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SECTION III: ARTS-Related Systems & Utilities

Last Revision: 02/23/06

The purpose of this section is to show you how to use ARTS utilities and the EFS database interface from which ARTS draws data. EFS is a companion database in which ARTS users can enter additional information such as test scores or memos that do not currently reside in Student Records.

Chapter 7: ARTS Utility Functions

Last Revision: 11/18/03

Chapter Summary

This chapter will present the reader with the ARTS utility functions. ARTS utility functions are commonly used to:

Mailing label functions

ARTS has the ability to download addresses from Student Records and format them for label generation using third-party software. This eliminates the tedious task of typing in the students' contact information into a spreadsheet by hand. This chapter's tutorial tells how to download and format addresses using ARTS. A mail merge using the Office 97 products Microsoft Word and Microsoft Excel is explained as well, but it is not the only way to print labels using a fixed-width file of names and addresses. To download and format addresses for the labels, do the following:

  1. NOTE: If you already have an Extract file from the Computer Center or the Extract Request Utility that you are working with, skip this step and go to the step pictured in Figure 7.3.
    Select ARTS from the drop-down menu (as shown in Figure 7.1), then select "Download Transcript Data" and finally select "ARTS Server".

    2. Figure 7.1-Download Transcript Data Navigation.

  2. The ARTS Server Download Screen will appear (as shown in Figure 7.2). Select your KUID list from the KUID/KUID List dropdown box. Click on "Go Get It!" to run the download process. Note any KUIDs not found in your list. Click on "Cancel" after the download is complete to go to the next step.

    3. Figure 7.2 -- ARTS Server Download Screen.

  3. Using the ARTS Main Menu again, select Utilities, then Format Address Labels (as shown in Figure 7.3).

    4. Figure 7.3 -- ARTS Format Labels Navigation.

  4. The Format Address Labels Screen will appear (as shown in Figure 7.4). Select whether you want Local(1) or Permanent(2) addresses. Select whether you want the (K)UID, (A)ddress, or (B)oth to appear on the labels. If you have a download from the Computer Center, select it in the "Name of Address (Input) File:" drop list. Otherwise leave the default. Next, click on the button to the right of the "Name of Label (Output) File" drop list to select where you want your output file to be.

    5. Figure 7.4 -- ARTS Format Labels Screen.

  5. You can select where you want your output file to be here, and type the name you want to call it. This example uses the desktop, but you can put it anywhere--just as long as you remember where it is. If you are using Excel to set up your data source, it is recommended that you save it as a .txt file. Click on "Open" when you are finished (as shown in Figure 7.5).

    6. Figure 7.5 -- Excel Open Screen.

  6. Click on "Format" to format the labels. The number of labels formatted will appear in the lower right-hand corner of the screen. You can exit ARTS at this point.
  7. Open Microsoft Excel. Click on the "Open File" toolbar button. Make sure "Files of Type" at the bottom is set to "All Files". Locate your text file that was created (this example uses the desktop) and click on it once to highlight it. Click "Open", or double-click on the file to open it (as shown in Figure 7.7).

    8. Figure 7.6 -- Excel Open File Screen.


    Figure 7.7 -- Excel Text Import Wizard Screen Step 1.

  8. This will start the Text Import Wizard. Excel will do much of the work for you here, so you can hit "Next" (as shown in Figure 7.8). Read the instructions about how to add and remove column breaks. Make sure that your text is delimited properly by moving the arrows around. Make sure that no stray characters from the name field show up in the address field, etc. You can scroll down a few rows to check this. Click "Next", then "Finish" (as shown in Figure 7.9).

    9. Figure 7.8 -- Excel Text Import Wizard Screen Step 2.

  9. The file should now appear on an Excel spreadsheet (as shown in Figure 7.9). Don't worry if the names and addresses appear truncated, you don't need to resize the columns.

    10. Figure 7.9 -- Sample Excel Spreadsheet.

  10. Insert a row at the top and type in the names of your columns (as shown in Figure 7.10).

    11. Figure 7.10 -- Sample Excel Spreadsheet 2.

  11. If you would like the data to appear Proper (only the first letter of each word capitalized), do the following steps. Insert a new column in front of the columns last, first, street, and city (as shown in Figure 7.11).

