Group Box

Column/Radio Button/Checkbox

Description

Academic

Major-Awarding Institution

This checkbox is selected by default and indicates that your institution awards degrees with majors. If your institution does not award degrees with majors, clear this checkbox.

If this checkbox is not selected and if the MAJOR_1 and CERTIFICATION_1 columns in the DEGREE_HISTORY table are blank for the student, MAJOR_1 column in the NSC_DEG_VERIF_DETAIL table is populated with 'NOT APPLICABLE'.

Awarding Institution

If the official name of your institution has changed and the selected students have been awarded degrees under the previous institution name, then enter the previous official name (up to 50 characters) in this column. For example, if your school's present official name is ABC University but it previously was named ABC College, type "ABC College" in this column. "ABC College" will be assigned to each individual record when data is collected.

Selection Action

By selecting one of the available radio buttons in this group box, you can replace the entire file, append additional records to an existing file, or update existing records with the most recent changes made after the data has been collected.

Create/Replace Records

This radio button is selected anytime you open this window, click the Clear button, or select a batch on the Existing Batch window.

If this button is selected when you click the Populate NSC Tables button, the following message is displayed: "Existing records for the selected FICE and Branch will be deleted from the NSC Degree Verification Detail, Header, and Trailer tables and cannot be restored. Do you wish to continue?"

If you proceed, the system checks to see if NSC History records have been created for the previous batch. If not, then you have the option to create new records and update the DEGREE_HISTORY table without aborting the New Batch creation process.

Append to Existing Records

If you select this radio button, all records selected by the query or single ID will be added to the existing file for the selected FICE and Branch. If this button is selected when you click the Populate NSC Tables button, the following message is displayed: "New records will be added to the existing file for the selected FICE/Branch and Report Date. Do you wish to continue? Yes/No"

If you proceed, the system checks to see if NSC History records exist for the selected batch. If records exist, the following message is displayed: "You are attempting to update this FICE/Branch and Report Date batch for which NSC Degree Verification History records have already been created. Do you wish to continue? Yes/No"

Update Existing Records

If you select this radio button:

• All checkboxes in the If Update, Overwrite group box are available for selection. At least one of the checkboxes must be selected.

• No radio buttons are available in the Record Selection group box. All records in the existing file for the selected FICE and Branch will be updated.

If Update, Overwrite

When the Update Existing Records radio button is selected in the Selection Action group box, all of these checkboxes are available for your selection. At least one checkbox must be selected.

All records for the selected FICE and Branch will be updated with the exception of the manually added records.

If an Edit Report is generated after the update is completed, a message displays allowing you to view the report  on the Report tab of the NSC Degree Verification Data Collection and Transmission window.

Degree Level

If you select this checkbox and if the Degree Level cannot be obtained from the Degree Definition and Degree History tables, this column is set to NULL.

Financial Block

If you select this checkbox, you must select the Financial Block checkbox in the Rule Based group box or select a Financial Block Hold Code in the Outstanding Financial Obligation group box.

Foreign Student Status

If you select this checkbox, you must also select the Exclude Non-Resident Aliens? checkbox in the Foreign Students group box.

Attend From/To

If you select this checkbox, the Attend From date is updated with the Entry Date from the DEGREE_HISTORY table. The Attend To date is updated with the Exit Date from the DEGREE_HISTORY table if the student has Exit Reason of 'G' (Graduated); otherwise, it is updated with the date the degree was conferred.

Majors/Certifications/CIPs

If you select this checkbox, Major 1 and/or Certification 1 is updated from the MAJOR_1 or CERTIFICATION_1 value from the DEGREE_HISTORY History table. Also, the CIP codes for the Major/Certification are updated.

If both the MAJOR_1 and CERTIFICATION_1 columns are blank in the Degree History table and the Major-Awarding Institution checkbox is selected, this column is blank and the record will be listed on the Edit Report.

Major 2, 3, and 4 and Certification 2, 3, and 4 are updated like Major 1 and Certification 1. If these columns are blank, the columns in this record are blank.

Minors/Concentrations/CIPs

f you select this checkbox, Minor 1 and/or Concentration 1 is updated from the MINOR_1 or CONCENTRATION_1 value from the DEGREE_HISTORY table. CIP codes for Minor/Concentration are also updated.

If both the MINOR_1 and CONCENTRATION_1 columns are blank in the DEGREE_HISTORY table and the Major-Awarding Institution checkbox is cleared, this column is blank and the record will be listed on the Edit Report.

Minor 2, 3, and 4 and Certification 2, and 3 are updated like Minor 1 and Concentration 1. If these columns are blank, the columns in this record are blank.

Academic Honors

If you select this checkbox, this value is updated from DEGR_HONORS_1 from the DEGREE_HISTORY table.

Other Honors

If you select this checkbox, these values are updated from OTHER_HONORS_1, OTHER_HONORS_2 and OTHER_HONORS_3 from the DEGREE_HISTORY table.

All three Other Honors columns are concatenated into this column with a space between each one.

Awarding Colleges

If you select this checkbox, these values are updated from COLL_AWARDING_DEG_1 and COLL_AWARDING_DEG_2 from the DEGREE_HISTORY table.

Record Selection

This section indicates if you want to select, append, or update a single ID Number or multiple ID Numbers using a query.

Student ID

To select, append, or update a single record, select the Student ID radio button and enter an ID Number in the Student ID drop-down list box.

