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CHAPTER 8: Electronic Folder System (EFS)

Last Revision: 05/15/07

Chapter Summary

In this chapter you will be introduced to the EFS system interface. The EFS acronym stands for "Electronic Folder System", which essentially replaced the paper folder system in the mid-1980's. The EFS system is used to add information to the ARTS forms that does not exist in the Student Records system, such as memos, course notes, and some test scores.

Overview

The EFS system consists of 13 tables that are used to varying degrees in ARTS form processing. These tables are classified according to their function:

Basic Student information

  • Basic Table.  This is the main student information table. A student must have a record in this table before any of the Student Detail records can exist. This table consists of fields like school, ethnic code, etc. Fields that are imported into ARTS are primarily the major codes and the advisor.

Student Detail records

  • Correspondence Courses.   This table contains correspondence credit that is entered in by the College of Liberal Arts and Sciences. It is imported into ARTS and shows in the memo section.
  • Transfer Evaluation.   This table contains transfer evaluation information entered by the College of Liberal Arts and Sciences. None of it is imported into the ARTS forms.
  • Repeat Courses.   This table contains repeated courses that comply with the new repeat rule for the student. These courses are entered in by the College of Liberal Arts and Sciences.
  • Incompletes.   This table contains incomplete courses entered by the College of Liberal Arts and Sciences. No information is imported into the ARTS forms.
  • Memorandums.   This table contains memos that appear in the "notes" or "comments" section of an ARTS form. Miscellaneous comments can be entered here.
  • (Course) Notes.   This table contains notes that appear in the transcript of an ARTS form. These notes are useful for denoting events that happen in the course of a student's enrollment. They are also used to add, subtract, or substitute courses and/or hours into requirements. Notes are a powerful way to add or change information on an ARTS form.
  • Petitions.   The Petitions table is used by the College of Liberal Arts and Sciences to log petitions that are filed by students. Entering a petition in this table creates a note in the Notes table, but none of the information from this table is directly added to the ARTS form.
  • Personal Requirements.  This table contains names of customized requirements that are set up individually by student. By creating a Personal Requirement, you can override how ARTS normally processes the requirements on your ARTS form. The requirement names in this table must match up with the name of the requirement being customized.
  • School or Status.  This table is used by the College of Liberal Arts and Sciences to log changes in school or status. No information is presently imported into the ARTS form.
  • Test Scores.  This table contains test scores that are not found in Student Records. The only useful test scores contained within Student Records are the ACT and SAT tests. There are also PST (Praxis) test scores from the School of Education, Math Placement tests for the College of Liberal Arts and Sciences, and others. Any test entered in this table must be referred to by name when the ARTS form runs, otherwise it will not print in the blank specified. Test scores and their interactions with ARTS forms get an in-depth treatment in this chapter.

The Basic Screen--How to Create and Maintain Student Folders

NOTE: In order to access the EFS system, you must have a login and password. Notify the ARTS support team if you need access to the EFS system. EFS is accessible in two ways. You may have the EFS icon (see Figure 8.1a) on your desktop, which you can double-click. You can also access EFS by going to the main ARTS menu, clicking on "Auxiliary Systems", then selecting "Electronic Folder System (EFS)" (see Figure 8.1b).

      

Figure 8.1a-EFS Icon.       

            Figure 8.1b-Accessing EFS through the ARTS menu.

Double-clicking the EFS icon will launch the EFS program and display a login screen (see Figure 8.2). Enter your initials in the "initials" box and press , or click on the "password" box. Enter your password and press "Enter" or click on "Login". If you do not remember or wish to change your password, contact ARTS support.

Figure 8.2-EFS Login screen.

When you log on to EFS, the Basic screen should appear without data (see Fig. 8.3). Numbered portions of Figure 8.3 are described below:

  • General student information fields--Many of these fields are imported into EFS by a batch process that is run when the student attends orientation. Except for the Advisor field, they are not imported into the ARTS forms. If you enter a name into the Advisor field and the ARTS form has a blank for ADVISOR, this field will show there. KUID: This is the student's ID number. NOTE: If you change this field, EFS will make sure that you do not duplicate another record's KUID. Also, if you change this field, any student detail records (COR, HST, INC, etc) with the same KUID will "follow" it.

    • Figure 8.3-EFS Basic Screen with a search ID typed in.

