Create NSC Transmittal Files and Final Files Window

Group Box

Column/Description

Selected Years and Terms

The default is the Current Year from the REGISTRATION_CONFIG table. This data is editable and includes the Year and Term Codes and Term Begin and End Dates. If you want to change the selected Year and Term, click the Change... button.

Change... button

Click this button to open the Select Report Criteria window, which lists the Year and Term combinations displayed in the Selected Years and Terms group box. You can select a Year and Term from the Available Years and Terms.

NSC Create Criteria

FICE and Branch

Select the FICE and Branch for which you wish to do NSC reporting. The selected values are stored in NSLC_TRANS_HIST.NSL_FICE_CDE and NSLC_TRANS_HIST.NSL_BRANCH_CDE.

Academic Term

This editable year and term updates the NSLC_TRANS_HEADER.NSL_ACAD_TERM column. The default is the term that is sorted first in the Year Term drop-down list. If you are reporting multiple terms, you may wish to edit the value that the system defaults.

Certification Date

This is the date to use for this reporting cycle. The date is saved to NSLC_TRANS_HEADER.NSL_CERT_DTE and used on NSLC_TRANS_HIST.NSL_REPORT_DTE and NSL_CERT_DTE.

With each NSC report that you run, J1 Desktop will process all students with NSC Registration Transaction rows for the years and terms selected with an Enrollment Status Date that is less than or equal to the Certification Date you enter here.

Graduates Only Report

If you select this checkbox:

· The Academic Term is populated (Year:Grads Term).

· Only selects records of students with a Special Status equal to 'Graduated' AND Status Start Date is less than or equal to the Grad Date you enter on the prompt.

· The Standard Report checkbox is selected, and the NSLC_TRANS_HEADER.NSL_REPORT_FLAG is set to 'Y'.

Grad Date

Enter a date that will include the Date Degree Conferred on your students' Degree History records. This date will be stamped on these students' records as the term and date.

Address Priority and Report "FO" State. If...

Address Priority

This column allows you to select a set of address codes for the system search in selecting records for the report.

... button

This button opens the Address Priority window and allows you to select address codes for the J1 search in selecting records for the report.

Country is Not

If the selection process finds an address that has a country code other than the one selected, then "FO" is placed in the State column of the address per NCES requirements.

Student is a US Citizen

if Country is

Select a value from the drop-down. Presumably, it's US United States.

User Defined Post Processing

Stored Procedure

The stored procedure helps you clean up your collected data.

If Standard Report is selected above, the CUST_POST_NSC_ENROLLMENT_COLLECTION stored procedure is provided, and your school can make other options available.

If Graduates Only is selected above, the CUST_POST_NSC_GRAD_COLLECTION stored procedure is provided, and your school can make other options available.

History File to Use for Compare

This group box includes the FICE Code, Branch Code, Report Date, and Academic Term for this report. This is the file that the Populate process uses to see if the student's current Enrollment Status has changed as compared to the Enrollment Status on the History file. The Report Date for this History file is stamped on the NSC Transmittal Header row so that the same History file can be used for helping to create the new History file on the Prepare Final File(s) tab.

Delete History... button

If you created a row by mistake, you can select it and click the Delete History... button. A pop-up asks you to confirm the deletion.

Never delete a history row unless it was created by mistake. So you'll almost never need to click the Delete History button.

You should perform some or all of the following tasks before you prepare the final report files:

Print transmittal and exception reports.
Check the reports.
Make corrections to the source data as needed in one of these ways:

Preferred Method:

Correct data and rerun the Create NSC Transmittal Files process (***Best Method).
Correct data that must be fixed manually in the NSC Header, Detail, and Trailer windows.
Rerun the Create NSC Transmittal Files process.

Unpreferred Method

Enter needed edits manually (*Least Preferred Method).
Correct Header records (FICE and branch codes, term) if needed.
Correct Transmittal detail records.
Correct Trailer records (totals by enrollment status, total record count).