Query Source

To update multiple records, select the Query Source radio button. Then select the type of query--InfoMaker or QuickQuery--from the drop-down list. Select the Query Name and customize/edit the query if you wish.

Rule Based

The Rules Based options are not available for your selection until you select the Use NSC Rules to update checkbox.

FERPA Block

If you select this checkbox, the FERPA Block column for the selected records will be updated according to the rules specified for the NS7 type.

If you do not select this checkbox, the FERPA Block column for the selected records will be updated based on the IS_FERPA_RESTRICTED column in the NameMaster table.

Financial Block

If you select this checkbox, the Financial Block column for the selected records will be updated according to the rules specified for the NS8 type.

Also, the ... button in the Outstanding Financial Obligation group box is not available for your use.

Define Rules

This button opens the Update Results and Rules window.

Outstanding Financial Obligation

The option in this group box is only available if you select the Financial Block checkbox and do not select the Rules Based Financial Block checkbox for Use NSC Rules to Update in the Rules Based group box.

... button

Click this button to open the Select Holds window. When you select "holds" in this window, the Financial Block Hold Code text box beside the ... button is populated with the selection.

Foreign Students

Exclude Non-Resident Aliens

If this checkbox is selected, foreign students with the value not equal to the selected value in the Is not Citizen of drop-down list will be excluded.

Is not Citizen of

This checkbox is only available if you selected the Exclude Non-Resident Aliens checkbox. Select the country of citizenship to include in the update.

User Defined Post Processing

Stored Procedure

The stored procedure helps you clean up your collected data. The CUST_POST_NSC_DEG_VERIFY_COLLECTION stored procedure is provided, and your school can make other options available.

Column

Additional Description

FICE

Select the appropriate code from the drop-down list.

Branch

Select the appropriate code from the drop-down list.

Record Type

This type is automatically set to "DH1" for new records and cannot be edited.

(Degree) Period

Select the code from the drop-down list. Only Degree Periods that are also designated as NSC Periods are listed.

Report Date

Enter the Report for new records; you can edit the date for existing records.

Report Flag

The report flag value is always "D".

Official School Name

This name defaults from the CONFIGURATION_TABL.

Column

Additional Description

FICE

Select the appropriate code from the drop-down list; value is not editable for existing records.

Branch

Select the appropriate code from the drop-down list; value is not editable for existing records.

Total Records

The count is updated by the Collect Data process and is always recalculated when you Save. It is also updated when creating the final file for transmission.

Group Box

Button/Checkbox

Description

Transmittal File

Create Final Transmittal File

This button is available only if records for the selected FICE and Branch exist in the Header, Trailer, and Detail tables.

When you click this button, you will receive a message if the Degree Period and/or Report Date data is missing from the Header record for the selected FICE/Branch/Report Date record. Clicking OK to the message displays the Header Records tab so that you can enter the missing data.

If no errors exist, the NSC Degree Verification Transmittal File window opens. When the transmittal file is created, the View/Send Final File tab displays the file.

NSC Degree History

Create NSC History Records

This button is available only when the records for the selected FICE/Branch and Report Date do NOT exist in the NSC_DEGREE_VERIF_HISTORY table; therefore, it populates the NSC_DEGREE_VERIF_HISTORY table.

If the Re-populate NSC History checkbox is selected when you click the Create NSC History Records button, the following message with Yes/No buttons is displayed: "Records for the selected FICE/Branch and Report Date already exist in the NSC_DEGREE_VERIF_HIST table. If you proceed, the History records for this Report Date will be cleared and re-populated with the records in the current file. Do you wish to proceed?"

·       If you click Yes, the NSC_DEGREE_VERIF_HIST table is updated. All records, regardless of the Exclude from Report flag, are added to the NSC_DEGREE_VERIF_HIST table. Also, the NSC_DEGREE_HISTORY_STRING table may be updated and the NSC_DEGREE_HISTORY_VALUE table is updated.

·       If you click No, the update process is aborted.

Update Degree History

This checkbox is available only when the Create NSC History Records button is available and if the Re-populate NSC History checkbox is not available.

If you select this checkbox, the NSC Degree Period Code and the Degree Lock Flag are updated on the Degree History table at the same time that the final file records are being added to the NSC Degree Verification History table. Also, the NSC Degree Period on the Header record for the selected FICE/Branch and Report Date is updated on the Degree History table and the Degree Lock Flag is set to 'L' on all records for that batch. This update is available only once per batch. Once the records have been added to the NSC Degree Verification History table, this option is not available.

Re-populate NSC History

This checkbox is available only when records for the selected FICE/Branch and Report Date exist in the NSC_DEG_VERIF_HISTORY table.

Selecting this checkbox activates the NSC History Records button, which allows re-population of the NSC History table. The following message with Yes/No buttons is displayed: "Records for the selected FICE/Branch and Report Date already exist in the NSC_DEGREE_VERIF_HIST table. If you proceed, the History records for this Report Date will be cleared and re-populated with the records in the current file. Do you wish to proceed????

·       If you click Yes, the NSC_DEGREE_VERIF_HIST table is updated. All records, regardless of the Exclude from Report flag, are added to the NSC_DEGREE_VERIF_HIST table. Also, the NSC_DEGREE_HISTORY_STRING table may be updated and the NSC_DEGREE_HISTORY_VALUE table is updated.

·       If you click No, the update process is aborted.