  • 6-digit ID: This is the student's old 6-digit KUID.
  • Name: This is the student's name. NOTE: Running an ARTS form will update this field using data obtained from Student Records.
  • Honors: This is an honors indicator for the student that is not imported into the ARTS forms.
  • Status: This is an internal status field for the College of Liberal Arts and Sciences.
  • Nationality: This is a field describing the student's nationality.
  • Latest term: This field contains the student's most recent term at KU. Running an ARTS form will update this field using data obtained from Student Records.
  • Advisor: This field contains the advisor name or description. This field is imported into ARTS, and it can be accessed on a FIB form using the FIB code "Advisor".
  • Admitted Term: This is the term the student was admitted into their current school.
  • Interest Plan/Subplan: This is the student's interest plan and subplan code. ARTS does not update this code or use this code in processing.
  • Ethcode: This is the student's ethnic code. ARTS updates this field from Student Records data during processing.
  • Class Level: This is the student's class level at KU. This field is also updated by ARTS during processing.
  • School: This is the student's school code. ARTS automatically updates this field when processing.
  • Plan/Subplan and school fields--These fields tell ARTS what majors the student has declared, and will override the Student Records major codes if a code is entered and the corresponding "Declared" field is selected as "Y". You can use the "?" button to the left of Plan1 to find a plan in the list of available plans.
    Plan 1: This is the student's first major/plan. Any major code entered here will not override Student Records data without the "Declared1" field set to "Y".
  • Subplan1: This is the subplan, if any exists, for the student's first major/plan. Any code entered here will not override Student Records data without the "Declared1" field set to "Y".
  • Honors1: This is the honors code for the student's first major. This information is not used or updated by ARTS at this time.
  • Declared1: This field indicates whether the student's "Major1" code is a declared major. If this field is "Y", ARTS will use the "Major1" code to override the Student Records major/plan codes.
  • Plan 2: This is the student's second major/plan. Any major code entered here will not override Student Records data without the "Declared2" field set to "Y".
  • Subplan2: This is the subplan, if any exists, for the student's second major/plan. Any code entered here will not override Student Records data without the "Declared2" field set to "Y".
  • Honors2: This is the honors code for the student's second major. This information is not used or updated by ARTS at this time.
  • Declared2: This field indicates whether the student's "Major2" code is a declared major. If this field is "Y", ARTS will use the "Major2" code to override the Student Records major/plan codes.
  • Plan 3: This is the student's third major/plan. Any major code entered here will not override Student Records data without the "Declared3" field set to "Y".
  • Subplan3: This is the subplan, if any exists, for the student's third major/plan. Any code entered here will not override Student Records data without the "Declared3" field set to "Y".
  • Honors3: This is the honors code for the student's third major. This information is not used or updated by ARTS at this time.
  • Declared3: This field indicates whether the student's "Major3" code is a declared major. If this field is "Y", ARTS will use the "Major3" code to override the Student Records major/plan codes.
  • Minor1: This is the student's first minor. A four-letter code is entered here. These minor fields can be used to pull a minor overlay form (type "N" in the degree map) in ARTS.
  • Term1: This is the term declared for the student's first minor.
  • Minor2: This is the student's second minor. A four-letter code is entered here.
  • Term2: This is the term declared for the student's second minor.
  • Minor3: This is the student's third minor. A four-letter code is entered here.
  • Term3: This is the term declared for the student's third minor.
  • Area1: This is the student's first area of emphasis. A four-letter code is entered here. These area fields can be used to pull an area overlay form (type "A" in the degree map) in ARTS.
  • Term1: This is the term declared for the student's first area.
  • Area2: This is the student's second area of emphasis. A four-letter code is entered here.
  • Term2: This is the term declared for the student's second area.
  • Area3: This is the student's third area of emphasis. A four-letter code is entered here.
  • Term3: This is the term declared for the student's third area.
  • Audit information--These fields tell you who was last working on the record. Every student-related table in EFS has these fields. They will be explained here: Add date: This field contains the date the record was added to the database.
  • Moddate: This field contains the last date the record was changed. ARTS updates this field when it updates some of the basic fields.
  • Who Mod: This is the set of initials of the last person who was in the record.
  • Proc date: This field contains the date the last ARTS form was processed for this student, or when the process to add or update the student's data was run.
  • Process: This field contains the process that was used to add the record to the database. "U" refers to a user action, and "H" refers to the High School Data Merge.
  • Access: This field determines whether this EFS record can be accessed by every schools' ARTS forms. "D" means that the record is only accessible by the four-letter department code in the "Dept" field. "W" (world) means that this EFS record is accessible by every school during ARTS processing.
  • Dept: This field contains the four-letter code for the department who currently "owns" this EFS record. If the "Access" field is set to "D", only this department is able to run ARTS forms incorporating the data in this record.
  • Buttons--You can click the "Reload" button to reload the record. This is helpful when you are working with another person on the same record, and you wish to reload the record when the other person has made a change. The "Edit" and "Delete" buttons are covered later in this chapter. The "Disconnect" button disconnects you from the database, but does not close the interface. This button can be useful if database changes are needed, but you don't want to close down EFS completely. After you click "Disconnect", the button will grey out until you try another ID search or Add/Edit records.

Name Searches

You can search for a student in the database by name. Simply enter the first few characters of the student's last name in the blank next to the "Add/Find:" button. When you hit "Enter" or click on the "Add/Find:" button, EFS will search for the closest matches to the name you entered, and it will display a list of names that contain the characters you entered (see Figure 8.4). From there, you can double-click on the name that matches your target to find the desired student's record. The screen will close automatically after your selection is made. If you wish to return to the main EFS screen, you can click on "Exit".

Figure 8.4--Name Search Screen

Finding/Creating and Editing a Basic Record

If you wish to create a new Basic record, simply enter the 7-digit ID in the blank next to the button with the magnifying glass on it. You can then hit "Enter" after this ID is entered, or you can click on the magnifying glass button with your mouse. EFS will then attempt to search for your record. If the KUID is not found, a message asking you if you wish to add a record will appear to the right of the EFS screen (see Fig. 8.5). If you click on "Yes", EFS will add a new record and you can edit this new record. If you click on "No", EFS will go back to the record it was on previously. If the KUID is found in EFS, EFS will locate the record.

Figure 8.5-Adding new record message.

If you are adding a new Basic record, you will be free to start typing information into the screen. Once you have added your record, click on the "Submit" button or hit "F10" to lock the record into the database. If you wish to edit an existing record, the screen will be locked until you click on the "Edit" button or hit "F8". If the "Edit" or "Add" button's text is grayed out and the button is not available to you, this means you don't have permission to edit or add a record. In order to edit this record, you must request a release from the ARTS support team or a designated EFS administrator in your school or department. The "Edit" button will change into the "Submit" button. Once you have made changes to your satisfaction, click on the "Submit" button or hit "F10", and your changes will be locked into the database. If you make a mistake adding or editing a record, you can click on the "Cancel" button or hit "Esc" to get back the record data before you made any changes. Be sure to click on the "Submit" button or hit after you make the necessary changes, and be sure to hit "Enter" or after you are done typing in each field.

