Process Number: 48	Revision Date: 1/23/2013 5:51:00 PM
Revision #: 16	Back | Access Password:

Roll (Copy) Academic Programs to the New Catalog

Office Responsible:

DCS - District - Computing Services

Process Type:

internal

Position Title:	User Liaison		Author:	DyAnn Walter
Cross Trained Staff:	Carol Hannon	Manager:		Vice Pres.:

Timeline (Deadlines or Time-Constraints) :

Early in the Spring term (January)

What must be done before this process is started:

The new catalog for the next Academic Year (FALL, SPRING, SUMMER) must be built for each college (CTLG - Catalogs Screen) SEE Build/Creat New Catalog Code in Datatel process #44.

Which processes are waiting for this process:

This must be completed before admissions applications can be processed for the next Fall.

Source documents or communication with information needed for this process:

What is the end-result of this process, or the hand-off

The new catalog is assigned to each of the active Academic Programs. There is NO hard copy output.

What steps must be taken independent of the computer system (Manual Process)

Which steps must be taken on a computer (Electronic Process):

1. Run the following query for each college, "List of Inactive Academic Programs" to find any Academic Programs in the current catalog that have a "INACTIVE" status. IF YOU DO NOT HAVE ACCESS TO THE QUERY LISTED ABOVE do the following: a) From the Datatel Menu Bar, click on "Options" then click on "Query Builder" b) Verb = SORT c) Click on the File button at the right. A list of Datatel files will begin to appear. Select the ACAD.PROGRAMS file and click OK. d) Click on the Items button at the right. A list of "Items" in the ACAD.PROGRAMS FILE will appear. Select ACPG.CATALOGS, select = from the Operator column, enter the current catalog code (i.e. V0001) in the Value field, must be uppercase and click the "Add" button. Next, Click in the "AND" box (top left) and select the ACPG.CURRENT.STATUS, select = from the Operator column, enter I in the Value field, must be uppercase and click the "Add" botton. Click on OK. d) Leave the Sort field blank e) Click on the Output button at the right. A list of Items in the ACAD.PROGRAMS FILE will appear to choose what will show in the output. Select the following Items, click the Add button after each one. ACAD.PROGRAMS.ID, ACPG.CATALOGS and ACPG.CURRENT.STATUS, click OK. f) In the Output To box select "Screen" g) Click on OK at the top of the box to run your query. h) Write down the Academic Program codes that show up from the query. 2. Access CATC - Catalog Copy Screen in the ST application of Colleague. 3. Delete catalog code in the "To Catalog" field. Enter the current catalog code in the "From Catalog" field (you can do a ... (3 periods) to see the resolutions screen of catalogs. 4. Enter the NEW catalog code in the "To Catalog" field. 5. Include Track = Y 6. Overwrite Existing Program Requirements? = N 7. Enter any "Inactive" Academic Programs (from step 1) in the Academic Programs Excl fields. Press F10. Press F10 again. 8. To test the results of the process a) Access PROG - Academic Programs screen b) In the Acad Program LookUp box enter ;ACPG.CATALOGS = (code of new catalog) in uppercase, with quotes, i.e. "V0102". Press enter. This should show you a resolution screen of "Active" programs with the new catalog.

Related Documents to Process (e.g. Datatel documentation, Government code books, etc.)

Notes (Cautions, suggestions for improvement, etc.)

I believe this process could be maintained in the Instruction Office at each college.