ARTS

ARTS Manual
Introduction
Chapter 1: An Overview of ARTS
Chapter 2: Generating an ARTS form
Chapter 3: ARTS Degrees
Chapter 4: The ARTS Appendix
Chapter 5: The ARTS Dictionary, Degree Maps and Other Tables
Chapter 6: FIB forms
Chapter 7: ARTS Utilities
Chapter 8: Electronic Folder System (EFS)
Chapter 9: Graduate Database System (GDS)
Chapter 10: The Graduation Checker
Appendix A: ARTS Design Tips
Appendix B: ARTS FIB Dictionary

Chapter 2: Generating an ARTS form

Last Revision: 02/23/06

Chapter Summary

This chapter will present you with the two commonly used methods of generating an ARTS form. The first, using the ARTS
form Generation Screen, can generate an entire ARTS form with a KUID and/or KUID list filename entry and the click of a button. The second, using individual steps for Downloading, Formatting, Processing, and Printing information, is slower, but it can be useful if one needs to process large batches of data or if one needs to heavily customize the way in which the data is manipulated. The ARTS form Generation Screen method is the simplest, quickest, and most widely used. Either method has user-friendly graphical Windows-based interface that is flexible and powerful.

Generating an ARTS form from the ARTS form Generation Screen

In order to generate an ARTS form, do the following:

double-click on the ARTS Icon (See Figure 2.1 below).

Fig. 2.1--ARTS Icon.

This will bring up the ARTS Graphical User Interface(GUI) (See Figure 2.2 below).

Fig. 2.2--ARTS Main Screen.

If a key is pressed, "Click Here to Begin" is clicked, or the mouse is moved, the greeting screen will go away and the main screen is ready for input.
At the top of the screen, a Windows-style menu is visible. The main menu, called "ARTS", is in the upper left-hand corner. Click on the ARTS menu Item and select "Generate ARTS form" (as seen below in Fig. 2.3), or simply press the F12 key. This will bring up the ARTS form Generation Screen (as seen in Fig. 2.4).

Fig. 2.3--Selecting the ARTS form Generator from the Main Screen.

Fig. 2.4--The ARTS form Generation Screen.

The ARTS form Generation Screen (see Fig. 2.4) generally takes a few seconds to come up because all of your department"s information is being loaded into the interface. The following items are listed in Figure 2.4:

Figure 2.5--Selecting a KUID list from the list of available files.

Download Method: This set of radio buttons is where you can select the download method for your raw data. Currently, the "ARTS Server Download" method is the only available option.
Extract Date: This box tells you what the date of the extract file is. You can check the last date the ARTS Server Extract was last created here when the ARTS form is running.
KUID/KUID List Filename: You must enter a KUID or the name of the IDs file that you wish to run here. IDS FILE NAMES NEED TO BE ENTERED WITHOUT THE .IDS EXTENSION, AND WITHOUT THE PATH. IDs files must be in your departmental data directory, and an explanation of how to create these lists is detailed later in this chapter. Note also that this blank also contains a drop-down list of your departmet's IDs files that you can select without having to type anything (see Fig. 2.5). The drop-down list has a "type-ahead" feature that automatically searches for the closest match for the text you type in. For example, in Figure 2.5, the user has dropped down the list and typed "ba" in the window. ARTS has determined that the closest ID list filename is "BARB", so "BARB" appears at the top of the list. You can then simply move the mouse down to that list entry and click the mouse to select it.
Department/School: This box allows you to select the department in which you want to run your ARTS form. Departmental codes are four letters long, like CLAS, ARCH, ENGR, EDUC, etc.
Use Map File/Specific Catalog/Degree: In this area, you may use the radio buttons to select whether you wish to use a degree map or a specific catalog and degree when you process requirements. Depending upon what you select with the radio buttons, you can select either the degree map or the catalog and degree using the dropdown lists. Each time you change the catalog name, ARTS goes and finds the degrees that exist within that catalog and displays them in the degree list.
Downloading/Students Processed/KUID Not Found: This area displays the action being performed by the ARTS system, as well as the KUID the system is currently working on. The number of students processed is displayed also, and any individual KUID that is not located in the ARTS Server Extract will be displayed. Advanced functions that allow the user to see all KUIDs not found will be discussed later in this chapter.
Messages: Various messages are displayed in this box, including ARTS degrees and FIB forms loaded and degree requirements processing time per student. You may drop down this list to check which FIB forms loaded when you ran your ARTS form(s). To clear this list, click on the "Clear Messages" button in the lower right-hand corner of the screen.
ARTS Runtime Defaults: This is covered in a separate section after the rest of the items on this screen.
Force FIB Form: If you wish to force a special FIB form for reporting purposes, uncheck the "Use Default for Degree" checkbox. This will enable the "Catalog:" and "FIB Form:" boxes (see Figure 2.6). You can then use the "Catalog" and "FIB Form" dropdown lists to select your FIB form you wish to print. If you change the "Catalog" box by selecting a different item, any FIB forms that are in that catalog's directory will appear in the "FIB Form" box's list. If you leave the "Use Default for Degree" checkbox checked, ARTS will automatically select the FIB form listed on the Degree Map for the student's degree code.

