENT CODE ______ SEQUENCE CODE _________ CRITERIA RECORD Crs. # ________ Cat _______ Dup ____ Grd _____ Type _____ Min Yr _____Sub Crit ______


Pr ____ Chk ____ Exam _____ Score _____ Num _____ Exam Hrs _____ Exam Crs ______

Comments: __________________________________________________________________________

SUBAUDIT CODE _____ REQUIREMENT CODE ______ SEQUENCE CODE _________ CRITERIA RECORD Crs. # _______ Cat ______ Dup _____ Grd _____ Type _____ Min Yr _____Sub Crit ______


Pr ___ Chk ___ Exam ________ Score _____ Num _____ Exam Hrs _____ Exam Crs _____

Comments: __________________________________________________________________________

SUBAUDIT CODE _____ REQUIREMENT CODE ______ SEQUENCE CODE _________ CRITERIA RECORD Crs. # _______ Cat ______ Dup _____ Grd _____ Type _____ Min Yr ______Sub Crit ______


Pr ____ Chk ____ Exam _______ Score _____ Num _____ Exam Hrs ____ Exam Crs _____

Comments: __________________________________________________________________________


SUBAUDIT CODE _____ REQ CODE ______ SEQ CODE ______ CRIT Crs. # _______ SUBCRITERIA RECORD Crs. # _________ Cat ________ Dup _______ Min Grd ______ Type ______ Min Yr _______



__________________________________________________________________________

SUBAUDIT CODE _____ REQ CODE ______ SEQ CODE ______ CRIT Crs. # _______ SUBCRITERIA RECORD Crs. # _________ Cat ________ Dup ______ Min Grd ______ Type _______ Min Yr _______



__________________________________________________________________________

SUBAUDIT CODE _____ REQ CODE ______ SEQ CODE ______ CRIT Crs. # _______ SUBCRITERIA RECORD Crs. # _________ Cat ________ Dup ______ Min Grd ______ Type _______ Min Yr _______



__________________________________________________________________________

SUBAUDIT CODE _____ REQ CODE ______ SEQ CODE ______ CRIT Crs. # _______ SUBCRITERIA RECORD Crs. # _________ Cat ________ Dup _______ Min Grd ______ Type _______ Min Yr ______



__________________________________________________________________________


Creating Degree Audit Tables and Records

Primary Audit Tables/Records The diagram below shows the relationship between the Subaudit, Requirement, Sequence, and Criteria tables and records for an example audit. This example shows a Business Management Major Subaudit defined as having two Requirement records, which define specifications for Business Management Required courses and Upper Division Required courses. Each of these Requirement records has at least one Sequence record; each Sequence record has at least one Criteria record.


Subcriteria Records This diagram shows an example of Subcriteria records connected to the criteria records. This example shows a Professional Core Subaudit with one Requirement and one Sequence record. The Sequence record contains four Criteria records. The Subcriteria records here show alternative exam criteria (one local and one CLEP) that can satisfy the related Criteria specification.


Entering Data After defining the necessary codes and values, you can proceed with the data entry for creating your Degree Audit tables and records. Jenzabar, Inc. suggests that as you create each Subaudit, you create one Requirement followed with one associated Sequence and its Criteria and Subcriteria records at one time. After you enter the first set, create any subsequent Sequence and Criteria records for the Requirement. When all records for the first Requirement have been created, create the next Requirement in the same manner. The following example outline demonstrates this flow of activity:

Subaudit 1

Requirement 1

Sequence 1

Criteria 1, Criteria 2, Criteria 3 & Subcriteria, Criteria 4

Sequence 2

Criteria 1, Criteria 2, Criteria 3

Requirement 2

Sequence 1

Criteria 1 & Subcriteria, Criteria 2


Using Dummy Course Numbers

Purpose Dummy course numbers can help your institution use Degree Audit in a variety of ways. For example, by using dummy course numbers, you can use block transfer work to satisfy audit requirements. Dummy course numbers also permit you to grant credit for a transfer course for which your institution has no equivalent.

