CrossRoad - User contributions [en]

Support Table Maintenance

2016-06-20T17:53:59Z

WikiSysop:

Support Tables

= Programs =

[[Program Support Table]]

= Country =

http://userpage.chemie.fu-berlin.de/diverse/doc/ISO_3166.html

For Financial Aid

2016-03-08T15:52:47Z

WikiSysop:

= EAS Financial Aid Setup =

== Financial Aid items ==

EAS Applications, Web Aid editing is how these are modified.

The type and typesequen fields are used to order the presentation of the items.

The title and descript fields are usually abbreviated versions of what appears in the Calendar.

Criteria are derived from the Calendar entry.

Requires is intended to indicate the additional materials or statements needed for the item.

Finaidid is the link to the CrossRoad item. This means that all the items must exist in CrossRoad prior to being added in Web Aid.

FORMFIELD is a name for the html field. These must be unique.

SUBFIELDOF and PARENTOF is allows the specification of parent and child awards; currently King's has none of these.

Requirefld specifies fields that must be present when this award is selected. Most common are statements (OTHER:nameofstatement), financial information (FININFO:NONEED!~FININFO:SAVINGS). Note that these are preceded by the section of the application, are in a tilde delimited list, and a ! means that it absent.

== Need Workbook ==

These are kept in u:\crossroad\needform and have the year inserted in the name.

The last two tabs are data exchange tabs. Data should have all but the extra row numbers blanked out.

The following tabs need to have updated values added each year:

Tuition, Fees, Books
Moderate Standard of Living
Minimum Student Contributions
Childcare
Return Transportation
Allowable Monthly Costs

Assessment form contains all the formulas. Should there be a calculation required the change should be made in the first data column and copied across.

== Clearing Old Applications ==

This is best done in a database tool (Data Architect) and requires zapping two tables. FAPPLICS.DBF (FAPPLICS.NTX) holds the application data except for selected aid items and statements. FAPPITEM.DBF (FAPPITEM.NTX) holds the selected items.

FAPPNOTE.DBF (FAPPNOTE.NTX) holds the various statements submitted by applicants. This could be zapped as well, but if it is left intact, students can reuse prior year statements.

== Enabling Applications ==

EAS Applications, Release Editing, change the following to the appropriate values:

FINAID.REL -- two CrossRoad standard date in a tilde delimited list as the start and end of the application period. 01/02/2016~31/03/2016~
FINAPPNM.REL - The name for the financial aid application.
FINSTMT.REL - a pipe (|) and tilde delimited lists of possible statements. The left of the pipe is the field name; the right is the html description.
FINTAB.REL - a list of the Tabs and icons associated with the tabs of the financial aid application.

CHECKLST.REL - FIN2016/17~
StuMenu.rel - FIN2016/17~

EAS Applications, HTML Editing, update the following to the appropriate values:
FinApp.htm - Financial aid application head note.
FinDecl.htm - Declaration for the financial aid application.
FinExp.htm - note explaining our use of PoA values in our calculations.

= EAS Financial Aid Receiving =

== Match ==

Match File# fills in the Entcode field. The match process assists with this, but the number can manually be filled in if necessary.

== Print/File and Move ==

The applications are next to be printed and moved. The printing is to a PDF; the move is taking the data from the application and moving it into CrossRoad. In that process the financial need file is exported.

The resulting PDFs should be a) copied to a temporary folder for consolidation and b) filed in CrossRoad.

== Import to Need Workbook ==

Financial Need data should be copied from the resulting needfile.csv. This goes onto the final tab of the workbook at the bottom of the list. Duplicates are highlighted in RED (usually these are due to a student revising his/her application); because of the large number of linked formulas, it is best to copy and paste all the data up over the first of the duplicates rather than deleting that row.

The CSV file should be date stamped after import.

= EAS Financial Aid Need Importing =

The Financial Need Workbook calculates the need values for each student. This needs to be audited for errors (such as incorrect province codes, or non-numeric in numeric fields).

Once these are fixed, then the data on the NeedToCr tab needs to be sent to a CSV file. That file is imported into the need2cr.dbf (need2cr.ntx) table. That table then needs to have its values overwrite those in scholars.dbf.

= Consolidated PDFs =

The copies of the applications for consolidation can be merged into a single pdf (using a PDF merge tool). The arrangement of these should be in a useable order.

Alternatively, it would also be possible to place these documents into a SharePoint folder for use during meetings. I suggest a separate library so that searching can be isolated to that library.

For Financial Aid

2016-03-07T23:11:07Z

WikiSysop: /* Enabling Applications */

= EAS Financial Aid Setup =

== Financial Aid items ==

EAS Applications, Web Aid editing is how these are modified.

The type and typesequen fields are used to order the presentation of the items.

The title and descript fields are usually abbreviated versions of what appears in the Calendar.

Criteria are derived from the Calendar entry.

Requires is intended to indicate the additional materials or statements needed for the item.

Finaidid is the link to the CrossRoad item. This means that all the items must exist in CrossRoad prior to being added in Web Aid.

FORMFIELD is a name for the html field. These must be unique.

SUBFIELDOF and PARENTOF is allows the specification of parent and child awards; currently King's has none of these.

Requirefld specifies fields that must be present when this award is selected. Most common are statements (OTHER:nameofstatement), financial information (FININFO:NONEED!~FININFO:SAVINGS). Note that these are preceded by the section of the application, are in a tilde delimited list, and a ! means that it absent.

== Need Workbook ==

These are kept in u:\crossroad\needform and have the year inserted in the name.

The last two tabs are data exchange tabs. Data should have all but the extra row numbers blanked out.

The following tabs need to have updated values added each year:

Tuition, Fees, Books
Moderate Standard of Living
Minimum Student Contributions
Childcare
Return Transportation
Allowable Monthly Costs

Assessment form contains all the formulas. Should there be a calculation required the change should be made in the first data column and copied across.

== Enabling Applications ==

EAS Applications, Release Editing, change the following to the appropriate values:

FINAID.REL -- two CrossRoad standard date in a tilde delimited list as the start and end of the application period. 01/02/2016~31/03/2016~
FINAPPNM.REL - The name for the financial aid application.
FINSTMT.REL - a pipe (|) and tilde delimited lists of possible statements. The left of the pipe is the field name; the right is the html description.
FINTAB.REL - a list of the Tabs and icons associated with the tabs of the financial aid application.

CHECKLST.REL - FIN2016/17~
StuMenu.rel - FIN2016/17~

EAS Applications, HTML Editing, update the following to the appropriate values:
FinApp.htm - Financial aid application head note.
FinDecl.htm - Declaration for the financial aid application.
FinExp.htm - note explaining our use of PoA values in our calculations.

= EAS Financial Aid Receiving =

== Match ==

Match File# fills in the Entcode field. The match process assists with this, but the number can manually be filled in if necessary.

== Print/File and Move ==

The applications are next to be printed and moved. The printing is to a PDF; the move is taking the data from the application and moving it into CrossRoad. In that process the financial need file is exported.

The resulting PDFs should be a) copied to a temporary folder for consolidation and b) filed in CrossRoad.

== Import to Need Workbook ==

Financial Need data should be copied from the resulting needfile.csv. This goes onto the final tab of the workbook at the bottom of the list. Duplicates are highlighted in RED (usually these are due to a student revising his/her application); because of the large number of linked formulas, it is best to copy and paste all the data up over the first of the duplicates rather than deleting that row.

The CSV file should be date stamped after import.

= EAS Financial Aid Need Importing =

The Financial Need Workbook calculates the need values for each student. This needs to be audited for errors (such as incorrect province codes, or non-numeric in numeric fields).

Once these are fixed, then the data on the NeedToCr tab needs to be sent to a CSV file. That file is imported into the need2cr.dbf (need2cr.ntx) table. That table then needs to have its values overwrite those in scholars.dbf.

= Consolidated PDFs =

The copies of the applications for consolidation can be merged into a single pdf (using a PDF merge tool). The arrangement of these should be in a useable order.

Alternatively, it would also be possible to place these documents into a SharePoint folder for use during meetings. I suggest a separate library so that searching can be isolated to that library.

For Financial Aid

2016-03-07T20:49:05Z

WikiSysop: /* Need Workbook */

= EAS Financial Aid Setup =

== Financial Aid items ==

EAS Applications, Web Aid editing is how these are modified.

The type and typesequen fields are used to order the presentation of the items.

The title and descript fields are usually abbreviated versions of what appears in the Calendar.

Criteria are derived from the Calendar entry.

Requires is intended to indicate the additional materials or statements needed for the item.

Finaidid is the link to the CrossRoad item. This means that all the items must exist in CrossRoad prior to being added in Web Aid.

FORMFIELD is a name for the html field. These must be unique.

SUBFIELDOF and PARENTOF is allows the specification of parent and child awards; currently King's has none of these.

Requirefld specifies fields that must be present when this award is selected. Most common are statements (OTHER:nameofstatement), financial information (FININFO:NONEED!~FININFO:SAVINGS). Note that these are preceded by the section of the application, are in a tilde delimited list, and a ! means that it absent.

== Need Workbook ==

These are kept in u:\crossroad\needform and have the year inserted in the name.

The last two tabs are data exchange tabs. Data should have all but the extra row numbers blanked out.

The following tabs need to have updated values added each year:

Tuition, Fees, Books
Moderate Standard of Living
Minimum Student Contributions
Childcare
Return Transportation
Allowable Monthly Costs

Assessment form contains all the formulas. Should there be a calculation required the change should be made in the first data column and copied across.

== Enabling Applications ==

= EAS Financial Aid Receiving =

== Match ==

Match File# fills in the Entcode field. The match process assists with this, but the number can manually be filled in if necessary.

== Print/File and Move ==

The applications are next to be printed and moved. The printing is to a PDF; the move is taking the data from the application and moving it into CrossRoad. In that process the financial need file is exported.

The resulting PDFs should be a) copied to a temporary folder for consolidation and b) filed in CrossRoad.

== Import to Need Workbook ==

Financial Need data should be copied from the resulting needfile.csv. This goes onto the final tab of the workbook at the bottom of the list. Duplicates are highlighted in RED (usually these are due to a student revising his/her application); because of the large number of linked formulas, it is best to copy and paste all the data up over the first of the duplicates rather than deleting that row.

The CSV file should be date stamped after import.

= EAS Financial Aid Need Importing =

The Financial Need Workbook calculates the need values for each student. This needs to be audited for errors (such as incorrect province codes, or non-numeric in numeric fields).

Once these are fixed, then the data on the NeedToCr tab needs to be sent to a CSV file. That file is imported into the need2cr.dbf (need2cr.ntx) table. That table then needs to have its values overwrite those in scholars.dbf.

= Consolidated PDFs =

The copies of the applications for consolidation can be merged into a single pdf (using a PDF merge tool). The arrangement of these should be in a useable order.

Alternatively, it would also be possible to place these documents into a SharePoint folder for use during meetings. I suggest a separate library so that searching can be isolated to that library.

For Financial Aid

2016-03-07T20:45:09Z

WikiSysop: /* Financial Aid items */

For Financial Aid

2016-03-07T20:16:43Z

WikiSysop: /* Consolidated PDFs */

= EAS Financial Aid Setup =

== Financial Aid items ==

== Need Workbook ==

== Enabling Applications ==

= EAS Financial Aid Receiving =

== Match ==

Match File# fills in the Entcode field. The match process assists with this, but the number can manually be filled in if necessary.

== Print/File and Move ==

The applications are next to be printed and moved. The printing is to a PDF; the move is taking the data from the application and moving it into CrossRoad. In that process the financial need file is exported.

The resulting PDFs should be a) copied to a temporary folder for consolidation and b) filed in CrossRoad.

== Import to Need Workbook ==

Financial Need data should be copied from the resulting needfile.csv. This goes onto the final tab of the workbook at the bottom of the list. Duplicates are highlighted in RED (usually these are due to a student revising his/her application); because of the large number of linked formulas, it is best to copy and paste all the data up over the first of the duplicates rather than deleting that row.