Figure 2.6--Forcing a FIB Form on the ARTS Form Generation Screen.

Current Term and Assum. Grade: This box is where ARTS gets the current term for some kinds of ARTS forms. This can be left blank, and ARTS will use other ways to find out the current term. The default for the current term should be left in unless you wish to change it to another term. The assumed grade is what ARTS will assign courses in the schedule for the current semester if they do not yet have grades. If you wish to put in an assumed grade for a hypothetical situation, simply append a colon, then the grade immediately after the current term. For example, "4009:C" should be typed in for a current term of "4009" (Fall 2000) and an assumed grade of "C".
Proj. Term and Assum. Grade: This box is where ARTS gets the upcoming term for some kinds of ARTS forms. This can be left blank, and ARTS will use other ways to find out the upcoming term. The assumed grade is what ARTS will assign courses in the schedule for the upcoming semester if they do not yet have grades. If you wish to put in an assumed grade for a hypothetical situation, simply append a colon, then the grade immediately after the projected term. For example, "4012:C" should be typed in for a upcoming term of "4012" (Spring 2001) and an assumed grade of "C".
Graduate: Check this checkbox if you wish to run a graduate ARTS form for the department listed on the ARTS Form Generation Screen. This will make the necessary changes in the Formatting, Configuration, and Map/Catalog/Degree setup so that the appropriate graduate form can be generated depending upon the department or school you select. If you uncheck the checkbox, the setup returns to undergraduate. If you generate a form using the graduate setting and it does not appear to be the correct form, contact ARTS Support.
View/Print/Cancel/Advanced: If you wish to run an ARTS form, simply click on "Print" or "View" in the lower right-hand corner of the screen. The form should begin running. Text will appear in the Status indicators on the lower parts of the screen. This text will have general information on where the ARTS system is while processing the ARTS form request. The ARTS form Generation Screen follows the four processes when generating a form: Downloading, Formatting, Processing, and Printing (See Chapter 1 for a complete description of each step). Producing an ARTS form can take up to thirty seconds, depending upon the amount of information the student has in the EFS database and the complexity of the ARTS form(s) being requested. The "Cancel" button closes out of the ARTS Form Generation Screen if a form is not running. If a form is running, you will get a window asking if you wish to stop the process that it is running at the time. If you click "OK", ARTS will stop running the form. If you click "Cancel", ARTS will resume running the form. You can then click "Cancel" close out of the screen. When the "Advanced.." button is clicked, extra controls appear on the ARTS Form Generation Screen that are covered later in this chapter.
ARTS Runtime Defaults: These four checkboxes in the upper right-hand corner of the ARTS Form Generation Screen give you the ability to customize how ARTS will print your form(s).
1. Accept Download Defaults
  Clicking on this checkbox will bring up a screen that will enable you to change the ARTS download settings (see Figure 2.7). After you change the settings, the box will remain unchecked. Simply click on the box to put a check there in order to restore your default formatting settings.
  
