Jenzabar Campus Portal Features Help Hub

Institutional Reporting - Archive

Tip

Only releases with enhancements or resolved issues for this module have content below.

Oklahoma

Resolved Issues

Issue

Description

RN26269

For loan funds where the student had multiple disbursement dates in the same period of enrollment, only one date was reported.

RN27691

Oklahoma State Report Enrollment and Multi Room files: When the Time of Day for classes is null the web import file is being set to 0000 for that field and should be set to 9999.

Enhancements
First Generation Student Added to Student Information

A new field, First Generation Student, is now on the Student Information window, Student tab, Student Master tab, Other Student Information group. The value options are Yes, No, and Unknown. The field is needed for Arkansas Public Student Term reports, but it's available to all schools.

For Arkansas reporting, the field is optional for academic year 2021–22 but required for academic year 2022–23.

Student Information window, Student tab, Student Master subtab showing the First Generation Student drop-down

Arkansas Department of Higher Education defines a First Generation Student as a student neither of whose parents completed a baccalaureate degree—or in the case of any who regularly resided with and received support from only one parent, an individual whose only such parent did not complete a baccalaureate degree.

In the term report, it's field #211. We've updated the Arkansas Public Term Reports Guide on MyJenzabar.com to include the field.

Database Columns
  • STUDENT_MASTER.FIRST_GENERATION

  • STRPT_AR_TERM_STUDENT_DATA.FIRST_GENERATION (The data is copied here for Arkansas state reporting.)

Other Desktop Windows
  • State Reporting Snapshot window for AR TERM PUBLIC, Student Detail tab

    State Reporting Snapshot Data window, Student Detail tab showing First Generation column on the far right
  • Regulatory Reporting window

    • Report tab, select Student from the Part drop-down

      Regulatory Reporting window, Report tab, Student part showing First Generation with a value of Unknown
    • Web Import tab (the extracted file), position 211, the final column

      Regulatory Reporting window, Web import tab, showing the First Generation Student value code in the last column on the right
J1 Web
  • Student Information Details page, General Information tab, Other Student Information group

    Student Information Details page, General Information tab showing the new field: First Generation Student. It's under the Other Student Information heading.
Resolved Issues

Issue

Description

RN25944

In the Arkansas Public Term Report, the High School GPA field sometimes had the wrong format or inadvertently populated for students for whom it should have been blank.

RN25946

In the Arkansas Public Term report, the Course | Receiving Course Location field was not accurate in all circumstances, and it sometimes populated the Course | County Code Field when it should have been left blank.

Enhancements
New Checkbox: Opted Out of TRS

Oklahoma clients have a new Opted Out of TRS checkbox available on the HR Employee Master via Payroll and Personnel windows, Details tabs. This option identifies employees that opted out of TRS and ensures they are included in the OK OTRS monthly report. As a part of this enhancement, the report includes the following new columns:

  • Hours Per Week Worked identifies the number of hours the employee typically worked in a week.

  • First Date to Report identifies the first day the employee worked/will work. This is only required for first month contributions of the employment year.

  • Optional Position indicates if the employee's position is TRS membership optional. Y indicates optional membership and N indicates mandatory membership.

  • Position Description explains the employee's position.

Resolved Issues

Issue

Description

RN23976

For the UDS Enrollment report, when a section had no building code, the output file was incorrect.

RN23978

For the UDS Enrollment report, when a section was assigned a room code with no building code, the output file incorrectly reported the room code.

Enhancements
FADB Support for JFA Customers

Texas State Reporting customers can now process the FADB report using financial aid information from JFA (Jenzabar Financial Aid) as well as PowerFAIDS. This includes all three Texas state institution types.

When setting up your report in the Define Criteria and Collect State Report Data window, select JFA Jenzabar Financial Aid from the new Financial Aid System drop-down to work with your report using JFA data.

Resolved Issues

Issue

Description

RN16786

Texas TRS reports used employees' Campus Name instead of the required Legal Name.

Arkansas
Enhancements
Field Changes for Arkansas Non-Credit Workforce Education Reports

Starting Starting with the 2020–2021 academic year, Arkansas Non-Credit Workforce Education reports are annual rather than per term. They're due in the fall of the following academic year.

The State Reporting Snapshot Data window has changed to match the fields needed for the report.

On the Course Detail tab (for the Non-Credit Workforce Education Course File), we made these changes:

  • Added columns

    • Course Start Date

      (STRPT_AR_TERM_WORKFORCE_DATA.COURSE_START_DATE)

    • Course End Date

      (STRPT_AR_TERM_WORKFORCE_DATA.COURSE_END_DATE)

  • Removed column

    • Registration Term

      (STRPT_AR_TERM_WORKFORCE_DATA.REGISTRATION_TERM)

    Note

    We removed this column from the Student tab (for the Non-Credit Workforce Education Student File), too.

RN_2021_1_ARK_StateReportingSnapshotData_Workforce_CourseStart_CourseEnd.png
New Unknown Attribute Code for Perkins I Special Populations

When filing the 2021-22 Fiscal Year Perkins I Special Population report, Arkansas now requires schools to track a new Unknown value for students in CTE (Career & Technical) programs. This code distinguishes CTE students who respond to the special populations survey and don’t meet any specific special populations from those that do not respond at all and are therefore Unknown. Any students with no Perkins I Survey PSURV code or one that does not fall within the selected Begin and End dates are now reported as Unknown.

  • Y: Yes, they meet the specific special population

  • N: No, they do not meet the specific special population

  • U: Unknown if they meet the specific special population

Oklahoma
Resolved Issues

Issue

Description

RN20220

Reference the Accounts Payable section for detailed information.

RN20221

Reference the General Ledger section for detailed information.General Ledger

RN21245

On the Open Books report, direct deposit warrant numbers were incorrectly formatted.

Texas
Enhancements
Texas TSIA Version 2 Tests

The test and test element codes for the new TX TSIA version 2 tests were added to the Compute Student Progress recalc process and now appear on the Texas Success Initiative Student Success window. For more detailed information about setting up the new codes and modifying the RBUs, see the Setup Steps for New TX TSIA Version 2 Tests or the updated J1 Texas State Reporting CBM002. These tests will be added to the CBM002 data collection process in the J1 2020.1 release.

Resolved Issues

Issue

Description

RN20559

For clients that uninstalled EX7, the CBM002 data collection process only included Student IDs because one of the collection methods still pointed to EX7 DLLs. The incorrect EX7 reference has been removed and the process collects the report data as expected.

RN22080

If a TSI or TSI2 test was processed in the Texas Success Initiative Student Status window, all the test fields got filled in. If a different test was then processed later, the prior TSI/TSI2 essay and ABE test fields continued to display. This caused errors when attempting to save.

Arkansas
Resolved Issues
Oklahoma
Resolved Issues
Texas
Resolved Issues
General State Reporting
Resolved issues

Issue

Description

176053

In the State Reporting Snapshot Data window for the GATRANSCRIPT report, the Institution Name column did not update to match changes made to the OPEID column.

Arkansas
Enhancements
New Attribute Code for Perkins I Report

When filing the 2020-21 Fiscal Year Perkins I Special Population report, Arkansas now requires schools to track students in CTE (Career & Technical) programs as follows:

  • Y: Yes, they meet the specific special population

  • N: No, they do not meet the specific special population

  • U: Unknown if they meet the specific special population

The current report includes only the Y and N values. Students are recorded as Y in the Attributes window if they meet criteria for a specific special population. All other CTE students are reported as N.

To distinguish CTE students who respond to the special populations survey and don’t meet any specific special populations from those that do not respond at all and are therefore unknown, we introduced a new attribute code, PSURV (Perkins I Special Population Survey), for schools to track.

Beginning this academic/fiscal year, add a PSURV attribute for every student who responds to your Perkins I Special Populations survey. This will help your school transition to the new U (Unknown) value required for the FY21 report due next year. You can choose one of the following:

  • Enter a PSURV attribute for each term and set the Begin and End dates to reflect the duration of each term.

  • Enter one PSURV attribute when the student initially responds to the survey, then update the Begin and End dates to reflect the term of the most recent response received.