The CSV file should be date stamped after import.

= EAS Financial Aid Need Importing =

The Financial Need Workbook calculates the need values for each student. This needs to be audited for errors (such as incorrect province codes, or non-numeric in numeric fields).

Once these are fixed, then the data on the NeedToCr tab needs to be sent to a CSV file. That file is imported into the need2cr.dbf (need2cr.ntx) table. That table then needs to have its values overwrite those in scholars.dbf.

= Consolidated PDFs =

The copies of the applications for consolidation can be merged into a single pdf (using a PDF merge tool). The arrangement of these should be in a useable order.

Alternatively, it would also be possible to place these documents into a SharePoint folder for use during meetings. I suggest a separate library so that searching can be isolated to that library.

For Financial Aid

2016-03-07T20:06:24Z

WikiSysop: /* Print/File and Move */

For Financial Aid

2016-03-07T20:05:31Z

WikiSysop: /* EAS Financial Aid Need Importing */

= EAS Financial Aid Setup =

== Financial Aid items ==

== Need Workbook ==

== Enabling Applications ==

= EAS Financial Aid Receiving =

== Match ==

Match File# fills in the Entcode field. The match process assists with this, but the number can manually be filled in if necessary.

== Print/File and Move ==

The applications are next to be printed and moved. The printing is to a PDF; the move is taking the data from the application and moving it into CrossRoad. In that process the financial need file is exported.

== Import to Need Workbook ==

Financial Need data should be copied from the resulting needfile.csv. This goes onto the final tab of the workbook at the bottom of the list. Duplicates are highlighted in RED (usually these are due to a student revising his/her application); because of the large number of linked formulas, it is best to copy and paste all the data up over the first of the duplicates rather than deleting that row.

The CSV file should be date stamped after import.

= EAS Financial Aid Need Importing =

The Financial Need Workbook calculates the need values for each student. This needs to be audited for errors (such as incorrect province codes, or non-numeric in numeric fields).

Once these are fixed, then the data on the NeedToCr tab needs to be sent to a CSV file. That file is imported into the need2cr.dbf (need2cr.ntx) table. That table then needs to have its values overwrite those in scholars.dbf.

= Consolidated PDFs =

For Financial Aid

2016-03-07T19:30:44Z

WikiSysop: /* EAS Financial Aid Receiving */

For Financial Aid

2016-03-07T16:41:12Z

WikiSysop:

= EAS Financial Aid Setup =

== Financial Aid items ==

== Need Workbook ==

== Enabling Applications ==

= EAS Financial Aid Receiving =

== Print/File and Move ==

== Import to Need Workbook ==

= EAS Financial Aid Need Importing =

= Consolidated PDFs =

For Financial Aid

2016-03-07T16:36:56Z

WikiSysop: New page: -- EAS Financial Aid Setup -- -- EAS Financial Aid Processing --

-- EAS Financial Aid Setup --

-- EAS Financial Aid Processing --

Scan for Term Entries

2016-02-01T15:39:35Z

WikiSysop: New page: This process should not be needed if the current students process is run regularly after each add/drop deadline. However, if a record is archived with excess term records, which appear as ...

This process should not be needed if the current students process is run regularly after each add/drop deadline. However, if a record is archived with excess term records, which appear as empty terms on the transcript, this process should be used. Similarly, missing term records will omit terms on the transcript. Retrospective data entry will sometimes create that situation.

To run this, from the main menu choose Utilities > Archive Maintenance > Scan for Term Entries. The next dialog is a prompt about whether you are ready to proceed. Once you click yes, it will remove these empty term records. Records with a comment code generate a query; usually these records should be retained as they contain comments about degree conferral in a term when the student was not present.

Term Records And Transcript Comments

2016-02-01T15:36:37Z

WikiSysop:

A term record is created on the first registration in a given term by a student. It captures their degree information at that moment -- note that this may not be correct if they are applying to a subsequent program and registering early.

Term records are where transcript comments are stored. These are viewable through the term records tab in either current students or alumni.

These records are usually deleted when a student is deregistered entirely from the term. However, web registration, and batch unenrolling from Course Offerings will sometimes leave excess records that need to be removed. There are processes in both Current Students and Archived Students for managing this; the current student version should be run after each add/drop deadline.

Miscellaneous Sales

2015-09-08T18:31:16Z

WikiSysop: New page: Miscellaneous Sales is a program that allows the sale of various items to various categories of purchaser. The categories of purchaser are * employees * residence students * current stu...

Miscellaneous Sales is a program that allows the sale of various items to various categories of purchaser.

The categories of purchaser are

* employees
* residence students
* current students
* alumni

These are not wholly exclusive but are driven by the varying requirements of specific purchases.

The available purchases are controlled by miscsale.dbf (miscsale.ntx).

<table>
<tr><th>Field</th><th>Description</th></tr>
<tr><td>APPLIES</td><td>This determines for which purchaser group the transaction is available. R is residence, C is current students, A is alumni, E is Employee</td></tr>
<tr><td>TRANNAME</td><td>This is the name of the transaction as it appears in the program.</td></tr>
<tr><td>ITEMCODE</td><td>This is the itemcode as it exports to Sage. This should also match the support table QIFEES.DBF</td></tr>
<tr><td>OPTIONS</td><td>This defines options for this purchase. Items are separated by a tilde, with elements within the item delimited by a piping character. The sub element items are the name as it appears in the program, the specific item code for the sub item, an optional condition for the sub item, and an amount associated with that item code. The conditions are largely associated with residence items and may be a specific occupancy (DOUBLESING:[occupancy code] or MEALPLAN:[mealplan code]). The amount can be replaces with the QIFEES.DBF entry to allow for synchronization, but note that updates to QIFEES are immediately reflected.</td></tr>
<tr><td>MULTIOPTIO</td><td>This logical flag defines whether multiple options can be selected for this item. If set to false only one option may be selected.</td></tr>
<tr><td>ALLOPTIONS</td><td>This forces all the options to be selected. So if an individual transaction has multiple components (rent and a deposit, for instance) both are required.</td></tr>

<tr><td>INVOICE</td><td>This creates an invoice transaction rather than a DN.</td></tr>
<tr><td>OCCCHANGE</td><td>This flags the item as an occupancy change in residence, which triggers updating CrossRoad occupancy.</td></tr>
<tr><td>MPCHANGE</td><td>This flags the item as an mealplan change in residence, which triggers updating CrossRoad mealplan and exports to the cafeteria systems.</</td></tr>
<tr><td>MPSALE</td><td>This flags the item a mealplan sale, which triggers updating the export amounts to go to the cafeteria system. This is not necessary for Mealplan change items.</</td></tr>
<tr><td>PARKING</td><td>Flags this items as a parking pass sales, triggering the vehicle data collection window.</td></tr>
<tr><td>PCOUNTER</td><td>Flags the items as a balance addition for PCounter, triggering the command line addition to the PCounter balance.</td></tr>

<tr><td>EMAIL</td><td>Flags this transaction as requiring an email.</td></tr>
<tr><td>EMAILADDR</td><td>This is the email address to which the item should be sent.</td></tr>
<tr><td>EMAILSUBJ</td><td>This is the email subject line</td></tr>
<tr><td>EMAILBODY</td><td>This is the email body. Macro substitution can happen in the body: enclosed in double square brackets, you may substitute SURNAME, FNAME, STUDID, ENTCODE, ADDRESS, VISITORNAME, AMOUNT. Specifying Visitor Name will trigger a dialog to collect it; this is used where an employee is sponsoring a visitor for facilities use such as the WORKOut Centre.</td></tr>
</table>

Main Page

2015-09-08T18:04:38Z

WikiSysop: /* Related Programs */

[[Category:CrossRoad]]

<big>CrossRoad - A Student Information System</big>

This site is intended to function as user community extendable documentation for CrossRoad. CrossRoad allows the management of all aspects of Canadian post-secondary registry operations.

This site is intended to be organized in two ways: by procedure and in a more detailed reference fashion.

=General Windows Client Orientation=

This is a general introduction to the installation of CrossRoad and some common elements for all modules of the CrossRoad Windows client.

==Installation==

Installation instructions are at this page.

[[Installation]]

==Main Menu==

The Main Menu is the one displayed on initial login to CrossRoad.

[[Main Menu]]

==Main Toolbar==

The Main Toolbar is the one displayed throughout the program regardless of which windows are open.

[[Main Toolbar]]

==Window Toolbars==

The various windows in CrossRoad have some common elements, both in navigation and editing.

===Common Navigation Buttons===
[[Common Navigation Buttons]]

===Common Editing Buttons===
[[Common Editing Buttons]]

=Processes and Procedures=
This section is organised into several sub-sections, according to the major processes involved in using CrossRoad, A Student Information System©. These processes are not sequential, but necessarily are interactive. They are described in some detail, but the pages will make more sense if the operator is looking at CrossRoad while reading this material.

==Prospective Student Processes==
Adding, deleting, and generally managing prospective students are covered here. [[Prospective Student Processes]]

===Update Prospective Student File===
[[Update Prospective Student File]]

===Filters and Exports of Prospective Student Data===
[[Filters and Exports of Prospective Student Data]]

===Global Update Prospective Student Data===
[[Global Update Prospective Student Data]]

===Prospective Student Contact List===
[[Prospective Student Contact List]]

==Student Processes==
[[Student Processes]]

===Application===
[[Application]]

====Entering New Applicant Data====
[[Entering New Applicant Data]]

====Editing Applicant Data====
[[Editing Applicant Data]]

===Admission===
[[Admission]]

====Preparation For Decision====
[[Preparation For Decision]]

====Recording Decision====
[[Recording Decision]]

====Data Export====
[[Data Export]]

====Initial Credit Entry====
[[Initial Credit Entry]]

====Withdrawing Applications====
[[Withdrawing Applications]]

===Registration===
[[Registration]]

====First Registration====
[[First Registration]]

====Course Registration====
[[Course Registration]]

=====Register button=====
[[Register button]]

=====Drop button=====
[[Drop button]]

=====Modify button=====
[[Modify button]]

=====Mark button=====
[[Mark button]]

=====Retag button=====
[[Retag button]]

=====Print button=====
[[Print button]]

=====Save registrations button=====
[[Save registrations button]]

=====Cancel registrations button=====
[[Cancel registrations button]]

=====Quick Fees button=====
[[Quick Fees button]]

=====Email All button=====
[[Email All button]]

=====Email Instr button=====
[[Email Instr button]]

====Prerequisite and Requirement Exceptions====
[[Prerequisite and Requirement Exceptions]]

===Results===
[[Results]]

====Marks Entry====
[[Marks Entry]]

====Individual Grade Entry====
[[Individual Grade Entry]]

===Graduation===
[[Graduation]]

===Archiving-Restoring-Term End===
[[Archiving-Restoring-Term End]]

====Archiving====
[[Archiving]]

====Restoring====
[[Restoring]]

====Term End====
[[Term End]]

===Term Records And Transcript Comments===
[[Term Records And Transcript Comments]]

====Viewing Student's Term Records====
[[Viewing Student's Term Records]]

====Scanning For Missing Or Redundant Records====
[[Scanning For Missing Or Redundant Records]]

====Adding "Placeholder" Records.====
[[Adding "Placeholder" Records.]]

