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CollegeSource Support

Create or Edit a Batch

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  1. Add Batch
  2. Edit Batch
    1. Description Tab
    2. Criteria Tab
      1. Define Student Population
        1. List of Students
        2. Selection Criteria
        3. Add Batch Criteria
        4. Clear List
        5. Export List 
        6. Preview
      2. Add to Batch
      3. Save & Continue
        1. Success
        2. Error
  3. Forced DPROG
    1. What-if Batch Audit Requests
  4. Forced DPCATLYT
  5. Preview
    1. Save & Continue
  6. Save & Finish
  7. Move Up/Move Down
  8. Delete
    1. Schedule Tab
      1. Skip
      2. Save & Continue
      3. Save & Finish
      4. Cancel
    2. Share Tab
      1. Add Batch Share
      2. Delete
      3. Save & Finish
      4. Cancel

Add Batch

Add a Batch from the Batch Definitions tab.

 

The Add Batch page is displayed with several fields to complete:

Edit Batch

To edit or change an existing batch definition, click the Edit () button in the row of the batch definition want to change. The Edit Batch page appears with four tabs:

  1. Description
  2. Criteria
  3. Schedule
  4. Share

Description Tab

Field Description
Description Name for the selected batch
Datasource Identifies the environment where the DARwin/uAchieve database is located. A shadow database could be specified for performance purposes.
Server Name A different server definition could be specified that allows more audits to be processed. e.g., ORADEV, 40TEST
SOPRID Identifies the audits that were generated by student, advisor, or other applications. This option should be configured to Batch so that other applications do not have access to these audits.
Type

Specifies the type of audit or evaluation that will be processed (directly comparable to the RunBar options from EVALSW)

Value Definition
D Degree Audit
S Audit with Course Sort
A Audit and Evaluation
H Home Articulation

 
Retention Period (Days)

Drop-down menu specifies the number of days the audits will be retained:

  • 1
  • 2
  • 3
  • 4
  • 5
  • 6
  • 7
  • 14
  • 21
COM Table Drop-down menu of COM table options
Degree Program

The degree program to force, if desired; it creates What-If audits, if populated

See Forced dprog
Catalog Term

Select an associated catalog year/term from the drop-down menu

See Forced dpcatlyt
DP Mask DP Mask, if used
Include Planned [ ] Check to include planned courses
Exclude in Progress [ ] Check to exclude in-progress courses
Report

(COM.NOREPORT)

Choices apply to analysis table or output table reporting

Value Definition
<BLANK> Default value
F

(Incomplete Only)

Analysis report only prepared for incomplete students
P

(Complete Only)

Analysis report only prepared for complete students (includes in-progress)
C

(Complete with No In-Progress)

Analysis report prepared for truly complete students with no in-progress courses
N

(Print No Reports)

Can be used by institution to create analysis files for further manipulation
L

(No LIMHRS-REF AR)

Like default but no LIMHRS reported when a reference articulation (REVART = R/S)

 
Print Req

(PNTREQ)

Controls which requirements print

Value Definition
N Incomplete requirements only
Y Complete requirements only
X No student data; allows printing of "blank" audits without student data

 
List All

Enables control to expand or contract what normally prints on the audits

Value Definition
' ' Defaults to audit as encoded.
C

(Show Select/Not From)

Shows Select/Not From, even if suppressed.
H

(Reference Audit Listing)

Useful with reference articulation to print only one home course with referenced source course per line.
L

(Full Listing)

Prints fields that are ordinarily suppressed, including RNAMES and pseudo. Excellent resource for troubleshooting.
M

(Include Pseudo)

Includes pseudo names and requirement names.
P

(Postcard Audit)

Suppresses everything except requirement titles, summary lines, and completion status.
S

(Short Listing)

Shrinks the audit by eliminating accept/reject courses.
V

(SubReq OK, Suppress A/R)

Like NOLIST of V to hide Not From/Select From courses when sub-requirement is met.

 

 

Criteria Tab

The Criteria tab is used to create filters to define the batch populations. Operands are your school's fields that are used to capture the information needed to select the right group of students desired for the Batch.