You should not enter a PSURV attribute for students who don’t respond to the survey. If a student responded to a previous survey and a PSURV attribute exists for them, simply keep their existing Begin and End dates to indicate when they did last respond. Students who respond to at least one survey and have the PSURV attribute with dates that fall within the selected academic year will be reported as Y or N based on any special populations attribute codes found for the year.

Note

Jenzabar will provide an update to the Perkins I report in our J1 2021.1 release to report the new Unknown code.

Resolved Issues

Issue

Description

202254

Students were enrolled in courses for different subterms: Summer Extended (SE), Summer 1 (S1), and Summer 2 (S2). When the begin date was changed for one or more students in the SE term, the Collect Report Data process for the AR Term PUB State Report only showed students in the S2 Registration term.

204966

Data collected with the AR STUDENT EOT IND snapshot did not produce the correct high school code for various scenarios with different CEEB codes.

206224

The AR STUDENT EOT IND snapshot for students with both undergraduate and graduate rows in the stud_term_sum_div did not show hours or GPA for the graduate division in the Maintain window or the output file.

Oklahoma
Resolved Issues

Issue

Description

208457

In the OK UDS Degree Conferred snapshot > Maintain Snapshot Data, changes to the Student and Student Details tabs didn't prompt the user to save if they navigated from the tabs without saving.

RN11333

When an OK 500MISC snapshot was created with a claim number greater than 2147483648, the web import file for that snapshot ID was blank.

Texas
Resolved Issues

Issue

Description

178860

Instructors whose courses were cancelled still showed up in the TX CBM008 snapshot, which generated an error from the state.

195963

For CBM004 and CBM008 snapshots for the same current and prior terms, the flex courses that ended within the prior term were included in the CBM004 snapshot and not in the CBM008 snapshot. The state requested that CBM008 also include the faculty for the courses listed in the CBM004.

204290

The TX CBM004 - CTC Snapshot for courses marked with a State Location Code 'A' - Auxiliary Location printed Zip codes in Item #12B in the Student Detail tab.

207049

The ID Number column for existing rows could be edited from the Maintain Snapshot Data Detail tab in the CBM009 CTC Report.

RN9603

The export to Excel was not working on the TX CTC CBM002 or the CBM00S.

Arkansas
Resolved Issues

Issue

Description

195476

AR STUDENT IND  - Students in courses that were not to be reported could be included in the report.

196519

AR STUDENT IND  - The Total Credit Hours was incorrectly including hours from courses that were not be reported in the report.

196783

AR STUDENT EOT IND - If the high school code is unknown, it should be reported either as XX9999 (where XX is the state) or 999999 if the state is unknown.

197356

AR STUDENT EOT IND - A change in Microsoft SQL Server 2016 affected the way the data collection logic worked, resulting in a database error.

Oklahoma
Enhancements
Changes to OK MISC Claims Report
New Product/Sub-Account Codes

The OK Misc Claims report has been updated to include Product/Sub-Account Codes. This update will meet the requirements for OMES Statewide accounting manual §3.9.1 stating that higher education agencies must use one of the ten new, two-digit codes to identify activities for reporting of agency special account (ASA) class fundings.

Use the Institutional Reporting Definitions window to  map the GL Account code associated with the Product/Sub-Account Code values. After mapping, the OK Misc Claims report process will include the Product/Sub-Account Code number in the output for paid invoices to any State Account Codes associated to the GL Account codes defined here.

Institutional Reporting Definition window. OK Oklahoma BU Reports, Oklahoma Misc Claims expanded options, Product/Sub-account code.
Changes to OK Misc 500/PFT Snapshot
State Reporting Snapshot Data window | Details tab

The data on the Details tab of OK 500 Misc/PFT snapshots is now collected in a work file, and users can make changes to it. After collecting the data/creating the snapshot using the State Reporting Snapshots window, click Maintain Snapshot Data. On the State Reporting Snapshot Data window, choose the Details tab, and edit, add, or delete data as needed.

Tip

The only row that can't be edited is ID Number.

State Reporting Snapshot Data window, Detail tab.
State Reporting Snapshot Data window | Summary tab

On the Summary tab, collection parameters have been added to the header and users can now add and delete rows.

State Reporting Snapshot Data window with options to add and delete rows shown.
Regulatory Reporting Window

The 500 Misc/PFT snapshot is now separated into two parts: Misc 500 and PFT.

Regulatory Reporting window, MISC500 report.
Regulatory Reporting window, PFT report.

The Regulatory Reporting window has been updated to use the work file for the InfoMaker report and the export view.

Resolved Issues

Issue

Description

173482

On the Maintain Snapshot window for the OK OTRS YEARLY report, deleting rows would fail and cause an error.

177974

On the Maintain Snapshot window, the OK OTRS YEARLY state report period begin date and period end date values did not display.

201240

Oklahoma Open Book Report needed to have the Warrant number changed to start with 2 plus zeros.

Texas
Enhancements
FADB Updates

The following FADB report items have been updated.

Item #8 and #113: Top 10% Amount and SAP Status

Beginning in FY20, the Texas legislature is no longer funding the Top Ten Percent Scholarship program. THECB (Texas Higher Education Coordinating Board) has transitioned fields related to this scholarship to fillers. These items no longer appear in the Maintain Snapshot Data window and the State Reporting Snapshots.

Item #68: Texas Grant Award Amount

You can now submit higher values for the TEXAS Grant Award Amount.

Item #69: TEOG Award Amount

You can now submit higher values for the TEOG Award Amount.

Item #104: TCWS Job Location

There are two new drop-down options:

  • 4 – Both On-Campus and For-Profit Off-Campus

  • 5 – Both On-Campus and Nonprofit Off-Campus

Item #105: TCWS Mentorship Job Location

There are two new drop-down options:

  • 4 – Both On-Campus and For-Profit Off-Campus

  • 5 – Both On-Campus and Nonprofit Off-Campus

Items #110-112: SAP Status

Now these items should always report code 3 for all students in Reporting Cycle 1, regardless of whether they received TXGR, TEOG, or TEG funds.

In item #112 TEG SAP Status, use report code 4 to report SAP Status for all students and not just TEG recipients for ICU schools in all reporting cycles.

Resolved Issues

Issue

Description

195985

CBM001 was not excluding students who took only courses that were cancelled, resulting in a mismatch between CBM001 and CBM004.

198140

Students who have dropped or withdrawn were incorrectly included in the End of Course Enrollment (Item #14).

198200

The CTCCBM00C Continuing Education Course Type entry was a duplicate of CTCCBM00C Course Type.

198211

CBM00A and CBM00C - If the user tried to delete a row from the Courses or Students tab without first deleting the corresponding Detail rows, they got a database error.

200290

The CBM00A output file was displaying Y/N values for Non-disclosure instead of a 0 or 2.

201023

CBM00A - Dropped courses were being included in the list of courses used to calculate the student's Contact Hour Load.

General State Reporting
Resolved Issues

Issue

Description

180415

When deleting a snapshot in the State Reporting Snapshots window where multiple snapshots exist with the same date and time, the wrong snapshot information could be deleted. A snapshot number has been added to the list of snapshots so the correct snapshot is now deleted.

Arkansas
Resolved Issues

Issue

Description

191808

Even when the snapshot was locked the data in the Snapshot Data window was still editable.

191769

In the State Reporting Snapshot Maintain Snapshot window for the AR Perkins II Report, the columns ID, Student Name and Student ID were not displayed as disabled.

192191

AR State Term reports Registration tab information did not successfully export to Excel.

191299

The age was not always calculated correctly In the Graduated Student reports for public and private institutions.

194762

AR Public Term Report needed to include spaces for fields following "Contract Salary" for summer submissions.

195089

In the past, all data was being reported and was then ignored by the state processing system. With the new AHEIS system and layouts, spaces are now required instead of being optional.

195193

The College ID value was formatted with leading zeros.

196616

Arkansas Independent schools were not able to see the AASIS and Contract reports in the State Report Filing Wizard.

Oklahoma
Resolved Issues

Issue

Description

193230

The Oklahoma Open Books State Report returned errors due to position status.

