Degree Works Scribing Basics A HowTo Outline SIG

Degree Works Scribing Basics: A “How-To” Outline SIG Confidential - Revised 03/14

The True Purpose of Scribe Proper and Effective Scribing Provides Readable and Useful Advice on the Web for… �Students �Advisers �Faculty �Staff �Applicants/Potential Students SIG Confidential (Rev 03/14) 2

Scribe Processes Parser Engine (DAP 13) Validates requirement blocks, individually and in batch, assuring they are syntactically correct See UCX CFG 020 DAP 13 settings in Surecode, which influence how it operates Parse Requirements Processor (DAP 16) Parses all requirement blocks and inserts course equivalents information; output viewable with Diagnostics Report Auditor Engine (DAP 14) Evaluates the student course data against the appropriate requirement blocks See UCX CFG 020 DAP 14 settings in Surecode, which influence how it operates Output Engine (DAP 15) Interprets audit results and produces printed and online advising worksheets SIG Confidential (Rev 03/14) 3

Daily Tasks for Scribe Scheduled Daily Tasks bannerextract course webrestart bannerextract equiv seed CPA tables* dap 16 all (after equiv) rmoldfiles ucx 12 job logdebugrmoldfiles bannerextract advisor dgwspool bannerextract student rmoldfiles data daprestart *If CPA reporting is enabled, determine a methodology for refreshing these data using any of several Ellucian scripts (see Degree Works Advanced Reporting with CPA and SEP Technical) SIG Confidential (Rev 03/14) 4

Scribe and Blocks Scribe stores rules as ‘Blocks’ Blocks can be of two types: Blocktype – names pre-defined by the Scribe language (Degree, Major, Minor, etc. ) Block - a uniquely named value (OTHER=CORE or Major=ENGL) All Blocks include tags indicating the type of Block and what Catalog Year range its rules were/are active Optional secondary tags can be added to blocks SIG Confidential (Rev 03/14) 5

How Blocks are Stored SIG Confidential (Rev 03/14) 6

Block Structure Blocks consist of two parts: A Header, containing Qualifiers applying to the Block as a whole or, if starting Block, then all following Blocks A Body containing rules for the Block There are Blocks for Degrees, Majors, Minors, Programs, Concentrations, General Education, etc. …. and they all interact based on student data. SIG Confidential (Rev 03/14) 7

Block Structure Header Qualifier Rules SIG Confidential (Rev 03/14) 8

The Auditor Engine Gets Data Obtain goals from each student record (SORLCUR and SORLFOS in Banner®) Degree, Major, Minor, etc. , with catalog years for each Match these goals to Block tags and gather all graduation rules Blocks can call other Blocks so there is no limit to how rules are assembled Once all Blocks are gathered, compare rules to all parts of academic history taken from Banner SIG Confidential (Rev 03/14) 9

Getting What’s Needed Scribed Blocks Student Goals ID 87230612 Degree BA 20062007 Major BUSA 20062007 Major MATH 20082009 Minor STAT 20092010 Audit Results Get Academic History Degree. BA 20012005 Degree. BA 20062007 Degree. BA 20089999 Degree. BM 20012007 Degree. BM 20089999 Degree. BS 19952002 Degree. BS 20039999 Major. BUSA 19972001 Major. BUSA 20022004 Major. BUSA 20052007 Major. BUSA 20089999 Major. MATH 19959999 Minor. STAT 20032004 Minor. STAT 20052006 Minor. STAT 20072008 Minor. STAT 20099999 SIG Confidential (Rev 03/14) 10

Building Your Blocks Start With Your Catalogs and Advising Worksheets Gather, Organize, Cross-Reference SIG Confidential (Rev 03/14) 11

Vet All Rules…and Do It Well Analyze Your Academic Regulations Gather Source Material and Thoroughly Inventory Clarify Ambiguities in Your Source Documents Create a Spreadsheet & Track All Blocks Degree Blocks Major Blocks Minor Blocks Concentration Blocks College Blocks School Blocks Program Blocks Other Blocks (i. e. General Education, Core, Distribution Requirements) Define Special Regulations Class and Student Attributes Non. Course Requirements Test Scores If…Else Rules Placement/Remedial Advice Custom Data Values From Banner SIG Confidential (Rev 03/14) 12