==Course Processes==
[[Course Processes]]

===Course Template===
[[Course Template]]

====Course Description====
[[Course Description]]

====Updating Course Availability====
[[Updating Course Availability]]

===Course Offerings===
[[Course Offerings]]

====Creating-Editing====
[[Creating-Editing]]

====Browsing====
[[Browsing]]

====Printing====
[[Printing]]

==Term Processing==
[[Term Processing]]

===Registration Confirmation Reports===
[[Registration Confirmation Reports]]

===Class Lists===

====Printing Class Lists====
[[Printing Class Lists]]

====Printing Seminar-Lab-Tutorial Lists====
[[Printing Seminar-Lab-Tutorial Lists]]

===Term Results===

====Academic Standing====
[[Academic Standing]]

====Statements Of Results====
[[Statements Of Results]]

====Honours-Probation Processing====
[[Honours-Probation Processing]]

==Reports==
[[Reports]]

===Prospective Student Reports===
[[Prospective Student Reports]]

====Prospective Student Profile====
[[Prospective Student Profile]]

===Admissions Reports===
[[Admissions Reports]]

====Admissions Status====
[[Admissions Status]]

====Outstanding Admissions====
[[Outstanding Admissions]]

====Application Document Report====
[[Application Document Report]]

====Applications Profile====
[[Applications Profile]]

====Transfer Student Report====
[[Transfer Student Report]]

====Progress Of Applications====
[[Progress Of Applications]]

====Lapsed Application Report====
[[Lapsed Application Report]]

===Enrollment Reports===
[[Enrollment Reports]]

====Enrollment By Gender-Year-Of-Study====
[[Enrollment By Gender-Year-Of-Study]]

====Adv. Educ. Enrollment Report====
[[Adv. Educ. Enrollment Report]]

====Enrollment By # Courses Taken====
[[Enrollment By # Courses Taken]]

====Enrollment By Age Cohort====
[[Enrollment By Age Cohort]]

====Demographic Gender-Denomination====
[[Demographic Gender-Denomination]]

====Program Load Report (Pre Wd)====
[[Program Load Report (Pre Wd)]]

====Program Load Report (Post Wd)====
[[Program Load Report (Post Wd)]]

====Retention Report====
[[Retention Report]]

====Registered Student Profile====
[[Registered Student Profile]]

===Advisor Reports===
[[Advisor Reports]]

====Number Of Advisees====
[[Number Of Advisees]]

====Advisor Lists====
[[Advisor Lists]]

====Students-Advisors====
[[Students-Advisors]]

====Faculty Workload====
[[Faculty Workload]]

====Faculty Workschedule====
[[Faculty Workschedule]]

===Room Reports===
[[Room Reports]]

====Room Utilisation====
[[Room Utilisation]]

====Room Size Check====
[[Room Size Check]]

===Student Reports===
[[Student Reports]]

====Student Directory====
[[Student Directory]]

====Honours-Probation List====
[[Honours-Probation List]]

====Marks By Year And Gpa====
[[Marks By Year And Gpa]]

====Prospective Graduate List====
[[Prospective Graduate List]]

====Students By Geographic Area====
[[Students By Geographic Area]]

====Student Mailbox List====
[[Student Mailbox List]]

===Alumni Reports===
[[Alumni Reports]]

===Register Reports===
[[Register Reports]]

====Enrollment-Course Enrollment====
[[Enrollment-Course Enrollment]]

====Transcripts====
[[Transcripts]]

====Section Size Reports====
[[Section Size Reports]]

==Typical Annual Cycle==
[[Typical Annual Cycle]]

===Semester Cycle-Based Processing===
[[Semester Cycle-Based Processing]]

====Before Registration In Courses Begins====
[[Before Registration In Courses Begins]]

====Immediately Before Classes Begin====
[[Immediately Before Classes Begin]]

====After Add-Drop Deadline====
[[After Add-Drop Deadline]]

====End Each Semester====
[[End Each Semester]]

===Time Of Year-Based Processing===
[[Time Of Year-Based Processing]]

====December-January====
[[December-January]]

====February====
[[February]]

====April====
[[April]]

====May====
[[May]]

====June====
[[June]]

====August====
[[August]]

====September====
[[September]]

==Miscellaneous==
[[Miscellaneous]]

===Program Updates===
[[Structure Updates]]

[[Program Updates]]

[[Version Updates]]

[[Codetable Updates]]

===Creating a User===
[[Creating a User]]

===Packing And Reindexing===
[[Packing And Reindexing]]

===Updating Support-Code Tables===
[[Updating Support-Code Tables]]

====Advisor File Maintenance====
[[Advisor File Maintenance]]

====System Parameters====
[[System Parameters]]

====Code Table Maintenance====
[[Code Table Maintenance]]

====Support Table Maintenance====
[[Support Table Maintenance]]

===Set System Date===
[[Set System Date]]

===View Log Files===
[[View Log Files]]

===Mailbox Updates===
[[Mailbox Updates]]

===Barcode Updates===
[[Barcode Updates]]

===Filter or Export Merge Data===
[[Export Merge Data]]

====Filtering Records====
[[Filtering]]

====Export File====
[[Export File]]

====Export Selection Criteria====
[[Export Selection Criteria]]

===Financial Aid Editing & Exporting===
[[Financial Aid Editing & Exporting]]

====Editing====
[[Editing]]

====Applicants====
[[Applicants]]

====Reports====
[[Reports]]

====Exporting====
[[Exporting]]

====Financial Application Purging====
[[Financial Application Purging]]

====Financial Aid Validation====
[[Financial Aid Validation]]

====Apply Financial Aid To Accounts====
[[Apply Financial Aid To Accounts]]

===Accounts Receivable===
[[Accounts Receivable]]

====Accounts Receivable====
[[Accounts Receivable]]

====Account Statements====
[[Account Statements]]

====Add Interest To Accounts====
[[Add Interest To Accounts]]

====Clear Account Detail====
[[Clear Account Detail]]

====Modifying Course-Fee Sheet, Waitlist, And Final Exam Notes====
[[Modifying Course-Fee Sheet, Waitlist, And Final Exam Notes]]

=====RTF Notes Available=====
[[RTF Notes Available]]

=====Automatic Notation of Deposits=====
[[AutoDeposits]]

===Back-Up Files===
[[Back-Up Files]]

===Concentration Tagging===
[[Concentration Tagging]]

===Advisor Reports===
[[Advisor Reports]]

==Glossary==
[[Glossary]]

===Drop Down List===
[[Drop Down List]]

====Fixed Data====
[[Fixed Data]]

====Expandable Data====
[[Expandable Data]]

===Dates===
[[Dates]]

===Transcript Status===
[[Transcript Status]]

===Tabular Screen Movement===
[[Tabular Screen Movement]]

===Searchable Lists===
[[Searchable Lists]]

====Order====
[[Order]]

====Specific Item====
[[Specific Item]]

=Reference=

==Students==
[[Prospective Students]]

[[Current Students]]

[[WaitList Management]]

[[Deadfiles]]

[[Transcript Production]]

[[Workflow]]

[[Financial Aid]]

[[Campus Employment]]

==Instructional==
[[Employees]]

[[Instructors-Advisors]]

[[Classrooms]]

[[Course Templates]]

[[Course Offerings]]

[[Course Results]]

[[Transfer Credit Tables]]

==Utilities==
[[Set System Date]]

[[Change Password]]

[[Print Setup]]

===Datafile Maintenance===
[[Rebuild Indexes]]

[[Pack Files]]

===System Settings===
[[System Parameters]]

[[Code Tables]]

[[Support Tables]]

[[Security Points]]

[[Users Groups]]

===Archive Maintenance===
[[Archive]]

[[Restore]]

[[Term End]]

[[Scan for Term Entries]]

[[Export Archive Student Data]]

===View Log Files===
[[Index]]

[[Pack]]

[[Transcript]]

[[Term Record Scanning]]

[[In-Out]]

[[Archive]]

[[Change]]

=Related Programs=

==Registration Wizard==
[[Registration Wizard]]

==Web-based Services==

===Setup===
[[CGI Setup]]

===for Students===
[[for Students]]

===for Faculty===
[[for Faculty]]

===for Alumni===
[[for Alumni]]

===Schedule Listings===
[[Web Schedule Listings]]

===Utilities===
[[AdmEMail]]

[[RegEmail]]

[[LiaisonWorkflow]]

===ApplyAlberta===
[[ApplyAlberta]]

==Electonic Application System==
[[for Admission]]

[[for Financial Aid]]

[[for Residence]]

[[EAS Administration]]

[[CrossRoad On The Road]]

== Confirmation Appointments ==
[[Confirmation Appointments]]

==Confirmation of Registration==
[[Confirmation of Registration]]

==Monthly Installments==
[[Monthly Installments]]

==T2202A Data Generation==
[[T2202A Data Generation]]

==CommandLine File Maintenance==
[[PackRebuild]]

==Photo ID Related External Processes==
[[PhotoID]]

==Academic Standing Related Processes and Reports==
[[Academic Standing Related Processes and Reports]]

==Fiscal Audit Related Processes==
[[List of Students for Auditors]]

==BEd Teacher Certification Recommendation File Generation==
[[BEdTRS]]

==Locker Registration Processes==
[[Lockers]]

==Miscellaneous Sales==
[[Miscellaneous Sales]]

=King's Admission Information=
[[King's Admission Information]]

Main Page

2015-09-08T18:03:54Z

WikiSysop: /* Web-based Services */

[[Category:CrossRoad]]

<big>CrossRoad - A Student Information System</big>

This site is intended to function as user community extendable documentation for CrossRoad. CrossRoad allows the management of all aspects of Canadian post-secondary registry operations.

This site is intended to be organized in two ways: by procedure and in a more detailed reference fashion.

=General Windows Client Orientation=

This is a general introduction to the installation of CrossRoad and some common elements for all modules of the CrossRoad Windows client.

==Installation==

Installation instructions are at this page.

[[Installation]]

==Main Menu==

The Main Menu is the one displayed on initial login to CrossRoad.

[[Main Menu]]

==Main Toolbar==

The Main Toolbar is the one displayed throughout the program regardless of which windows are open.

[[Main Toolbar]]

==Window Toolbars==

The various windows in CrossRoad have some common elements, both in navigation and editing.

===Common Navigation Buttons===
[[Common Navigation Buttons]]

===Common Editing Buttons===
[[Common Editing Buttons]]

=Processes and Procedures=
This section is organised into several sub-sections, according to the major processes involved in using CrossRoad, A Student Information System©. These processes are not sequential, but necessarily are interactive. They are described in some detail, but the pages will make more sense if the operator is looking at CrossRoad while reading this material.

==Prospective Student Processes==
Adding, deleting, and generally managing prospective students are covered here. [[Prospective Student Processes]]

===Update Prospective Student File===
[[Update Prospective Student File]]

===Filters and Exports of Prospective Student Data===
[[Filters and Exports of Prospective Student Data]]

===Global Update Prospective Student Data===
[[Global Update Prospective Student Data]]

===Prospective Student Contact List===
[[Prospective Student Contact List]]

==Student Processes==
[[Student Processes]]

===Application===
[[Application]]

====Entering New Applicant Data====
[[Entering New Applicant Data]]

====Editing Applicant Data====
[[Editing Applicant Data]]

===Admission===
[[Admission]]

====Preparation For Decision====
[[Preparation For Decision]]

====Recording Decision====
[[Recording Decision]]

====Data Export====
[[Data Export]]

====Initial Credit Entry====
[[Initial Credit Entry]]

====Withdrawing Applications====
[[Withdrawing Applications]]

===Registration===
[[Registration]]

====First Registration====
[[First Registration]]

====Course Registration====
[[Course Registration]]

=====Register button=====
[[Register button]]

=====Drop button=====
[[Drop button]]

=====Modify button=====
[[Modify button]]

=====Mark button=====
[[Mark button]]

=====Retag button=====
[[Retag button]]

=====Print button=====
[[Print button]]

=====Save registrations button=====
[[Save registrations button]]

=====Cancel registrations button=====
[[Cancel registrations button]]

=====Quick Fees button=====
[[Quick Fees button]]

=====Email All button=====
[[Email All button]]

=====Email Instr button=====
[[Email Instr button]]

====Prerequisite and Requirement Exceptions====
[[Prerequisite and Requirement Exceptions]]

===Results===
[[Results]]

====Marks Entry====
[[Marks Entry]]

====Individual Grade Entry====
[[Individual Grade Entry]]

===Graduation===
[[Graduation]]

===Archiving-Restoring-Term End===
[[Archiving-Restoring-Term End]]

====Archiving====
[[Archiving]]

====Restoring====
[[Restoring]]

====Term End====
[[Term End]]

===Term Records And Transcript Comments===
[[Term Records And Transcript Comments]]

====Viewing Student's Term Records====
[[Viewing Student's Term Records]]

====Scanning For Missing Or Redundant Records====
[[Scanning For Missing Or Redundant Records]]

====Adding "Placeholder" Records.====
[[Adding "Placeholder" Records.]]