 

For example, May 2017 juniors who have not applied to graduate may be a specific group to include in a Batch run. In this case, be sure to include datapoints such as:

  • Class level (e.g., junior, senior)
  • Number credit hours earned
  • GPA
  • Applied to graduate?

Criteria tab settings use basic SQL server logic.

 

Define Student Population

New in 4.4.2  The Criteria tab in Batch has been redesigned to be more intuitive by allowing functional users to select how they want to define your student population: by a list of students (selected by default) or by selection criteria. NOTE: Keep in mind that students added via the List of Students are not combined with those added via the Selection Criteria and vice versa.

Config
Administrators may choose which options is the default selection via the Default Population Type
  • List of Students

Two options for creating the list of students include manually adding or uploading a file:

  1. Manually Add List

    1. Student IDs field: manually enter a list of students you wish to add to the batch criteria, separated by commas (e.g., STUDENT ID, STUDENT ID, STUDENT ID)

    2. Search Student by Name field: enter student name (minimum of three characters) and click the search button () to see a list of students to Add to List

    3. Search Student by Student ID field: enter student ID (minimum of three characters) and click the search button () to see a list of students to Add to List

       

      Return a list of all available students by inputing 3 spaces into the search field:

       

  2. Upload File
    New in 4.4.2  A file containing a list of students may be uploaded to a Batch to define its student population
    1. File Type*: Upload either file type:
      1. Student IDs Only: comma separated list (file type .csv) of Student IDs (e.g., STUDNETID,STUDENTID,STUDENTID)

      2. Student ID, Degree Program, Catalog Y/T: comma separated list (file type .csv) of Student IDs, degree programs, and catalog year/terms that may include Student ID Only entries. NOTE: Each entry must be a separate line!

    2. File Name*: Choose a file
      1. User must validate the file before it may be uploaded. File Name, Total Rows, and the first ten lines will be displayed. Then user must select whether to append students to the end of the existing list or delete and replace the existing list:
  • Selection Criteria

Click the Selection Criteria option to define your student population:

Reorder the Batch criteria using the Move Up/Move Down buttons.

Add Batch Criteria

Both the Add Batch Criteria button and the Edit button generate the Add Batch Criteria page:

 

Before setting the parameters on the criteria, some careful thought should go into the true intent of who you are trying to include as well as exclude. The incorporation of parentheses into the Batch criteria, for example, can completely change the criteria logic. For a real-life example of how this works, see Parentheses Logic in Batch Criteria.

 

Field Description
And/Or

Options: and, or

Required if one or more conditions exist in the list. And/Or allows for multiple conditions to be combined and defines how they will be tested. For example, you may choose all students in a particular college AND who are female or, all athletes who have not applied to graduate. Your choices are tied to the fields you select when the product is set up.
( Open Parenthesis (in conjunction with the Close Parenthesis) allows the user to combine certain conditions and set precedence per standard SQL query standards.
Operand

Displays the criteria for the batch population selection. Choices will include the data fields specified at the point of software setup (Options may include such examples as Applied for Graduation, Student Degree, Cum GPA, Student Number). Operand is a system-defined field that the user can select to populate the batch selection.
Operator

Options: equals, not equal, greater than, greater than or equal to, less than, less than or equal to, like, not like, in, not in.

NOTE:
You may only specify criteria for Operand or Value, not both.

These keywords define the type of operation that will be performed, based upon the value entered. Rather than using a wildcard match (like the COM.ANYC "*"), use the LIKE operator and enter the characters that must be present for the field to match.
OR  
Value

Automatically populated with available values for your institution once an operand is selected (e.g., your school's colleges). Alternately, Values may be typed in or copied (e.g., a range of student numbers). To specify a set list of students, for example, choose the field you have identified as the Student ID number as the operand, set the operator to IN, and copy/paste the desired IDs into the Value field.

NOTE:
You may only specify criteria for Value or Operand, not both.