CAUTION: If you do not enter transfer work course-by-course or enter it course-by-course without specifying your institution’s equivalent course, the transfer work will be used as free electives only and will not satisfy any specific degree requirements.

Using Block Transfer Example Assume that you want Degree Audit to recognize that an Associate’s degree satisfies a General Education requirement. Create the following entries:

• In Course Entry (crsent), create a dummy course called “AA-Degree” with the course description “Earned Associates Degree.”

• In the Degree Audit criteria level, specify the dummy course “AA-Degree” as one of the components for a requirement.

Through Transfer Entry (trnsent), you can enter the Associates Degree block of credit, using any course number and title from the transfer school and the “AA-Degree” dummy course as the resident equivalent course.

Transfer Courses With No Equivalents Example Assume that you want Degree Audit to recognize that a course from a different institution satisfies a Modern History requirement of a General Education subaudit, even if the course does not have an equivalent. Create the following entries:

• In Course Entry (crsent), create a series of dummy courses that will be used as the resident equivalent. For example, HIS3--F could be an upper level history course for which the institution does not have an exact equivalent.

• In Degree Audit, at the criteria or subcriteria level, use the dummy course HIS3--F as one of the components to satisfy a general education requirement.

Through Transfer Entry (trnsent), you can enter the history transfer course using the course number and title from the transferring school and equate it to the HIS--F resident dummy course.

Degree Audit 135 Maintenance Procedures

SECTION 12 – DEGREE AUDIT MAINTENANCE PROCEDURES

Overview

Introduction Because you can perform audits for students at any time, and the students may have been admitted under a variety of graduation plans or requirements, no regular maintenance procedures are required for Degree Audit. However, you can add, copy or delete subaudits as needed.

Adding a Subaudit Whenever an institution creates a new catalog, it should also create new subaudits for that catalog. The new subaudits are applicable for any students who must follow the new catalog degree requirements. Use the Add or Copy commands to create a new subaudit.

Deleting a Subaudit When a program no longer exists at your institution, or when a catalog is obsolete, you can delete the subaudits that relate to the program or catalog using the Delete command. When you attempt to delete a subaudit, the audent program displays a message that additional records (requirements, sequences, criteria and subcriteria) exist under that subaudit, and that the deletion removes all the subordinate records By confirming that you want to continue, audent automatically removes all records relating to the subaudit.

For More Information For more information about the commands you can use to change your audits, see the Degree Audit User Guide.

Degree Audit 137 Errors and Recovery

SECTION 13 – PROGRAM ERRORS AND CRASH RECOVERY

Overview

Introduction This section provides the following:

• A list of serious and fatal errors • Crash recovery procedures

Note: Refer to the Degree Audit User Guide for a list of the more common status, field error, and warning messages that can occur when menu users execute the programs in Degree Audit.

Fatal Errors Fatal errors can occur in the following programs in the Degree Audit product:

Degree Audit (degaud) If a fatal error occurs, use the following procedure:

1. Reload the program. Erroneous or corrupt data might cause the fatal error. 2. Try a different student’s data to see whether the error recurs. If the error does not

recur, the data for the first student may be causing the error. 3. Create a transcript for the student to see whether errors occur in that process. Use the

output from the transcript to identify the source of the erroneous data.

Errors and Recovery 138 Degree Audit

Serious and Fatal Errors

Messages Received The following lists alphabetically the serious and fatal error messages that can appear when you are using Degree Audit.

To locate these errors, enter: % cd src/degaud/degaud % grep error *.c | more % grep ERROR *.c | more and % cd src/degraud/audent

<#> Error occurred on listing of subaudits . An error occurred when listing out the subaudits based on the <#> Informix error message. Consult your Informix error message guide or run “finderr” from the shell for more information on the cause of the error.

Jenzabar CX error on return from <name>. This mail message is returned from upd sub.c. Call your application coordinator.