==Course Processes==
[[Course Processes]]

===Course Template===
[[Course Template]]

====Course Description====
[[Course Description]]

====Updating Course Availability====
[[Updating Course Availability]]

===Course Offerings===
[[Course Offerings]]

====Creating-Editing====
[[Creating-Editing]]

====Browsing====
[[Browsing]]

====Printing====
[[Printing]]

==Term Processing==
[[Term Processing]]

===Registration Confirmation Reports===
[[Registration Confirmation Reports]]

===Class Lists===

====Printing Class Lists====
[[Printing Class Lists]]

====Printing Seminar-Lab-Tutorial Lists====
[[Printing Seminar-Lab-Tutorial Lists]]

===Term Results===

====Academic Standing====
[[Academic Standing]]

====Statements Of Results====
[[Statements Of Results]]

====Honours-Probation Processing====
[[Honours-Probation Processing]]

==Reports==
[[Reports]]

===Prospective Student Reports===
[[Prospective Student Reports]]

====Prospective Student Profile====
[[Prospective Student Profile]]

===Admissions Reports===
[[Admissions Reports]]

====Admissions Status====
[[Admissions Status]]

====Outstanding Admissions====
[[Outstanding Admissions]]

====Application Document Report====
[[Application Document Report]]

====Applications Profile====
[[Applications Profile]]

====Transfer Student Report====
[[Transfer Student Report]]

====Progress Of Applications====
[[Progress Of Applications]]

====Lapsed Application Report====
[[Lapsed Application Report]]

===Enrollment Reports===
[[Enrollment Reports]]

====Enrollment By Gender-Year-Of-Study====
[[Enrollment By Gender-Year-Of-Study]]

====Adv. Educ. Enrollment Report====
[[Adv. Educ. Enrollment Report]]

====Enrollment By # Courses Taken====
[[Enrollment By # Courses Taken]]

====Enrollment By Age Cohort====
[[Enrollment By Age Cohort]]

====Demographic Gender-Denomination====
[[Demographic Gender-Denomination]]

====Program Load Report (Pre Wd)====
[[Program Load Report (Pre Wd)]]

====Program Load Report (Post Wd)====
[[Program Load Report (Post Wd)]]

====Retention Report====
[[Retention Report]]

====Registered Student Profile====
[[Registered Student Profile]]

===Advisor Reports===
[[Advisor Reports]]

====Number Of Advisees====
[[Number Of Advisees]]

====Advisor Lists====
[[Advisor Lists]]

====Students-Advisors====
[[Students-Advisors]]

====Faculty Workload====
[[Faculty Workload]]

====Faculty Workschedule====
[[Faculty Workschedule]]

===Room Reports===
[[Room Reports]]

====Room Utilisation====
[[Room Utilisation]]

====Room Size Check====
[[Room Size Check]]

===Student Reports===
[[Student Reports]]

====Student Directory====
[[Student Directory]]

====Honours-Probation List====
[[Honours-Probation List]]

====Marks By Year And Gpa====
[[Marks By Year And Gpa]]

====Prospective Graduate List====
[[Prospective Graduate List]]

====Students By Geographic Area====
[[Students By Geographic Area]]

====Student Mailbox List====
[[Student Mailbox List]]

===Alumni Reports===
[[Alumni Reports]]

===Register Reports===
[[Register Reports]]

====Enrollment-Course Enrollment====
[[Enrollment-Course Enrollment]]

====Transcripts====
[[Transcripts]]

====Section Size Reports====
[[Section Size Reports]]

==Typical Annual Cycle==
[[Typical Annual Cycle]]

===Semester Cycle-Based Processing===
[[Semester Cycle-Based Processing]]

====Before Registration In Courses Begins====
[[Before Registration In Courses Begins]]

====Immediately Before Classes Begin====
[[Immediately Before Classes Begin]]

====After Add-Drop Deadline====
[[After Add-Drop Deadline]]

====End Each Semester====
[[End Each Semester]]

===Time Of Year-Based Processing===
[[Time Of Year-Based Processing]]

====December-January====
[[December-January]]

====February====
[[February]]

====April====
[[April]]

====May====
[[May]]

====June====
[[June]]

====August====
[[August]]

====September====
[[September]]

==Miscellaneous==
[[Miscellaneous]]

===Program Updates===
[[Structure Updates]]

[[Program Updates]]

[[Version Updates]]

[[Codetable Updates]]

===Creating a User===
[[Creating a User]]

===Packing And Reindexing===
[[Packing And Reindexing]]

===Updating Support-Code Tables===
[[Updating Support-Code Tables]]

====Advisor File Maintenance====
[[Advisor File Maintenance]]

====System Parameters====
[[System Parameters]]

====Code Table Maintenance====
[[Code Table Maintenance]]

====Support Table Maintenance====
[[Support Table Maintenance]]

===Set System Date===
[[Set System Date]]

===View Log Files===
[[View Log Files]]

===Mailbox Updates===
[[Mailbox Updates]]

===Barcode Updates===
[[Barcode Updates]]

===Filter or Export Merge Data===
[[Export Merge Data]]

====Filtering Records====
[[Filtering]]

====Export File====
[[Export File]]

====Export Selection Criteria====
[[Export Selection Criteria]]

===Financial Aid Editing & Exporting===
[[Financial Aid Editing & Exporting]]

====Editing====
[[Editing]]

====Applicants====
[[Applicants]]

====Reports====
[[Reports]]

====Exporting====
[[Exporting]]

====Financial Application Purging====
[[Financial Application Purging]]

====Financial Aid Validation====
[[Financial Aid Validation]]

====Apply Financial Aid To Accounts====
[[Apply Financial Aid To Accounts]]

===Accounts Receivable===
[[Accounts Receivable]]

====Accounts Receivable====
[[Accounts Receivable]]

====Account Statements====
[[Account Statements]]

====Add Interest To Accounts====
[[Add Interest To Accounts]]

====Clear Account Detail====
[[Clear Account Detail]]

====Modifying Course-Fee Sheet, Waitlist, And Final Exam Notes====
[[Modifying Course-Fee Sheet, Waitlist, And Final Exam Notes]]

=====RTF Notes Available=====
[[RTF Notes Available]]

=====Automatic Notation of Deposits=====
[[AutoDeposits]]

===Back-Up Files===
[[Back-Up Files]]

===Concentration Tagging===
[[Concentration Tagging]]

===Advisor Reports===
[[Advisor Reports]]

==Glossary==
[[Glossary]]

===Drop Down List===
[[Drop Down List]]

====Fixed Data====
[[Fixed Data]]

====Expandable Data====
[[Expandable Data]]

===Dates===
[[Dates]]

===Transcript Status===
[[Transcript Status]]

===Tabular Screen Movement===
[[Tabular Screen Movement]]

===Searchable Lists===
[[Searchable Lists]]

====Order====
[[Order]]

====Specific Item====
[[Specific Item]]

=Reference=

==Students==
[[Prospective Students]]

[[Current Students]]

[[WaitList Management]]

[[Deadfiles]]

[[Transcript Production]]

[[Workflow]]

[[Financial Aid]]

[[Campus Employment]]

==Instructional==
[[Employees]]

[[Instructors-Advisors]]

[[Classrooms]]

[[Course Templates]]

[[Course Offerings]]

[[Course Results]]

[[Transfer Credit Tables]]

==Utilities==
[[Set System Date]]

[[Change Password]]

[[Print Setup]]

===Datafile Maintenance===
[[Rebuild Indexes]]

[[Pack Files]]

===System Settings===
[[System Parameters]]

[[Code Tables]]

[[Support Tables]]

[[Security Points]]

[[Users Groups]]

===Archive Maintenance===
[[Archive]]

[[Restore]]

[[Term End]]

[[Scan for Term Entries]]

[[Export Archive Student Data]]

===View Log Files===
[[Index]]

[[Pack]]

[[Transcript]]

[[Term Record Scanning]]

[[In-Out]]

[[Archive]]

[[Change]]

=Related Programs=

==Registration Wizard==
[[Registration Wizard]]

==Web-based Services==

===Setup===
[[CGI Setup]]

===for Students===
[[for Students]]

===for Faculty===
[[for Faculty]]

===for Alumni===
[[for Alumni]]

===Schedule Listings===
[[Web Schedule Listings]]

===Utilities===
[[AdmEMail]]

[[RegEmail]]

[[LiaisonWorkflow]]

===ApplyAlberta===
[[ApplyAlberta]]

===Miscellaneous Sales===
[[Miscellaneous Sales]]

==Electonic Application System==
[[for Admission]]

[[for Financial Aid]]

[[for Residence]]

[[EAS Administration]]

[[CrossRoad On The Road]]

== Confirmation Appointments ==
[[Confirmation Appointments]]

==Confirmation of Registration==
[[Confirmation of Registration]]

==Monthly Installments==
[[Monthly Installments]]

==T2202A Data Generation==
[[T2202A Data Generation]]

==CommandLine File Maintenance==
[[PackRebuild]]

==Photo ID Related External Processes==
[[PhotoID]]

==Academic Standing Related Processes and Reports==
[[Academic Standing Related Processes and Reports]]

==Fiscal Audit Related Processes==
[[List of Students for Auditors]]

==BEd Teacher Certification Recommendation File Generation==
[[BEdTRS]]

==Locker Registration Processes==
[[Lockers]]

=King's Admission Information=
[[King's Admission Information]]

Monthly Installments

2014-09-19T04:27:51Z

WikiSysop: /* CrossRoad Process */

Monthly installments are integrated into both web services and the desktop client. There are several stages to this process. This is designed around exporting data to Rotessa.

= Overview =

This process is depicted in this swim lane chart. [[Image:Installments.png|thumb]] Note that a number of the processes include substeps detailed below.

= Enrolment =

Enrolment happens through Registry OnLine Services for Students.

== Bank and Branch Information ==

The data for the two validation tables, banks.dbf and branch.dbf, comes from http://www.cdnpay.ca.

There are several PDFs that should be downloaded and converted to text with one branch on each line. The utility program brnchcmp.exe can then be used to add/update branches. This will also note any banks that are missing.

== Web Services ==

=== STUMENU.REL ===

ROTESSA will enable this menu item for students.

=== STMNTRAN.REL ===

The entry ROTESSA should be assigned text for the display of the link. Monthly Installment Enrollment is the value currently specified.

=== ROTESSA.REL ===

Rotessa.rel contains the year and term for current enrolment. This should be set to the Fall term after 15 June. This should be set to Winter after 1 December. The effect is that if the student enrolled for a prior year and term, they have the option of re-enrolling for the current term.

=== ROTESSA.HTM ===

Rotessa.htm contains the terms and conditions to which students are agreeing when they enrol.

== Student Enrolment ==

Students then enter their bank, branch and account information. These are validated dynamically. When the student also checks the agreement checkbox, the submission button is enabled. An email is sent to the student and the defined online services address with this agreement.

Students can subsequently enter the site and withdraw their enrolment if they have not confirmed for that term, or update their banking information.

Email to the defined registry address is generated on withdraw or updates to the defined online services address.

= Exporting Enrolment to Rotessa =

== Exporting to CSV ==

Note that this documents both current and former process as we are in transition between the two.

=== CrossRoad Global process ===

In the Current Students Window, use the the menu item Students > Global Processes > Accounts Receivable > Installments > Export Installment Enrolments to launch this process.

The process will then ask for the relevant Year and term. Dates should be de-selected.

The next step will ask for a location in which to save the file.

The process will then proceed to export each student whose installment data is not marked as "disabled", who is deemed eligible to export, and who has a King's email address. Eligibility to export is determined by

- having a valid bank and branch (account codes cannot be checked)
- having a SSF invoice entry (hence has confirmed)
- having currently registered credits
- having tuition owing after loans and financial aid are calculated above 0.00

=== Former DOS process ===

Rotessac.exe is the utility to create a csv file for importing into Rotessa. This file generates output that needs to be piped into a file to save the data.