Saving Blocks Create a Key Structure for Saving Blocks Record Source References Using Hidden Comments (# or !) Sample for a Major in Computer Science Key: MAJOR CS 2009: 9999 Reference Information Block. Type & Key Values MUST appear on second line ##XYZ College ##MAJOR=CS ##Major in Computer Science ##2010 -9999 ##2009 -2010 catalog (pg. 64) SIG Confidential (Rev 03/14) 13

Sample Block - Concentration Header Qualifiers These Apply to All Rules in the Block If Starting Block, Then They Apply Across All Blocks Normally Stacked Note Qualifier Tags Rules Every Rule Must Have a Label Tag Sub. Set Used for Grouping Rules Under an Extra Label Qualifiers Can Be Defined for Single Rules or for Group as a Whole Labels on Left of Worksheets Advice on Right of Worksheets Note Rule Qualifier Tag ##XYZ College ##CONC=UARA ##Concentration in Painting ##2012 -2013 catalog (pg. 38) BEGIN 15 Credits Min. GPA 2. 0 Min. Res 9 Credits Tag=15 cr tag=min 2. 0 tag=minres 9 cr ; Internal Notes Not Shown In Worksheets Follow This Format Max. Pass. Fail 0 Classes tag=Max. Pass. Fail 0 cr Begin. Sub Final Note 3 Credits in ARTS 250 Min. Grade 2. 0 tag=Min. Grade 2. 0 When Students Click on Label 1 W "Watercolor “; Disciplines/Numbers in Advising 3 Credits in ARTH 271 Worksheeets, Banner Data Is Label 2 HWAI "History of Western Art I "; Displayed in a Pop-Up 3 Credits in ARTS 301 Label 3 CT "Color Theory"; Course Description 2 Credits in ARTS 312 Pre/Co Regs Label 4 DII "Drawing II"; Attributes 2 Credits in ARTS 322 Schedule Info Label 5 PII "Painting II"; 2 Credits in ARTS 412 Label 6 ADP "Advanced Drawing and Painting "; End. Sub LABEL 7 PCR "PAINTING CONCENTRATION REQUIREMENTS (15 CREDITS)"; 1 BLOCKTYPE (MINOR) LABEL 8 CFM “See Courses for Minor”; END. This Block Calls Another Students With This Concentration Must Have a Minor SIG Confidential (Rev 03/14) 14

Labels and Label Tags Every Rule Must Have a Label 78 Character Limit 9 Credits in ACCT 3000: 4999 Label 1 AE “Accounting Electives at the 3000 or 4000 Level”; And, Every Label Must Have a Unique Tag Within the Block (label tag) 20 Character Limit; Never Change 9 Credits in ACCT 3000: 4000 Label 1 AE “Accounting Electives”; 6 Credits in FIN 2345, 3385, 3392, 4010, 4246 Label Fin. Elec “Finance Electives”; 9 Credits in MRKT 3577, 3641, 4322 Label 123456789 XYZ “Marketing Electives”; 9 Credits in MGNT 2222, 2677, 3185, 3655, 4215 Label 5. 32 ME “Management Electives”; SIG Confidential (Rev 03/14) 15

Label Tags Should Not Change Exceptions are Tied to Label Tags, and the BLOCK TYPE and BLOCK VALUE If Label Tags change, Exceptions unenforced, resulting in bad advice With 4. 1 release, new UCX-CFG 020 DAP 14 flag Apply Exception To Same Block If Block changes (RA number change), but BLOCKTYPE/VALUE remain the same, exceptions can follow Auditor needs to find rules in the new blocks with same Label Tags Exceptions apply to same rule in new blocks …as long as the Label Tags are the same SIG Confidential (Rev 03/14) 16

Labels and Label Tags With Release 4. 1. 0, Ellucian Recommends Every Label Tag Contain An Alpha Character SIG Recommended Standard –Sequential Number, Plus the First Alpha Characters from the Label Text 9 Credits in ACCT 3000: 4000 Label 1 AE “Accounting Electives”; 6 Credits in FIN 2345, 3385, 3392, 4010, 4246 Label 2 FE “Finance Electives”; 9 Credits in MRKT 3577, 3641, 4322 Label 3 ME “Marketing Electives”; 9 Credits in MGNT 2222, 2677, 3185, 3655, 4215 Label 4 ME “Management Electives”; SIG Confidential (Rev 03/14) 17