Deleting Basic Records

If you wish to delete a record, you may do so by clicking on the "Delete" button. EFS will then ask you if you are sure, and if you confirm, remove the record and go to the next available record. NOTE: Deletion of any Basic records will cause a deletion of any corresponding records in COR, MEM, NOT, etc. If you have unintentionally deleted a record, please contact the ARTS Support Team immediately. Do not attempt to re-add the record.

Navigating the EFS Screens

The different EFS screens are accessible by clicking on the buttons labeled with three letters, such as HST, COR and TST (see Fig. 8.6). The three letter abbreviations are translated as follows:

Figure 8.6-EFS Detail Screen Buttons.

The Correspondence Courses Screen

This screen (shown in Figure 8.7) contains the Correspondence course data for the selected student. The fields shown in Figure 8.7 are numbered and explained below:

  1. Name/KUID: These fields represent the student's name and KUID. These fields cannot be changed here. Going to the Basic screen and making the changes there can only change them.
  2. Department: This is the department of the correspondence course. Only four characters can be entered here.
  3. Course Number: This is the course number of the correspondence course. Only four characters can be entered here.
  4. Grade: This represents the grade achieved in the correspondence course.
  5. Credit Hours: This field contains the number of credit hours in the course.
  6. Grid: This grid contains all of the correspondence records for the student. You can navigate between the records by clicking on the one you wish to edit, and its data will appear in the blanks above the grid. Hit the Delete button or the "Del" key to delete the record. The arrow keys can also be used to navigate the grid. NOTE: This grid is for navigation only. You cannot use the grid to enter data.
  7. Reload/Add/Edit/Delete: These buttons let you Reload,Add, Edit, and Delete the records. Click on "Reload" to completely reload the Correspondence records. Click on "Add" when you wish to add a new record, and type the information in the blanks above the grid. Click on "Edit" when you wish to edit the record displayed above. The "F8" key works the same as this button. The "Edit" button will then become the "Submit" button, and the "Delete" button will become the "Cancel" button. Make your changes, then click on the "Submit" button or hit the "F10" key to lock them in. Click on "Cancel" or hit "Esc" to cancel your changes. Click on "Delete" or hit the "Del" key when you wish to delete a record. If the "Edit" and "Delete" buttons are grayed out, then your department is not allowed access to edit or delete this record. If you need to have the department designation changed on this record, contact the ARTS Support Team or a designated EFS administrator. NOTE: If you have unintentionally deleted a record, please contact the ARTS Support Team immediately. You do not need to re-add the record.

    8. Figure 8.7-The Correspondence Courses Screen.

  8. Date Enrolled: This is the date that the student enrolled in the course.
  9. Date Completed: This is the date that the course was completed.
  10. Modwho\Moddate\Access\Dept: These fields contain audit information regarding who has added or changed the record, when the record was last changed, if the record is departmental or world access, and which department "owns" the record for editing and/or deleting.

The Transfer Evaluation Screen

This screen (shown in Figure 8.8) contains the Transfer Evaluation data for the selected student. The fields shown in Figure 8.8 are numbered and described below:

  1. Name/KUID: These fields represent the student's name and KUID. These fields cannot be changed here. Going to the Basic screen and making the changes there can only change them.
  2. School: This field contains the name of the school from which the transfer credit is coming.
  3. Term: This field contains the term in which the transfer credit was earned.
  4. LAS Init'ls: This field contains the approval initials of the person within the College of Liberal Arts and Sciences.
  5. LAS Date: This field contains the date the transfer credit was approved.
  6. Grid: This grid contains all of the transfer evaluation records for the student. You can navigate between the records by clicking on the one you wish to edit, and its data will appear in the blanks above the grid. The up and down arrow keys also can be used to navigate the grid. NOTE: This grid is for navigation only. You cannot use the grid to enter data.

    7. Figure 8.8-The Transfer Evaluation Screen.

  7. Reload/Add/Edit/Delete: These buttons let you Reload, Add, Edit, and Delete the Transfer Evaluation records. Click on "Reload" if you wish to reload all of the student's Transfer Evaluation records. Click on "Add" when you wish to add a new record, and type the information in the blanks above the grid. Click on "Edit" when you wish to edit the record displayed above. The "F8" key works the same as this button. The "Edit" button will then become the "Submit" button, and the "Delete" button will become the "Cancel" button. Make your changes, then click on the "Submit" button or hit the "F10" key to lock them in. Click on "Cancel" or hit "Esc" to cancel your changes. Click on "Delete" when you wish to delete a record. If the "Edit" and "Delete" buttons are grayed out, then your department is not allowed access to edit or delete this record. If you need to have the department designation changed on this record, contact the ARTS Support Team or a designated EFS administrator. NOTE: If you have unintentionally deleted a record, please contact the ARTS Support Team immediately. You do not need to re-add the record.
  8. Courses: This field is for listing the courses that have been approved for transfer credit. This is a memo field, and is not brought into ARTS for processing. Use the scrollbars for scanning the text. Double-click on this field to see a full window of the text while you are editing it. The grid will show the word "Memo" with a capital "M" if it contains data, and the word "memo" with a lower-case "m" if it doesn't.
  9. Modwho\Moddate\Access\Dept: These fields contain audit information regarding who has added or changed the record, when the record was last added or changed, if the record is departmental or world access, and which department "owns" the record for editing and/or deleting.