 
) Close Parenthesis (in conjunction with the Open Parenthesis) allows the user to combine certain conditions and set precedence per standard SQL query standards.

 

For more functional information on Batch operands and queries, see Batch Data Points.

 

For technical details on Batch operands, see the Configure Batch page.
Clear List

Click the Clear List button () to clear the list of students in the current batch:

Export List 

Click the Export List button () to export the list of students in the current batch to a Microsoft Excel spreadsheet.

Export is only available on the List of Students option

Preview

Click the Preview button () to view the list of students in the current batch:

Add to Batch

Click Add to Batch to add the selected student population to the batch. A green confirmation bubble appears momentarily:

Save & Continue

Use the Save & Continue button () to progress through the Batch creation. 

Success

Confirm Batch Criteria window lists number of student audits run for this batch.

Error

Confirm Batch Criteria windows is not able to execute the batch run. Click the Show error link for more information. This information can help your functional expert on campus troubleshoot your batch run.

 

 

Forced DPROG

What-if Batch Audit Requests

Users may configure Batch to show information pertaining to running What-if Batch runs as of 4.3.0.3, including columns for Forced DPROG and/or Forced DPCATLYT to see what will be submitted for each student.

  • With no dprog value: picks up the declared program (by default)
  • With a dprog value: picks up the What-if "forced" program

NOTE:
Setting the dprog value on the previous (Description) tab automatically overwrites what is coming in.

 

Forced DPCATLYT

  • With no catlyt value: picks up the declared catalog year term (by default)
  • With a ctlyt value: picks up the What-if "forced" catalog year term

NOTE:
Setting the Catalog Term value on the previous (Description) tab automatically overwrites what is coming in:

 

On the Criteria List tab:

The display of these columns on the Criteria List Preview page is configured on the back-end in batch.xml and criteria.xml.

Preview

To preview the list of students in the selected batch, click Preview ().

Save & Continue

The Save and Continue button () saves the input data and proceeds to the next tab.

Save & Finish

Save & Finish () saves any changes and returns to the previous screen, Batch Definition List.

Move Up/Move Down

Batch criteria can be reordered by clicking on green arrows Up () and Down ().

Buttons will appear gray if unavailable.

Delete

To delete a criteria, select the condition from the criteria list by clicking in the checkbox. Then, click Delete (). For bulk selection/deselection, use the Select All/Select None () link.

Schedule Tab

The Schedule tab is used to schedule a batch run or runs now, in the future, at regular intervals, or as selected (e.g., weekly, monthly).

Field Description
Frequency
  • Once
  • Hourly
  • Daily
  • Weekdays
  • Weekly
  • Monthly
Start Date Manually enter a Start Date (MM-DD-YYYY), or use the calendar icon to choose a date from the date picker
Start Time Manually enter a Start Time (HH:MM:SS), or use the clock icon to choose a time from the time picker
Skip

The Skip button () skips directly to the Share tab.

Save & Continue

The Save & Continue button () saves the input data and proceeds to the next tab.

Save & Finish

The Save & Finish button () saves any changes and returns to the previous screen, Batch Definition List.

Cancel

The Cancel button () cancels the operation and returns to the previous screen.

Share Tab

The Share tab is used to make batch results accessible to others.

Add Batch Share

Add Batch Share functionality allows you to share batches with other users of uAchieve Self-Service with Batch and control their view/edit/delete run access:

Field Description
User Begin typing a user name and select from the populated menu
View Click checkbox to allow user to view
Edit Click checkbox to allow user to edit
Delete Click checkbox to allow user to delete
Run Click checkbox to allow user to run

Click Save Batch Share () to conserve changes, or Cancel () to return to previous Shared Batch List page.

Delete

To delete a criteria, select the condition from the criteria list by clicking in the checkbox. Then, click Delete (). For bulk selection/deselection, use the Select All/Select None () link.

Save & Finish

Save and Finish () saves any changes and returns to the previous screen.

Cancel

The Cancel () button cancels the operation and returns to the previous screen.

 

 

Next: >> Run a Batch >>
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