    12. Figure 7.11 -- Sample Excel Spreadsheet 3.

  12. Enter the function "=PROPER(B1)" into the field before the column "last". Drag the corner of that box down the column to include all fields after that. Do this for each of the new columns that were created. This will capitalize only the first letter of each word in the following field (as shown in Figure 7.12).

    13. Figure 7.12 -- Excel Proper Function Example.

  13. Save the file as an Excel Spreadsheet file by selecting "Microsoft Excel Workbook(*.xls)" in the "Save As Type" dropdown list (as shown in Figure 7.13). In this example, the desktop is used. You can save it anywhere, just remember where you saved it. Close out of Excel.

    14. Figure 7.13 -- Excel Save As Screen.

  14. Open Microsoft Word. Select "Tools", then "Mail Merge" (as shown in Figure 7.14).

    15. Figure 7.14 -- Word Mail Merge Navigation.

  15. This will bring up the Mail Merge Helper. Follow the appropriate prompts to finish your labels.

KUID list functions

ARTS has the ability to run multiple ARTS forms in one step. Rather than running individual ARTS forms for a number of students, you can create a list of KUIDs that ARTS can run in one step. To create a new KUID list or edit an existing one, do the following:

  1. To create or edit a KUID list select the Utilities option from the drop down menu, then select "Edit/Create KUID lists" then (A) "Create New list" or (B) "Edit Existing List" (as shown in Figures 7.15a and 7.15b).

    2. Figure 7.15a -- Open New List Navigation.

    Figure 7.15b--Open Existing List Navigation.

  2. A blank screen will open up if you are creating a new list. If you are editing a list, a screen will open up with all of the KUIDs in that list. The KUIDs should be in the following format shown in Figure 7.16. NOTE: You can enter anything you wish after the first six columns, which have to be a KUID. ARTS completely ignores any text after the sixth column. You can also sweep a column of a Microsoft Excel spreadsheet, copy it to the clipboard, and use the "Edit" menu to paste it into the KUID list.

    3. Figure 7.16 -- Sample ARTS KUID Edit List Screen.

  3. After you have entered all of the KUIDs, click on the X in the upper right-hand corner and save the file. A prompt will come up asking you if you want to save the file. If you click on "Yes", the window prompting for the filename shown in Figure 7.25 will appear. The filename must be up to eight characters long and begin with text, no numbers or symbols (as shown in Figure 7.17).

    4. Figure 7.17 -- ARTS Save KUID List Screen

  4. After you have saved the KUID list, you can run the list from the normal ARTS form generation screen. Just select the file from the drop down menu under "KUID/KUID List Filename" or enter the name of the KUID list and press "Print" or "View" (Fields 1 and 2 respectively, as shown in Figure 7.18). NOTE: If you left the ARTS Form Generation Screen open while creating a new KUID list, the drop list in Field 1 will not contain the filename for that list. You will have to type the name of the list into Field 1. Recall from Chapter 2 that you do not have to enter the .IDS file extension for this KUID list.

Figure 7.18 -- ARTS Form Generation Screen.

KUID List Operations

These functions allow you to perform various functions on KUID lists. You can add two lists together, subtract one from another, create a new list with IDs common to both lists, or create a new list with IDs not common to other list. To use the KUID List Operations Utility, select Utilities/"Edit/Create KUID Lists"/KUID List Operations (as shown in Fig. 7.19).


Fig. 7.19--KUID List Operations Navigation.

Each step below is numbered to correspond to the numbered fields in Figures 7.20. To perform KUID list operations, do the following:


Fig. 7.20--ID List Operations Screen.

  1. Select or locate the first ID list you wish to use in the operation.
  2. Select the operation using the dropdown list. You have the following to choose from:
    • Merge & remove duplicates. You can take two ID lists and add them together into the resulting third ID list, eliminating duplicates between the two lists.
    • List IDs in 1st, not in 2nd. You can take two ID lists and subtract the second from the first, with the remainder placed in the resulting ID list.
    • List only IDs in both lists. You can take two ID lists and produce a third list that contains only the IDs that the first two lists have in common.
    • List IDs not in both lists. You can take two ID lists and produce a thirt list that contains only the IDs that do not appear in both of the first two lists.
  3. Select or locate the second ID list you wish to use in the operation.
  4. Select, locate, or type in the name of the ID list you wish to create with this operation.
  5. Click on "Process". The operation will complete, and the "#IDs" field will indicate how many IDs were placed in the resulting list.

You can click on "Cancel" to close out of this utility.