Cursor error on <name>, Status = <sql#>. Error message returned from db.ec. A cursor error occurred on the <name> table when attempting to open a cursor for usage from a select statement, based on the Informix error message. Consult your Informix error message guide or run “finderr” from the shell for more information on the cause of the error.

Database open error. Database =<name>, Status = <value>, <name>, <sql#>. Error message returned from db.ec. Either there is a problem with Informix database <name> with the <value> Informix error message, or the process is having a problem communicating with Informix. Consult your Informix error messages guide or run finder from the shell for more information on the cause of the error.

Declare error on <name>, Status = <sql#>. Error message returned from db.ec. A declare error occurred on the <name> table, based on the <sql#> Informix error. A declare statement is used to define a cursor for the select statement. Consult your Informix error message guide or run “finderr” from the shell for more information on the cause of the error.

Describe error on <name>, Status = <sql#>. Error message returned from db.ec. A describe error occurred on the <name> based on the <sql #> Informix error. A describe statement is used to get a description of each column or expression included in the select or insert. Consult your Informix error message guide or run “finderr” from the shell for more information on the cause of the error.

ERROR: audit requirement screen bind: <name>, <message>. This mail message from req.c indicates the file <name> on the audit requirement screen is not bound to the calling program.

Error in scr_get on main screen <name>, <message>. This mail message from queryscr.c indicates the main screen could not get the field <name> properly. Call your application coordinator.

Error initializing screen package <name>, <message>. This mail message from main.c indicates the screen package could not be started.

ERROR: insert on audreq_rec. Status = <value>, <name>, <sql#>. This mail message from req.ec indicates the audreq_rec table could not have a record Inserted based on the <value> Informix error message. This usually occurs when the user does not have the appropriate permissions. Use dbadmin to check permissions. Consult


your Informix error message guide or run “finderr” from the shell for more information on the cause of the error.

ERROR: insert on subcrit_rec, Status <value>, <name>, <sql#> . Call your application coordinator. This mail message from subcrit.ec indicates the subcrit_rec table could not have a record inserted based on the <value> Informix error message. This usually occurs when the user does not have the appropriate permissions. Use dbadmin to check permissions. Consult your Informix error messages guide or run “finderr” from the shell for more information on the cause of the error.

ERROR: list screen bind <name>, <message>. Error message returned from listsub.c. A list screen bind error occurred on the <name> screen, based on the <message>.

ERROR: requirement scget: <name>, <message>. This mail message from req.ec indicates the <name> requirement could not be loaded properly.

ERROR: requirement update: <name>, <sql#>. This mail message from req.ec indicates the <name> requirement could not be updated, based on the <sql #> error. This usually occurs when the user does not have the appropriate permissions. Use dbadmin to check permissions.

ERROR: subcrit screen bind: <name>, <message>. Call your application coordinator. This mail message from subcrit.ec. indicates a field <name> on the subcriteria screen is not bound to the calling program.

ERROR: subcriteria scget: subcrit_rec, <message>. Call your application coordinator. This mail message from subcrit.ec indicates a record could not be updated in the subcrit_rec table, based on the <message> error.

ERROR: subcriteria update: subcrit_rec,<sql#>. Call your application coordinator. This mail message from subcrit.c indicates a record could not be updated in the subcrit_rec table, based on the <sql#> Informix error message. This usually occurs when the user does not have the appropriate permissions. Use dbadmin to check permissions. Consult your Informix error messages guide or run “finderr” from the shell for more information on the cause of the error.

Fatal Error: add error on audin_rec. Status = <value> Error message returned from dbget.ec. A record could not be added to the audin_rec, because of the <value> Informix error message. This usually occurs when the user does not have the appropriate permissions. You can use the dbadmin utility to check permissions. Consult your Informix error message guide or run “finderr” from the shell for more information on the cause of the error.

Fatal Error: cursor error on <name>. Status = <value>. Error message returned from dbget.ec. A cursor error occurred with the <name> table when attempting to open a cursor for usage from a select statement, based on the <value> Informix error message. Consult your Informix error message guide or run finderr from the shell for more information on the cause of the error.