J1 gets the rows from NSC Transmittal History for the History Report Date that is stamped on the NSC Transmittal Header row for this FICE and Branch. The new NSC History Transmittal table rows are created by updating the existing History rows based on NSC Transmittal Detail, inserting rows from NSC Transmittal Detail that are not in the existing History rows, and deleting existing History rows for which the Term End Date is more than 60 days less than the Certification Date for this run.

When you select a row from the history files displayed for the selected FICE and Branch in the History File to Use for Compare box on the Populate Transmittal Tables tab and click the button on the Prepare Final Files tab, all of the rows in the "compare history file" are brought into memory and the Certification Date displayed on the Prepare Final Files tab is stamped as the Report Date for the new set of history rows that are being created.

The process then gets all of the rows from the NSC Transmittal Detail table for the FICE and Branch selected on the tab. Each student in the detail rows is processed. The system checks to see if the student currently being processed already exists in the history rows stored in memory. If the student has a row in the history file in memory, then the system updates the columns, such as the Certification Date (the one on the prompt), the enrollment status and start date if they have been changed, term begin and end dates. If the student does not have a row in the history file in memory, then a row is inserted.

Remember that by this time all of the rows in memory have the same Report Date. However, most likely, not all of the rows will have the same Certification Date. Rows in the history file in memory without a row in this set of detail rows will have an earlier certification date. At the very end, the process checks if there are any rows in the history file in memory whose Certification Date is more than 60 days prior to the Report Date (or the Certification Date on the prompt). The rows that meet that criteria are deleted from the history file in memory, and then the rows from the history file in memory are written to the database.

Open the NSC Create Transmittal and Final Files window to the Populate Transmittal Tables tab.
Enter information in the NSC Create Criteria group.

Select your FICE code and Branch.
Previous files appear in the History File to Use for Compare grid.
Select the Academic Term and Certification Date.

The CIP Year is not editable here, but if you need to report a different CIP Year, do this:

Close the Create NSC Transmittal and Final Files window.
Open the Maintain Config Table window.
Find the row with RE module, NSC_CIP function, and DEFAULT_YEAR characteristic.
Change the Configuration Value to the CIP year that you need.
Click the Save button on the main menu.
Reopen the Create NSC Transmittal and Final Files window. Your edited CIP Year appears.

Select either the Standard Report or the Graduates Only Report.
If Graduates Only Report, enter the Graduation Date.
Make selections in the Address Priority and Student is a US Citizen groups.
Click the Populate Transmittal Tables button. Your new data will replace the existing data in your NSC Transmittal Header, Detail, and Trailer tables for the currently selected FICE and Branch.
Two reports are generated:

The Transmittal Details Report helps you to check the information for accuracy before you prepare the final report. Edit incorrect information before generating the final Transmittal Files.
The SSN Exception Report helps you to know which students do not have valid SSNs or have duplicate SSNs. These students are still included in the file if they have an ID_NUM in the J1 database. These invalid and/or duplicate SSNs are saved to the NSCL_EXCEPTIONS table and a message is saved on the APP_LOG. Edit incorrect information before generating the final Transmittal Files.

Review and validate the data generated by the Populate Transmittal Tables process. You can view and edit the data in the NSC Edit Transmittal Header Records, NSC Edit Transmittal Detail Records, and NSC Edit Transmittal Trailer Records windows.

Open the NSC Create Transmittal and Final Files window.
Click the Prepare Final File(s) tab.
Select the FICE and Branch for which you are reporting. The drop-down list displays DISTINCT FICE and Branch codes from the NSLC_TRANS_HEADER table.
The Academic Term is based on the value in NSLC_TRANS_HEADER. NSL_ACAD_TERM.
The Certification Date is based on the value in NSLC_TRANS_HEADER. NSL_CERT_DTE.
Click the History Rows and Final Transmittal File button.

Create NSC Transmittal and Final Files Window

Populate Transmittal Tables Tab

Prepare Final File(s) Tab

View/Send Final File(s) Tab

How To

Learn More

	Before you click the Secure FTP button, make sure WinSCP is installed, and make sure your firewall is not blocking it.
	Jenzabar's FTP process requires you to use the WinSCP software from Standard Networks to facilitate uploading to the NSC Secure FTP site. To download and install WinSCP, go to the https://winscp.net/eng/download.php.