The Repeats Rule Screen

This screen, as shown in Figure 8.9, contains the Repeat Rule course information, as entered by the College of Liberal Arts and Sciences, for the selected student. The fields in Figure 8.9 are numbered and described below:

  1. Name/KUID: These fields represent the student's name and KUID. These fields cannot be changed here. Going to the Basic screen and making the changes there can only change them.
  2. Department: This field contains the repeated course's department.
  3. Course No: This field contains the repeated course's number.
  4. Title: This field contains the repeated course's title.
  5. First Term: This field contains the term in which the first instance of the repeated course occurred.

    6. Fig. 8.9--Repeat Rule Screen.

  6. Comments: This is the memo field where you can enter anecdotal information about the repeated course. Double-click on this field to see a full window of the text while you are editing it. The grid will show the word "Memo" with a capital "M" if it contains data, and the word "memo" with a lower-case "m" if it doesn't. NOTE: You can enter a long message here. This field will automatically wrap long lines for you, but if you hit "Enter", the cursor will appear on the next line. If you hit "Tab", the cursor will go to the next data field.
  7. Grid: This grid contains all of the Repeat Rule records for the student. You can navigate between the records by clicking on the row you wish to edit, and its data will appear in the blanks above the grid. The up and down arrow keys also can be used to navigate the grid. NOTE: This grid is for navigation only. You cannot use the grid to enter data. You can double-click the Memo column of the grid to see the memo in a read-only window.
  8. Reload/Add/Edit/Delete: These buttons let you Add, Edit, and Delete records. Click on "Reload" if you wish to reload all Repeat Rule records for the student. Click on "Add" when you wish to add a new record, and type the information in the blanks above the grid. Click on "Edit" when you wish to edit the record displayed above. The "F8" key works the same as this button. The "Edit" button will then become the "Submit" button, and the "Delete" button will become the "Cancel" button. Make your changes, then click on the "Submit" button or hit the "F10" key to lock them in. Click on "Cancel" or hit "Esc" to cancel your changes. Click on "Delete" when you wish to delete a record. If the "Edit" and "Delete" buttons are grayed out, then you are not allowed access to edit or delete this record. If you need to have the department designation changed on this record, contact the ARTS Support Team or a designated EFS administrator. NOTE: If you have unintentionally deleted a record, please contact the ARTS Support Team immediately. You do not need to re-add the record.
  9. Retake Term: This field contains the term in which the course was repeated.
  10. Status: This field contains the status of whether or not the Repeat Rule was granted for the student. Available values are (A)pproved and (D)enied.
  11. Signed By: This field contains the date that the incomplete grade will change to the "Change Grade To" field.
  12. Date: This field contains the date that the extension on the incomplete was given.
  13. Modwho\Moddate\Access\Dept: These fields contain audit information regarding who has added or changed the record, when the record was last changed, if the record is departmental or world access, and which department "owns" the record for editing and/or deleting.

The Incompletes Screen

This screen, as shown in Figure 8.10, contains the Incomplete course information, as entered by the College of Liberal Arts and Sciences, for the selected student. The fields in Figure 8.10 are numbered and described below:

  1. Name/KUID: These fields represent the student's name and KUID. These fields cannot be changed here. Going to the Basic screen and making the changes there can only change them.
  2. Term: This field contains the term in which the incomplete occurred.
  3. Department: This field contains the incomplete course's department.
  4. Course No: This field contains the incomplete course's number.
  5. Line Number: This field contains the incomplete course's line number.
  6. Instructor: This field contains the incomplete course's instructor.
  7. Grid: This grid contains all of the Incomplete records for the student. You can navigate between the records by clicking on the row you wish to edit, and its data will appear in the blanks above the grid. The up and down arrow keys also can be used to navigate the grid. NOTE: This grid is for navigation only. You cannot use the grid to enter data. You can double-click the Memo column of the grid to see the memo in a read-only window.
  8. Reload/Add/Edit/Delete: These buttons let you Add, Edit, and Delete records. Click on "Reload" if you wish to reload all Incomplete records for the student. Click on "Add" when you wish to add a new record, and type the information in the blanks above the grid. Click on "Edit" when you wish to edit the record displayed above. The "F8" key works the same as this button. The "Edit" button will then become the "Submit" button, and the "Delete" button will become the "Cancel" button. Make your changes, then click on the "Submit" button or hit the "F10" key to lock them in. Click on "Cancel" or hit "Esc" to cancel your changes. Click on "Delete" when you wish to delete a record. If the "Edit" and "Delete" buttons are grayed out, then your department is not allowed access to edit or delete this record. If you need to have the department designation changed on this record, contact the ARTS Support Team or a designated EFS administrator. NOTE: If you have unintentionally deleted a record, please contact the ARTS Support Team immediately. You do not need to re-add the record.
  9. Repetition: This field contains whether or not the incomplete course needs to be repeated.
  10. Change Grade To: This field contains what the incomplete course's grade will become.
  11. Date Extended To: This field contains the date that the incomplete grade will change to the "Change Grade To" field.
  12. Date Extended: This field contains the date that the extension on the incomplete was given.
  13. Memo: This is the memo field where you can enter anecdotal information about the incomplete. Double-click on this field to see a full window of the text while you are editing it. The grid will show the word "Memo" with a capital "M" if it contains data, and the word "memo" with a lower-case "m" if it doesn't. NOTE: You can enter a long message here. This field will automatically wrap long lines for you, but if you hit "Enter", the cursor will appear on the next line. If you hit "Tab", the cursor will go to the next data field.
  14. Modwho\Moddate\Access\Dept: These fields contain audit information regarding who has added or changed the record, when the record was last changed, if the record is departmental or world access, and which department "owns" the record for editing and/or deleting.