Fatal Error: declare error on <name>. Status = <value>, <subaudit name>, <errorcode>. Error message returned from dbget.ec. A declare error occurred on the <name> table, based on the <value> Informix error message. A declare statement is used to define a cursor for the select statement. Consult your Informix error message guide or run “finderr” from the shell for more information on the cause of the error.

Fatal Error: delete error on <name>. Status = <value>. Error message returned from dbget.ec. A record could not be deleted from <name> table because of the <value> Informix error message. This usually occurs when the user does not have the appropriate permissions. You can use the dbadmin utility to check


permissions. Consult your Informix error messages guide or run “finderr” from the shell for more information on the cause of the error.

Fatal Error: error initializing screen package: <name>, <errorcode>. Error message returned from main.c. The screen package could not be opened.

Fatal Error: error opening file in /tmp/deg*. Error message returned from main.c. The /tmp/deg* file either does not have the permissions set correctly or does not exist.

Fatal Error: fetch error on <file> at line <#> in file <name>. Status = <value>. Error message returned from dbget.ec. A fetch error occurred with the <file> table at line <#> in the file <name>, based on the <value> Informix error message. A fetch statement is used to retrieve the successive row of data from the select statement. Consult your Informix error message guide or run “finderr” from the shell for more information on the cause of the error.

Fatal Error: error in scr_get on main screen <name>, <errorcode>. Error message returned from queryscr.c. The main screen could not get the field <name>. Call your application coordinator.

Fatal Error: error in scr_get on main screen for taud <name>, <errorcode>. Error message returned from misc.c. The screen package could not properly work with the taud schema, because of the <error code> Informix error message. Consult your Informix error messages guide or run “finderr” from the shell for more information on the cause of the error.

Fatal Error: insert error on cwsubst_rec. Status = <value>, <name>, <errorcode>. Error message returned from dbget.ec. The cwsubset_rec table could not have a record inserted based on the <value> Informix error message. This usually occurs when the user does not have the appropriate permissions. You can use the dbadmin utility to check permissions. Consult your Informix error messages guide or run “finderr” from the shell for more information on the cause of the error.

Fatal Error: select error on crs_rec. Status = <value>, <name>, <errorcode>. Error message returned from dbget.ec. The crs_rec table could not be selected upon because of the <value> Informix error message. Consult your Informix error messages guide or run “finderr” from the shell for more information on the cause of the error.

Fatal Error: update error on <name>. Status = <value>. Error message returned from dbget.ec. A record could not be updated in <name> table because of the <value> Informix error message. This usually occurs when the user does not have the appropriate permissions. You can use the dbadmin utility to check permissions. Consult your Informix error message guide or run “finderr” from the shell for more information on the cause of the error.

Fetch error on <name> at line <#> in file <name>. Status = <sql #>, <name>, <sql#>. Error message returned from db.ec. A fetch error occurred in the <name> table at line <#> in file <name>, based on the <sql #> Informix error. A fetch statement is used to retrieve the successive row of data from the select statement. Consult your Informix error message guide or run “finderr” from the shell for more information on the cause of the error.

Insert error on subaud_table , Status = <value>, <name>, <sql#>. Error message returned from db.ec. The subaudit_table table could not have a record inserted based on the <value> Informix error. This usually occurs when the user does not have the appropriate permissions. Use dbadmin to check permissions. Consult your Informix error message guide or run “finderr” from the shell for more information on the cause of the error.

Prepare error on <name>, Status = <sql#>.


Error message returned from db.ec. A prepare error occurred on the <name> table, based on the <sql #> Informix error. A prepare statement is used mainly to create an SQL statement dynamically. Consult your Informix error messages guide or run “finderr” from the shell for more information on the cause of the error.


Error and Crash Recovery Procedures

Introduction The procedures to recover from a crash are organized by the seriousness of the error.

Core Dump Recovery The following procedure describes the steps to recover from a core dump of a program.

