Information Technology
Overview
The Unofficial Transcript for Population Selection process allows you to get unofficial transcripts for a group of people. If you do not have access to the job and admin page needed, please contact our Faculty & Staff Help Desk.
The process consists of the following steps:
- Enter the records you want transcripts for in the Population Selection Extract Data page (GLAEXTR).
- Run the Unofficial Transcript Population Selection job (UNOFFICIAL_TRANSCRIPT_POPSEL).
Accessing the Processes
You may access the processes using the menus or Search.
Accessing the Processes Using the Menus
- Log into Banner.
- Click on the Applications icon
on the left navigation bar. - Expand the Banner menu.
- Expand the Southern Oregon University menu.
- Expand the Faculty menu.
- Expand the Advising menu.
- Select the admin page or job from the menu.
Accessing the Processes Using Search
- Log into Banner.
- Start typing a keyword into the Search box on the main Welcome screen. For example, use “Population” for the Population Selection Extract Data page or “Unof” for the Unofficial Transcript Population Selection job.
- This will pull up a list of items that match the key word entered. Select the correct process from the list.
Entering Students into Transcript Population
To enter students into the transcript population, select the Population Selection Extract Data page (GLAEXTR). The Population Selection Extract Data page allows the entering of student records into a population selection. The Population Selection Extract Data page consists of two sections. The Key section contains the “key” information to identify the population you wish to view or maintain records for. The Population Selection Extract Data section contains the records in the population.
You may access the Population Selection Extract Data page (GLAEXTR) from the Advising menu in Banner, by typing GLAEXTR into the Search box in Banner, or entering key words (i.e., Population) into the Search box and then selecting the correct page.
Key Section (Page 1 – Section 1)
The Key section specifies which population you are working with. Enter the following information:
- Application: Application code associated with the Population Selection. Enter STUDENT for application.
- Creator ID: Creator ID that identifies the creator of the population selection. This will default to your Banner username. Change to SOSC.
- Selection ID: Selection ID that identifies the population selection. Enter TRANSCRIPT for the population selection. Note: You must enter SOSC for the Creator ID before you will be allowed to enter TRANSCRIPT for the selection ID.
Once you have entered the above fields, click on the Go button to move to the Population Selection Extract Data section. Information will be displayed for the population entered in the Key section.
Population Selection Extract Data Section (Page 1 – Section 2):
The Population Selection Extract Data section displays all records assciated with the population entered in the Key section. Enter the following information in the Population Selection Extract Data section:
- ID: ID that identifies the person in Banner. Enter the ID of the student. If you do not know the ID, you may tab to the next field and enter a full or partial name or you may choose Help/List from the menu bar to do a search.
- Name: Name associated with the ID. If you have not entered an ID, enter the full or partial name of the student in the format of “Last, First”. A % may be used as a wildcard (i.e., Enter smith, ja% to search for a student with the last name of Smith and a first name starting with the letters Ja).
To enter a new record, ensure that you have a blank record. If the record is not blank, click on the Insert icon to enter a new record.
To update an existing record, use the scrollbar or the down and up arrow keys to move through the records until you locate the record you want to edit. Edit any fields as needed.
Click on the Save button in the bottom left corner of the page to save any changes you have made. Click on the Start Over button to return to the Key section of the page. Click on the Close (X) button in the top left corner of the page to close the page. Remember to save any changes before doing a Start Over or closing the page.
Running the Unofficial Transcript Population Selection Job
To create unofficial transcripts for the population, select the Unofficial Transcript Population Selection job. This will bring up the Process Submissions Control page (GJAPCTL) so that you can enter the parameters needed to run the job.
Key Section (Page 1 – Section 1):
The Key section specifies which job you are running. It will be pre-populated with the Unofficial Transcript Population Selection job (UNOFFICIAL_TRANSCRIPT_POPSEL).
Enter the following information:
- Process: Process will be pre-populated. If it is blank or has the wrong job, enter UNOFFICIAL_TRANSCRIPT_POPSEL.
- 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.
Click on the Go button to move to the Printer Control section.
Printer Control Section (Page 1 – Section 2):
The Printer Control section 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 the transcripts 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 the transcripts online, enter DATABASE in the printer field. If you would like to have the transcript sent to your personal network drive (p drive), enter SFTP_PDF in the printer field. Do NOT use EMAIL for the printer as it is not a secure option for transcripts.
- Special Print: Enter PORTRAIT_CONDENSED if field is empty.
- 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, the transcript 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 transcript job to run at a later time, enter the time in military format (i.e., 23:00 for 11:00 PM).
Use the mouse to click into the Parameter Values section.
Parameter Values Section (Page 1 – Section 3):
The Parameter Values section displays a list of parameters used to create the transcript. 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 section. Click on the Search icon for the Values field to see a list of valid values if one is available.
Enter the following information:
- Level: : Enter the level code you want included in the transcript (UG – Undergrad, GR – Graduate, AL – All). This value defaults to AL (All).
- Number of Copies: : Enter the number of copies of the transcript you want. This value defaults to 1.
Use the mouse or down and up arrow keys to cursor through the records. After entering your parameter values, use the mouse to click into the Submission section.
Submission Section (Page 1 – Section 4):
The Submission section allows you to save your parameters for future use and to submit the job.
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.
Click on the Save button in the bottom right corner of the page to submit your job. The transcript should be available within a few minutes.