The parameters for this program are:

Group - for King's this is Undergraduate
Year - e.g. 2012/13
Term - e.g. 1
TestFee - e.g. SSF
Owing Threshold - $40 (given that the fee is $37.50).

So an example would be

rotessac Undergraduate 2012/13 1 SSF 40.00 > rot20120920.csv

The output will be CSV lines and some error messages. The lines with error messages should be removed from the file prior to upload to Rotessa. The types of errors that may come up are:

25643 has recent transaction activity -- skipping which means that the student has had financial activity (potentially affecting whether he/she needs the installment plan) either on the current date or the prior business day. These could be payments or a/r entries.

Insufficient credit 20120222 9.50 12.00 which means that the student, whose id is listed, is having financial aid excluded because they are in too few credits (the number after the student id) than the aid item requires (the final number).

No balance owing record for 99999 which means that there is no exported record for this student from AccPac

Invalid bank/branch for 99999 which means that the bank/branch information is incorrect. This should not happen except in teh case of a branch that closed.

Error retrieving credits for 2012/131ENGL204 which would mean that a course offering was deleted when students were still registered.

== Importing to Rotessa ==

In Rotessa, under the Admin section, find the Customer Import tab. Use the browse button to find the export file. Click the Import button. You should be able to review, perhaps on several pages, the entries for validity. If they are all valid, then click the Process button. Otherwise, click Cancel and fix the problems.

= Creating Payments =

== Creation of Payments in CrossRoad ==

In Current Students on the Installments tab, the Create button will calculate the amount owing from the current balance less any unreceived student loans and unapplied financial aid. Once the amount is calculated a query asks whether the create payments. If yes then a dialog to get the dates of the payments is presented -- this prepopulates with the first of the next three months from the current date. The payments are then created or updated if there is an existing payment for that date.

(Note that updates should be immediately manually updated in Rotessa.)

Students should be emailed with the results of this. InstlEml.exe creates a file for merge emailing payments to students. The parameters are year and term.

== Emailing Students with their payment schedule ==

To produce these, use the utility InstlEml.exe. Year and term are the parameters and the output should be redirected. E.g.

InstlEml 2012/13 1 > instleml.tsv

Open instleml.tsv (or wherever you redirected the output) in Excel. It is tab delimited. Save that as a workbook such as U:\CrossRoad\DBF.MM\instleml.xlsx.

Then use and edit the merge print template, Installment Initial Email.docx

Merge this to Email messages.

= Exporting Payments to Rotessa =

== Exporting from CrossRoad ==

Note that this documents both current and former process as we are in transition between the two.

=== Current process in CrossRoad ===

In the Current Students Window, use the the menu item Students > Global Processes > Accounts Receivable > Installments > Export Installment Payments to launch this process.

This process will tehn ask for the location of the file to save.

The next steps of the process are to create the export file which will include any installments created above that is future dated and not previously exported.

=== Former DOS process ===

The utility rotessap.exe is used for this. This will export any future dated payments for clients who have been exported. There are no parameters, but output needs to be redirected.

rotessap > rotp20120925.csv

== Importing into Rotessa ==

In Rotessa, in the Admin Section, find the Transacation Import. Use the browse button to locate the file you created. Click the Import button. You can review the entries for validity; there may be several pages. If they are all valid, click Process. If not, click Cancel and fix the errors.

= Detecting Payment Excess/Insufficiency =

This is done by running the utility instlprb, with year and term as the parameters. Output may be redirected.

instlprb 2012/13 1

This will show each person with an installment entry whose installment payments are too high or too low to address their balance owing.

= Upcoming Payment Alert Email =

A utility INSTLEM2.EXE will produce a batch file (by redirecting the output) and html files for the content of each email. The template for the content file is INSTLEM2.HTM and it may have the following replaceable parameters:

<pre>
[[FNAME]] - the preferred name for the student
[[SURNAME]] - the surname for the student
[[FILE#]] - the file# for the student
[[PAYDATE]] - the payment date
[[PAYAMOUNT]] - the payment amount
</pre>

So an example might be

instlem2 2012/13 1 20121001 > instlem2.bat

Instlem2.bat would then contain commands calling cmdemail using the settings file instlem2.eml for each student email address, and a delete command to tidy up the html.

This should be triggered to run 5 business days prior to the payment date.

= Adjusting Payments =

Adjusting payments could occur for three reasons:

1. A new charge or a failed loan occurs which needs to be added to the monthly instalments.
2. A new payment is made on behalf of the student.
3. Payment NSF and Plan Status changes.

The first two are the same situation, but the last is different.

== New Charges, Failed Loans, Balloon payments ==

The effect of the change is to adjust all the remaining payments, rather than to change any single payment. So a payment of $600 on behalf of a student prior to the first instalment in the Fall should reduce the three instalments by $200 each. The same payment made in October should reduce the remaining 2 instalments by $300 each.

=== In CrossRoad ===

In CrossRoad the instalment amounts should be edited by highlighting the instalment, clicking the Edit button and changing the amount. If the payment is to be deleted, the delete button should be used.

=== In Rotessa ===

In Rotessa, under customers, find the student by file #, click the pencil icon to the right of the instalment and edit the amount. If the payment is to be cancelled altogether, then

== Payment NSF and Plan Status Changes ==

If a student's banking information is incorrect -- which is noted by Rotessa as "Edit Reject" -- we can update the banking information through the Customer Edit in Rotessa after the student has submitted new information. We need then to request that the payment be resubmitted by Rotessa. At the moment this is by an email to Greg Lepp, but we may be able to use the on-line system to do this ourselves.

If a student's payment is dishonoured, an NSF charge should be entered through the Accounts Receivable tab. No other change should be required. Rotessa will automatically schedule a second attempt 15 days from the original payment date.

If a student's payment id dishonoured twice, two NSF charges should be entered through the Accounts Receivable tab. In CrossRoad the instalment payments should be deleted, and the disabled box should be checked. In Rotessa, the future instalment payments should be deleted. This student should then be workflowed to Financial Services as interest charges will need to be assessed.

= Receiving Payment Data from Rotessa =

Rotessa's transaction reports are where we get payment data. These can be exported to Excel for subsequent processing.

== Payment Reports ==

=== Pending ===

Payment attempts are pending for up to 4 days from the date of the payment. Rotessa updates the status of the payments daily in that period. After the fourth day, they will change to a final payment status.

=== Rejected Payments ===

There are several possibilities for failure. The two most common are:

==== Edit Declined ====

Edit declines are students for whom the bank information is incorrect -- whether the mismatch is on bank, branch or account. No NSF fee applies, and we can get updated information and setup a new payment attempt.

==== Other Declines ====

These are generally NSF. Rotessa will schedule a second attempt for 15 days from the first payment date. After a second NSF, they are ours to deal with.

=== Approved Payments ===

For importing approved payments there are several steps.

==== Export Report ====

On the Rotessa site, in Transaction reports, choose Approved items within the desired date range. Export that to an Excel workbook.

==== Import into Excel ====

Copy the exported workbook to the last page of the Rotessa import workbook. Check that the data all transfers to the Data Entry tab. Check the date on that tab. Check that sufficient rows of the formulas are copied down on the first page of that workbook. Save this and close it.

==== Import into Sage ====

Create a new Receipt batch. Choose File | Import. Make the file type Excel 2000 and then use the Browse button to open the Rotessa Import workbook. Click OK.

Note that at the moment this gives a Bank Code mismatch error that has not been resolved. Depending on the error you may need to use Cancel to exit this window.

The number of records and dollar value should be matched against the Rotessa report. Then each student's payment should be applied.

The batch should be posted according to normal Financial Services practices.

==== Import into CrossRoad ====

The morning of the day on which the Accpac exported balances will include the Rotessa payments, the import should be run.

===== CrossRoad Process =====

In the Current Student window, choose the following menu sequence Students > Global Processes > Accounts Receivable > Installments > Import Installments Received. This will ask the operator to specify the file to import, and the year and term.

The process will then attempt to record each line of the CSV. Records that cannot be applied are recorded in a file in the same location as the original with "-Errors.txt" appended. This file, if created, is automatically opened at the end of the process. The records in this file should be assessed and manually updated.

===== DOS Process =====

Using the saved CSV file exported above, use the rotimp.exe utility.

rotimp 2012/13 1 export.csv

The output will display each record. If a matching CrossRoad record cannot be found, or the payment has already been applied, this will be noted.

Payments that were resubmitted due to incorrect bank information or NSF will not apply through this system and need to be done manually.

Monthly Installments

2014-09-19T04:27:03Z

WikiSysop: /* Import into CrossRoad */

Monthly installments are integrated into both web services and the desktop client. There are several stages to this process. This is designed around exporting data to Rotessa.

= Overview =

This process is depicted in this swim lane chart. [[Image:Installments.png|thumb]] Note that a number of the processes include substeps detailed below.

= Enrolment =

Enrolment happens through Registry OnLine Services for Students.

== Bank and Branch Information ==

The data for the two validation tables, banks.dbf and branch.dbf, comes from http://www.cdnpay.ca.

There are several PDFs that should be downloaded and converted to text with one branch on each line. The utility program brnchcmp.exe can then be used to add/update branches. This will also note any banks that are missing.

== Web Services ==

=== STUMENU.REL ===

ROTESSA will enable this menu item for students.

=== STMNTRAN.REL ===

The entry ROTESSA should be assigned text for the display of the link. Monthly Installment Enrollment is the value currently specified.

=== ROTESSA.REL ===

Rotessa.rel contains the year and term for current enrolment. This should be set to the Fall term after 15 June. This should be set to Winter after 1 December. The effect is that if the student enrolled for a prior year and term, they have the option of re-enrolling for the current term.

=== ROTESSA.HTM ===

Rotessa.htm contains the terms and conditions to which students are agreeing when they enrol.

== Student Enrolment ==

Students then enter their bank, branch and account information. These are validated dynamically. When the student also checks the agreement checkbox, the submission button is enabled. An email is sent to the student and the defined online services address with this agreement.

Students can subsequently enter the site and withdraw their enrolment if they have not confirmed for that term, or update their banking information.

Email to the defined registry address is generated on withdraw or updates to the defined online services address.

= Exporting Enrolment to Rotessa =

== Exporting to CSV ==

Note that this documents both current and former process as we are in transition between the two.

=== CrossRoad Global process ===

In the Current Students Window, use the the menu item Students > Global Processes > Accounts Receivable > Installments > Export Installment Enrolments to launch this process.

The process will then ask for the relevant Year and term. Dates should be de-selected.

The next step will ask for a location in which to save the file.

The process will then proceed to export each student whose installment data is not marked as "disabled", who is deemed eligible to export, and who has a King's email address. Eligibility to export is determined by

- having a valid bank and branch (account codes cannot be checked)
- having a SSF invoice entry (hence has confirmed)
- having currently registered credits
- having tuition owing after loans and financial aid are calculated above 0.00

=== Former DOS process ===

Rotessac.exe is the utility to create a csv file for importing into Rotessa. This file generates output that needs to be piped into a file to save the data.

The parameters for this program are:

Group - for King's this is Undergraduate
Year - e.g. 2012/13
Term - e.g. 1
TestFee - e.g. SSF
Owing Threshold - $40 (given that the fee is $37.50).

So an example would be

rotessac Undergraduate 2012/13 1 SSF 40.00 > rot20120920.csv

The output will be CSV lines and some error messages. The lines with error messages should be removed from the file prior to upload to Rotessa. The types of errors that may come up are:

25643 has recent transaction activity -- skipping which means that the student has had financial activity (potentially affecting whether he/she needs the installment plan) either on the current date or the prior business day. These could be payments or a/r entries.

Insufficient credit 20120222 9.50 12.00 which means that the student, whose id is listed, is having financial aid excluded because they are in too few credits (the number after the student id) than the aid item requires (the final number).

No balance owing record for 99999 which means that there is no exported record for this student from AccPac

Invalid bank/branch for 99999 which means that the bank/branch information is incorrect. This should not happen except in teh case of a branch that closed.