Texas
Enhancements
CBM00A and CBM00C Can Now Be Generated from J1 Desktop

J1 Desktop now supports the ability to generate the Continuing Education Classes and Students (CBM00A and CBM00C) reports. As with other CBM reports, report generators must have permission to the State Reporting module, Regulatory Reporting Activity Center, and Institutional Reporting function (Group Permissions window). They must also be set up with Texas CBM00A CBM00C CTC Report purpose permissions (Purpose Definition window).

Much of the setup for these new reports is the same as the setup for credit class and student reports. The following additional report values must be defined and associated with continuing education classes offered at your school:

  • Credit Type

  • Division

  • Grade Scale

  • Grade Table

  • Quarter Terms

New table values must be defined (Maintain Table Values window), mapped to reporting values (Institutional Reporting Definitions window), and associated with the appropriate continuing education classes offered at your school:

  • Course State Type (Course Type)

  • Program Type (Type Major)

  • State Classification (Texas Classification)

Generating the snapshot (State Reporting Snapshot window) and submitting the report (Regulatory Reporting window) processes work the same way as other CBM reports. Detailed information can be found in the Generating the CBM00A and CBM00C Reports guide on MyJenzabar and the J1 Desktop online help.

General State Reporting
Enhancements
New Fields in the Fund Master Window

The Fund Master window includes new fields, Fund Source and Federal Fund ID, to provide additional information about the type of funds that exist in PowerFAIDS and Jenzabar Financial Aid. Select options from the drop-down to identify funds for use in reports such as NSC – Enrollment Reporting and IPEDS.

You can also use the new Include in Anticipated Aid checkbox to indicate a fund should be reported for that process.

IPEDS Support

Financial Aid users can now find students with relevant funds to include for the annual IPEDS report. The IR_PELL_SUBSIDIZED_LOAN RECIPIENT_V database view is updated to identify students with Pell and Subsidized loans as their source. You need this information to complete the Student Financial Aid (SFA) survey section of the IPEDS report for Winter Data Collection.

Note

The Fund Master window has been updated to track Fund Source and Federal Fund ID. You will need to select the data in those columns before submitting your IPEDS report.

Resolved Issues

Issue

Description

171800

When a new snapshot was created that did not retrieve data, it did not automatically appear in the left-hand side of the State Reporting Snapshot window until the Retrieve button was clicked again.

Arkansas
Enhancements

The Arkansas Department of Education (ADHE) has updated all of the institutional reporting file formats for reporting to the new Arkansas Higher Education Information System (AHEIS) for the fiscal year 2019 - 2020.

The software snapshot process that collects and formats the data includes new and updated columns and headers, updated export views, and some additional definitions, which require mapping. The data collection logic collects and assign values appropriately. New and modified default data is included for the Institutional Reporting Definitions, which will change the drop-down values available for these items in the Maintain Snapshot window.

  • Public

    • Term Files

      • Student

      • Credit Course

      • Registration and End of Term

      • Term Instructor

      • Non-Credit Workforce Education Courses and Students

    • Annual Files

      • Graduated Student

      • Annual Instructor

      • Financial Aid

      • Perkins I Special Populations

      • Perkins II Technical Skills Assessment

  • Private/Independent

    • Term Files

      • Student

      • End of Term

    • Annual Files

      • Financial Aid

      • Graduated Student

Public - All Reports

Race fields have been added.  These have external values used in the State Reporting Snapshot Data window drop-downs.  They do NOT need to be mapped, which means there is no table/code/description information for these fields.

Public - Term
Student

The Public Term Student report includes the following new or modified values for mapping in the Institutional Reporting Definition window:

Fields

Map External Value to J1 Value

Suffix

I, II, III, IV, V, VI, Jr, Sr

Country of Origin

Country of origin’s valid PAPP address code

Enrollment Status

Concurrent high school student (13) or Dually enrolled high school student (16)

Entrance Exam Test Type

0, 1, 2, 3, 6, A, G, S, R

Math Test Type

0M, 1M, 2M, 3P, 3A, 3C, 6M, AE, AC, GQ, GA, SM, RM

English Test Type

0E, 1W, 2L, 3W, 6W, AS, GW, SW, RW

Reading Test Type

0R, 1R, 2R, 3R, 6R, AR, GR, SR, RR

The report also includes the following changes:

  • The Student name is broken out into First Name, Middle Name, Last Name, and Suffix

  • Grade point average (GPA) is a decimal point value

  • The Student Confidentiality checkbox indicates the student’s FERPA status

  • Ethnicity drop-downs include Yes, No, or Unknown

  • Gender drop-downs include Male, Female, or Unknown

Credit Course

The Credit Course report includes the following new values for mapping in the Institutional Reporting Definition window:

Fields

Map External Value to J1 Value

Course Method

Codes 20, 98, 99 removed.  Check your mappings to see if they need to change.

Distance Delivery

Use Technology Type and map to modified codes 00, 01, 02, 03, 04.

Course Level

Removed codes 7, 8, 9.  Check your mappings

Academic Type

Added code 4 to be used for High School Concurrent courses only

Remedial Course Level

Changed codes to N, G, C.  Check your mappings.

County Code

Removed the 999 code.

Location

Formerly Non-traditional Site, to be filled with description as noted in manual if Receiving Location is not on-campus (00)

The report also includes the following change:

  • New High School Concurrent field

Registration and end of Term

The Registration report includes the following changes:

  • Grade point average (GPA) is a decimal point value

  • Post-test fields have been removed

Term Instructor

The Term Instructor report includes the following new values for mapping in the Institutional Reporting Definition window:

Fields

Map External Value to J1 Value

Suffix

I, II, III, IV, V, VI, Jr, Sr

The report also includes the following changes:

  • College Assigned Instructor ID was added

  • The Instructor name is broken out into First Name, Middle Name, Last Name, and Suffix

  • Ethnicity drop-downs include Yes, No, or Unknown

  • Gender drop-downs include Male, Female, or Unknown

  • Position Title Code 37 – High School instructors teaching only high school concurrent courses was added

Note

Instructor data is set up in the Faculty Information window.

Non-Credit Workforce Education

A new Student report can be generated in the AR Term Workforce snapshot, and there are changes to the Course report.

Note

The only way to populate data in the Student and Course Workforce reports is to copy data from Excel into the State Reporting Snapshot Data window tab. Ensure your spreadsheet mirrors the columns in the State Reporting Snapshot Data window and you have filled in the AHEIS values before you paste from Excel into the tab.

The reports also include the following changes:

  • The Student name is broken out into First Name, Middle Name, Last Name, and Suffix

  • Ethnicity drop-downs include Yes, No, or Unknown

  • Grade point average (GPA) is a decimal point value

Public - Annual
Financial Aid

The Financial Aid report now collects Institutional Fund Codes for students receiving aid such as financial aid disbursements, work study earnings, or billing tuition exemptions associated with a State Fund code.

Financial Aid report also includes two new state Fund Codes available for mapping in the Institutional Reporting Definition window.

Fields

Map External Value to J1 Value

Institutional Fund Code

School’s local fund code for scholarship or aid

ARCCS (Arkansas Concurrent Challenge Scholarship)

Fund Code

ARASC (Arkansas Academic Support Challenge Scholarship)

Fund Code

Graduated Student

The Graduated Student report includes the following changes:

  • Ethnicity drop-downs include Yes, No, or Unknown

  • Gender drop-downs include Male, Female, or Unknown

Instructor

The Instructor report includes the following change: The Instructor name is broken out into First Name, Middle Name, Last Name, and Suffix.

Perkins I Special Populations

The Perkins I report includes new and expanded attribute codes to map special population students. It is best to begin using the new codes, but your school can also continue to use the original codes or even a mix of both.

New Code

Original Code

OUTWF (Out-of-workforce)

DSPHM (Displaced Homemaker)

ENLNR (English Learner)

LEPY (Limited English Proficiency)

HMLSS (Homeless)

N/A

FOSCR (Foster Care)

N/A

YADMP (Military Parents)

N/A

N/A

ECDIS (Economically Disadvantaged)

N/A

DISBL (Individual with Disabilities)

N/A

SGLPR (Single Parents)

Note

You will need to enter the new codes into the Attribute Definition window before you can assign them to students and use them in the snapshot.

