Signature Collection - Central New Mexico Community College



Dean’s List NotificationOverview of the Dean’s List NotificationPurpose: To notify the students of their excellent academic performance in making the Dean’s List. The Dean’s List is compiled after each Fall, Spring, and Summer term, at which time the students are notified. CNM Way Expert: The Academic Affairs Executive Support Specialist (AAESS)Functional Units Involved: Office of the Vice President for Academic Affairs.Beginning of Process: Two to three weeks after the grades are posted in myCNM, the AAESS runs the BANNER report that reflects students who have met the following criteria:have completed 12 or more credit hours with traditional grades during the termhave achieved a term GPA of 3.5 or higherEnd of Process: Students are notified through their myCNM account email with a printable letter attached.Definitions: GPA:Grade Point AverageBANNER:Student information system softwareTerm:CNM has three terms per academic year – Fall, Spring, SummerSHRASTD:BANNER code for location of relevant informationProcess: Running BANNER Report which reflects students who have made the Dean’s List and emailing the Dean’s List letter(s).The SHRASTD process updates the Dean’s List columns in the appropriate tables for students who meet the criteria for the Dean’s List, and needs to be run before emails are sent. Thus, please check with Enrollment Services Sr. Business Systems Analyst and ensure that the process has been run for the semester in which the Dean’s List emails are to be sent. Term codes are constructed from the academic year (i.e., 2018 for academic year starting in fall of 2018, thru spring, and summer of 2019) and a 2-digit code for the semester. Fall semester is indicated by ‘70’, while spring is ‘80’, and summer is ‘90’. Thus, Fall Semester of academic year 2018-2019 is indicated by 201870, while Spring Semester is 201880, and Summer is 201890.It is standard in job submission jobs such as this to run the process first in audit mode (Run Mode = ‘A’) to view a listing before other actions (e.g., deletion of table rows, sending of emails) are taken. Running in update mode (Run Mode = ‘U’) performs the action, which in this case means sending emails. Thus, these instructions have 2 parts, the first for viewing those students who are on the Dean’s List for a given term code (i.e., semester), and second emailing of the Dean’s List letters.To view an individual student or list of students on the Dean’s List for a given semester, perform the following steps:1. Sign-on to Internet Native Banner.2. Enter SZR_DEANSLIST in the Go To… field, and press <Enter>. 3. At the Process Submission Controls form, move to the Printer Control block by holding down the Ctrl key and pressing PageDown, and enter DATABASE in the Printer: field. 4. Move to the Parameter Values block (Ctrl/PageDown) and, in the Parameter 01 field, enter either the 9-digit student id of an individual student to receive a Dean’s List letter (usually only for re-sends) or A for all students who are on the Dean’s List.5. Use the down arrow to mover to Parameter 02, and the appropriate term code (e.g., 201308 for Spring 2014). 6. Use the down arrow to move to Parameter 03, and enter “A” (for Audit).7. Move to the Submission block (Ctrl/PageDown), and click-on the Save Parameter Set as box, then run the process by pressing F10 (the Name: and Description: fields do not need to be completed). A pop-up will appear that says “Saving current parameter values as user level defaults”; simply click the OK button. Also, note the 7-digit suffix number of the output file in the lower left hand corner of the screen (e.g., the 2023177 in szr_deanslist_2023177.lis).8. Click on the Options item on the top tool bar, and click on Review Output from the drop-down menu.9. Double-click in the File Name: field to view the output files. Double-click on the .lis file to view students who made the Dean’s List for the given semester. To leave the form, click-on the X on the form tool bar. Note: A pop-up window that displays the message “*ERROR* Process does not exist in the database” indicates that the process is still running; simply wait for a time and re-do this step.10. The listing from Step 9 will be emailed for loading into software that allows for searching (e.g., MS Notepad).11. Enrollment Services Sr. Business Systems Analyst can be contacted for help in determining if the students on the .lis file should be receiving a Dean’s List letter.After the student(s) has been checked, perform the following steps to email the Dean’s List letter(s):1. Sign-on to Internet Native Banner.2. Enter SZR_DEANSLIST in the Go To… field, and press <Enter>. 3. At the Process Submission Controls form, move to the Printer Control block by holding down the Ctrl key and pressing PageDown, and enter DATABASE in the Printer: field. Tab over to the Special Print: field and enter DeansListLtr.4. Move to the Parameter Values block (Ctrl/PageDown), and check to ensure that the same value (either student id or A) entered in Step 4 above is still present in Parameter 01. 5. Use the down arrow to move to Parameter 02 and ensure the appropriate term code is still present. 6. Use the down arrow to move to Parameter 03, and enter “U” (for Update). NOTE: This is very important; if a Special Print: is entered and this parameter is not “U”, the email(s) WILL NOT be sent properly.7. Move to the Submission block (Ctrl/PageDown), and run the process by pressing F10. Note the 7-digit suffix number of the output file in the lower left hand corner of the screen (e.g., the2023177 in szr_deanslist_2023177.lis).8. Click on the Options item on the top tool bar, and click on Review Output from the drop-down menu.9. Double-click in the File Name: field to view the output files. Double-click on the .log file to view the results of the process. To leave the form, click-on the X on the form tool bar. Note: A pop-up window that displays the message “*ERROR* Process does not exist in the database” indicates that the process is still running; simply wait for a time and re-do this step.10. The listing from Step 9 will be emailed.11. If there are no errors in the log file, the Dean’s List emails have been sent.Signature Collection The electronic signature of the Academic Affairs Vice President is embedded in the email and printable letter.Activity Tracked/ResultsNumber of students who make the Dean’s List is reported by the AAESS to the Vice President Academic Affairs. ................
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