Error retrieving credits for 2012/131ENGL204 which would mean that a course offering was deleted when students were still registered.

== Importing to Rotessa ==

In Rotessa, under the Admin section, find the Customer Import tab. Use the browse button to find the export file. Click the Import button. You should be able to review, perhaps on several pages, the entries for validity. If they are all valid, then click the Process button. Otherwise, click Cancel and fix the problems.

= Creating Payments =

== Creation of Payments in CrossRoad ==

In Current Students on the Installments tab, the Create button will calculate the amount owing from the current balance less any unreceived student loans and unapplied financial aid. Once the amount is calculated a query asks whether the create payments. If yes then a dialog to get the dates of the payments is presented -- this prepopulates with the first of the next three months from the current date. The payments are then created or updated if there is an existing payment for that date.

(Note that updates should be immediately manually updated in Rotessa.)

Students should be emailed with the results of this. InstlEml.exe creates a file for merge emailing payments to students. The parameters are year and term.

== Emailing Students with their payment schedule ==

To produce these, use the utility InstlEml.exe. Year and term are the parameters and the output should be redirected. E.g.

InstlEml 2012/13 1 > instleml.tsv

Open instleml.tsv (or wherever you redirected the output) in Excel. It is tab delimited. Save that as a workbook such as U:\CrossRoad\DBF.MM\instleml.xlsx.

Then use and edit the merge print template, Installment Initial Email.docx

Merge this to Email messages.

= Exporting Payments to Rotessa =

== Exporting from CrossRoad ==

Note that this documents both current and former process as we are in transition between the two.

=== Current process in CrossRoad ===

In the Current Students Window, use the the menu item Students > Global Processes > Accounts Receivable > Installments > Export Installment Payments to launch this process.

This process will tehn ask for the location of the file to save.

The next steps of the process are to create the export file which will include any installments created above that is future dated and not previously exported.

=== Former DOS process ===

The utility rotessap.exe is used for this. This will export any future dated payments for clients who have been exported. There are no parameters, but output needs to be redirected.

rotessap > rotp20120925.csv

== Importing into Rotessa ==

In Rotessa, in the Admin Section, find the Transacation Import. Use the browse button to locate the file you created. Click the Import button. You can review the entries for validity; there may be several pages. If they are all valid, click Process. If not, click Cancel and fix the errors.

= Detecting Payment Excess/Insufficiency =

This is done by running the utility instlprb, with year and term as the parameters. Output may be redirected.

instlprb 2012/13 1

This will show each person with an installment entry whose installment payments are too high or too low to address their balance owing.

= Upcoming Payment Alert Email =

A utility INSTLEM2.EXE will produce a batch file (by redirecting the output) and html files for the content of each email. The template for the content file is INSTLEM2.HTM and it may have the following replaceable parameters:

<pre>
[[FNAME]] - the preferred name for the student
[[SURNAME]] - the surname for the student
[[FILE#]] - the file# for the student
[[PAYDATE]] - the payment date
[[PAYAMOUNT]] - the payment amount
</pre>

So an example might be

instlem2 2012/13 1 20121001 > instlem2.bat

Instlem2.bat would then contain commands calling cmdemail using the settings file instlem2.eml for each student email address, and a delete command to tidy up the html.

This should be triggered to run 5 business days prior to the payment date.

= Adjusting Payments =

Adjusting payments could occur for three reasons:

1. A new charge or a failed loan occurs which needs to be added to the monthly instalments.
2. A new payment is made on behalf of the student.
3. Payment NSF and Plan Status changes.

The first two are the same situation, but the last is different.

== New Charges, Failed Loans, Balloon payments ==

The effect of the change is to adjust all the remaining payments, rather than to change any single payment. So a payment of $600 on behalf of a student prior to the first instalment in the Fall should reduce the three instalments by $200 each. The same payment made in October should reduce the remaining 2 instalments by $300 each.

=== In CrossRoad ===

In CrossRoad the instalment amounts should be edited by highlighting the instalment, clicking the Edit button and changing the amount. If the payment is to be deleted, the delete button should be used.

=== In Rotessa ===

In Rotessa, under customers, find the student by file #, click the pencil icon to the right of the instalment and edit the amount. If the payment is to be cancelled altogether, then

== Payment NSF and Plan Status Changes ==

If a student's banking information is incorrect -- which is noted by Rotessa as "Edit Reject" -- we can update the banking information through the Customer Edit in Rotessa after the student has submitted new information. We need then to request that the payment be resubmitted by Rotessa. At the moment this is by an email to Greg Lepp, but we may be able to use the on-line system to do this ourselves.

If a student's payment is dishonoured, an NSF charge should be entered through the Accounts Receivable tab. No other change should be required. Rotessa will automatically schedule a second attempt 15 days from the original payment date.

If a student's payment id dishonoured twice, two NSF charges should be entered through the Accounts Receivable tab. In CrossRoad the instalment payments should be deleted, and the disabled box should be checked. In Rotessa, the future instalment payments should be deleted. This student should then be workflowed to Financial Services as interest charges will need to be assessed.

= Receiving Payment Data from Rotessa =

Rotessa's transaction reports are where we get payment data. These can be exported to Excel for subsequent processing.

== Payment Reports ==

=== Pending ===

Payment attempts are pending for up to 4 days from the date of the payment. Rotessa updates the status of the payments daily in that period. After the fourth day, they will change to a final payment status.

=== Rejected Payments ===

There are several possibilities for failure. The two most common are:

==== Edit Declined ====

Edit declines are students for whom the bank information is incorrect -- whether the mismatch is on bank, branch or account. No NSF fee applies, and we can get updated information and setup a new payment attempt.

==== Other Declines ====

These are generally NSF. Rotessa will schedule a second attempt for 15 days from the first payment date. After a second NSF, they are ours to deal with.

=== Approved Payments ===

For importing approved payments there are several steps.

==== Export Report ====

On the Rotessa site, in Transaction reports, choose Approved items within the desired date range. Export that to an Excel workbook.

==== Import into Excel ====

Copy the exported workbook to the last page of the Rotessa import workbook. Check that the data all transfers to the Data Entry tab. Check the date on that tab. Check that sufficient rows of the formulas are copied down on the first page of that workbook. Save this and close it.

==== Import into Sage ====

Create a new Receipt batch. Choose File | Import. Make the file type Excel 2000 and then use the Browse button to open the Rotessa Import workbook. Click OK.

Note that at the moment this gives a Bank Code mismatch error that has not been resolved. Depending on the error you may need to use Cancel to exit this window.

The number of records and dollar value should be matched against the Rotessa report. Then each student's payment should be applied.

The batch should be posted according to normal Financial Services practices.

==== Import into CrossRoad ====

The morning of the day on which the Accpac exported balances will include the Rotessa payments, the import should be run.

===== CrossRoad Process =====

In the Current Student window, choose the following menu sequence Import Installments Received. This will ask the operator to specify the file to import, and the year and term.

The process will then attempt to record each line of the CSV. Records that cannot be applied are recorded in a file in the same location as the original with "-Errors.txt" appended. This file, if created, is automatically opened at the end of the process. The records in this file should be assessed and manually updated.

===== DOS Process =====

Using the saved CSV file exported above, use the rotimp.exe utility.

rotimp 2012/13 1 export.csv

The output will display each record. If a matching CrossRoad record cannot be found, or the payment has already been applied, this will be noted.

Payments that were resubmitted due to incorrect bank information or NSF will not apply through this system and need to be done manually.

File:Installments.png

2014-09-18T23:15:55Z

WikiSysop: uploaded a new version of "Image:Installments.png"

Depicts the Installments Process

Lockers

2014-09-17T17:49:41Z

WikiSysop:

Locker Registration has been added to CrossRoad Online Services for Students. The first registered locker for each student is also displayed on the address tab of the Current Students window.

= Process =

There are two modes in which students may register a locker:

1. QR Code Scanning. A QR code sticker has been placed on each locker that directs the scanning device to the web process for locker registration. If the locker is available, the student is asked for his/her student ID and PIN.

2. Online Services. In online services, students may choose the locker registration item, and then select the locker from the drop down list.

In both modes registering a locker releases any other locker registration. In the second a student can simply release his/her locker.

= Viewer =

For a number of staff, a viewer application has been created. This url should not generally be advertised or linked, although it is protected by active directory userids and passwords.

= Support Tables =

There are three support tables that are used in the Locker Registration Process.

Lockers.dbf (index lockers.ntx) - this is the list of lockers. The in_service field could be used to remove a locker from the active inventory. For example, if a locker is out of service for repairs, this field would remove it from being able to be registered.

LockReg.dbf (indexes lockr1.ntx, lockr2.ntx, lockr3.ntx, lockr4.ntx) - this is the list of locker registrations. The entcode links this to a student, or in some cases employee. The locker id matches that from Lockers.dbf. Reg_on and Reg_at record the date and time the student registered the locker. Rel_on and Rel_at record the date and time the locker was released.

LockVUsr.dbf (index lockvusr.ntx) - this records the active directory userids of those permitted to access the viewer. This should all be uppercase. Note that password testing is done against AD.

= Troubleshooting =

The support tables can be directly viewed and edited, although that should be done with caution. Some examples of issues that have arisen so far are:

* duplicate registrations. Due to a couple of bugs from out of scope use-cases, duplicate registrations were possible. This was due to a) inadvertant lowercasing of locker codes and b) a fix for a that made lockreg entries appear to be out of order for individual students, giving access to lockers that were actually registered. In both cases, the cgi was fixed to repair.

* allocating lockers to departments. Lockers are allocated to the cafeteria and to the library. The registrations for those were done by adding records to lockreg using the departmental file number.

* deallocating lockers from departments. When a locker is to be deallocated from a department, simply fill in the REL_ON and REL_AT fields for that departments locker entry in lockreg.dbf

= Further Processes to be developed =

A process in CrossRoad (likely Current Student window menu entry Students > Global Processes > Address Related) to clear all locker registrations will likely be needed. However, in policy a specific date for such a process will need to be developed.

[[Main Page]]

Lockers

2014-09-17T17:48:55Z

WikiSysop:

Lockers

2014-09-17T17:45:11Z

WikiSysop: New page: = Locker Registration = Locker Registration has been added to CrossRoad Online Services for Students. The first registered locker for each student is also displayed on the address tab of ...

= Locker Registration =

Locker Registration has been added to CrossRoad Online Services for Students. The first registered locker for each student is also displayed on the address tab of the Current Students window.

== Process ==

There are two modes in which students may register a locker:

1. QR Code Scanning. A QR code sticker has been placed on each locker that directs the scanning device to the web process for locker registration. If the locker is available, the student is asked for his/her student ID and PIN.

2. Online Services. In online services, students may choose the locker registration item, and then select the locker from the drop down list.

In both modes registering a locker releases any other locker registration. In the second a student can simply release his/her locker.

== Viewer ==

For a number of staff, a viewer application has been created. This url should not generally be advertised or linked, although it is protected by active directory userids and passwords.

== Support Tables ==

There are three support tables that are used in the Locker Registration Process.

Lockers.dbf (index lockers.ntx) - this is the list of lockers. The in_service field could be used to remove a locker from the active inventory. For example, if a locker is out of service for repairs, this field would remove it from being able to be registered.

LockReg.dbf (indexes lockr1.ntx, lockr2.ntx, lockr3.ntx, lockr4.ntx) - this is the list of locker registrations. The entcode links this to a student, or in some cases employee. The locker id matches that from Lockers.dbf. Reg_on and Reg_at record the date and time the student registered the locker. Rel_on and Rel_at record the date and time the locker was released.

LockVUsr.dbf (index lockvusr.ntx) - this records the active directory userids of those permitted to access the viewer. This should all be uppercase. Note that password testing is done against AD.

== Troubleshooting ==

The support tables can be directly viewed and edited, although that should be done with caution. Some examples of issues that have arisen so far are:

* duplicate registrations. Due to a couple of bugs from out of scope use-cases, duplicate registrations were possible. This was due to a) inadvertant lowercasing of locker codes and b) a fix for a that made lockreg entries appear to be out of order for individual students, giving access to lockers that were actually registered. In both cases, the cgi was fixed to repair.