  Figure 2.7--ARTS Download Preferences.
  From this screen, you can use two radio buttons to select what types of data you wish to download. You can select "All Data Available", which is simply all demographic, schedule, and permanent record data available for the student(s), or "Address Label Data", which is simply demographic data. Downloading extract information takes place very quickly, so selecting Address Label Data will not greatly increase the speed of the download except for very large batches of students (1000+ students). Click the "OK" button to make your changes to the downloading defaults, or "Cancel" to cancel your changes and stay with your regular ARTS defaults. NOTE: Currently, the only option is "All Data Available".
2. Accept Formatting Defaults
  Clicking on this checkbox will bring up a screen that will enable you to change the ARTS formatting settings (see Figure 2.8). After you change the settings, the box will remain unchecked. Simply click on the box again in order to restore your default formatting settings. The following items correspond to numbered controls on the screen in Figure 2.8:
  1. Include Address in Output: This checkbox lets you choose whether you want the student address information to be carried through to the output. This is optional.
  2. Merge High School Data (if available): By clicking this checkbox, you can specify whether you want high school data included in the formatted file. High school data is imported from EFS. When this is checked, the "Merge EFS Data into Output" checkbox is also checked.
  3. Merge EFS Data into Output: This control lets you to choose whether you want EFS data to be merged into the extracted file data. You can bypass this step if you have no need for EFS data and you wish to speed up the Formatting process.
  4. Merge GDS Data into Output: This checkbox lets you choose whether you want GDS data merged into the output or not. GDS is the database used for graduate students' ARTS forms. This database includes GRE and TOEFL scores, out-of-time dates, etc. This box is usually unchecked unless the "Graduate" checkbox is checked on the ARTS form Generation Screen.
  5. KUID: to start Formatting with: Enter the KUID you wish format in this box if you only wish to format a certain KUID in the extract file. If you enter a "+" character after the KUID, ARTS will continue formatting after this KUID until it reaches the end of the file.
  6. Extract Filename,
  7. Formatted Filename: These boxes contain the names of the intermediate files that will be created during the Formatting step of the ARTS process. These cannot be changed here. If you wish to run an ARTS function with custom intermediate filenames, you must run each step individually from the main ARTS screen. Running each step individually from the main ARTS screen will be covered later in this chapter.
  8. OK, Cancel: The "OK" button applies your changes to the Formatting defaults and closes the screen. The "Cancel" button cancels your changes, closes the form, and keeps your regular formatting defaults for the ARTS form.
  9. Comments for Formatted File: Any text you type into this box will be placed at the top of the formatted extract file. Comments can help you organize your formatted extract files for testing purposes.
3. Accept Processing Defaults
  Clicking on this checkbox will bring up the screen that lets you change the Processing defaults (See Figure 2.9). After you change the settings, the box will remain unchecked. Simply click on the box again to restore your default processing settings. The following items correspond to numbered controls on the screen in Figure 2.9:
Figure 2.9--Processing Preferences Screen.
1. Accept Printing Defaults: Clicking on this checkbox will bring up a screen that will enable you to change the ARTS printing settings (see Figure 2.10). After you change the settings, the box will remain unchecked. Simply click on the box again in order to restore your default printing settings. The following items correspond to numbered controls on the screen in Figure 2.10:
Figure 2.10--Printing Preferences Screen.

Advanced Functions

After the "Advanced" button is clicked, the ARTS Form Generation Screen changes to appear like what is shown in Figure 2.12. The following letters correspond to controls on the screen in Figure 2.12:

EXT: When checked, this checkbox tells ARTS to forego the Download portion of the ARTS process, and ARTS uses your default extract file previously created. NOTE: In order to use this feature, you have to have unchecked the "File Cleanup" box below when you ran your previous ARTS form. Otherwise, you will get the "Cannot Open Extract File" message.
Students Not Found: This box contains the list of KUIDs that were not found in the ARTS Server Extract file. Click on the drop box to drop down the complete list. Any KUIDs not found in the ARTS Server Extract File need to be activated in SAKU, and then their record will be available for download the next business day. To extract these KUIDs not found to a new KUID list, you can click on the arrow button to the right of the drop down list.
ARTS Runtime Defaults: This set of boxes and checkboxes that becomes visible gives detailed information that the ARTS Support Team uses to debug ARTS.
ARTS Config: This box is used to select the ARTS configuration desirable for ARTS form generation. Most of the time, the appropriate ARTS configuration is already selected for each ARTS form. The ARTS Configuration and its corresponding editor is covered in Chapter 5.
File Cleanup: This checkbox works in conjunction with the EXT box above. If this box is unchecked, the intermediate files that ARTS creates during the Download, Processing, and Printing phases will not be deleted. The user can then use the EXT box above to try an ARTS form with an existing test extract file. This control helps the ARTS Support Team in debugging.