Fig. 8.10--The Incompletes screen.

The Memos Screen

This screen, as shown in Figure 8.11, contains the Memo records for the selected student. The fields in Figure 8.10 are numbered and described below:

  1. Name/KUID: These fields represent the student's name and KUID. These fields cannot be changed here. Going to the Basic screen and making the changes there can only change them.
  2. Subject: This field contains the subject of the memo. This is most often printed in the memo section of the ARTS form.

    3. Figure 8.11--The Memo Screen.

  3. Memo Type: This determines which parts of the record print. The different values are listed below:
    S: Subject only prints. NOTE: This is also accomplished by leaving this field blank.
    P: Private, does not print on ARTS form.
    M: Subject and Memo fields both print on ARTS form.
  4. Memo: This is the memo field where you can enter anecdotal information about the memo-randum. Double-click on this field to see a full window of the text while you are editing it. The grid will show the word "Memo" with a capital "M" if it contains data, and the word "memo" with a lower-case "m" if it doesn't. NOTE: You can enter a long message here. This field will automatically wrap long lines for you, but if you hit "Enter", the cursor will appear on the next line. If you hit "Tab", the cursor will go to the next data field.
  5. Grid: This grid contains all of the Memo records for the student. You can navigate between the records by clicking on the row you wish to edit, and its data will appear in the blanks above the grid. The up and down arrow keys also can be used to navigate the grid. NOTE: This grid is for navigation only. You cannot use the grid to enter data. You can double-click the Memo column of the grid to see the memo in a read-only window.
  6. Reload/Add/Edit/Delete: These buttons let you Add, Edit, and Delete records. Click on "Reload" if you wish to reload all Memo records for the student. Click on "Add" when you wish to add a new record, and type the information in the blanks above the grid. Click on "Edit" when you wish to edit the record displayed above. The "F8" key works the same as this button. The "Edit" button will then become the "Submit" button, and the "Delete" button will become the "Cancel" button. Make your changes, then click on the "Submit" button or hit the "F10" key to lock them in. Click on "Cancel" or hit "Esc" to cancel your changes. Click on "Delete" when you wish to delete a record. If the "Edit" and "Delete" buttons are grayed out, then your department is not allowed access to edit or delete this record. If you need to have the department designation changed on this record, contact the ARTS Support Team or a designated EFS administrator. NOTE: If you have unintentionally deleted a record, please contact the ARTS Support Team immediately. You do not need to re-add the record.
  7. Modwho\Moddate\Access\Dept: These fields contain audit information regarding who has added or changed the record, when the record was last changed, if the record is departmental or world access, and which department "owns" the record for editing and/or deleting.

The Notes Screen

This screen, as shown in Figure 8.12, contains the Note records for the selected student. The fields in Figure 8.12 are numbered and described below:

  1. Name/KUID: These fields represent the student's name and KUID. These fields cannot be changed here. Going to the Basic screen and making the changes there can only change them.
  2. Note #: This field contains the note number that corresponds to a course number for the note on the transcript. For example, if you enter "B100" here, the note course will appear as "NOTE B100" on the transcript. The note number sometimes tells ARTS to perform an action (see Creating and Editing the Actions Table in Chapter 5 of the manual). Available Notes Screen: The "..." button next to this field allows you to bring up the list of available notes and make a selection (see Figure 8.13).

    Figure 8.12--The Notes Screen.


    Fig. 8.13--The Available Notes screen.

    If you select a note (or just hit "Enter" in the "note#" field), the text of the note will automatically fill out the "title" field. You need only enter the necessary numbers or requirement names.
  3. Title: This field contains the note course's title that will show up on the transcript. The course title sometimes tells ARTS what courses are involved in substitutions or waivers, or how many hours are added to or subtracted from a requirement. This field is sensitive to the location of certain characters, depending upon what note number you type into the "note#" field. Consult the ARTS Support Team for assistance if you cannot get a note to work properly.
  4. Term: This is the term in which the note course will be located on the transcript. NOTE: Without a term entered here, the note will not show up on the transcript.
  5. School: This is the external org ID that corresponds to the school in which the note course will show. The default external org ID that shows up here is KU's, which is "H0002554". You can use the dropdown list to select from the list of institutions, which is alphabetically sorted, or you can drop down the list and start typing the external org ID. NOTE: If the incorrect external org ID is entered for the term above, the note course will not show up. If no code is entered here, the note will show up for any term that matches the term above.
  6. Attempt#: This field allows you to specify which attempt of duplicate courses within the above term will be used by the note. If you use "0", all attempts of the course within the semester you entered above will be used.
    Example:
    (Assume all attempts shown below are taken within the same semester):
    Student A: Two attempts of BIOL 420, you want them both to go into the requirement called ELECTIVE. You would use A027, BIOL0420=ELECTIVE, and the attempt# would be set to '0' to count all attempts.
    Student B: Two attempts of BIOL 420, only the second attempt should go into ELECTIVE. You would use the same note as above, only the attempt# would be set to '2'.
    Student C: Two attempts of BIOL 420 plugging into ELECTIVE, only the second attempt should be plugging in. You would use A030, BIOL0420=ELECTIVE, and the attempt# would be set to '1'. This would target the first attempt for removal from the requirement.
    Student D: Two or more attempts of BIOL 420 plugging into ELECTIVE, none should be plugging in. You would use the same note as above, only the attempt# should be set to '0'.
  7. Grid: This grid contains all of the Note records for the student. You can navigate between the records by clicking on the row you wish to edit, and its data will appear in the blanks above the grid. The up and down arrow keys also can be used to navigate the grid. NOTE: This grid is for navigation only. You cannot use the grid to enter data. You can double-click the Memo column of the grid to see the note's memo in a read-only window.
  8. Reload/Add/Edit/Delete: These buttons let you Reload, Add, Edit, and Delete records. Click on "Reload" if you wish to reload all Note records for the student. Click on "Add" when you wish to add a new record, and type the information in the blanks above the grid. Click on "Edit" when you wish to edit the record displayed above. The "F8" key works the same as this button. The "Edit" button will then become the "Submit" button, and the "Delete" button will become the "Cancel" button. Make your changes, then click on the "Submit" button or hit the "F10" key to lock them in. Click on "Cancel" or hit "Esc" to cancel your changes. Click on "Delete" when you wish to delete a record. If the "Edit" and "Delete" buttons are grayed out, then your department is not allowed access to edit or delete this record. If you need to have the department designation changed on this record, contact the ARTS Support Team or a designated EFS administrator. NOTE: If you have unintentionally deleted a record, please contact the ARTS Support Team immediately. You do not need to re-add the record.
  9. Memo: This is the memo field where you can enter anecdotal information about the note. Double-click on this field to see a full window of the text while you are editing it. The grid will show the word "Memo" with a capital "M" if it contains data, and the word "memo" with a lower-case "m" if it doesn't. NOTE: You can enter a long message here. This field will automatically wrap long lines for you, but if you hit "Enter", the cursor will appear on the next line. If you hit "Tab", the cursor will go to the next data field.
  10. Modwho\Moddate\Access\Dept: These fields contain audit information regarding who has added or changed the record, when the record was last changed, if the record is departmental or world access, and which department "owns" the record for editing and/or deleting.