Attribute Definition window.
Perkins II Technical Schools

Fields

Map External Value to J1 Value

CTE Assessment Code

Map list from ADHE manual to your codes.

The Perkins II report also updates the Assessment Passed code to indicate Yes or No instead of numerical values. It includes a description for CTE tests identified as “Other.”

Private - All Reports

Race fields have been added. These have external values that are used in the State Reporting Snapshot Data window drop-downs.  They do NOT need to be mapped therefore table/code/description information for these fields is not needed.

Private - Term
Student

The Student report includes the following new values for mapping in the Institutional Reporting Definition window:

Fields

Map External Value to J1 Value

Suffix

I, II, III, IV, V, VI, Jr, Sr

Country of Origin

Country of origin’s valid PAPP address code

Enrollment Status

Concurrent high school student (13) or Dually enrolled high school student (16)

The report also includes the following changes:

  • The Student name is broken out into First Name, Middle Name, Last Name, and Suffix

  • Grade point average (GPA) is a decimal point value

  • The Student Confidentiality checkbox indicates the student’s FERPA status

  • Ethnicity drop-downs include Yes, No, or Unknown

  • Gender drop-downs include Male, Female, or Unknown

End of Term

The End of Term report includes the following new values for mapping in the Institutional Reporting Definition window:

Table Column 1

Table Column 2

Entrance Exam Test Type

0, 1, 2, 3, 6, A, G, S, R

Math Test Type

0M, 1M, 2M, 3P, 3A, 3C, 6M, AE, AC, GQ, GA, SM, RM

English Test Type

0E, 1W, 2L, 3W, 6W, AS, GW, SW, RW

Reading Test Type

0R, 1R, 2R, 3R, 6R, AR, GR, SR, RR

Suffix

I, II, III, IV, V, VI, Jr, Sr

Country of Origin

Country of origin’s valid PAPP address code

Enrollment Status

Concurrent high school student (13) or Dually enrolled high school student (16)

End of Term report, Student End of Term expanded options.

The report also includes the following changes:

  • The Student name is broken out into First Name, Middle Name, Last Name, and Suffix

  • Grade point average (GPA) is a decimal point value

  • The Student Confidentiality checkbox indicates the student’s FERPA status

  • Ethnicity drop-downs include Yes, No, or Unknown

  • Gender drop-downs include Male, Female, or Unknown

Private - Annual
Financial Aid

The Financial Aid report now collects Institutional Fund Codes for students receiving aid such as financial aid disbursements, work study earnings, or billing tuition exemptions associated with a State Fund code.

Financial Aid report also includes two new state Fund Codes available for mapping in the Institutional Reporting Definition window.

Fields

Map External Value to J1 Value

Institutional Fund Code

School’s local fund code for scholarship or aid

ARCCS (Arkansas Concurrent Challenge Scholarship)

Fund Code

ARASC (Arkansas Academic Support Challenge Scholarship)

Fund Code

Graduated Student

The report also includes the following changes:

  • The Student Confidentiality checkbox indicates the student’s FERPA status

  • Ethnicity drop-downs include Yes, No, or Unknown

  • Gender drop-downs include Male, Female, or Unknown

  • Degree Type field is now reported as Degree Level

Resolved Issues

Note

Another update to address issues with summer full term and subterm courses in the AR Term Public and AR Student Independent reports will be available soon.

Issue

Description

171800

When a new snapshot was created that did not retrieve data, it did not automatically appear in the left-hand side of the State Reporting Snapshot window until the Retrieve button was clicked again.

174278

When a test did not have a score or the test code was not mapped, the test was reported as a '9' and the test score as all zeros on the Term Public (Student) report.

175196

When generating the Student Independent snapshot, Total Credit hours used Term Hours Attempted, which wasn't filled in until grades were entered. Extra off-schedule rows also appeared.

176827

Degrees with dates prior to the snapshot begin date were included in the Independent Graduated Student report snapshot. The data collection logic was updated to only include degrees with date degree conferred between the snapshot begin and end date.

187119

A database error occurred when generating the AR Public Term report snapshot for summer if the Year and Term codes were the same with differing subterms.

183986

The Arkansas Independent Student End of Term report snapshot created extra off-schedule rows in a term for students that had not taken off-schedule courses.

188061

CTE Assessment Code was not included in the Perkins II report collection.

189518

In the Arkansas Graduated Student reports for both public and private institutions, the age did not always calculate correctly.

Oklahoma
Enhancements
Update to OK Misc Claims Report

The OK Misc Claims report has been updated to include the CFDA/Chartfield number. Use the Institutional Reporting Definitions window to enter the External Field Values for the CFDA/Chartfield values used at your institution. Next, map to the GL Account code associated with the CFDA/Chartfield value. Once these values are entered and mapped, the OK Misc Claims report process will include the CFDA/Chartfield number in the output for paid invoices to any State Account Codes associated to the GL account codes defined here.

Institutional Reporting Definitions window, OK Oklahoma BU Reports expanded options.
Update to OK UDS (S) Student Report
  • The Citizenship-Country field has been updated to use three-character country codes.

  • A new field, Exclusion from Student Cohort, is available. Exit reasons that are acceptable for excluding a student include death, totally or permanently disabled, left to serve in the armed forced (or called up to active duty), left to serve with a foreign aid service of the federal government (Peace Corps), or left to serve on official church missions. This uses the same logic as is used for the IPEDS reporting where the Exit Reason for the current student division has an ALT Value 1 in ('04', '05', '06', '07'). Right-click on the Exit Reason column on the Student Division tab and choose Maintenance Screen to access those values.

  • Tribal code descriptions have been updated to be in line with those approved by the National Conference of the State Legislature.

  • Athletic Waiver is now included as an option for Financial Aid. If the Athletic Waiver (6) or Athletic Scholarship (R) option is selected for Financial Aid, the Intercollegiate Sports field must have a value that is not ‘Z’. In the State Reporting Snapshot Data window, the data in these columns turns red if they do not match up.

Caution

This alert does not prevent you from submitting bad data.

Update to OK UDS Enrollment (E) Report
  • The Co-Requisite Course field is now a drop-down menu with the following options:

    • S Math, Statistical

    • G Math, General Education

    • M Math, Modeling and Functions

    • A Math, College Algebra

    • E English

    • R Reading

    • N No/Not Applicable

    • Y Old Value: Yes

    Data is collected from the Catalog record in the Catalog window: Reporting Data tab: Education Success Type and Education Success Level fields. Update your Institutional Reporting Definitions Mapping for this field as needed.

  • The Country field for the Course location has been updated to use three-character country codes.

Update to OK UDS Enrollment Multiples (M) Report

The Country field for the Course location has been updated to use three-character country codes.

Update to OK UDS Professional Staff (P) Report

Reduction in Force (7) is now included as an option for Reason for Leaving. Update your Institutional Reporting Definitions Mapping for this field as needed.

Institutional Reporting Definition window, OK Oklahoma UDS Reports, OK UDS Professional Staff expanded options.
Resolved Issues

Issue

Description

164356

Employee rows can now be added and updated to OK OTRS Monthly snapshot (Maintain Snapshot Data window, OTRS Adjusted Monthly tab).

175893

Salary cents were not included in the OK State New Hire report.

178177

When opening a previously collected OTRS Monthly state report snapshot, the previously defined parameters did not appear.

Texas
Enhancements
High School Org Code Added to CBM001 and CBM0E1

Students who did not attend Texas high schools must report a High School Code using codes created by the Coordinating Board, defined in Appendix M of the CBM Manuals. These special codes need to be set up using the Maintain Organization Master Organization Codes window, TXCBMHSCDE Organization Code Type field. This new TXCBMHSCDE code must be added as an organization code type to allow the software to use it to collect the High School Code data. When reports are generated, the data collection will look for the TXCBMHSCDE first. If it is not found, then it will look for the CEEB code. The TXCBMHSCDE only needs to be added to schools that do not report the CEEB code.

The two action items required in J1 Desktop for Texas schools are:

  • Add a new organization code type. Initial setup (only needed once)

  • Add the new organization type code for each high school that should not report the CEEB code.