Figure 2.12--ARTS Form Generation Screen with Advanced Options Enabled.

Set Map, Catalog, Degree, & Config Defaults: This button allows you to customize your current default degree map, catalog, degree, and configuration defaults. This button comes in handy when you are troubleshooting a particular degree, and you want to have quick access to it when you go to edit the degree or FIB form. When you click this button, you have the option of specifying these defaults for every time you start up ARTS. If you click "No", your old default settings will apply the next time you open ARTS.

Making KUID Lists

If ARTS forms are desired for several students, you can create KUID lists using the ARTS system. A KUID list file is a text file containing one or more KUIDs, one per line. To create a list file, click on "Utilities" from the main ARTS screen and select "Edit/Create KUID Lists" (see Figure 2.13).

Figure 2.13--Selecting "Utilities", then "Edit/Create KUID Lists" from the main ARTS screen.

Creating a KUID List: If you select "Create New List", a blank edit window will open up in the upper left-hand corner of the screen (see Figure 2.14). You may now begin typing in your KUIDs. When your list is complete, you can click on the "X" in the upper right-hand corner of the edit box, and a window will appear for you to name and save your new KUID list (see Figure 2.15). You do not need to enter the .IDS extension of the file, ARTS will do that for you. Once your new file is named, you can click on "Save. ARTS will save your file and the editor will close. If you click on "Cancel", ARTS will close the editor without saving your file.

Editing an Existing KUID List: If you select "Edit Existing List", a file open dialog will appear asking you for the name of the file. This looks just like the "Save" dialog in Figure 2.15, except it has an "Open" button instead of a "Save" button. You may type the name of the file in (no .IDS extension needed here) and press the enter key. This dialog also shows a list of files that you may choose from in your department"s data directory using the mouse. NOTE: You can only run ARTS forms and make KUID lists from your department"s home data directory. For more information on creating and working with ID lists, see ID List Functions and ID List Operations in Chapter 7.

Figure 2.14-Creating a new KUID list in the editor window.
This window is the same window used to edit existing KUID lists.

Figure 2.15--Save window for KUID list. User is inputting "MYLIST" as the filename.
This dialog closely resembles the "Open" window for the "Edit Existing KUID List" menu item.

Once you type in a filename or double-click a file in the "Open" dialog, the file"s contents will be displayed in the KUID list editor window, just like the one displayed in figure 2.13. When changes are made to your satisfaction, click on the "X" in the upper right-hand corner of the edit window. This will bring up a "Save" dialog, much like figure 2.15. Your KUID filename will appear in the "File name" box, and you can change the name to another file to save it as something else, or you can leave the filename the same and overwrite the old file. Once you have selected a name for your file, hit the Enter key to save and the save and edit windows will close. If you hit the Escape key or click on "Cancel", ARTS will close the save and edit windows without saving changes. NOTE: Once you press the Enter key or click on "Save", you will overwrite the old KUIDs file with the name you have selected. Take care that you do not save over someone else's file. If you click on "Cancel" or hit the Escape key, your changes will not be saved.

Using the ARTS Form Functions Individually

To access ARTS form functions individually, click on the ARTS menu item. The functions exist below the "Generate ARTS Form" menu item (see Figure 2.15). Four of the five possible options under this core function are listed below and are responsible for the ARTS form generation process, which the reader now knows consists of four distinct steps:

Download Student(s)
Format Transcripts
Process Requirements
Print ARTS forms

Figure 2.16--Selecting an item on the ARTS main menu.

Downloading Transcript Data

The "Download Transcript Data" function has two options: "ARTS Server" and "TN3270". "ARTS Server" is the option that retrieves data from the ARTS Server Extract, which contains a snapshot of Student Records from the previous day. The screen for this function is pictured in Figures 2.17 and 2.18.