1. Access the program screens directory for the program.

Example: % cd $CARSPATH/modules/degaud/progscr/degaud

2. Reinstall each program screen file.

Example: % make reinstall F=<filename>

Note: You can also reinstall all of the screens by entering the following:

% make reinstall F=all

3. Attempt to execute the program. Did the reinstall of the program screens fix the error? • If yes, you are done. • If no, go to step 4.

4. Access the source code directory of the program.

Example: % cd/$CARSPATH/ src/degaud/degaud

5. Reinstall the source code for the program.

Example: % make reinstall

6. Attempt to execute the program. Did the reinstall of the program source code fix the error? • If yes, you are done. • If no, go to step 7.

7. In the source code for the program, delete the old compiled code for the program.

Example: % make cleanup

8. Reinstall the program source code.

Example: % make reinstall

9. Attempt to execute the program. Did the deletion of the old code and reinstallation of the program source code fix the error?

• If yes, you are done. • If no, go to step 10.

10. Review the libraries for the program. In the source code for the program, review the file, Makefile. In the file, search for the parameter, ADDLIBS, which identifies the libraries that you must reinstall.

Example: % vi Makefile

/ADDLIBS

11. Reinstall the libraries for the program and reinstall the source for the program.

Example: % cd <to appropriate library>

% make reinstall

% cd/$CARSPATH/regist/stuentry


% make reinstall

Note: You must reinstall the source program to include any library changes.

12. Attempt to execute the program. Did the reinstallation of the libraries for the program fix the error?

• If yes, you are done. • If no, call Jenzabar, Inc. Support Services.

Degree Audit 145 Index

INDEX

A accessing

menu source files, 64 schemas, 27 Student Audit screen, 61

ACE reports, 73 adding subaudits, 135 application library

Libaud, 14 audctc program

files, 41 parameters, 44 process flow, 42

audent program process flow, 48 screens, 50

audit code defining, 107

Audit Contact program, 41 Audit Criteria record. See Criteria record Audit Entry program, 47 audit factor, 11, 101

processing, 14 audit form code, 121 audit form screens, 120 Audit Form table, 120 Audit Group table

field descriptions, 83 purpose, 83

Audit Permission table field descriptions, 84 purpose, 84

Audit Requirement record field descriptions, 85 purpose, 85 setup, 85

Audit Sequence record field descriptions, 87 purpose, 87

Audit table creating, 132

Audit Table field descriptions, 89

audits output, 9 specifications, 113

audits types. See subaudits

B Begin Date, 18

block transfers using dummy course numbers to accept, 133

C catalog codes, 107 certification subaudit codes, 110 codes

audit criteria, 110 audit form, 121 audit requirement, 110 audit sequence, 110 audit subcriteria, 110 catalog, 107 certification subaudit, 110 concentration subaudit, 109 defining, 107 degree, 107 elective subaudit, 110 major subaudit, 109 minor subaudit, 109 overall subaudit, 108 print priority, 111 process priority, 111 subaudit, 108

columns table, 23

comment policies, 77 comments

creating, 106 unique, 106

completion range, 16 concentration subaudit codes, 109 conventions, 3 core dump, recovery, 142 Counting table

considerations, 11 processing, 14 required fields, 101

Course Work Substitution record field descriptions, 90 purpose, 90

crash recovery, 142 creating

audit comments, 106 audit tables, 130, 132

criteria, 16 codes, 110 completion, 17, 19 evaluation, 16, 17 matching courses, 17 matching exams, 17 multiple combinations, 16