CBM00S High School Credit Status Changes

A new code (“3”) has been added to Item 21 – High School Credit Status for students who have not yet graduated high school and are taking a developmental education course consistent with TAC §9.146 (state funded DE) or §9.125 (non-state funded DE).

New Attributes Added to CBM001 and CBM0E1 Reports

Attributes for Item 22 have been moved to Item 44. Four new attributes for Item 44 have been added and one has been changed. If you have not already done so, ensure that these values are set up in the J1 Desktop Attribute Definition window.

Status

Item

Name

Code

Changed

44A

Academically Disadvantaged

ACDIS

Changed

44B

Economically Disadvantaged

ECDIS

Changed

44C

Person with disability

DISBL

Changed

44D

Changed label of Limited English Proficiency to English Learner

LEP & ENLNR

Changed

44G

Single Parent

SNGPR

New

44H

Out-of-workforce

OUTWF

New

44I

Homeless Individual

HMLSS

New

44J

Foster Youth

FOSCR

New

44K

Youth with active duty military parent

YADMP

Steps to update Attribute Definition window:

  1. In the Activity Centers window, find Attribute Definition.

  2. Right-click on the table and select Add Row.

  3. Add the code, description, and set the attribute type to STRPT.

  4. Click Save.

Changes to the TX TRS ER and TRS RP Reports

Occasionally an employee will work in a month but not be paid until the next month. Such employees need to be reported with the hours/days worked even though they have no compensation. The current data collection of the TX TRS TEAM reports is based on who was paid during a reporting period (month) so we have added the ability to manually add people in the Maintain Snapshot data window so they can be submitted along with the report.

Resolved Issues

Issue

Description

168502

When a new employee was reported with an RE New Member contribution for 3 months in the TRS RP report, the Federal/Grant, Educational General and Non-educational General column amounts should have been zero. The logic has was updated to only report the RE New Member contribution and not the other categories for new employees.

174876

If information (other than TRS Position Code) about an employee's position changed from one reported snapshot to a new snapshot in the TRS report, the changes do not show up on the ED45.

175937

The Total Hours Attempted in the FADB report now excludes Dropped courses and includes Transfer courses in the count.

176155

A mismatch between CBM002 Items #20/#24 (Math), #40/#44 (Reading), and #60/#64 (Writing) for the EOUT TSI Student Status area status codes has been corrected.

178634

Error message appeared when the option to add a row was unavailable with multiple CBM reports.

176968

Student and Parent AGI were incorrectly reported in the FADB report.

177952

The default data for Selective Service, Exempt has been corrected (Institutional Reporting Definitions, TX THECB, THECB Grants and Special Programs, FADB Report, Selective Service field).

178390

The CBM002 export view has been updated to report a 0 for the ABE score if the associated TSI score was above the cutoff threshold.

179244

The FADB field now uses logic consistent with how the CBM001 report populates the same Transfer In or First Time in College data. THECB reconciles FADB student data against CBM report data and so this should resolve any unexpected conflicts. Plus, the previous logic may have caused issues where not all students identified to be reported were successfully calculated with FADB data as expected. This was due to the presence of multiple schools being assigned to the same Org Code.

179320

The Ministry Related field In the TX FADB report was set to 1 (Yes) when it should have been 0 (No).

179770

Texas State Reporting licensed customers were not able to customize the advising worksheet.

180272

Mismatch between CBM002 Items #20/#24 (Math), #40/#44 (Reading), and #60/#64 (Writing). Not all TSI Student Status area status codes were evaluated for the different items.

General State Reporting
Enhancements

We’ve added several enhancements to the State Reporting functionality for J1 Desktop.

Important

These features are available to schools who are licensed for State Reporting in their state.

Resolved Issues

Issue

Description

122624

In the State Reporting Snapshots window, the list of snapshots did not refresh after a new snapshot was created. This has been corrected.

149259

On some State Reporting Snapshot maintain snapshot data window tabs, using Export to Excel resulted in error due to a mismatch in how columns were named.

Arkansas
Resolved Issues

Issue

Description

116890

Remedial courses need to be reported with CIP Detail codes mandated by ADHE based on the Educational Success Type. The snapshot data collection checks the Educational Success Type and assigns the appropriate CIP Detail codes.

168879

When a student's SSN was missing or not valid, the output concatenated the institution prefix to an alternate identifier in the output file.  The Maintain window did not display this alternate ID, but now it does.

168884

The data collection for Total Credit Hours was using the Term Hours Attempted which did not get filled in until grades were entered. Now data collection uses the Hours Enrolled for the term.

169416

For the Arkansas Independent Student report, the High School Credit Status default data values were missing.

170839

Arkansas Public and Private snapshots reporting Hispanic (Ethnicity) data had a checkbox in the State Reporting Snapshot Data tabs for Student and Instructor data which did not work for this data. The State Reporting Snapshot Data window tabs for Student and Instructor data now have a drop-down list based on the mapped Ethnicity data for that report.  Missing data means that data needs to be entered in the Biograph tab | Ethnic/Race subtab for the ID number. An empty drop-down or a code without a description means that the value was not mapped in the Institutional Reporting Definitions window for the given report. This affects the following reports:

  • AR TERM PUBLIC purpose code - Student tab

  • AR GRADUATED PUBLIC purpose code - Detail tab

  • AR STUDENT IND purpose code - Student tab

  • AR GRADUATED IND purpose code - Detail tab

  • AR TERM PUBLIC purpose code - Instructor tab

171438

When mapping the codes to the External Field Codes in the Institutional Reporting Definition window, codes from the table name listed for the field that had been marked as Inactive were still displaying. Only active values display now.

172093

Persons with Non-residents or Unknown citizenship status should not have Race values, and Hispanics with a value of '1' in ethnic _origin should have a value of '1' in the output file, but some of the Race/Ethnic columns were not testing the citizenship status to decide whether to display data or not.

172759

The Unknown/Not Reported column did not always match with the Citizenship Status data.  This impacted any of the reports that reports demographic data.

172790

Default Data was missing for the Arkansas Public Graduated Student report, Student Ethnicity field. It has been added.

174047

ACT scores on the AR Term Public report that had no entry were shown as empty instead of showing zero values. They now display as zero values.

174080

On the AR Term Public report, if the high school code was less than 6 characters, the output file did not have the 6 characters for the HS code filled out. A code less than 6 characters was prefixed with zeroes.

174163

On the AR Term Public report, the CEEBACT code for the high school was not being prefixed by the state code.

174587

An error in the calculation of the age meant that the high school GPA was not displaying for some students.

175196

AR Independent Student report snapshot was using the Term Hours Attempted, which did not get filled in until grades were entered, as Total Credit Hours. Data collection now uses the Hours Enrolled for the term.

Oklahoma
Resolved Issues

Issue

Description

120315

In the Oklahoma State Reporting Filing Wizard Misc Claim/Clearing Check, if the Submitting Agency contained letters it caused problems when it was submitted. Since the OK submitting agency will always be numeric in this report, a data validation was added so that only digits could be entered.

121659

On the Tribal subtab of the Biograph window, if there were multiple rows in the bottom section, using a mouse to scroll between rows did not change the associated row in the top section.

144206

When employer fringe benefit amounts with an odd number of cents need to be split into multiple categories, a penny rounding issue could occur in the OK PFT report, resulting in the total in the summary line not matching the total of the detail amounts. Changes have been made in the data collection process to watch the rounding and make sure totals match.

165649

An RV row was added to the EX Payroll module to meet OK W-2 filing requirements.

166555

Oklahoma Financial Aid Report snapshots did not allow updates on the Maintain Snapshot Data window. Changes can now be saved to the Oklahoma Financial Aid Report snapshot on the Maintain Snapshot Data window.

168885

The OK FAID PUB report was coded to include a hard-coded check for the 2016 award year, which was causing it to report housing incorrectly. It is now corrected to reference the Financial Aid Award Year prompt.

171290

When a Vendor Name was longer than 40 characters an error occurred during the update to the ST_OK_VENDOR_LOAD table. Error will no longer appear and any changes to the vendor name after the 40th character will not trigger a name change to be reported.