KUID/KUID List: This box allows you to enter either the KUID of the student you wish to get data for, or the KUID list filename you wish to use when downloading. If you click on the down arrow, you can select from a list of existing KUID files within your departmental data directory. NOTE: You don't need to enter the .IDS extension of the file, just the name.
Output Filename: This box allows you to enter the name of the file where your output data is going. If you just enter the name of the file without a path, ARTS will put the file into your departmental data directory. If you omit a file extension (e.g. MYFILE instead of MYFILE.EXT), ARTS will automatically put .EXT as the file extension. However, you can put in any path or file extension you wish, providing the path exists on your computer. If you click on the file selector button with three dots on it to the right of the box, you can use it to select a file and/or path where you want the output data to go.
Data Types (Screens): This set of radio buttons allows you to select whether you want to download all data for the student(s), or only address data for making labels.
Location of Extract File: This box provides information about where the ARTS Server Extract is.

Figure 2.17--The ARTS Server Download Screen.

Status: This box provides information about the status of your download. It will say "Complete" when your downloading is done.
Go Get It!/Cancel: "Go Get It!" Tells ARTS to begin downloading your data. Cancel closes the Download screen unless a download is in progress. If a download is in progress, it will ask you if you wish to stop downloading. If you select "Yes", the downloading will stop, and the screen will await your next input. If you select "Cancel", the downloading will resume until finished.
Extract Date: This box lets you know the date that the ARTS Server Extract was created. This lets you determine the "freshness" of the data when you begin downloading.
Students Downloading/Downloaded/KUID Not Found: These boxes help provide some information about which KUID is being downloaded, How many KUIDs you have downloaded to the closest multiple of ten, and which KUIDs are unavailable in the ARTS Server Extract. NOTE: The "KUID Not Found" box only shows the last KUID not found.
Submit To Batch: When this item is checked and the "Go Get It!" button is clicked, a "DOWNLOAD" job will be added to the ARTS Batch Queue with your chosen configuration. We will discuss the ARTS Batch Queue later in this chapter.
Students Not Found: This box will tell you which KUIDs, for which you were downloading data, were missing from the ARTS Server Extract. If you click on the down arrow, the complete list of KUIDs will be displayed. To get a KUID to show up in the ARTS Server Extract, you will have to un-archive the student in Student Records and try downloading the data tomorrow (consult your student records documentation for this information).

Figure 2.18--Downloading Student Extract Data.

Once you click on "Go Get It!", the "Status" box will say "Getting Data...", and the "Students Downloaded" and "Downloading KUID" boxes will begin to display data at a rapid pace (see Figure 2.18). Once the function is complete, "Status" will display "Done", and any KUIDs not found will display in the appropriate boxes. At this point, you can either put in a new KUID or KUID list and download again, or you can close the screen by clicking on "Cancel".

If you wish to download live data, select the "TN3270" option from the "Download Transcript Data" options. This will open a screen much like the ARTS Server Extract Download screen in Figure 2.17. The TN3270 Download screen appears in Figure 2.19 (see next page). It appears much like the Server Extract Download. You can enter the KUID or select the KUIDs and select the output file and download method, much like the Server Extract Download screen previously detailed. This screen does not provide current KUID and number of KUIDs.

2.19--ARTS TN3270 Download Screen.

Once "OK" is clicked, the download begins. When the script is done or is cancelled, it will exit by itself and the TN3270 Download Screen will be ready for another download. Like the Extract Download Screen, if you click on "Cancel", the screen will close. NOTE: This feature is not currently available with SAKU data.

Formatting Transcript Data

When you select "Format Transcript Data" from the main ARTS menu, the Formatting screen appears (see Figure 2.20). It is the same screen that you saw when you were changing the formatting defaults from the ARTS Form Generation Screen, except that the "Input file", "Output file", and "Submit to Batch" items are not disabled. The items on the screen are numbered on Figure 2.20 and described below:

