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Transcript Requirement with Self-Defining Terms

As opposed to the traditional method of transcript requirement with specified terms, this version of the course history requirement uses filtering residency sub-requirements to select one term's worth of courses and uses dynamically-built text to display the term in the sub-requirement text. This method has the advantage of having the student's terms self-select into the sub-requirement, so the sub-requirements do not need specific date ranges. A student with any set of terms can get a term-by-term listing of the courses, no matter how long ago the student began.

The requirement can be set up to collect most recent first or oldest first, moving term-by-term through the student's terms last-to-first or first-to-last. The example below uses the first sub-requirement to collect all transfer courses:


The requirement text is a notation to have the term and year inserted into the text based on the courses assigned to the sub-requirement, based on "%" being the value of the DERC field. The GL notation indicates to list the lowest term/year value, while GH indicates that the highest term/year value of the courses assigned to the requirement. Any requirement or sub-requirement can utilize this text based on the courses assigned to it. Nothing is required at the requirement level. The Reporting tab for the requirement instructs DARS to hide the requirement unless a course is applied, and to suppress the overall completion status of the requirement in the audit report.


Each sub-requirement is encoded without requiring anything. The first sub-requirement accepts transfer courses, using a wildcard course in the accept list and an accept code that identifies transfer work (T in the example below):


All of the courses applied to the requirement need to have a condition code assigned to them in order to keep the courses out of subsequent sub-requirement processing. In the example below, the condition code "g" is assigned in each sub-requirement:

Each subsequent sub-requirement will be encoded the same way. The sub-requirements will have the following settings:

  • Max Hours set to 1
    • Set Max Hours to 1 to ensure that only one term's worth of courses get assigned to a sub-requirement.
  • ReUse set to U
    • Set ReUse to U to specify that a filtering residency sub-requirement is being encoded. Unlike a regular residency sub-requirement, a filtering sub-requirement does not include all courses in counting toward the Max Hours specified. Only those courses that pass any condition code tests in the second Accept and/or Reject Condition Code fields of the sub-requirement are included in reaching the Max Hours and matched against the sub-requirement. 
    • ReUse of U allows a full term's worth of courses to be assigned to the sub-requirement.
  • Second Reject Condition Code field set to "g" for the courses already assigned to the requirement
    • Set the second reject code to g (per the previous screenshot) to filter out the courses already assigned.


The text on the sub-requirement is similar to the requirement text. In a sub-requirement, only one term should be assigned–only the GL or GH notation is needed to list that term. The sub-requirement will also assign the "g" condition code (see screenshot below):


To determine whether the earliest term or the latest term is selected first, the Credit Scan (AllRes) field can be used.

  • A value of "+" species a Bottom Up scan, selecting the latest term first.
  • A value of "A" specifies a Top Down scan, selecting the earliest term first.
  • Both values specify that Registered credit (rather than earned credit) be used in accumulating the hours compared to the Max Hours value. This ensures that a term with no successfully completed courses will be selected by itself, rather than be mingled with an adjacent term with credit-earning courses.


The Reporting tab has NoList set to "C", the sub-requirement number suppressed, and the List Sub-requirement field set to show the sub-requirement only when a course has been assigned:


Repeat this sub-requirement encoding on a number of sub-requirements so there are enough to support the most terms a student is likely to have. The last sub-requirement may just collect all remaining courses–as opposed to being encoded like the others–in order to be certain all of a student's courses are displayed. The text on that sub-requirement should include something like "%GL% to %GH%".


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