The Petitions Screen

This screen, as shown in Figure 8.14, contains the Petition records for the selected student. The fields in Figure 8.14 are numbered and described below:

  1. Name/KUID: These fields represent the student's name and KUID. These fields cannot be changed here. Going to the Basic screen and making the changes there can only change them.
  2. Date Rcvd/Date: These fields contain the date the petition was received in the office and the date it was sent.
  3. NOTE/School: This field contains the note number that corresponds to a course number for the note on the transcript. For example, if you enter "0100" here, the note course will appear as "NOTE 0100" on the transcript. The note number sometimes tells ARTS to perform an action (see Creating and Editing the Actions Table in Chapter 5 of the manual). Available Notes Screen: The "..." button next to this field allows you to bring up the list of available notes and make a selection (see Figure 8.13). If you select a note (or just hit "Enter" in the "note#" field), the text of the note will automatically fill out the "title" field. You need only enter the necessary numbers or requirement names. School Code is the external org ID that corresponds to the school in which the note course will show. The default school that shows up here is KU, which is "H0002554". You can use the dropdown list to select from the list of institutions, which is alphabetically sorted. NOTE: If the incorrect school code is entered for the term above, the note course will not show up. If no code is entered here, the note will show up for any term that matches the term above. NOTE: If you enter notes through petitions that place a particular course into (or take a course or courses out of) a requirement, you will need to go over to the NOTE screen to ensure that the attempt# is entered correctly on the corresponding note after the petition is saved.
  4. Subject: This is the note course's title that will show up on the transcript. The course title sometimes tells ARTS what courses are involved in substitutions or waivers, or how many hours are added to or subtracted from a requirement.
  5. SentTo: This field contains to whom the petition was sent for approval.

    6. Figure 8.14--The Petitions Screen.

  6. Decision: This field contains the decision-maker regarding the petition. Current available values are (A)dministration and (C)ommittee.
  7. Action Date: This is the date action was taken on the petition.
  8. Action: This is the action performed on the petition. Current available values are (A)pproved, (D)enied, (E)xtension, and F.
  9. Appeal: This field contains the result of an appeal. Current available values are (A)pproved and (D)enied.
  10. Term: This is the term in which the note course will be located on the transcript. NOTE: Without a term entered here, the note will not show up on the transcript.
  11. Grid: This grid contains all of the Petition records for the student. You can navigate between the records by clicking on the row you wish to edit, and its data will appear in the blanks above the grid. The up and down arrow keys also can be used to navigate the grid. NOTE: This grid is for navigation only. You cannot use the grid to enter data. You can double-click the Summary column of the grid to see the summary in a read-only window.
  12. Add/Edit/Delete: These buttons let you Add, Edit, and Delete records. Click on "Reload" if you wish to reload all Petition records for the student. Click on "Add" when you wish to add a new record, and type the information in the blanks above the grid. Click on "Edit" when you wish to edit the record displayed above. The "F8" key works the same as this button. The "Edit" button will then become the "Submit" button, and the "Delete" button will become the "Cancel" button. Make your changes, then click on the "Submit" button or hit the "F10" key to lock them in. Click on "Cancel" or hit "Esc" to cancel your changes. Click on "Delete" when you wish to delete a record. If the "Edit" and "Delete" buttons are grayed out, then your department is not allowed access to edit or delete this record. If you need to have the department designation changed on this record, contact the ARTS Support Team or a designated EFS admin. After you have added or changed a record, EFS will do the same for a corresponding Note record that will display on the student's transcript. NOTE: If you have unintentionally deleted a record, please contact the ARTS Support Team immediately. You do not need to re-add the record.
  13. Withdrawal Petitions: These fields explain which course department, number, and line number was petitioned for withdrawal.
  14. Readmit Petitions: These fields explain the status and last term the student was enrolled.
  15. Summary: This is the memo field where you can enter anecdotal information about the petition. Double-click on this field to see a full window of the text while you are editing it. This memo also becomes the memo for the corresponding Note records that is created from this record. The grid will show the word "Memo" with a capital "M" if it contains data, and the word "memo" with a lower-case "m" if it doesn't. NOTE: You can enter a long message here. This field will automatically wrap long lines for you, but if you hit "Enter", the cursor will appear on the next line. If you hit "Tab", the cursor will go to the next data field.
  16. AddDate\Modwho\Moddate\Access\Dept: These fields contain audit information regarding who has added or changed the record, when the record was last added/changed, if the record is departmental or world access, and which department "owns" the record for editing and/or deleting.