Include Address in Output: This checkbox lets you choose whether you want the student address information to be carried through to the output. This is optional.
Merge High School Data (if available): By clicking this checkbox, you can specify whether you want high school data included in the formatted file. High school data is imported from EFS. When this is checked, the "Merge EFS Data into Output" checkbox is also checked.
Merge EFS Data into Output: This control lets you to choose whether you want EFS data to be merged into the extracted file data. You can bypass this step if you have no need for EFS data and you wish to speed up the Formatting process.
Merge GDS Data into Output: This checkbox lets you choose whether you want GDS data merged into the output or not. GDS is the database used for graduate students" ARTS forms. This database includes GRE and TOEFL scores, out-of-time dates, etc. This box is usually unchecked unless your department runs graduate ARTS forms as a default function.
KUID to start Formatting with: Enter the KUID you wish to format in this box if you only wish to format a certain KUID in the extract file. If you enter a "+" character after the KUID, ARTS will continue formatting after this KUID until it reaches the end of the file.
Extract Filename,
Formatted Filename: These boxes contain the names of the input and output files that will be opened during the Formatting step of the ARTS process. You can put a file into these two boxes three ways: a) Type in the filename directly, b) Drop the list down using the arrows and select a file name, or c) Click on the boxes with the three dots on them to the right to locate your file using a file selector box. File extensions (.EXT, .ARE) are not required. NOTE: If you type in only the file"s name, like "TDAY992" or "TDAY992.EXT", ARTS will assume the path to be in your DATA directory, i.e. J:\ARTS\CLAS\DATA.
Submit to Batch: This checkbox allows you to place Extract Formatting jobs into your batch queue. When this checkbox is checked and you click on the "Format" button, Your formatting job will be placed into your batch queue for later processing. NOTE: See later in this chapter for Batch Queue Processing in ARTS.
Format, Cancel: The "Format" button begins the formatting process. The "Cancel" button will produce a dialog that asks if you wish to stop formatting, or continue. If you select "Yes", the process will close. If you select "Cancel", formatting will continue.

Fig. 2.20--Format Transcripts Screen.

Status, Students Formatted, Formatting KUID: This area tells what area of EFS the ARTS system is accessing, how many KUIDs the system has formatted, and which KUID the system is currently formatting.
Comments for Formatted File: Any text you type into this box will be placed at the top of the formatted extract file. Comments can help you organize your formatted extract files for testing purposes.

Figure 2.21--Formatting in Progress.

As shown above in Fig. 2.21, the Formatting Screen shows the status as "Getting EFS Data"BAS", or other possible tables. Some sample tables that it will also show are "INST", which is the institution table, "MAJ", which is the majors table, and "MEM", which is the memos table. For a more detailed look at the EFS system, see Chapter 8. The status window will change to "Done" when the formatting is complete.

Processing Transcript Data

When you select "Process Transcript Data" from the main ARTS menu, the Process Transcript Data Screen will appear (see Figure 2.22). The items on the screen are numbered in Figure 2.22, and are discussed below:

Figure 2.22--ARTS Processing Screen.

Use Map File/Use Specific Catalog/Degree: Use these two radio buttons and the Map, Catalog, and Degree boxes to select which Degree Map or Catalog/Degree you wish to use when processing. When "Use Map File" is selected, you can select which degree map you wish ARTS to use when processing. When "Use Specific Catalog/Degree" is selected, you can choose which catalog and degree you wish to use when ARTS is processing the transcript file.
KUID to start Processing with: Enter the KUID you wish to format in this box if you only wish to format a certain KUID in the extract file. NOTE: If you enter a "+" character after the KUID, ARTS will continue formatting after this KUID until it reaches the end of the file.
Formatted Filename/Processed Filename: These boxes simply display the filenames of the input and output files for the processing portion of the ARTS form. You can specify the input and output files three ways: 1) Type in the filename, 2) Select the file from the dropdown list, or 3) Use the button on the right-hand side of the box with three dots on it to select a file using a Windows-style file selector (See Figure 2.23). NOTE: You do not have to enter the extension (.ARE, .OUT) on your filename, ARTS will do it for you. If you do not enter a path for the file, ARTS will assume that the file is in your DATA path (e.g., J:\ARTS\CLAS\DATA).
Students Processed/Processing KUID: These boxes tell you how many KUIDs ARTS has processed and which KUID ARTS is currently processing.

Figure 2.23--Windows File Open Dialog for the Process Transcript Data Screen.