Index 146 Degree Audit

negation, 19 specifications, 18, 115

Criteria record field descriptions, 80 setup, 80

Csh scripts, 72 customization

Degree Audit, 75 screen changes, 1

D data dictionary, 27 data flow diagrams. See also process flow

audit tables, 130 subcriteria records, 131

dec.h files, 37 def.c files, 37–39

example, 38 defining

audit codes, 107 codes, 108 Degree Audit, 9

definition files. See def.c definitions

SQL tables, 23 tables, records, 27

degaud program parameters, 54 process flow, 52 purpose, 51 screens, 56

Degree Audit definition, 9 implementing, 75 process flow, 12 purpose, 9

Degree Audit Contact Table screen, 70 Degree Audit Form table

field descriptions, 91 purpose, 91

Degree Audit Form Table screen, 70

Degree Audit Permissions Table screen, 70 degree codes, 107 deleting subaudits, 135 diagrams. See data flow diagrams directory paths, 63 dmls, 37 dmlts, 37 dmms, 37 documents, related, 2 dummy course numbers

purpose, 133 duplicate courses, 19 duplication policies, 77

E electives

specifications, 20 subaudit, 10 subaudit codes, 110

enabling macros, 33

Entity Relationship Diagram, 26 errors

fatal, 137 recovery procedures, 142 serious, 138

evaluating criteria, 16 electives, 20 overall subaudits, 14 pre-transfer work, 20 requirements, 15 sequences, 16 subaudits, 14 subcriteria, 18

exam table, score number fields, 100

F fatal errors, 137 field descriptions

Audit Group table, 83 Audit Permission table, 84 Audit Requirement record, 85 Audit Sequence record, 87 Audit Table, 89 Course Work Substitution record, 90 Criteria record, 80 Degree Audit Form table, 91 Subaudit table, 95 Subcriteria record, 99

files dec.h, 37 def.c, 37–39 mac.h, 37, 39

G general subaudit, 9 glossary entries

additional information, 2 Grade table


GUI screens GUI format, 1

H hours factor, 11


I idsdef file

to disable sticky ID, 119 implementing

order for tables/records, 79 include file

macros in, 36 includes

definition of, 36 locating, 36

initialization parameter, 20 installing Degree Audit, 75 interrelationships

CX Products, 21 macros and includes, 33 process flow, 13 table and record, 26

L Libaud, 14 library

Libaud, 14 locating

includes, 36 macros, 33

login file to set up Student Interactive Degree Audit,

119

M mac.h files, 37, 39 macros

definition of, 33 enabling, 33 in include file, 36 list of, 34, 35 locating, 33

maintenance procedures, 135 major subaudit, 10 MAKE processor, 33 manual

conventions, 3 intended audience, 1 purpose, 1

maximum courses, 16, 19 hours, 16, 19 low grade, 19

menuopts. See menus menus

source files, 64 menusrc. See menus minimum

courses, 16

grade check, 11, 18 hours, 16

Minimum Grade Check, 55

minor subaudit, 10 minor subaudit codes, 109 modifying

audit form screens, 120 audit output, 121

condensing, 122 output, 120

N negating

criteria, 19 non-overall

requirements, 15 subaudits, 14, 15

O output, 9

audit form screens, 120 requirement statistics, 120

output formats, modifying, 103 overall

requirements, 15 subaudit, 9 subaudits, 14, 15

P parameters

Audit Contact, 44 Audit Entry, 49 degaud, 54 high grade, 17 initialization, 20 Student Audit, 60

Password window, 61 PERFORM screens, 70 permissions

policies, 77 pointers

form and sqlda, 37 policies

comments, 77 duplication, 77 institutional, 77 reusing courses, 77 student access, 77 user permissions, 77

print priority codes, 111 printing

audit output, 120 comments, 77, 106

process flow


audctc program, 42 audent program, 48 degaud program, 52 Degree Audit, 12 interrelationships, 13

process priority codes, 111 processing

audits, 9, 20 criteria, 14

Profile record required fields, 102

program code, 14 program screen files, 103 programs

Audit Contact, 41 Audit Entry, 47 Degree Audit, 51

purpose Degree Audit, 9 dummy course numbers, 133 user guide, 1

R range

for completing audits, 16 record maintenance

Audit Requirement, 85 Audit Sequence, 87 Course Work Substitution, 90 Criteria, 80 Subcriteria, 99