Catalog Year Changes – Example 1 RA 000124 OTHER=GENED 2003 -2011 1 Class in ENGL 109, 110, 111 Label JRCOMP “Junior Composition”; RA 000195 OTHER=GENED 2012 -9999 1 Class in ENGL 109, 110, 111, 112 Label JRCOMP “Junior Composition”; Exception made on first rule will now apply to same rule in new Block - RA 000195 SIG Confidential (Rev 03/14) 18

Catalog Year Changes – Example 2 RA 000151 MAJOR=BUS 2003 -2011 1 Class in MGMT 354, 355 Label 2 PM “Principles of Mgmt”; RA 000203 MAJOR=BUS 2012 -9999 1 Class in MGMT 354, 355, 390 Label 2 PM “Principles of Management”; Exception made on first rule will now apply to same rule in new Block - RA 000203 SIG Confidential (Rev 03/14) 19

Final Notations – Who, When, What All Blocks Should End With a Change Log Like the Following Change Logs Let Others Know Who Made Changes, When Those Changes Were Made, and Why They Were Made ////////////// Change Log //////////////////// Date Who Description #LOG 01/01/2010 JAC Initial block creation #LOG 05/15/2010 JAC Revised MATH sequence #LOG 09/20/2011 EAS Revised Label 10 /////////////////////////////////////////// SIG Confidential (Rev 03/14) 20

Scribed Rules On The Web Scribed rule labels Includes a subset (upper case label) Rules that are complete Checkmarks and details for courses applied against each rule Advice for incomplete rules No checkmarks; classes that fulfill rules; hovering links to Banner SIG Confidential (Rev 03/14) 21

Basic Scribe Operators Wildcard @ ACCT @ (ANY Course with subject code equal to ACCT) @ 1@ (ANY course at the 100 level—ACCT 111, BUSA 123, ECON 199…) ACCT 2@ (ANY 200 Level ACCT Course: ACCT 200, 211, 251, 29 A) ACCT @5 (ANY ACCT course that ends in 5: ACCT 125, 155, 295…) OR comma , or the word OR ACCT 100, 101, 192 (may take ACCT 100 or 101 or 192) AND plus sign + or the word AND ACCT 141+142 (must take ACCT 141 and 142) Ranges colon : ACCT 100: 199 (may take any ACCT course from 100 through 199) SIG Confidential (Rev 03/14) 22

Header Qualifiers Apply To All Rules Qualifiers are defined in Block Headers and apply to ALL following rules in a block, unless Starting block, where they apply across ALL following blocks. Check the CFG 020 DAP 14 “Check Tiebreak First” flag for Max headers. 30 Credits Last. Res 20 Credits Min. Res 25 Credits Proxy-Advice “You must take 25 credits in residence. “ Max. Credits 6 in PE 13@, 14@ ## Auditor will kick out any PE credits over 6 to Over the Limit/Not Counted Max. Transfer 30 Credits ## Auditor will kick out any transfer credits over 30 Min. Credits 40 in @ 3@, 4@ Proxy-Advice "A minimum of 40 credits in 300 and 400 level courses are” Proxy-Advice “required. You currently have <APPLIED>, you still need” Proxy-Advice “<NEEDED> more credits. “ Min. Term 6 Credits in MUS @ Proxy-Advice "You need to take 6 credits in MUS courses for each term. " SIG Confidential (Rev 03/14) 23

Header Qualifiers Apply To All Rules Header Qualifiers can now have labels, which become ‘checkboxes’ and requirements within the audit worksheet. Min. GPA 2. 0 Proxy-Advice “A minimum 2. 0 GPA is required. Your” Proxy-Advice “current GPA is <APPLIED>. ” Label mingpa 2 “Minimum 2. 0 GPA Requirement” Min. Res 40 Credits Proxy-Advice “ 40 Credits in residence is required. You” Proxy-Advice “currently have <APPLIED>, you still” Proxy-Advice “need <NEEDED>. ” Label minres 40 “Minimum 40 Credits Residency Requirement” SIG Confidential (Rev 03/14) 24