* allocating lockers to departments. Lockers are allocated to the cafeteria and to the library. The registrations for those were done by adding records to lockreg using the departmental file number.

* deallocating lockers from departments. When a locker is to be deallocated from a department, simply fill in the REL_ON and REL_AT fields for that departments locker entry in lockreg.dbf

== Further Processes to be developed ==

A process in CrossRoad (likely Current Student window menu entry Students > Global Processes > Address Related) to clear all locker registrations will likely be needed. However, in policy a specific date for such a process will need to be developed.

Main Page

2014-09-17T17:18:26Z

WikiSysop:

[[Category:CrossRoad]]

<big>CrossRoad - A Student Information System</big>

This site is intended to function as user community extendable documentation for CrossRoad. CrossRoad allows the management of all aspects of Canadian post-secondary registry operations.

This site is intended to be organized in two ways: by procedure and in a more detailed reference fashion.

=General Windows Client Orientation=

This is a general introduction to the installation of CrossRoad and some common elements for all modules of the CrossRoad Windows client.

==Installation==

Installation instructions are at this page.

[[Installation]]

==Main Menu==

The Main Menu is the one displayed on initial login to CrossRoad.

[[Main Menu]]

==Main Toolbar==

The Main Toolbar is the one displayed throughout the program regardless of which windows are open.

[[Main Toolbar]]

==Window Toolbars==

The various windows in CrossRoad have some common elements, both in navigation and editing.

===Common Navigation Buttons===
[[Common Navigation Buttons]]

===Common Editing Buttons===
[[Common Editing Buttons]]

=Processes and Procedures=
This section is organised into several sub-sections, according to the major processes involved in using CrossRoad, A Student Information System©. These processes are not sequential, but necessarily are interactive. They are described in some detail, but the pages will make more sense if the operator is looking at CrossRoad while reading this material.

==Prospective Student Processes==
Adding, deleting, and generally managing prospective students are covered here. [[Prospective Student Processes]]

===Update Prospective Student File===
[[Update Prospective Student File]]

===Filters and Exports of Prospective Student Data===
[[Filters and Exports of Prospective Student Data]]

===Global Update Prospective Student Data===
[[Global Update Prospective Student Data]]

===Prospective Student Contact List===
[[Prospective Student Contact List]]

==Student Processes==
[[Student Processes]]

===Application===
[[Application]]

====Entering New Applicant Data====
[[Entering New Applicant Data]]

====Editing Applicant Data====
[[Editing Applicant Data]]

===Admission===
[[Admission]]

====Preparation For Decision====
[[Preparation For Decision]]

====Recording Decision====
[[Recording Decision]]

====Data Export====
[[Data Export]]

====Initial Credit Entry====
[[Initial Credit Entry]]

====Withdrawing Applications====
[[Withdrawing Applications]]

===Registration===
[[Registration]]

====First Registration====
[[First Registration]]

====Course Registration====
[[Course Registration]]

=====Register button=====
[[Register button]]

=====Drop button=====
[[Drop button]]

=====Modify button=====
[[Modify button]]

=====Mark button=====
[[Mark button]]

=====Retag button=====
[[Retag button]]

=====Print button=====
[[Print button]]

=====Save registrations button=====
[[Save registrations button]]

=====Cancel registrations button=====
[[Cancel registrations button]]

=====Quick Fees button=====
[[Quick Fees button]]

=====Email All button=====
[[Email All button]]

=====Email Instr button=====
[[Email Instr button]]

====Prerequisite and Requirement Exceptions====
[[Prerequisite and Requirement Exceptions]]

===Results===
[[Results]]

====Marks Entry====
[[Marks Entry]]

====Individual Grade Entry====
[[Individual Grade Entry]]

===Graduation===
[[Graduation]]

===Archiving-Restoring-Term End===
[[Archiving-Restoring-Term End]]

====Archiving====
[[Archiving]]

====Restoring====
[[Restoring]]

====Term End====
[[Term End]]

===Term Records And Transcript Comments===
[[Term Records And Transcript Comments]]

====Viewing Student's Term Records====
[[Viewing Student's Term Records]]

====Scanning For Missing Or Redundant Records====
[[Scanning For Missing Or Redundant Records]]

====Adding "Placeholder" Records.====
[[Adding "Placeholder" Records.]]

==Course Processes==
[[Course Processes]]

===Course Template===
[[Course Template]]

====Course Description====
[[Course Description]]

====Updating Course Availability====
[[Updating Course Availability]]

===Course Offerings===
[[Course Offerings]]

====Creating-Editing====
[[Creating-Editing]]

====Browsing====
[[Browsing]]

====Printing====
[[Printing]]

==Term Processing==
[[Term Processing]]

===Registration Confirmation Reports===
[[Registration Confirmation Reports]]

===Class Lists===

====Printing Class Lists====
[[Printing Class Lists]]

====Printing Seminar-Lab-Tutorial Lists====
[[Printing Seminar-Lab-Tutorial Lists]]

===Term Results===

====Academic Standing====
[[Academic Standing]]

====Statements Of Results====
[[Statements Of Results]]

====Honours-Probation Processing====
[[Honours-Probation Processing]]

==Reports==
[[Reports]]

===Prospective Student Reports===
[[Prospective Student Reports]]

====Prospective Student Profile====
[[Prospective Student Profile]]

===Admissions Reports===
[[Admissions Reports]]

====Admissions Status====
[[Admissions Status]]

====Outstanding Admissions====
[[Outstanding Admissions]]

====Application Document Report====
[[Application Document Report]]

====Applications Profile====
[[Applications Profile]]

====Transfer Student Report====
[[Transfer Student Report]]

====Progress Of Applications====
[[Progress Of Applications]]

====Lapsed Application Report====
[[Lapsed Application Report]]

===Enrollment Reports===
[[Enrollment Reports]]

====Enrollment By Gender-Year-Of-Study====
[[Enrollment By Gender-Year-Of-Study]]

====Adv. Educ. Enrollment Report====
[[Adv. Educ. Enrollment Report]]

====Enrollment By # Courses Taken====
[[Enrollment By # Courses Taken]]

====Enrollment By Age Cohort====
[[Enrollment By Age Cohort]]

====Demographic Gender-Denomination====
[[Demographic Gender-Denomination]]

====Program Load Report (Pre Wd)====
[[Program Load Report (Pre Wd)]]

====Program Load Report (Post Wd)====
[[Program Load Report (Post Wd)]]

====Retention Report====
[[Retention Report]]

====Registered Student Profile====
[[Registered Student Profile]]

===Advisor Reports===
[[Advisor Reports]]

====Number Of Advisees====
[[Number Of Advisees]]

====Advisor Lists====
[[Advisor Lists]]

====Students-Advisors====
[[Students-Advisors]]

====Faculty Workload====
[[Faculty Workload]]

====Faculty Workschedule====
[[Faculty Workschedule]]

===Room Reports===
[[Room Reports]]

====Room Utilisation====
[[Room Utilisation]]

====Room Size Check====
[[Room Size Check]]

===Student Reports===
[[Student Reports]]

====Student Directory====
[[Student Directory]]

====Honours-Probation List====
[[Honours-Probation List]]

====Marks By Year And Gpa====
[[Marks By Year And Gpa]]

====Prospective Graduate List====
[[Prospective Graduate List]]

====Students By Geographic Area====
[[Students By Geographic Area]]

====Student Mailbox List====
[[Student Mailbox List]]

===Alumni Reports===
[[Alumni Reports]]

===Register Reports===
[[Register Reports]]

====Enrollment-Course Enrollment====
[[Enrollment-Course Enrollment]]

====Transcripts====
[[Transcripts]]

====Section Size Reports====
[[Section Size Reports]]

==Typical Annual Cycle==
[[Typical Annual Cycle]]

===Semester Cycle-Based Processing===
[[Semester Cycle-Based Processing]]

====Before Registration In Courses Begins====
[[Before Registration In Courses Begins]]

====Immediately Before Classes Begin====
[[Immediately Before Classes Begin]]

====After Add-Drop Deadline====
[[After Add-Drop Deadline]]

====End Each Semester====
[[End Each Semester]]

===Time Of Year-Based Processing===
[[Time Of Year-Based Processing]]

====December-January====
[[December-January]]

====February====
[[February]]

====April====
[[April]]

====May====
[[May]]

====June====
[[June]]

====August====
[[August]]

====September====
[[September]]

==Miscellaneous==
[[Miscellaneous]]

===Program Updates===
[[Structure Updates]]

[[Program Updates]]

[[Version Updates]]

[[Codetable Updates]]

===Creating a User===
[[Creating a User]]

===Packing And Reindexing===
[[Packing And Reindexing]]

===Updating Support-Code Tables===
[[Updating Support-Code Tables]]

====Advisor File Maintenance====
[[Advisor File Maintenance]]

====System Parameters====
[[System Parameters]]

====Code Table Maintenance====
[[Code Table Maintenance]]

====Support Table Maintenance====
[[Support Table Maintenance]]

===Set System Date===
[[Set System Date]]

===View Log Files===
[[View Log Files]]

===Mailbox Updates===
[[Mailbox Updates]]

===Barcode Updates===
[[Barcode Updates]]

===Filter or Export Merge Data===
[[Export Merge Data]]

====Filtering Records====
[[Filtering]]

====Export File====
[[Export File]]

====Export Selection Criteria====
[[Export Selection Criteria]]

===Financial Aid Editing & Exporting===
[[Financial Aid Editing & Exporting]]

====Editing====
[[Editing]]

====Applicants====
[[Applicants]]

====Reports====
[[Reports]]

====Exporting====
[[Exporting]]

====Financial Application Purging====
[[Financial Application Purging]]

====Financial Aid Validation====
[[Financial Aid Validation]]

====Apply Financial Aid To Accounts====
[[Apply Financial Aid To Accounts]]

===Accounts Receivable===
[[Accounts Receivable]]

====Accounts Receivable====
[[Accounts Receivable]]

====Account Statements====
[[Account Statements]]

====Add Interest To Accounts====
[[Add Interest To Accounts]]

====Clear Account Detail====
[[Clear Account Detail]]

====Modifying Course-Fee Sheet, Waitlist, And Final Exam Notes====
[[Modifying Course-Fee Sheet, Waitlist, And Final Exam Notes]]

=====RTF Notes Available=====
[[RTF Notes Available]]

=====Automatic Notation of Deposits=====
[[AutoDeposits]]

===Back-Up Files===
[[Back-Up Files]]

===Concentration Tagging===
[[Concentration Tagging]]

===Advisor Reports===
[[Advisor Reports]]

==Glossary==
[[Glossary]]

===Drop Down List===
[[Drop Down List]]

====Fixed Data====
[[Fixed Data]]

====Expandable Data====
[[Expandable Data]]

===Dates===
[[Dates]]

===Transcript Status===
[[Transcript Status]]

===Tabular Screen Movement===
[[Tabular Screen Movement]]

===Searchable Lists===
[[Searchable Lists]]

====Order====
[[Order]]

====Specific Item====
[[Specific Item]]

=Reference=

==Students==
[[Prospective Students]]

[[Current Students]]

[[WaitList Management]]

[[Deadfiles]]

[[Transcript Production]]

[[Workflow]]

[[Financial Aid]]

[[Campus Employment]]

==Instructional==
[[Employees]]

[[Instructors-Advisors]]

[[Classrooms]]

[[Course Templates]]

[[Course Offerings]]

[[Course Results]]

[[Transfer Credit Tables]]

==Utilities==
[[Set System Date]]

[[Change Password]]

[[Print Setup]]

===Datafile Maintenance===
[[Rebuild Indexes]]

[[Pack Files]]

===System Settings===
[[System Parameters]]

[[Code Tables]]

[[Support Tables]]

[[Security Points]]

[[Users Groups]]

===Archive Maintenance===
[[Archive]]