Processing Options: The different processing options are outlined previously in this chapter.
Messages/Clear Messages Button/View Debug Button: The "Messages" window shows what messages ARTS produces while it is processing your transcript file. Clicking on the down arrow will display the entire list of messages. Clicking on the "Clear Messages" button will clear out all of the messages in the "Messages" window. Clicking the "View Debug" button will bring up your most recently produced debug file in wordpad. Wordpad does not depend upon the ARTS system, and is a text editor in Windows. You can save or close it at your leisure.
Current Term/Projected Term and Assumed Grade: These boxes contain the current and upcoming semesters, if you wish them to be different than what ARTS can determine through other means. If you enter a grade to the right of the semester code, e.g. "3989:C" being Fall 1998 with a "C" for assumed grade, ARTS will assign a grade of "C" to any in-progress courses without grades assigned and calculate the GPA (grade point average) accordingly.
Status/Submit to Batch: The "Status" box shows progress ARTS is making while it is processing your transcript file. The "Submit to Batch" checkbox allows you to place Processing jobs into your batch queue. When this checkbox is checked and you click on the "Process" button, Your processing job will be placed into your batch queue for later processing. NOTE: See later in this chapter for Batch Queue Processing in ARTS.
Process/Cancel: If you click "Process", ARTS will begin processing the transcript file. If you click "Cancel", ARTS will simply close the form unless ARTS is already processing. If ARTS is in the middle of a Processing job, it will produce a dialog asking you if you wish to stop processing. If you click on "OK", ARTS will stop the job and the Processing screen will be available for input once again. If you click on "Cancel", ARTS will resume processing until the job is complete.

Printing Transcript Files

When you select "Print Transcript File" from the main ARTS menu, the Print ARTS Form Screen will appear (see Figure 2.24). The items on the screen are numbered in Figure 2.24, and are discussed below:

Figure 2.24--ARTS Transcript Printing Screen.

Font: This is a Font Selector for your ARTS form(s). The Font Selector allows you to select the font name, size, and style. You must select a font style for the font to be used in the ARTS form(s). NOTE: This font selector only works for ARTS forms that don't have existing font codes in them already. Font codes embedded in the ARTS forms automatically override any selection you make here. Consult your ARTS Support if you do not know how to set or change embedded font codes within ARTS forms.
Use Default For Degree/Catalog/FIB Form: You can use the checkbox and the two boxes to select which FIB form you wish to use for printing if the default FIB form is not to your liking. Simply uncheck the checkbox and select which catalog and FIB form you wish to use for printing. This set of controls is useful for Forcing FIB forms so you can run a simple report.
KUID to start Printing From: Enter the KUID you wish to format in this box if you only wish to format a certain KUID in the extract file. NOTE: If you enter a "+" character after the KUID, ARTS will continue formatting after this KUID until it reaches the end of the file.
Append to/Create New Log File: You can check the checkbox and type in or select a log file that will display the FIB form(s) pulled when processing your transcript file. If you leave the checkbox unchecked, ARTS will not output this information to a log file.
Students Printed/Printing KUID: These two boxes will tell you how many students' ARTS forms have been printed, and which KUID the system is currently printing.
Print HS Transcripts (If Available): If you set the Formatting options so that high school data is imported, check this box to display the high school transcripts, if available.
Print EFS Memo Subjects as Notes: Check this box if you wish to display the memo records in EFS as notes in the note sections of the ARTS form(s).
Processed Transcript Filename: Use this box to select your processed transcript file. You can select your file in three ways: 1) Type in the file name, 2) Drop down the list and select a file, or 3) Use the button with three dots on it to the right to bring up a Windows Open dialog which you can use to locate the file.
Output To/Printer Setup: This control allows you to change your printing options. You can uncheck the box and it will allow you to type the name of or select a .TXT file to print to, or to click "View (Limited)" below. Figure 2.25a shows the "Printer" box unchecked, and a file being selected. Figure 2.25b shows the "Printer" box unchecked, and the "View" box checked so that the ARTS Form is shown in the ARTS Form Viewer. Note that when you check "View", the "Printer" checkbox and the file selector

Figure 2.25a--Selecting an Output File ARTS.TXT.