Simple Rules are defined in Blocks for each graduation requirement: 6 Credits in ACCT 202, 203, 250, 355, 366, 367 Label 23. 6 AEC “Accounting Elective Courses - Select 2"; 1 Block (OTHER=GENED) Label 4 SGERW “See General Education Requirements "; Begin. Sub 3 Credits in ARTS 250 Label 1 W "Watercolor“; 3 Credits in ARTH 271 Label 2 HWA "History of Western Art I"; 3 Credits in ARTS 301 Min. Grade 3. 0 Label 20 CT "Color Theory "; End. Sub Min. Grade 2. 0 tag=Min. Grade 2. 0 LABEL ENDSUB 1 "PAINTING CONCENTRATION REQUIREMENTS (9 CREDITS)"; SIG Confidential (Rev 03/14) 25

Simple Rules Class Rules vs. Credits Rules CLASS rules are a good option to allow lesser credit transfer courses to apply without the need to adjust CREDIT HEADER qualifiers. Eliminates the need for “Allow” operators and exceptions on transfer credit. Not a good fit for blocks with overall credit requirements. 1 Class in ACCT 101 Label 22 IA “Introduction to Accounting”; CREDITS rules are a good option when a block MUST contain a specified credit value for rules and overall fulfillment. 9 Credits ; 4 Credits in ACCT 101 Label 1 IA “Introduction to Accounting”; 5 Credits in MATH 321 Label 2 C “Calculus I”; SIG Confidential (Rev 03/14) 26

Rule Qualifiers Apply To Individual Rules Rule Qualifiers are defined in in a rule apply to individual requirements. ##ACCT 101 must have a grade of C or better 1 Class in ACCT 101 Min. Grade 2. 0 tag=acct 101 Label 1 IA “Intro to Accounting”; ##Minimum 1 class from each discipline (MUST take 1 class in CS and 1 class in ITM) 3 Classes in CS 201, 202, 203, 205, ITM 301, 204 Min. Spread 2 tag=csitm Label 22 CCCI “Choose 3 Classes: 1 from CS & 1 from ITM”; ##Must take 2 classes from ONE discipline 2 Classes in FREN 101, 102, 201, 202, GERM 101, 102, 201, 202, ITAL 101, 102, 201, 202, SPAN 101, 102, 201, 202 Max. Spread 1 tag=forlangreq Label 3 FLR “Foreign Language Requirement – Complete 2 Classes from One Language”; SIG Confidential (Rev 03/14) 27

Qualifier Tags New with 4. 1. 1, Header Qualifiers MAY Have a Tag; Repeatable Header & Rule Qualifiers MUST Have a Tag Helps mitigate ‘unhooked’ exceptions on HEADER qualifiers of the same type (two Min. Credits headers) No ‘tag’ needed when using Label tags Begin 60 Credits Min. Credits 6 in @ 591 Tag=mincredits 6 Min. Credits 40 in @ 3@, 4@ Tag=mincredits 4034 Min. Res 40 Credits Proxy-Advice “Minimum 40 credits in residence needed” Label minres 40 “Minimum Residency Requirement” ; Allows exceptions on RULE qualifiers 1 Class in ACCT 101 Min. Grade 2. 0 tag=mingrade 2 Label 1 IA “Intro to Accounting”; SIG Confidential (Rev 03/14) 28

More Complex Rules are defined for each graduation requirement and can be very complex: If (ENGL 222 was Passed or ENGL 225 was Passed) Then Rule-Complete Label 1 ENR “ENGL 375 Not Required” Else 1 Class in ENGL 375 Label 2 AC “Expository Writing”; 9 Credits in ACNT 1000: 9999 Except ACNT 1303, 1304 Label “Choose 9 Credits of Accounting”; 1 Group in (2 Classes in BNKG 1002 + 1043 Label "Principles of Banking & Banking Laws") or (1 Class in BNKG 1340 Label 5. 1 MFM "Money & Financial Markets") LABEL 6 BO "BANKING OPTION") OR (2 Groups in (2 Classes in ACNT 1303 + 1304 Label 7 IA "Intro to Accounting I & II") or (6 Credits in ACNT 3000: 4999 Label 8 AAC "Advanced Accounting Courses") LABEL 9 AO "ACCOUNTING OPTION") LABEL 10 CBA "CHOOSE BANKING OR ACCOUNTING"; SIG Confidential (Rev 03/14) 29