Transcript Data Tools

The ARTS utilities include a set of tools with which you can manipulate extract (ARE and EXT) files. The navigation to this set of tools is shown in Figure 7.21. When this navigation is completed, the Transcript Data Tools window will appear, as shown in Figure 7.22. This window contains four different utilities that are easily reached by clicking on the button at the top of the window corresponding to the desired transcript utility. These transcript utilities are described below:

  • Make a Subset. ARTS has the capability of filtering an extract or transcript file of many students into a smaller extract consisting of only the KUIDs specified in a KUID or KUID list. The original extract or transcript file is not changed in this process. Each step below is numbered to correspond to the numbered fields in Figure 7.22. To create a subset extract or transcript file, do the following:
    1. Locate the KUID file or KUID that contains the student(s) that you want to retain from the extract file. Type in a KUID, or select a KUID list from the drop list.
    2. Usually this will always remain as "K". However, "R" (random number KUID file) is included as an option for compatibility reasons.
    3. This field is usually left blank. Select only KUIDs with this label starting in column 8. If this parameter is omitted all IDs will be selected. (valid only if type = K)

      4. Figure 7.21--Transcript Data Tools Navigation.

    4. This field is usually left blank. This is an optional comment to put in the label record of the output file. If this is omitted a generic label "SUBSET OF filename" will be created.
    5. Locate the original extract file from which you want to select KUIDs that are indicated in step 1. .ARE or .EXT files can be used. If you do not use a file extension, like ".ARE" or ".EXT", the program will automatically place a ".ARE" extension on it.
    6. Create a filename for the new extract file to be created containing only the KUIDs from the list in step 1 taken from all of the students in the extract file in step 5. .ARE or .EXT files can be used. If you do not use a file extension, like ".ARE" or ".EXT", the program will automatically place a ".ARE" extension on it.

      7. Figure 7.22 -- ARTS Transcript Tools, Make a Subset of Transcript File.

    7. Click on the "Execute" button. The "Cancel" button then becomes the "Stop" button until the process is finished. You may click on the "Stop" button while the process is running, which will stop the process. The "IDs remaining" field will indicate how many KUID's the utility is still trying to find in the extract file.
  • ID Count/Search. This utility, displayed in Figure 7.23, allows you to count the number of students in a transcript file. You can also use the utility to locate a KUID within a transcript file. If a KUID file is located within a transcript file, other KUIDs around it are listed, as well as the last few KUIDs in the file. Each step below is numbered to correspond to the numbered fields in Figure 7.31. To count the KUIDs in a file or search for a KUID, do the following:

    Figure 7.23--ARTS Transcript Tools, Count/Search for KUIDs.

    1. Enter the KUID you are trying to find. This field is optional. If you don't enter a KUID, the program will simply count the number of KUIDs in the transcript file.
    2. Locate the transcript file with which you are working. If you do not use a file extension, like ".ARE" or ".EXT", the program will automatically place a ".ARE" extension on it.
    3. Click on the "Execute" button to run the program. When the program runs, as shown in Fig. 7.32, the information will be displayed in large text window. For this example, A KUID of 123456 was entered into the KUID field and the .ARE file used was called "GRADSOCT". As shown in Fig. 7.24, the program displays the number of KUIDs in the file first. If a KUID was entered into the KUID field, the program then goes about finding it. If it finds it, the KUID"s sequence in the file is given. The program also lists ten KUIDs that occur before the ID, if there are ten or more, and ten KUIDs that occur after it. The last ten KUIDs in the file are then listed.

    Figure 7.24--ARTS Transcript Tools, Running Count/Search for KUIDs.

  • Split Transcript in Two. This utility, displayed in Figure 7.25, allows you to split a transcript file into two files by specifying the file to be split, the names of each of the resulting files, and the number of KUIDs to be put into the first file. NOTE: The first file is not changed during this process. Each step below is numbered to correspond to the numbered fields in Figure 7.25. To split an extract file, do the following:
    1. Locate the transcript file with which you are working. If you do not use a file extension, like ".ARE" or ".EXT", the program will automatically place a ".ARE" extension on it.
    2. Name the first transcript file you wish to create. This file will contain the number of students you specify in blank 4. If you do not use a file extension, like ".ARE" or ".EXT", the program will automatically place a ".ARE" extension on it.
    3. Name the second transcript file you wish to create. This file will contain rest of the students that were in the first file. If you do not use a file extension, like ".ARE" or ".EXT", the program will automatically place a ".ARE" extension on it.
    4. Enter the number of students you wish to put into the first transcript file that was entered in step 2.