Figure 2.25b--Clicking on "View" to view the ARTS form(s).

box become disabled (see Fig. 2.25b). If you uncheck the "View" box, the "Printer" and file selector controls become enabled again. NOTE: You are not required to use a file extension when typing the filename, ARTS will add this for you. If you do not enter a path for the file, ARTS will assume that the file is in your DATA directory, i.e. J:\ARTS\CLAS\DATA. The "Printer Setup"" button allows you to select which printer you wish to print to, whether you wish to use portrait or landscape, and other options. Consult your printer"s documentation to change these options.
Messages: This box displays what FIB form(s) were used in the printing of the ARTS Form(s) for your current printing task.
Status: This box displays the current status of the printing function. "Done" will display when the function has completed.
Submit to Batch: The "Submit to Batch" checkbox allows you to place Printing jobs into your batch queue. When this checkbox is checked and you click on the "Print" button, Your processing job will be placed into your batch queue for later processing. NOTE: See later in this chapter for Batch Queue Processing in ARTS.
Print/Cancel: If you click the "Print" button, ARTS will begin printing the transcript file. If you click on the "Cancel" button while ARTS is printing, you will get a dialog that asks if you wish to stop printing. If you click "OK", ARTS will stop the printing step. If you click "Cancel", ARTS will resume printing.

Using the Batch Queue

You can use the batch queue to set up a list of jobs to be performed in sequence at a later time. In order to view the batch queue, simply go to the main ARTS menu and select "ARTS", then "Process Batch Queue". The batch queue will appear (see Figure 2.26). In order to place Downloading, Formatting, Processing, or Printing tasks in the batch queue, simply click on the "Submit To Batch" checkbox of your desired function"s screen and then click on the "Go Get It", "Format", "Process", or "Print" buttons depending upon which function you wish to queue.

Figure 2.26--ARTS Batch Queue.

Batch Queue: The Batch Queue itself is a list box that contains individual text descriptions of each job ARTS will run in sequence from top to bottom. A sample batch queue containing jobs is shown in Figure 2.27, and each job is described in more detail later in this chapter.
Delete Entry: This button will delete the entry that is highlighted from the queue. There is no "un-delete" key, so be sure you want to delete a queue item before clicking this button.
Move Up: This button will move the highlighted item up in the list. If you move the wrong item up, click on the "Move Down" button to restore the item in its original position.
Move Down: This button will move the highlighted item down in the list. If you move the wrong item down, click on the "Move Up" button to restore the item in its original position.
Process Queue: This button will tell ARTS to run through all functions in the batch queue in order from top to bottom. NOTE: If you cancel out of one job, the one immediately following it will begin to run.
Cancel: This button will hide the batch queue. NOTE: If you click "Cancel", the batch queue will be hidden but the jobs in the batch queue will not be purged until you delete its jobs or exit the ARTS program.

Figure 2.27--Sample Batch Queue Jobs.

Each job has two main parts: a text description (i.e. "DOWNLOAD") and a set of parameters. You can look at a job in the queue and determine its parameters. Common jobs in the queue and their parameters are listed below:

DOWNLOAD;<id or ids filename><output filename><All/Address info><extract location>
i.e.
DOWNLOAD;EDUC;ARTS265;ALL;j:\lasout\lasout

FORMAT;<(A)ddress=Y/N><(H)igh School Data=Y/N><EFS/NO EFS data><I=start kuid><input filename><output filename><GDS/NO GDS data>

i.e.
FORMAT;A=Y;H=N;EFS;I=;INFILE;OUTFILE;NOGDS;

PROCESS;<Degree Map/Catalog:Degree><Processing Options><Process Majors/Minors/ Areas><Current Term & Assumed Grade><Projected Term & Assumed Grade><I=start kuid><input filename><output filename>

i.e.
PROCESS;BABGS;MDXP;YYN;0009;4012;I=444444;INFILE;OUTFILE;
or
PROCESS;LAS-879:BA&BGS;MDP;YNN;4009;4012;I=444444;INFILE;OUTFILE;

PRINT;<Font Name><Font Size><I=start kuid><l=logfile><(H)igh School Transcript (M)emo Subjects as Notes><inputfilename>(P)rint, (F)ile or (V)iew;<output><View>

i.e.
PRINT;Courier New;7;I=444444;l=j:\arts\clas\data\debug265.log;M;ARTS265;P;Windows Printer;;

If you have difficulty deciphering the parameters of a batch queue item, it is recommended that you simply delete the item from the queue, re-create the item, then move it up to the old item's position.


Figure 2.11a--Selecting an Output File ARTS.TXT	Figure 2.11b--Clicking on "View" to view the ARTS form(s).


Figure 2.25a--Selecting an Output File ARTS.TXT.	Figure 2.25b--Clicking on "View" to view the ARTS form(s).