Rules Not Related to Graduation ## Used to display a different Gen. Ed for What If page If (Audit. Action = "WHATIF" and CONC=TRGE) Then 1 Block (OTHER=TRF_GENED) Label 1 CR “Transfer Gen Ed Requirements" Else 1 Block (OTHER=GE) Label 2 MR “Gen Ed Requirements"; ## Used for Students Missing Major Blocks ## If (Number. Of. Majors<1) Then Rule. Incomplete Proxy-Advice “Your Major information must be updated to use Degree Works. ” Proxy-Advice “Contact your advisor for more information. ” Label 5 MRNA “Major Requirements Not Available” Else 1 Block. Type (MAJOR) Label 6 MR “Major Requirements”; SIG Confidential (Rev 03/14) 30

Scribing May Vary Some Header Qualifiers (and rules) can be written using alternate methods for non-standard or problematic data. Max. Pass. Fail 10 Credits - OR Max. Credits 10 in @ (with DWGrade. Letter=P) Max. Transfer 15 Classes - OR Max. Classes 15 in @ (with DWTransfer=Y) 1 Class in MATH 1314 Min. Grade 2. 0 Label “Math 1314”; -OR 1 Class in MATH 1314 (with DWGrade. Number>=2. 0 or DWGrade. Letter=“TC” or DWGrade. Letter=“TB” or DWGrade. Letter=“TA”) Label “MATH 1314”; SIG Confidential (Rev 03/14) 31

Are Your UCX Tables Ready? Build and Edit Related UCX Tables in Degree Works Roll Banner Validation Tables � ban 44 UCX (RAD 30 UCX) populates applicable student data UCX tables from Banner � Completed during install, extract will overwrite existing entries or add deleted entries (e. g. , cleaned up major, degree, etc. UCX tables) � Review Banner Technical guide to extract single tables from Banner to Degree Works if needed Use Transit for Administrative Tasks � UCX 12 job to refresh PC Tools pick lists � Daprestart/webrestart Use Surecode (dw. Shell) to Maintain UCX Tables SIG Confidential (Rev 03/14) 32

Get Going and Fire Up Scribe Start Scribing Your Rules for All Identified Blocks Use Local Mode to Experiment Define Your Options – Colors, Fonts, Etc. Tryout Copy and Paste Begin Using and Building Scribe Templates SIG Confidential (Rev 03/14) 33

Use ‘What If’ To Evaluate Your Work Edit Scribing, Checking for Accuracy …. and Content Remember, it’s the output that is most important! KISS Applies - Keep It Simple, Scribers Parse your blocks, correct errors, and reparse Save blocks to server Use the ‘What If’ tab to see your output on the Web Experiment, play around, have fun! Check advice Check labels Check courses applying to rules Check courses not applying to rules SIG Confidential (Rev 03/14) 34

Start Evaluating Your Output Roll a Subset of Student Data from Banner for Your Initial Testing (Transit RAD 30 STUDENT or bannerextract student) As you review things, keep readability in mind … KISS Applies - Keep It Simple, Scribers (do you see the pattern here? ) Review Worksheets in All Formats (Advice Only, Registrar Report, Registration Checklist) Begin Using the Diagnostics Report and Student Data Report – They will become trusted friends SIG Confidential (Rev 03/14) 35

Get Input From Others Edit Your Scribing and Rerun Audits Play With Some Advanced Options Proxy-Advice Rule. Complete Rule. Incomplete If … Else With Check Other Goals Using the ‘What If’ Tab Start Showing Your Output to Others - Listen for recommendations/critiques and anything you may have overlooked; remember output and readability, always keep your audience in mind. SIG Confidential (Rev 03/14) 36

Scribe Reports in Transit SIG Confidential (Rev 03/14) 37

Scribe Reports in Transit Number Report Name SCR 02 List blocks where Lists blocks where a given course is referenced is scribed List block primary tags Report for blocks where changes were made within a given date range List block primary and Detailed report of all scribe blocks secondary tags in DW database List block primary tags Scribe report of blocks by catalog and text year and type; output is actual scribed rules List block To-Do list Report of all blocks containing the reserved word TODO; TODO must be all caps and cannot be proceed by pound (#) symbol Course Subject Code & Number Start and end dates List block maintenance logs None SCR 05 SCR 06 SCR 07 SCR 09 SCR 08 SCR 10 Description Prompts No longer used (must use LOG reserved word without # symbol in maintenance log) Find blocks where this Report of all blocks containing TEXT is referenced specific text None Catalog Year and Block Type None Search text (case -sensitive, free form) SIG Confidential (Rev 03/14) 38