171388

OK 500MISC report formatted zip incorrectly if the zip was entered with a dash in it.

172480

The Oklahoma New Hire Report was not including workstudy positions and was not removing the dash from zip codes.

Texas
Enhancements
Additional Service Member Demographic Data for Texas Hazlewood Report

Tip

These changes apply to Texas State Reporting Institution types CTC and UNI.

To comply with the Texas Veterans Commission (TVC) reporting requirements, recipients of Texas Hazlewood funds now enter additional service member details in the Hazlewood Recipient Information window. The State Reporting Snapshot Data window uses the collected data to generate the Hazlewood report.

Defining Hazlewood Funds as Tuition Exemptions or Financial Aid

Schools can now map Texas Hazlewood funds as tuition exemptions, financial aid transactions, or as a combination of both. To define the way those monies are reported, use the two new IR Report Definitions in the Institutional Reporting Definitions window:

  • HAZL Tuition Exemption

  • HAZL Financial Aid State Fund

Additional Hazlewood IR Report Definitions

The Institutional Reporting Definitions window includes several new Hazlewood definitions that require mapping:

  • HAZL Fiscal Year

  • HAZL Service Branch

  • HAZL Service Component

  • HAZL Service Character

Resolved Issues

Issue

Description

172474

TX CBM002 Item 23/43/63 fields were supposed to report all who participated but was reporting those who participated and satisfied TSI obligation as code 2.

174773

The Direct Loan amounts reported by TX FADB were not correct. They have been corrected.

General State Reporting
Enhancements

We have added several enhancements to the State Reporting functionality. These features are available to schools who are licensed for State Reporting in their state. If your institution is in Arkansas, Oklahoma or Texas, ask your Account Manager about licensing for state reporting. Create the following reports using the State Reporting Snapshot process found in the Reports - Regulatory activity center.

Reports that are now available are:

  • Arkansas Independent Student End of Term Report

  • Arkansas Independent Graduated Student Report

Resolved Issues

Issue

Description

140028

When a snapshot was deleted, the  warning message referred to Student data even if the data was about employees, etc. The warning message has be modified to be more generic.

158406

In several of the state reporting reports, the Maintain Snapshot Data window allowed the editing of data even when the snapshot was locked. Locked snapshots are no longer editable.

Oklahoma
Resolved Issues

Issue

Description

158444

If the Vendor FEIN starts with zero, the leading zero was not appearing on the Vendor Load report. Now the leading zero appears on the Vendor tab and the process makes sure it is prefixed as needed on the Vendor Load report and output file.

Texas
Resolved Issues

Issue

Description

163856

A database error occurred during the data collection when an hourly employee was paid from multiple accounts with different pay rates. The system now uses the pay rate from the timecard for the position with the lowest pay sequence number.

163904

When zip code information was deleted for previously reported employees, the TRS ED snapshot for that employee showed no information.

164005

TX TRS ED report- When an address was changed, not all address fields were filled in as required for the report. Now, If any address fields have changed data, all address fields that have data will display, including the ones that were changed and any others that contain data.

164366

TX TRS RP report- When an employee had multiple TRS position codes, the MC, SC & NM benefit amounts were split between the TRS position codes incorrectly. This has been corrected.

167404

When payroll is run more than once per month and an additional position is added between payruns with the same position code as another current position, a database error was generated. A change to the alternate key of the IR_TX_TRSTM_POS_CONTRACT_DATA which is filled during the snapshot data collection solved the problem.

General State Reporting
Enhancements

We have added several enhancements to the State Reporting functionality. These features are available to schools who are licensed for State Reporting in their state. If your institution is in Arkansas, Oklahoma or Texas, ask your Account Manager about licensing for state reporting. Create the following reports using the State Reporting Snapshot process found in the Reports - Regulatory activity center.

Reports that are now available are:

  • Arkansas Independent Student Report

  • Arkansas Financial Aid Independent Report

Resolved Issues

Issue

Description

155188

The wrong degree was being populated for the E12 - 12-month Enrollment and C - Completions IPEDS reports. The logic now looks at the snapshot date range instead of one specific date.

156373

The IPEDS Completions report incorrectly calculated students' ages using the report date when the award date should have been used.

Arkansas
Enhancements
Arkansas Financial Aid Public Report Updates

The data collection has been modified to now include Work Study funds paid to students and Tuition Exemptions generated by Student Billing received by students. Tuition Exemptions can now optional be generated by Student Billing instead of as financial aid awards, but schools may transition to this process method only at the start of a new award year to be properly counted in the reports.

Also, on the Institutional Reporting Definitions window, the Mapped Values for the Fund Code report item (AR Arkansas ADHE SIS Reports | Public Institutions | AR FAID PUB Report section) that were previously delivered with the DDU have been removed. This was done to provide institutions with more flexibility to remove codes or remap them to different values.

Resolved Issues

Issue

Description

148749

ADHE Student Term Report - State Enrollment Status was not populating correctly.

Oklahoma
Enhancements
New Hire Report

Updates have been made to the Oklahoma New Hire report. The STRPT_OK_NEW_HIRE_DATA table was added to the database to capture and store the Oklahoma New Hire report data. Logic was also modified to more accurately capture the salary and hourly report data.

Resolved Issues

Issue

Description

139758

OK OESC Unemployment Report - Snapshot process needed to prompt for the state tax unemployment limit and unemployment tax rate and use those in the calculations. These parameters were added to the Snapshot Criteria window for this report code and default with the limit that has been entered on the Tax Table and the rate entered on Benefits Control for the snapshot benefit code. Snapshot data is collected into a new table (STRPT_OK_OESC_UNEMP_DATA) from which the file is generated.  The view (STRPT_OK_OESC_UNEMP_EXPORT_V) that generates the file was also modified to pull from the new table.

159402

OK New Hire report - The State of Hire was incorrectly coming from the employee address. This was changed to default to Oklahoma.

159549

OK UDS Professional Staff report - Citizenship Status was being reported with C, R, N values instead of the 1, 2, 3 values that needed to be reported.

Texas
Enhancements
TX FADB
Federal Veteran's Benefits

For FY18, the Texas Higher Education Coordinating Board (THECB) added the Federal Veteran’s Benefits data element to the Texas FADB report. Previously, this element was reported from J1 Desktop based only on third-party billing transactions. However, since many schools process Federal Veteran’s Benefits as a financial aid fund, the data collection is now modified to allow for this item to also be reported from financial aid transactions.

Selective Service Registration

A new code (3 = Exempt; all exempt males under 18 or over 26) has been added for the Selective Service Registration report item. Any females, or males with no determination of selective service registration, will be reported with code 0 (not applicable/unknown).

Total Cumulative Hours Calculation Enhancement

Previously, the Total Cumulative Hours Attempted field (#102) was reported from the hours calculated by Satisfactory Progress. However, if a school calculates SAP annually instead of by term, then these hours are not available from the PF_SAP_HIST table at the time Reporting Cycle 1 is due in February. The TX FADB report has been enhanced to calculate the Total Cumulative Hours according to the same logic used by Satisfactory Progress to ensure that accepted transfer courses and repeated courses are included in this report item.

TRS Reports
ED45 - Adjustment Reason Code Added

An Adjustment Reason Code of “A" for "End/Add" has been added as default data for this report. This new code will need to be selected for the appropriate records on the Maintain Snapshot data window. Instead of submitting an ED45 to end the old position and then submitting an ED40 to start the new position, an ED45 with an Adjustment Reason Code of “A” can be reported to reflect a change in position.

You can still end the previous record with an Adjustment Reason Code of “N = End” for the ED45 and then submit an ED40 for the new position. However, this new method of using the “End/Add” code will allow you to both terminate the old position and create a new position with a single ED45 record, as long as the new position begins immediately after the old position ends. If the new position does not begin immediately the next day after the previous position ends, then an ED45 will need to be submitted with an Adjustment Reason Code of “N” to end the old position, and an ED40 for the new position can then be submitted.

