General Student Purge

Overview

The General Student Purge (SGPSTDN) purges the general student records of students who have never enrolled for a term. The job may be run directly from Banner and is available to only a few key people in Raider Student Services.  The report should be run each term prior to pre-registration for the next term.  It’s very important that the purge is not done for a term until after the last day to register for a class has occurred.

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Accessing the General Student Purge

You may access the General Student Purge using Direct Access or the Reports menu. When you select the General Student Purge, the Process Submissions Control form (GJAPCTL) will display so that you may enter the parameters required to run the report.

Accessing the General Student Purge Using the Reports Menu

1. Log into Banner.
2. From the main Banner menu, expand Reports.
3. Expand menus until you find your department’s menu.
4. Select General Student Purge (SGPSTDN).

Accessing the General Student Purge Using Direct Access

1. Log into Banner.
2. Enter SGPSTDN in the Go To box and press the Enter key.

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Running the General Student Purge

To run the General Student Purge (SGPSTDN), you first need to set up the required parameters. The Process Submissions Control form (GJAPCTL) is used to enter parameters for reports.

Key Block (Page 1 – Block 1):

The Key block specifies which report you are running. It will be pre-populated with the General Student Purge (SGPSTDN).

Enter the following information:

• Process: Process will be pre-populated with the General Student Purge (SGPSTDN). If it is blank, enter SGPSTDN.
• Parameter Set: Enter the name for the set of parameters you wish to use if you have saved a set of parameters previously. Otherwise, leave blank.

Choose Block/Next from the menu bar to move to the Printer Control block or use the mouse to click into the block.

Printer Control Block (Page 1 – Block 2):

The Printer Control block allows you to choose which printer to use, the number of lines to print per page, and the time to submit the job.

Enter the following information:

• Printer: Enter the printer code for where you want report to print. Choose Help/List from the menu bar for valid printer codes. If you do not see your department print queue listed, call our Faculty & Staff Help Desk for assistance.  If you would like to review this report online, enter DATABASE in the printer field.
• Special Print: Leave the value blank.
• Number of Lines: Enter the number of lines per page you wish to print or use the default already entered. Note: If you choose a larger number of lines than will fit on the page, your report will not print properly. We recommend this value is left blank.
• Submit Time: Leave the value blank if you wish report to run immediately. If you wish the report to run at a later time, enter the time in military format (i.e., 23:00 for 11:00 PM).

Choose Block/Next from the menu bar to move to the Parameter Values block or use the mouse to click into the block.

Parameter Values Block (Page 1 – Block 3):

The Parameter Values block displays a list of parameters used for the General Student Purge. As you cursor through each parameter, help text about the parameter is displayed underneath the list of parameters at the bottom of the Parameter Values block. Click on the Search icon for the Values field to see a list of valid values if one is available.

Enter the following information:

• Process Term: Enter the current term code. Choose Help/List from the menu bar for valid codes.
• Purge Option: Enter 1 for the purge option.
• Effective Term: Enter the current term code.  Choose Help/List from the menu bar for valid codes.  All general student records with an effective term <= this term without registration will be purged.  Do not enter a term that has registration still in progress.
• Activity Date: Leave this field blank if you chose purge option 1.
• Purge High School Information: Enter N so that high school information will not be purged.
• Purge Prior College Information: Enter N so that prior college information will not be purged.
• Purge Guardian Information: Enter N so that guardian information will not be purged.
• Purge Test Score Information: Enter N so that test score information will not be purged.
• Purge Hold Information: Enter N so that hold information will not be purged.
• Run Mode: Enter purge mode A or U.  Audit Mode (A) will produce a report of who will be purged but will not actually do the purge.  Update Mode (U) will purge general student records with an effective term <= value entered in the Effective Term parameter who have not registered.

Use the vertical scrollbar or down and up arrow keys to cursor through the records. After entering your parameter values, choose Block/Next from the menu bar to move to the Submission block or use the mouse to click into the block.

Submission Block (Page 1 – Block 4):

The Submission block allows you to save your parameters for future use and to submit the report.

Enter the following information:

• Save Parameter Set as: If you wish to save the parameters to use again, check this box.
• Name: If you have checked the Save Parameter Set as box, enter a name for the parameter set. If you did not check the Save Parameter Set as box, leave Name blank.
• Description: If you have checked the Save Parameter Set as box, enter a description for the parameter set. If you did not check the Save Parameter Set as box, leave Description blank.
• Hold/Submit: Select the Submit radio button.

Choose File/Save from the menu bar to submit your job. The report should print or be available online within a few minutes.