Electronic Transcript Load Decision window

SHATAEQ will recognize if an electronic transcript (EDI or XML) exists for the ID and transfer institution entered in the Key block. If a next section is performed from the Key block, and transfer work already exists in academic history for that transfer institution, the message *ERROR* History defined for institution, can only use Equivalent Rollback ** will display. After unrolling the transfer work from history, when the user goes to the next section after entering Key block data, the message Student has an Electronic Transcript waiting to be loaded. Proceed to Load Decision window? will display when a transcript is ready to be loaded.

If you try to access the Electronic Transcript Load Decision window when no transcripts are waiting to be loaded for the ID in the Key block, the message Student has no Electronic Transcript waiting to be loaded is displayed.

When the Student has an Electronic Transcript waiting to be loaded. Proceed to Load Decision window? is displayed, you may choose to either ignore the electronic transcript by selecting No or to upload the transcript by selecting Yes. When Yes is selected, the user is taken directly to the Electronic Transcript Load Decision window. When No is selected, the data section in the main window is populated with the records for the ID, institution, and program in the Key block. The user can review the records and then access the Electronic Transcript Load Decision window from the Options Menu using the Load EDI/XML Transcript option. If you choose to access the Electronic Transcript Load Decision window, and you do not want to load the transcript at this time, the Use Electronic Version indicator should not be checked, and go to the next section should be performed, or the Return button may be selected to return to the main window.

If the transfer work should be loaded from the existing electronic transcript, existing work that has been unrolled from history can be retained by selecting the status to be retained though the use of status checkboxes. The Override Edit, Successful, No Equivalent, and Manual checkboxes are used to retain articulation statuses (whether set manually or by the system) when transcripts are loaded, for records where the Articulate Ind(icator) is set to Override Edit, Successful, No Equivalent, and Manual. These checkboxes can be set in any combination. One or all can be used.

When a status indicator is checked, articulation records for a course with an articulation status equal to the indicator are not overridden by incoming equivalent coursework when the transcript is loaded. When an indicator is not checked, incoming equivalent coursework that matches existing coursework takes precedence and overwrites the existing manually entered coursework.

Note: When transfer courses are loaded, and a new incoming transfer course matches an existing course, but the credit hours, grade, and course title are different, the existing record is updated for those data items.

If no statuses are selected, the existing work will be completely replaced by the upload of the electronic transcript data. To assist in determining if this replacement is appropriate, the electronic transcript can be viewed before being loaded by selecting the View Transcript Detail item in the Options Menu or performing an Edit function.

Before uploading transcript data, you must specify if the work should be loaded to one attendance period, or to multiple distinct attendance periods. If the work should be loaded to only one attendance period, you must manually build the transfer header record for the institution, specifying attendance period one (1). An attendance period of one (1) is required to upload the transfer work to a single term. If attendance period one (1) does not exist for the institution in the Key block, the message *ERROR* Must create attendance per 1 for this institution, press HELP to define will display.

Performing a Help function or selecting Transfer Course Detail from the Options Menu will call the Transfer Course (SHATRNS) page, where the institution and attendance period can be defined. If the transfer institution and attendance period one (1) have been defined, selecting Load Transcript Detail from the Options Menu or using go to the next section from the window will initiate the upload of the transcript data to that single attendance period. Initially the message Loading Data into Single Attendance Period will display, which will require an acknowledgment from you. When the upload is complete, the message Done Loading Data into Single Attendance Period will display.

If the transfer work should be loaded to multiple attendance periods, check the Create Multiple Attendance Periods box, and select Load Transcript Detail from the Options Menu or go to the next section. The process will automatically build the required data on SHATRNS as part of uploading the work to multiple attendance periods. Initially the message Loading Data into Multiple Attendance Periods will display, which will require an acknowledgment from you. When the upload is complete, the message Done Loading Data into Multiple Attendance Periods will display. Use the Transfer Effective Term Code Maintenance (SHADRTM) page to determine the appropriate Banner effective terms to associate the transfer work with. If effective terms are not built on SHADRTM for that institution, STVTERM will be used to determine the appropriate Banner page.

Fields	Descriptions
Use Electronic Version	Use this check box to upload the electronic transcript or to ignore the electronic transcript. If you do not want to load the electronic transcript, the Use Electronic Version box should be unchecked.
Create Multiple Attendance Periods	If the transfer work should be loaded to multiple attendance periods, check the Create Multiple Attendance Periods box, and select Load Transcript Detail from the Options Menu or go to the next section. The process will automatically build the required data on SHATRNS as part of uploading the work to multiple attendance periods.
Respect existing articulations for: Override Edit	Check box used to indicate whether articulated records with a status of Override Edit should be preserved or overwritten when new electronic transcript data is loaded.
Respect existing articulations for: Successful	Check box used to indicate whether articulated records with a status of Successful should be preserved or overwritten when new electronic transcript data is loaded.
Respect existing articulations for: No Equivalent	Check box used to indicate whether articulated records with a status of No Equivalent should be preserved or overwritten when new electronic transcript data is loaded.
Respect existing articulations for: Manual	Check box used to indicate whether articulated records with a status of Manual should be preserved or overwritten when new electronic transcript data is loaded.

The following buttons are in this window.

Mouse	Keyboard	Result
View Transcript (Data/No Data)	Edit	Student Transcript display
Load Transcript (Mainten-ance)	next section	Initiate upload of transcript data