records, 27–28. See also tables Audit Sequence, 87 Course, 20 Course Work, 19, 20, 54 Course Work Substitution, 19 Course Work Substitution, processing, 14 Course Work, processing, 14 Criteria, 18, 19

codes, 110 specifications, 115

Criteria, completion, 17 Criteria, dup field, 19 Criteria, matching, 17 Exam, 20 Exam, matching, 17 Exam, processing, 14 field descriptions, 27 implementing, 79 Pre-transfer Course Work, 20 Profile, optional fields, 101 Program Enrollment, 54 Requirement, 15, 20


reviewing values, 79 Sequence, 20


setting up, 79 Student Academic, 54 Subcriteria, 18


recovery procedures, 142 references. See documents, related related documents, 2 related products, 21 Repeat table


reports, list of ACE, 73 requirement codes, 110 requirements

completion, 15 evaluation, 15

reuse logic, 19 reusing courses, 77 rows

table, 23 run time parameters. See parameters. See

parameters

S schemas, 27 score number fields, exam table, 100 screen differences

from customizations, 1 screens

audent program, 50 audit output forms, 120 Contact Table, 70 degaud program, 56 Form Table, 70 GUI format, 1 Password window, 61 PERFORM, 70 Permissions Table, 70 requirement statistics output, 120 Student Audit, 61 Student Interactive Degree Audit, 61

scripts Csh, 72 SQL, 71

sequence codes, 110 sequences

completion, 16 evaluation, 16 specifications, 16, 114


serious errors, 138 setting up

Audit Requirement record, 85 Course Work Substitution record, 90 Criteria record, 80 Degree Audit Form table, 91 Subaudit Table, 95 tables/records, 79

setup worksheets, 123

special considerations for using Degree Audit, 11

specifications non-overall course criteria, 115 non-overall course subcriteria, 116 non-overall exam criteria, 115 non-overall exam subcriteria, 116 non-overall requirement, 114 non-overall sequence, 114 non-overall subaudit, 113 overall subaudit, 113

SQL scripts, 71 table definition, 23

sticky ID, 119 student access

policies, 77 Student Affairs/Housing

required tables, records, 25 Student Interactive Degree Audit

setup, 119 Student Interactive Degree Audit screen, 61 subaudit

adding, 135 certification codes, 110 code definition, 107, 108 codes, 108 completion, 14 concentration codes, 109 deleting, 135 elective, 10 elective codes, 110 evaluation, 14 general, 9 major, 10 minor, 10 minor codes, 109 other, 10 overall, 9 reuse flag, 19 specifications, 113 types, 9, 95

Subaudit Selection Requirements Table screen, 70

Subaudit table field descriptions, 95

purpose, 95 subaudits

specifications, 113 subaudits, grouping, 83 subcriteria

codes, 110 evaluation, 18 specifications, 116

Subcriteria record field descriptions, 99 purpose, 99

syntax schema names, 27

T table maintenance

Audit Group, 83 Audit Permission, 84 Degree Audit Form, 91 Subaudit table, 95

tables, 27–28. See also records Audit, 89 Audit Form, 20, 121 columns, 23 Counting, 11 Counting, required fields, 101 creating, 130 Degree Audit Form, 91 field descriptions, 27 Grade, 11, 18, 55 Grade, required fields, 101 implementing, 79 Repeat, 11 Repeat, required fields, 101 required tables, 25 reviewing values, 79 rows, 23 setting up, 79 shared tables, 24 Subaudit, 18, 20, 113 Subaudit specifications, 113 Subaudit, elective field, 20 Subaudit, reuse value, 19

Tables common tables, 24 Degree Audit tables, 25

terminology additional information, 2

transfer courses accepting courses with no equivalents, 133

types of subaudits, 9, 95

U UNIX

table names, 27


unused courses, 20 use by students

policies, 77 user permissions

policies, 77 using

dummy course numbers, 133 using Degree Audit

Audit Form table, 20 requirements, 10 special considerations, 11

W worksheets for setup, 123