      5. Figure 7.25--ARTS Transcript Tools, Split Transcript in Two.

    5. Click on the "Execute" button to run the program. When the program runs, the "ID Counts" fields will update with the number of IDs in each output file. You can click on "Stop" to halt the process at any time.
  • Extract by Plan. This utility, displayed in Figure 7.26, allows you to extract out students from a transcript file, based on their plan codes, to another transcript file. Up to three plan codes can be specified, and any plan and/or subplan code specified out of the three droplists will be compared to the student's plan(s). NOTE: The first file is not changed during this process. Each step below is numbered to correspond to the numbered fields in Figure 7.26. To extract out students by major codes, do the following:
    1. Select the data file type that you are using. If you are working with an .EXT file, specify "E". If you are working with an .ARE or .OUT file, specify "A".
    2. Name the first plan code you wish to extract. If it has a corresponding subplan, the possible subplans will show in the subplan dropdown. You can select a subplan from that list if you wish.
    3. Name the second plan code you wish to extract. If it has a corresponding subplan, the possible subplans will show in the subplan dropdown. You can select a subplan from that list if you wish. This field is optional.
    4. Name the third plan code you wish to extract. If it has a corresponding subplan, the possible subplans will show in the subplan dropdown. You can select a subplan from that list if you wish. This field is optional.
    5. Locate the transcript file from which you are extracting the data. Depending upon which data file type you selected in step 1, the program will find the .EXT or .ARE/.OUT file you specify here. If you select "A" in step 1 and you do not specify an extension, i.e. .ARE or .OUT, the program will assume that you are working with a .ARE file.
    6. Locate the transcript file to which you are extracting the data. Depending upon which data file type you selected in step 1, the program will find the .EXT or .ARE/.OUT file you specify here. If you select "A" in step 1 and you do not specify an extension, i.e. .ARE or .OUT, the program will assume that you are working with a .ARE file.

      7. Figure 7.26--ARTS Transcript Tools, Extract by Major Subset.

    7. Click on the "Execute" button to run the program. When the program runs, the "#IDS In File" and "#IDs Extracted" fields will update with the number of IDs in the input file and the number of IDs extracted to the output file, respectively. You can click on "Stop" to halt the process at any time.
  • Ids From Transcript. This utility allows you to extract a KUID file from an .EXT or .ARE file. Each step below is numbered to correspond to the numbered fields in Figure 7.27. To extract out students by major codes, do the following:
    1. Select or find the input transcript (.ARE) or extract (.EXT) file you wish to use.
    2. Type the name of the IDs file you wish to create. The IDs file will be created in your DATA directory. NOTE: Be sure to use the same conventions you used when creating ID files (8 characters or less, no spaces or slashes).
    3. Click on "Execute". This will make the ID file. The "#ID's" indicator in the lower right-hand corner will show the count until the operation is complete.

    Fig. 7.27--Get IDs from Transcript.

The ARTS Report Wizard

The ARTS Report Wizard is a powerful tool that lets you get data from the ARTS extract. To begin using the ARTS report wizard, do the following:

  1. go to Utilities, then Misc, then ARTS Report Wizard (see Fig. 7.28).

    2. Fig. 7.28--Report Wizard Navigation.

  2. If you need to find the students you are processing in the ARTS Extract, go on to step 3. If you already have a list of ID's to process, click on "I HAVE AN ID LIST" at the top of the screen. In Fig. 7.29 below, "I HAVE AN ID LIST" (circled) is checked and an ID list "ATHLETE" is being selected. Select the ID list you want to use and go to step 6.

    3. Fig. 7.29--Selecting "I Have An ID List".

  3. Select at least one program(school) and check at least one level. NOTE: selecting a program is equivalent to selecting a school and division in the ARTS data format. Hit the "F1" button with a program dropbox selected to see the available programs and their descriptions.

    4. Fig. 7.30--Selecting a School and Level.

  4. If you want to narrow the selection down to currently enrolled students, click on "Enrolled" and type in a term (CYYM, PeopleSoft format) that you want to search for (see Fig. 7.32 below). NOTE: You can use current/future or past terms in this field.