The Personal Requirements Screen

Personal Requirements are used to define a specific requirement individually by student. When setting up these requirements, you must first enter the catalog, degree, and requirement into EFS so that ARTS understands that it is a Personal Requirement. NOTE: You can set up your Personal Requirement two ways:

  1. An "empty" requirement that has no courses in the course list. This requirement will always be set up as a special Personal Requirement for each student.
  2. A default requirement that can be set up as a Personal Requirement as well. To do this, set up the requirement normally and make sure that "Q" is included in the SPECIAL field (see Chapter 3, ARTS Degrees for more about editing ARTS requirements).

This screen, as shown in Figure 8.15, contains the Personal Requirement records for the selected student. The fields in Figure 8.15 are numbered and described below:

  1. Name/KUID: These fields represent the student's name and KUID. These fields cannot be changed here. Going to the Basic screen and making the changes there can only change them.
  2. Catalog: Enter the catalog for the requirement. This tells ARTS where to find the degree.

    Figure 8.15--Personal Requirements Screen.

  3. Degree: Enter the degree in which the requirement resides. ARTS will attempt to find the requirement in this degree.
  4. Requirement: This is the name of the requirement being used. NOTE: The requirement name typed here and the actual requirement name must match exactly in order for the Personal Requirement to work properly.
  5. Satisfied: Place a "Y" in this field if you wish for the requirement to be forced satisfied. Leave it blank if you wish for ARTS to determine if the requirement is satisfied.
  6. Grid: This grid contains all of the Petition records for the student. You can navigate between the records by clicking on the row you wish to edit, and its data will appear in the blanks above the grid. The up and down arrow keys also can be used to navigate the grid. NOTE: This grid is for navigation only. You cannot use the grid to enter data. You can double-click the Memo column of the grid to see the memo in a read-only window.
  7. Add/Edit/Delete: These buttons let you Add, Edit, and Delete records. Click on "Reload" if you wish to reload all Personal Requirement records for the student. Click on "Add" when you wish to add a new record, and type the information in the blanks above the grid. Click on "Edit" when you wish to edit the record displayed above. The "F8" key works the same as this button. The "Edit" button will then become the "Submit" button, and the "Delete" button will become the "Cancel" button. Make your changes, then click on the "Submit" button or hit the "F10" key to lock them in. Click on "Cancel" or hit "Esc" to cancel your changes. Click on "Delete" when you wish to delete a record. If the "Edit" and "Delete" buttons are grayed out, then your department is not allowed access to edit or delete this record. If you need to have the department designation changed on this record, contact the ARTS Support Team or a designated EFS administrator. NOTE: If you have unintentionally deleted a record, please contact the ARTS Support Team immediately. You do not need to re-add the record.
  8. Memo: This is the memo field where you can enter anecdotal information about the Personal Requirement. Double-click on this field to see a full window of the text while you are editing it. The grid will show the word "Memo" with a capital "M" if it contains data, and the word "memo" with a lower-case "m" if it doesn't. NOTE: You can enter a long message here. This field will automatically wrap long lines for you, but if you hit "Enter", the cursor will appear on the next line. If you hit "Tab", the cursor will go to the next data field.
  9. Modwho\Moddate\Access\Dept: These fields contain audit information regarding who has added or changed the record, when the record was last added/changed, if the record is departmental or world access, and which department "owns" the record for editing and/or deleting.
  10. Edit In ARTS: This button lets you edit the requirement(s) in ARTS. Clicking this button takes you to the Requirements Editor (see Chapter 3). This button is disabled while you are editing a new or existing Personal Requirement record.

The Change of School Or Status (SOS) Screen

This screen, as shown in Figure 8.16, contains the Change of School or Status records for the selected student. The fields in Figure 8.16 are numbered and described below:

  1. Name/KUID: These fields represent the student's name and KUID. These fields cannot be changed here. Going to the Basic screen and making the changes there can only change them.
  2. Term: This is the term during which the change of school or status occurred.
  3. Type: This is the type of School or Status change. Usually, the College types "SC" for school and "ST" for status.
  4. From: This is the old status or school. Codes are available from the College of Liberal Arts & Sciences.
  5. To: This is the new status or school. Codes are available from the College of Liberal Arts & Sciences.
  6. Grid: This grid contains all of the School or Status Change records for the student. You can navigate between the records by clicking on the row you wish to edit, and its data will appear in the blanks above the grid. The up and down arrow keys also can be used to navigate the grid. NOTE: This grid is for navigation only. You cannot use the grid to enter data. You can double-click the Memo column of the grid to see the memo in a read-only window.
  7. Reload/Add/Edit/Delete: These buttons let you Add, Edit, and Delete records. Click on "Reload" if you wish to reload all School or Status records for the student. Click on "Add" when you wish to add a new record, and type the information in the blanks above the grid. Click on "Edit" when you wish to edit the record displayed above. The "F8" key works the