RP20 - Employee Compensation Calculation Update

If employees have their compensation distributed from several GL accounts that are assigned different TRS Payroll Funding Categories, the report will now calculate and split the benefit compensation and contributions. The logic used to calculate the Community/Junior College Contribution has also been updated to match the state's reporting requirements.

RP25 - Zero Days Reason Code Added

A Zero Days Reason Code of “D” for “Delete” has been added as default data for this report. This new code will need to be selected for the appropriate records on the Maintain Snapshot data window. If a record was incorrectly reported and should be deleted, submit an RP25 record to reverse all transactions including hours and days, then select a Zero Day Reason Code of “D = Delete” for the record on the Maintain Snapshot Data window to effectively delete the transaction.

ER27 - Zero Days Reason Code Added

A Zero Days Reason Code of “D” for “Delete” has been added as default data for this report. This new code will need to be selected for the appropriate records on the Maintain Snapshot data window. If an ER record was incorrectly reported and should be deleted, submit an ER27 to reverse all transactions including hours and days, then select an Adjustment Reason Code of “D = Delete” and a Zero Day Reason Code of “D = Delete” for the record on the Maintain Snapshot Data window to effectively delete the transaction.

Resolved Issues

Issue

Description

143902

TX TRS ED20 and ED25 - Address changes were being reported even if they had previously been reported. Data collection logic was changed for identifying which data needed to be reported for a new employee or if a data item had changed.

146244

TX FADB report - EXP_FAMILY_CONT_9MO (#37) and EXP_FAMILY_CONT (#27) required 7 nines when students did not have a valid NEED_ANALYSIS instead of the 6 nines previously populated in the report file.

147578

TX FADB report - Ministry Related Degree (#56) previously populated with ‘N’ values instead of 0.

147582

TX FADB report - Categorical Aid (#49) was not populating the calculated amount.

147585

TX FADB report - When a student did not file a FAFSA/TASFA, the report only populated 6 nines on the report file in their record. STUDENT_AGI (#6) and PARENT_AGI (#7) report items were expanded to support a 7 digit value when required.

147712

TX FADB report - Semester Initial State Grant Award (#57) was not calculating.

153772

TX TRS RP20 report - Person and position did not appear in the snapshot when there was a second salary history row with an effective date prior to the end of the reporting period. The joins in the snapshot data collection were changed to use the timecard sal_rvw_seq row that was in place when the payroll was run.

154576

TX FADB report - The gross disbursement amount calculation for report items Direct PLUS (#85), Direct Subsidized (#86), and Direct Unsubsidized (#88) reported some loans incorrectly. The calculation was modified to include only the eligible disbursements.

154712

TX FADB report - Error messages appeared when values in the snapshot data tabs were updated and saved due to a problem with the Selective Service Registration drop-down.

155413

TXCBM00S - When Ed Success Levels of 7 & 8 were both applied to a catalog course, the course appeared twice in the report.

156087

TX FADB report - The Enrollment Status (#42) incorrectly evaluated the credit hour ranges to determine status.

156089

TX FADB Report - The three Tuition & Fees fields (#107-Fall, #108-Spring, #109-Summer) were still reducing the total charged by any allocated tuition exemptions/waivers processed via Accounts Receivable. The calculation logic was updated to reflect logic we provided in the workaround provided for Report Cycle 1 and will now reflect the eligible tuition & fees charged.

156096

TX FADB Report -  The TEOG Award Type (#70) and TEOG SAP Status (#111) was not being added to the snapshot for TEOG Recipients.

159403

TX CBM002 - The ABE scores (items 80, 81, and 82) were not being populated on the snapshot.

163856

A database error occurred during the data collection when an hourly employee was paid from multiple accounts with different pay rates. The system now uses the pay rate from the timecard for the position with the lowest pay sequence number.

163904

When zip code information was deleted for previously reported employees, the TRS ED snapshot for that employee showed no information.

General State Reporting
Enhancements

We have added a number of enhancements to the State Reporting functionality for Jenzabar One Desktop. These features are available to schools who are licensed for State Reporting in their state. Information about the specific reports is available in the State Reporting Resource Center on MyJenzabar.net for licensed users. If your institution is in Arkansas, Oklahoma or Texas, ask your Account Manager about licensing for state reporting. Create the following reports using the State Reporting Snapshot process found in the Reports - Regulatory activity center.

Reports that are now available are:

  • Oklahoma TRS Employment Year End Report

  • Arkansas Financial Aid Crosswalk Independent Report

  • Georgia Hope Scholarship

    Note

    For more information on the Georgia Hope Scholarship, see the Registration section.

Arkansas
Enhancements
Arkansas Financial Aid Crosswalk Public

The Arkansas Financial Aid Crosswalk Public report has been enhanced to collect funds from J1 Desktop Work Study payroll earnings and Student Accounts Tuition Exemption/Waivers in the selected award year. A new Academic Year parameter has also been added to the report snapshot criteria.

Arkansas Perkins II

The Arkansas Perkins II report now collects a state-designed code for each CTE Assessment. Users will need to add the CTE Assessment Codes as defined by the ADHE (located in the 2017-2018 Student Information Systems Manual for Public Institutions – Perkins II Technical Skills Assessment Section) to the Institutional Reporting Definition window and map them to their Test Codes. Institutions will only need to enter in the CTE Assessment Codes for those assessments that they have created Test Codes for in J1 Desktop. For more information on this process, see the Arkansas Perkins II Report guide located in the State Reporting Resource Center on MyJenzabar.net.

Resolved Issues

Issue

Description

148060

When running the ADHE End of Term, the existing snapshot data was deleted and all of the data was recollected. This could cause a mismatch in the sequence numbers that were reported to ADHE.

Oklahoma
Enhancements
Updates for the OK UDS Reports
OK UDS Term
Change in Data Collection

The data collection for the Cumulative Hours Earned, Cumulative GPA, and Retention GPA were updated to be pulled from the STUD_TERM_SUM_DIV table (Student Inquiry window | Summaries tab | Division subtab).

Courses Reported as Corequisites Only if Also Marked as Developmental

For Oklahoma State Reporting only, a course is reported as a corequisite only when both of these conditions are true:

  • The course is marked as a Corequisite here in the Prerequisite, Corequisite, and Prohibited Courses window | Corequisite tab.

  • The course is marked as a Developmental Course in the Student Registration window| Registration tab | Student Course Details subtab.

Thus, on the State Reporting Snapshot Data window, for Oklahoma reports, the Corequisite Course Flag checkbox will be selected only if the two conditions above are true.

OK UDS Degrees Conferred Report Now Generates Record 'S'

According to state requirements, when a student is not taking courses and a degree is conferred, Record ‘S’ must be submitted. Because of this, the OK UDS Degrees Conferred report purpose code now generates a Record 'S' along with its original Record 'D'. Data is only populated for Record 'S' if a student has a degree conferred but they did not take any courses between the Report Begin and Report End Dates. If Record 'S' is not needed because no student matches the criteria, the record will still be generated but will not contain data.

The OK UDS Degrees Conferred - Record 'S' pulls several data elements typically captured in the Student Enrollment File - Record 'S' for the OK UDS Term report. If you have recently set up the data required to generate the OK UDS Term Student report, you may have minimal data entry or data verification needed to successfully generate the OK UDS Degrees Conferred - Record 'S'.

Additional data entry and institutional reporting definition mapping are required for this new record. The steps required to generate this report are outlined in the OK UDS Degrees Conferred Report Guide available in the Oklahoma State Reporting Resource Center on MyJenzabar.net.

Resolved Issues

Issue

Description

120726

In the Associate Benefits with Retirement Eligible Compensation window, users were receiving an error when adding and deleting an associated record in the same window session.

121048

In the Benefits Control window, it was possible to mark more than one benefit as both a retirement benefit and included in retirement compensation. Validation was added to the Header tab to warn the user when a fringe benefit that was already included in retirement compensation was marked as a retirement benefit.

123344

In the Organizational Position window, users were unable to delete a position with Oklahoma-specific data.

145058

In the Calendar Year Tax report, the incorrect county code displayed.

145062

In the Calendar Year Tax report, tags had the incorrect case and tax numbers included the leading zeros.