    5. Fig. 7.31--Selecting an Enrolled Term.

  5. If you want to narrow the selection down to students that have a particular plan/subplan, use the Plans/Subplans drop boxes to find them. Once you select a plan, any available subplans for that plan are listed in the "Subplan" drop box. The example below in Fig. 7.33 shows an already selected plan, "BIOLA-BA", and a second selected plan, "BIOLA-BS", with the subplan "CELL_BIOL" selected. You can select "*ALL" if you wish to include any "BIOLA-BS" subplan combination in your extract.

    Fig. 7.32--Selecting Plans and/or Subplans.

    If you do not know the name of the plan you wish to select, you can click on the "?" button next to the plan boxes and bring up the screen shown in Fig. 7.34. You can select the "Find in Description" field and type in a phrase, and the screen will move to the first plan with that phrase in its description. Use the "Find Next" to find further instances of your phrase if you need to look further. After you find the plan you need, close the Plan Finder window and locate your newly found plan/subplan in the Plan/Subplan dropboxes.


    6. Fig. 7.33--Using the Plan Find Screen.

  6. If you want to put hours or GPA from a particular course department on the report (you can also use this dropbox to select graduate hours/GPA), check the boxes next to "Dept Hrs" and/or "Dept GPA" and select one from the list. In the Fig. 7.31 below, "Dept Hrs" has been selected and "ANTH" is the department for which hours are to be counted. If what you want is not available, please contact the ARTS Administrator and it can be added per your request. Once the Depthrs and/or DeptGPA are selected, you will see

    7. Fig. 7.34--Selecting Department Hours.

  7. Now you can select the pieces of data you want in your report. Go to the "Available" window. Left-click on an item you wish to display in the report and click the button with the right arrow between the "Available" and "Selected" windows to move it over to the "Selected" window. The example below in Fig. 7.35 shows EMPLID, FULL NAME and LEVEL being selected for the report. NOTE: You can also double-click an item to move it over. If you hold down CTRL, you can select multiple items and move them over together. If you select the wrong item, you can simply select it and click the button with the left arrow on it to remove it from "Selected". NOTE: No data item can be selected more than once.

    8. Fig. 7.35--Selecting Items to Display in the Report.

  8. Order the data items on the report. Just select an item by left-clicking on it and click on the "Up" or "Down" buttons to the right of the "Selected" window. The example below in Fig. 7.36 shows that the selected data item LEVEL is being moved up above FULL NAME in the order of the report. Now that LEVEL has been moved above FULL NAME, the report will order the columns as EMPLID, LEVEL, and FULL NAME. NOTE: If you have selected Department Hours and/or Department GPA to show on the report, they will always be in the last column.

    9. Fig. 7.36--Ordering the Selected Items on the Report.

  9. Name the output file. The default location for any output files is always J:\ARTS\(your department)\DATA. If you wish to change this, you can click on the "…" button to the right of the output file blank and select where you want it to go. The example below in Fig. 7.37 shows a file called "test1" being selected on the desktop. NOTE: If you use a name that already exists, the software will prompt you as to whether or not you wish to replace it.

    10. Fig. 7.37--Using a Save Dialog to Save the Output File.

  10. Click "Submit". If the students need to be found in the extract, the alphabetically ordered names of the students in the extract will flash by. After they have been extracted, the ARTS process will run. The example below in Fig. 7.38 shows the extract process running. Note that 7 students have been selected so far. NOTE: If you wish to stop the extract process at this point, click the "Stop" button. The process is done when the "Name/Status" field at the bottom reads "Complete".

    11. Fig. 7.38--Running the Report Using the ARTS Report Wizard.

  11. Open the file using MS Excel, selecting "Files Of Type" as .TXT files. You will need to bring the file in as Delimited, and select "Semicolon" as the delimiter. The examples below show the three steps involved in importing the file into Excel.

    12. Fig. 7.39--Opening the Text Import Wizard in Excel.

  12. In Step 3 of the Excel part, it is helpful to set the data format for all columns as "Text". See Fig. 7.40.

    13. Fig. 7.40--Setting Up the Report Columns in Excel.

  13. Now that you've set the columns themselves, you can type in your column headings by inserting a row at the top (see Fig. 7.41).

    14. Fig. 7.41--Naming Rows in the Spreadsheet.

  14. After you've imported the file into Excel, save it as a spreadsheet (*.XLS). Fig. 7.42 shows the completed spreadsheet.