    Figure 8.16--School or Status Screen.

    same as this button. The "Edit" button will then become the "Submit" button, and the "Delete" button will become the "Cancel" button. Make your changes, then click on the "Submit" button or hit the "F10" key to lock them in. Click on "Cancel" or hit "Esc" to cancel your changes. Click on "Delete" when you wish to delete a record. If the "Edit" and "Delete" buttons are grayed out, then your department is not allowed access to edit or delete this record. If you need to have the department designation changed on this record, contact the ARTS Support Team or a designated EFS administrator. NOTE: If you have unintentionally deleted a record, please contact the ARTS Support Team immediately. You do not need to re-add the record.
  8. Memo: This is the memo field where you can enter anecdotal information about School or Status Change. Double-click on this field to see a full window of the text while you are editing it. This memo also becomes the memo for the note that is created from this record. The grid will show the word "Memo" with a capital "M" if it contains data, and the word "memo" with a lower-case "m" if it doesn't. NOTE: You can enter a long message here. This field will automatically wrap long lines for you, but if you hit "Enter", the cursor will appear on the next line. If you hit "Tab", the cursor will go to the next data field.
  9. Modwho\Moddate\Access\Dept: These fields contain audit information regarding who has added or changed the record, when the record was last added/changed, if the record is departmental or world access, and which department "owns" the record for editing and/or deleting.

The Test Score Screen

This screen, as shown in Figure 8.17, contains the Test Score records for the selected student. NOTE: For more information on the FIB language mentioned below, refer to Chapter 6, Fill-In-The-Blank (FIB) ARTS Forms and Appendix A: Atoms. The fields in Figure 8.17 are numbered and described below:

  1. Name/KUID: These fields represent the student's name and KUID. These fields cannot be changed here. Going to the Basic screen and making the changes there can only change them.
  2. Test Name: This is the name of the test that was taken. The FIB word that refers to this is "TEST". For example, if you wish to use the test in Figure 8.17, you would use the phrase

    *** SELECT TEST "PST"

  3. Test Date: This is the four-digit term in which the test was taken. In FIB programming, after the test is selected using the above FIB code, you can simply use the FIB word

    TESTDATE

    to refer to the date it was taken.

    Figure 8.17--The Test Scores Screen.

  4. Grid: This grid contains all of the Test Score records for the student. You can navigate between the records by clicking on the row you wish to edit, and its data will appear in the blanks above the grid. The up and down arrow keys also can be used to navigate the grid. NOTE: This grid is for navigation only. You cannot use the grid to enter data.
  5. Reload/Add/Edit/Delete: These buttons let you Add, Edit, and Delete records. Click on "Add" when you wish to add a new record, and type the information in the blanks above the grid. Click on "Reload" if you wish to reload all Test records for the student. Click on "Edit" when you wish to edit the record displayed above. The "F8" key works the same as this button. The "Edit" button will then become the "Submit" button, and the "Delete" button will become the "Cancel" button. Make your changes, then click on the "Submit" button or hit the "F10" key to lock them in. Click on "Cancel" or hit "Esc" to cancel your changes. Click on "Delete" when you wish to delete a record. If the "Edit" and "Delete" buttons are grayed out, then your department is not allowed access to edit or delete this record. If you need to have the department designation changed on this record, contact the ARTS Support Team or a designated EFS administrator. NOTE: If you have unintentionally deleted a record, please contact the ARTS Support Team immediately. You do not need to re-add the record.
  6. Test Name, Score: These fields refer to the subsections of the test and their corresponding scores. The FIB word that will refer to these fields is "SECTION". The FIB code that would pull section scores from Figure 8.16 is

    THE SCORE FOR SECTION "ENGL" THE SCORE FOR SECTION "MATH" THE SCORE FOR SECTION "READ"

  7. Subscores: These fields contain various subscores that do not merge into the ARTS form.
  8. Modwho\Moddate\Access\Dept: These fields contain audit information regarding who has added or changed the record, when the record was last added/changed, if the record is departmental or world access, and which department "owns" the record for editing and/or deleting.

High School Data Merge

EFS accepts imports of a fixed-width .TXT file from the I:\NSO folder using this function. The file format (fields with field length and position) is shown below in Fig. 8.18.

FieldStart Position# of CharactersUsed by EFS?
First Name117Yes
Last Name1817Yes
KUID356Yes
Level412Yes
School422Yes
Program436Yes
Plan14915Yes
Session6420No
HSCode846Yes
Honors901Yes
Birthday918No
AdmitType993No
PeopleSoft ID10211Yes

Figure 8.18--High School Data Merge File Format Table.

To import the data, do the following:

  1. Open the EFS interface and click on the "Data Merge" menu item as shown in Fig. 8.19 below.

    2. Figure 8.19--Data Merge Navigation.

  2. Next, you will see the Data Merge screen (as shown in Fig. 8.20). Enter the file you wish to merge in. The usual format for the text file name is shown in Figure 8.20. Enter the filename (no extension needed--EFS knows it's a .TXT file) that corresponds to the session date for the orientation. The format is MONTH99 (JUNE16, JULY12, etc). You can also use the "..." button to find the file in another directory if necessary.

    3. Figure 8.20--Data Merge Screen with File Name Typed in.

  3. Click on the "Run" button to execute the process, and it will tell you how many students were imported and how many were simply updated. The program will also bring up the log file that illustrates which students were added to the database and which students were simply updated (see Fig. 21). You can print the report by clicking on the "Print" button, or simply close out to discard the report.

Figure 8.21--Data Merge Results Displayed.