147478

The following changes were made: processing was changed to use the sum of gross pay instead of base pay; processing now works with negative gross pay which can occur when a void has been done after the payroll has been submitted; country description now trims J1 Desktop value to a max of 40 characters.

147885

When auxiliary checks with fund code 723 were processed, the Misc Claims report had the wrong warrant type and warrant number.

151239

The data collection process for UDS Term Student reporting was collecting all students with Candidacy data in the report. We now exclude any student that is not in either the Undergraduate or Graduate division as defined on the candidacy record. The new logic will look at the IPEDS Division column in the Division Definition window and include only the Undergraduate and Graduate students.

Texas
Enhancements
Improvements for the TX CBM Reports
TX CBM00S

Updates have been made to how data is collected for report item #22 to match the state's reporting requirements to provide information about whether a developmental education (DE) course/intervention (NCBO) was paired with a college level course of the same type in the same term. On the Institutional Reporting Definition window, the External Field Values for the CTCCBM00S Developmental Format item have been updated as well (TX THECB | CTC CBM Reports | CTCCBM00S - Student Schedule Report).

TX CBM002

CBM002 had updates to the following report items:

  • 10 - Program Indicator

  • 21A - Math TSI Obligation Waived or Satisfied through Exemption

  • 23 - Participation in Alternative/Non-course-based Method for Developmental Education Math this Reporting Period

  • 41A -Reading TSI Obligation Waived or Satisfied through Exemption

  • 43 - Participation in Alternative/Non-course-based Method for Developmental Education Reading this Reporting Period

  • 61A - Writing TSI Obligation Waived or Satisfied through Exemption

  • 63 - Participation in Alternative/Non-course-based Method for Developmental Education Writing this Reporting Period

The data collection logic was modified to collect and assign any new or revised values appropriately. New and modified default data was included for the Institutional Reporting Definitions which will change the drop-down values available for these items in the Maintain Snapshot window. The Regulatory Reporting report was modified to handle the revised values. However, there was no change needed in the process that exports the file.

Caution

IMPORTANT: Report items 10, 21A, 41A, and 61A now have Rules Based Update (RBU) rules associated with them that need to be configured or changed prior to running the CBM002 report. These rules are not delivered by default, so you will need to download the database scripts from the Texas State Reporting resource page on MyJenzabar.net. Once you run the database scripts, the rules will be created and can be modified for your institution.

The following detail the newly available RBU rules for CBM002:

  • CBM002_#10 - This is used to determine all three possible values for report item 10

  • CBM002_21A, CBM002_41A, and CBM002_61A  - These determine if the student gets a value of 'G' for report items 21A, 41A, and 61A, respectively

New ESOL Features and Lower Developmental Course Limit

All schools

New features help you track credit hours for ESOL (English for Speakers of Other Languages) courses. The screenshots below show what's available for your purposes, but the specific credit-hour limits discussed in this topic are for Texas only.

Texas state reporting schools

Texas lowered the credit-hour limit for developmental courses and changed the way developmental hours for ESOL are calculated. We added and adjusted features to help you track ESOL credit hours. This affects the Texas CBM001CBM004, and CBM00S reports.

With the new requirements, the state will fund students for:

  • Only 18 credit hours of developmental courses (down from 27)

  • An additional 9 developmental credit hours for Developmental ESOL courses

To comply with the new requirements, Texas schools need to make several changes in J1 Desktop:

  • Set new credit-hour limits for developmental and ESOL courses.

    • Registration Configuration window

  • Make sure courses are marked as developmental and ESOL as appropriate.

    • Catalog window

    • Student Course Details window

Registration Configuration Window

On the Configuration Table tab, change the Developmental Credit Hour Limit to 18.

Caution

This change has particular implications for the student population that's already over the new 18-hour limit but below the old 27-hour limit. Before you adjust the credit-hour limit to 18, be sure to complete all reporting that needs the old values. After that, you'll need to manually adjust any additional reporting on this student cohort for old reports.

Set the ESOL Credit Hour Limit to 9.

Catalog Window

On the Reporting Data tab, for each developmental and ESOL course, make sure the courses are properly flagged.

  • Developmental:  Select This is a developmental course.

  • ESOL: Select This is an ESOL course.

Caution

For a course to be counted as an ESOL Developmental course and qualify for the additional 9 ESOL credit hours, make sure both of these checkboxes are selected.

Your selection or deselection of these checkboxes in the Catalog window defaults to the courses in the Student Course Details window. However, you'll also inspect that window to make sure the selections are correct for the particular student, section, and term.

Student Course Details Window

On the Student Course Details window, Course tab, make sure the correct checkboxes are selected:

  • Developmental Course

  • ESOL Course

Caution

For the new logic to correctly identify an ESOL developmental course, make sure both of these checkboxes are selected.

(You can open the Student Course Details window by right-clicking a record on the any of the following windows and selecting Student Course Details:  Student Inquiry, Student Registration, Grade Entry, Class List Inquiry, Transfer Entry. You can also use the Student Registration window, Registration tab, Student Course Details subtab.)

Resolved Issues

Issue

Description

139756

If the database was not set to auto trim trailing spaces, Source and Destination Org Codes need to be trimmed of trailing spaces, Functional Acknowledgement Needed values should be 0 or 1, and Courses are repeated because of a missing join.

145387

The EPUB TSI codes were being referenced inconsistently, resulting in code mismatches between items #20 and #24.

145214

In the FADB report, the three Total Tuition and Mandatory Fees fields, including, #107-for Fall, #108-for Spring, and #109-for Summer, were calculated incorrectly. We were erroneously including Open Items allocations and Tuition Exemptions which would reduce the original charge amounts.  Our calculation would then further reduce the amount based on any TX tuition exemptions we were reporting as we understood THECB to indicate that tuition and fees should be reduced by those. THECB has clarified that they want the amount of tuition and fees to not be reduced by any state tuition exemptions received. Our calculation has been corrected to now report each student's tuition and fees charged.

146225

In the FADB report, the Three Attempted Hours field may not have populated. The FADB report now collects attempted hours for students based on the hours in student course history for each Jenzabar term that maps to the state defined term in the FADB Terms Institutional Reporting Definition. It will include any hours for courses with a transaction status of current or history and with credit types that are not excluded from Part-Time/Full-Time. We will no longer collect hours from PowerFAIDS since all students reported on the FADB report may not have a record there.

146243

The FADB Report now executes with improved efficiency.

146248

The four SAP Status fields now populate as expected for students that receive on of these funds. The four fields include TXGR SAP Status (#110), TEOG SAP Status (#111), TEG SAP Status (#112), and TOP TEN SAP Status (#113).

146252

In the FADB report, several drop-downs in the Maintain Snapshot Data window were displaying multiple rows for the same code.

146253

In the FADB report, the Maintain Snapshot Data window was showing incorrect values in the drop-down choices for field 70 TEOG Award Type.

146350

If an employee's position start date was changed between the pay run and when TRS reports were run to a date after the reporting month the position was not being included.

146703

The Program Level (#22) now checks the student's degree history archive record prior to or on the census date of the earliest term a student attends in the award year selected instead of the start date. Additionally, program level will be set to blank if no degree history archive record can be found for the student before or on the census date of the earliest term a student attends in the award year selected. Previously, such records were set to 0, which indicates a student is non-degree seeking. Setting program level to blank allows schools to clearly know which records have some data issue that requires review.

147711

In the FADB report, the Justification and Hardship fields were not populated when data was set in the Scholarship Recipient table for multiple years.

147714

In the FADB report, the TASFA Date was not being reported correctly.

147590

A new ATHLETIC State Fund Code is now available and needs to be assigned to each financial aid fund that needs to be counted in the Athletic Scholarship (#64) field. A workaround for the First Report Cycle required schools to create their own ATHLETIC state fund code and to update the field via a script. We recommend you delete your local ATHLETIC state fund code and assign the new default ATHLETIC state fund code to your funds.

147686

In the FADB report the Classification field (#33) was not set correctly.

150137

The EDI transcript file generated from J1 Desktop could not be opened with the Quick n Easy utility. This was caused by having the Override Institution code OS in a Session N1 name line without institution name or code for local Sessions.