    15. Fig. 7.42--Finished Excel Spreadsheet.

ARTS Data Extract Utility

The ARTS Data Extract Utility is a function that can be used to retrieve specific student data from the ARTS Server Extract depending upon the criteria selected. It was originally created to replace the LLAS809 data extract request forms that the user used to have to fill out and send to the Computer Center. This utility only pulls student data that is not archived in Student Records. If archived data is desired, the Registrar's Office will need to be consulted. To navigate to the utility, click on Utilities/Misc/Request ARTS Extract. The fields numbered in Figure 7.40 are listed below:

  1. Address Data: This field allows you to control whether you wish to include address data in your extract, and whether you want Local, Permanent, Parents', or All.
  2. Perm. Record: Check this if you would like to include permanent record (transcript history) information.
  3. Schedule: Check this if you would like to include schedule (current and future) information.


    4. Fig. 7.43--ARTS Data Extract Request Utility.

  4. School(s): These dropboxes narrow the data request to specific schools in which the set of students are enrolled. This does include dual-school students. Each school entered is independent of any school entered in one of the other two dropboxes--i.e. you can't request students enrolled in Engineering AND Journalism, you can only request students enrolled in Engineering OR Journalism. You must enter at least one school. You may enter up to three schools. The KU schools are:
    A-CLAS
    B-Business
    C-Applied English
    D-Education
    E-Engineer
    F-Fine Arts
    G-Graduate (Except Social Welfare)
    H-Allied Health
    J-Journalism
    L-Law
    M-Medicine
    N-Nursing
    P-Pharmacy
    R-Architecture
    S-Social Welfare (Use level to determine Grad or Undergrad)
    X-Correspondence
    Z-Non-Degree Seeking
  5. Division(s): These three blanks narrow the data request to a specific division(s) of the school(s) specified above. The school entered above must be G to include a division. You may enter up to two divisions. You may leave these fields blank. KU Divisions are:
    A-CLAS
    B-Business
    C-Applied English
    D-Education
    E-Engineer
    F-Fine Arts
    H-Allied Health
    J-Journalism
    M-Medicine
    N-Nursing
    P-Pharmacy
    R-Architecture
  6. Level(s): Use these checkboxes to narrow the data request down to specific student levels. Check the box to the left of the number to select that level. You may check more than one. You cannot leave all of the checkboxes blank. KU levels are:
    10 - Freshman
    20 - Sophomore
    30 - Junior
    40 - Senior
    P1 - Fifth year senior in a five-year program (Pharmacy, Architecure, etc.)
    P2 - Upper Division Graduate Student
    P3 - Upper Division Graduate Student
    GR - Lower Division Graduate Student
    00 - Undefined
  7. Plan(s)/Subplan(s): These six blanks allow you to narrow the data request to students to up to three independent plan/subplan codes. Second and third plans/subplans are evaluated against these blanks. You cannot request students with specific double plans/subplans.
  8. Initial Term: This narrows the data request to include students who have initially enrolled on or between these terms. To include all students, enter the default values of 0000 - 9999. "0000" represents the default beginning of time. "9999" represents the end of time. The first three digits are the century and year, and the last one is the term. "2" represents the Spring semester. "6" represents the Summer semester. "9" represents the Fall semester. For example, "4039" represents Fall 2003. The fourth century (2000), the third year (2003), and the term (9-Fall). This field cannot be left blank.
  9. Last Registered Term: This narrows the data request to include students who have last registered on or between these terms. To include all students, enter the default values of 0000 - 9999. "0000" represents the default beginning of time. "9999" represents the end of time. The first three digits are the century and year, and the last one is the term. "2" represents the Spring semester. "6" represents the Summer semester. "9" represents the Fall semester. For example, "4039" represents Fall 2003. The fourth century (2000), the third year (2003), and the term (9-Fall). This field cannot be left blank.
  10. Student Schedule Information: Check the "schedule should exist" box if you would like to include only students who have schedule information for the term you specify (CYYM). You may leave this field blank. You can use "schedule shouldn't exist" to single out students who don't have any schedule for the term you specify, or "don't care" if you are looking for permanent record information. NOTE: THIS BOX CAN ONLY BE USED FOR TERMS THAT HAVE NOT ROLLED OVER TO PERMANENT RECORD YET. If you check "schedule should exist", the "don't care" box down in permanent record/transcript will automatically check itself. NOTE: YOU CANNOT SELECT FOR BOTH SCHEDULE AND PERMANENT RECORD/TRANSCRIPT DATA. The first digit is the century, the second two digits are the year and the last digit is the term.
    For the last digit,
    "2" represents the Spring semester.
    "6" represents the Summer semester.
    "9" represents the Fall semester.
  11. Permanent Record Information: Check the "transcript should exist" box if you would like to include only students who have schedule information for the term you specify. You may leave this field blank. You can use "schedule shouldn't exist" to single out students who don't have any schedule for the term you specify (CYYM), or "don't care" if you are looking for permanent record information. NOTE: THIS BOX CAN ONLY BE USED FOR TERMS THAT HAVE ROLLED OVER TO PERMANENT RECORD. If you check "transcript should exist", the "don't care" box up in Student Schedule Information will automatically check itself. NOTE: YOU CANNOT SELECT FOR BOTH SCHEDULE AND PERMANENT RECORD/TRANSCRIPT DATA. "0000" represents the beginning of time, and "9999" represents the end of time.
  12. Output To: Use this control to select the output file for the operation. Your default directory is ARTS\\DATA, where is your 4-letter school code. You can use the "..." button to the right to change where the file will go.
  13. Name/Records Extracted: These are indicators that tell you how far along the job is going. When you click on "Request", the Name indicator starts displaying alphabetically what names it is encountering in its search for students that match your criteria. As it finds students, it will increment the number in the Records Extracted indicator.
  14. Reset/Request/Cancel: The Reset button clears out any changes you have made to the request screen. All fields are restored to their default settings. The Request button begins the extract process. The Cancel button closes out of the utility. Once a request is started, this button becomes the Stop button. You can click it to stop the extraction process, and then click it again to close out of the utility. Once you click the Stop button, it stops extracting data after the last complete student was evaluated and/or extracted.

Sample Data Extractions

The first sample data extraction, as shown in Fig. 7.44, shows a request for data with the following criteria:

School A (CLAS), Levels 10-40, plan code COMSA-BA (Undeclared BA Communications Studies), and the student has schedule for the upcoming term, which is Fall 2003 (4039) in this case. The request also wants the data placed into UGFA02.ext in the default data directory. The Request button has been clicked, and it is showing 9 students selected so far.

The second sample data extraction, as shown in Fig. 7.45, shows a request for data with the following criteria:

School G (Graduate), Division E (Engineering), Level GR, and the student has transcript for the previous term on record, which is Summer 2002 (0206) in this case. The request also wants the data placed into GRADSU02.ext in the default data directory. The Request button has been clicked, and it is showing 5 students selected so far.



Fig. 7.44--ARTS Data Extraction, Example 1.


Fig. 7.45--ARTS Data Extraction, Example 2.

Running Quick Reports/ARTS Forms from an ARTS Data Extract

If you only need to do a quick report or set of ARTS forms from a data extract and you have no need to save the extract, you can run your extract request and save it to your ARTS[STN].EXT file in the data directory. The following steps illustrate how to minimize the time it takes to run reports using these temporary extract files.

  1. Go to the ARTS Form Generation Screen (the navigation is shown in Fig. 7.46).
  2. On the ARTS Form Generation Screen, click on the "Advanced.." button, which is down by the "Generate" button. Fig. 7.47 shows a screenshot of the ARTS Form Generation Screen after "Advanced.." (numbered "1" in the figure) is clicked.
  3. Check the "EXT" checkbox up to the right of the KUID dropbox (numbered "2" in the figure). This will grey out the box and show "MY EXTRACT" in it. This means that you are using the ARTS.EXT file that was previously created by the Data Extract Utility.
  4. Uncheck the "File Cleanup" checkbox (optional, numbered "3" in the figure). This will save your extract after you run your reports/ARTS forms.


    5. Fig. 7.46--ARTS Form Generation Navigation.

  5. Configure the Processing and Printing defaults to your preference. If you are doing a report, you will want to prevent the processing of multiple major codes. Go to the "Accept Processing Defaults" checkbox, uncheck it, and uncheck the "Process Multiple Major Codes (X)" box. Then click "OK". If you wish to print to a file or the screen, uncheck the "Accept Printing Defaults" checkbox and configure your printing options, then click "OK".
  6. Click on "Generate" and run the report.



    7. Fig. 7.47--ARTS Form Generation Screen with Advanced clicked.