[[Restore]]

[[Term End]]

[[Scan for Term Entries]]

[[Export Archive Student Data]]

===View Log Files===
[[Index]]

[[Pack]]

[[Transcript]]

[[Term Record Scanning]]

[[In-Out]]

[[Archive]]

[[Change]]

=Related Programs=

==Registration Wizard==
[[Registration Wizard]]

==Web-based Services==

===Setup===
[[CGI Setup]]

===for Students===
[[for Students]]

===for Faculty===
[[for Faculty]]

===for Alumni===
[[for Alumni]]

===Schedule Listings===
[[Web Schedule Listings]]

===Utilities===
[[AdmEMail]]

[[RegEmail]]

[[LiaisonWorkflow]]

===ApplyAlberta===
[[ApplyAlberta]]

==Electonic Application System==
[[for Admission]]

[[for Financial Aid]]

[[for Residence]]

[[EAS Administration]]

[[CrossRoad On The Road]]

== Confirmation Appointments ==
[[Confirmation Appointments]]

==Confirmation of Registration==
[[Confirmation of Registration]]

==Monthly Installments==
[[Monthly Installments]]

==T2202A Data Generation==
[[T2202A Data Generation]]

==CommandLine File Maintenance==
[[PackRebuild]]

==Photo ID Related External Processes==
[[PhotoID]]

==Academic Standing Related Processes and Reports==
[[Academic Standing Related Processes and Reports]]

==Fiscal Audit Related Processes==
[[List of Students for Auditors]]

==BEd Teacher Certification Recommendation File Generation==
[[BEdTRS]]

==Locker Registration Processes==
[[Lockers]]

=King's Admission Information=
[[King's Admission Information]]

Monthly Installments

2014-09-17T17:13:02Z

WikiSysop:

Monthly installments are integrated into both web services and the desktop client. There are several stages to this process. This is designed around exporting data to Rotessa.

= Overview =

This process is depicted in this swim lane chart. [[Image:Installments.png|thumb]] Note that a number of the processes include substeps detailed below.

= Enrolment =

Enrolment happens through Registry OnLine Services for Students.

== Bank and Branch Information ==

The data for the two validation tables, banks.dbf and branch.dbf, comes from http://www.cdnpay.ca.

There are several PDFs that should be downloaded and converted to text with one branch on each line. The utility program brnchcmp.exe can then be used to add/update branches. This will also note any banks that are missing.

== Web Services ==

=== STUMENU.REL ===

ROTESSA will enable this menu item for students.

=== STMNTRAN.REL ===

The entry ROTESSA should be assigned text for the display of the link. Monthly Installment Enrollment is the value currently specified.

=== ROTESSA.REL ===

Rotessa.rel contains the year and term for current enrolment. This should be set to the Fall term after 15 June. This should be set to Winter after 1 December. The effect is that if the student enrolled for a prior year and term, they have the option of re-enrolling for the current term.

=== ROTESSA.HTM ===

Rotessa.htm contains the terms and conditions to which students are agreeing when they enrol.

== Student Enrolment ==

Students then enter their bank, branch and account information. These are validated dynamically. When the student also checks the agreement checkbox, the submission button is enabled. An email is sent to the student and the defined online services address with this agreement.

Students can subsequently enter the site and withdraw their enrolment if they have not confirmed for that term, or update their banking information.

Email to the defined registry address is generated on withdraw or updates to the defined online services address.

= Exporting Enrolment to Rotessa =

== Exporting to CSV ==

Note that this documents both current and former process as we are in transition between the two.

=== CrossRoad Global process ===

In the Current Students Window, use the the menu item Students > Global Processes > Accounts Receivable > Installments > Export Installment Enrolments to launch this process.

The process will then ask for the relevant Year and term. Dates should be de-selected.

The next step will ask for a location in which to save the file.

The process will then proceed to export each student whose installment data is not marked as "disabled", who is deemed eligible to export, and who has a King's email address. Eligibility to export is determined by

- having a valid bank and branch (account codes cannot be checked)
- having a SSF invoice entry (hence has confirmed)
- having currently registered credits
- having tuition owing after loans and financial aid are calculated above 0.00

=== Former DOS process ===

Rotessac.exe is the utility to create a csv file for importing into Rotessa. This file generates output that needs to be piped into a file to save the data.

The parameters for this program are:

Group - for King's this is Undergraduate
Year - e.g. 2012/13
Term - e.g. 1
TestFee - e.g. SSF
Owing Threshold - $40 (given that the fee is $37.50).

So an example would be

rotessac Undergraduate 2012/13 1 SSF 40.00 > rot20120920.csv

The output will be CSV lines and some error messages. The lines with error messages should be removed from the file prior to upload to Rotessa. The types of errors that may come up are:

25643 has recent transaction activity -- skipping which means that the student has had financial activity (potentially affecting whether he/she needs the installment plan) either on the current date or the prior business day. These could be payments or a/r entries.

Insufficient credit 20120222 9.50 12.00 which means that the student, whose id is listed, is having financial aid excluded because they are in too few credits (the number after the student id) than the aid item requires (the final number).

No balance owing record for 99999 which means that there is no exported record for this student from AccPac

Invalid bank/branch for 99999 which means that the bank/branch information is incorrect. This should not happen except in teh case of a branch that closed.

Error retrieving credits for 2012/131ENGL204 which would mean that a course offering was deleted when students were still registered.

== Importing to Rotessa ==

In Rotessa, under the Admin section, find the Customer Import tab. Use the browse button to find the export file. Click the Import button. You should be able to review, perhaps on several pages, the entries for validity. If they are all valid, then click the Process button. Otherwise, click Cancel and fix the problems.

= Creating Payments =

== Creation of Payments in CrossRoad ==

In Current Students on the Installments tab, the Create button will calculate the amount owing from the current balance less any unreceived student loans and unapplied financial aid. Once the amount is calculated a query asks whether the create payments. If yes then a dialog to get the dates of the payments is presented -- this prepopulates with the first of the next three months from the current date. The payments are then created or updated if there is an existing payment for that date.

(Note that updates should be immediately manually updated in Rotessa.)

Students should be emailed with the results of this. InstlEml.exe creates a file for merge emailing payments to students. The parameters are year and term.

== Emailing Students with their payment schedule ==

To produce these, use the utility InstlEml.exe. Year and term are the parameters and the output should be redirected. E.g.

InstlEml 2012/13 1 > instleml.tsv

Open instleml.tsv (or wherever you redirected the output) in Excel. It is tab delimited. Save that as a workbook such as U:\CrossRoad\DBF.MM\instleml.xlsx.

Then use and edit the merge print template, Installment Initial Email.docx

Merge this to Email messages.

= Exporting Payments to Rotessa =

== Exporting from CrossRoad ==

Note that this documents both current and former process as we are in transition between the two.

=== Current process in CrossRoad ===

In the Current Students Window, use the the menu item Students > Global Processes > Accounts Receivable > Installments > Export Installment Payments to launch this process.

This process will tehn ask for the location of the file to save.

The next steps of the process are to create the export file which will include any installments created above that is future dated and not previously exported.

=== Former DOS process ===

The utility rotessap.exe is used for this. This will export any future dated payments for clients who have been exported. There are no parameters, but output needs to be redirected.

rotessap > rotp20120925.csv

== Importing into Rotessa ==

In Rotessa, in the Admin Section, find the Transacation Import. Use the browse button to locate the file you created. Click the Import button. You can review the entries for validity; there may be several pages. If they are all valid, click Process. If not, click Cancel and fix the errors.

= Detecting Payment Excess/Insufficiency =

This is done by running the utility instlprb, with year and term as the parameters. Output may be redirected.

instlprb 2012/13 1

This will show each person with an installment entry whose installment payments are too high or too low to address their balance owing.

= Upcoming Payment Alert Email =

A utility INSTLEM2.EXE will produce a batch file (by redirecting the output) and html files for the content of each email. The template for the content file is INSTLEM2.HTM and it may have the following replaceable parameters:

<pre>
[[FNAME]] - the preferred name for the student
[[SURNAME]] - the surname for the student
[[FILE#]] - the file# for the student
[[PAYDATE]] - the payment date
[[PAYAMOUNT]] - the payment amount
</pre>

So an example might be

instlem2 2012/13 1 20121001 > instlem2.bat

Instlem2.bat would then contain commands calling cmdemail using the settings file instlem2.eml for each student email address, and a delete command to tidy up the html.

This should be triggered to run 5 business days prior to the payment date.

= Adjusting Payments =

Adjusting payments could occur for three reasons:

1. A new charge or a failed loan occurs which needs to be added to the monthly instalments.
2. A new payment is made on behalf of the student.
3. Payment NSF and Plan Status changes.

The first two are the same situation, but the last is different.

== New Charges, Failed Loans, Balloon payments ==

The effect of the change is to adjust all the remaining payments, rather than to change any single payment. So a payment of $600 on behalf of a student prior to the first instalment in the Fall should reduce the three instalments by $200 each. The same payment made in October should reduce the remaining 2 instalments by $300 each.

=== In CrossRoad ===

In CrossRoad the instalment amounts should be edited by highlighting the instalment, clicking the Edit button and changing the amount. If the payment is to be deleted, the delete button should be used.

=== In Rotessa ===

In Rotessa, under customers, find the student by file #, click the pencil icon to the right of the instalment and edit the amount. If the payment is to be cancelled altogether, then

== Payment NSF and Plan Status Changes ==

If a student's banking information is incorrect -- which is noted by Rotessa as "Edit Reject" -- we can update the banking information through the Customer Edit in Rotessa after the student has submitted new information. We need then to request that the payment be resubmitted by Rotessa. At the moment this is by an email to Greg Lepp, but we may be able to use the on-line system to do this ourselves.

If a student's payment is dishonoured, an NSF charge should be entered through the Accounts Receivable tab. No other change should be required. Rotessa will automatically schedule a second attempt 15 days from the original payment date.

If a student's payment id dishonoured twice, two NSF charges should be entered through the Accounts Receivable tab. In CrossRoad the instalment payments should be deleted, and the disabled box should be checked. In Rotessa, the future instalment payments should be deleted. This student should then be workflowed to Financial Services as interest charges will need to be assessed.

= Receiving Payment Data from Rotessa =

Rotessa's transaction reports are where we get payment data. These can be exported to Excel for subsequent processing.

== Payment Reports ==

=== Pending ===

Payment attempts are pending for up to 4 days from the date of the payment. Rotessa updates the status of the payments daily in that period. After the fourth day, they will change to a final payment status.

=== Rejected Payments ===

There are several possibilities for failure. The two most common are:

==== Edit Declined ====

Edit declines are students for whom the bank information is incorrect -- whether the mismatch is on bank, branch or account. No NSF fee applies, and we can get updated information and setup a new payment attempt.

==== Other Declines ====

These are generally NSF. Rotessa will schedule a second attempt for 15 days from the first payment date. After a second NSF, they are ours to deal with.

=== Approved Payments ===

For importing approved payments there are several steps.

==== Export Report ====

On the Rotessa site, in Transaction reports, choose Approved items within the desired date range. Export that to an Excel workbook.

==== Import into Excel ====

Copy the exported workbook to the last page of the Rotessa import workbook. Check that the data all transfers to the Data Entry tab. Check the date on that tab. Check that sufficient rows of the formulas are copied down on the first page of that workbook. Save this and close it.

==== Import into AccPac ====

Create a new Receipt batch. Choose File | Import. Make the file type Excel 2000 and then use the Browse button to open the Rotessa Import workbook. Click OK.

Note that at the moment this gives a Bank Code mismatch error that has not been resolved. Depending on the error you may need to use Cancel to exit this window.

The number of records and dollar value should be matched against the Rotessa report. Then each student's payment should be applied.

The batch should be posted according to normal Financial Services practices.

==== Import into CrossRoad ====

The morning of the day on which the Accpac exported balances will include the Rotessa payments, the import should be run. Using the saved CSV file exported above, use the rotimp.exe utility.

rotimp 2012/13 1 export.csv

The output will display each record. If a matching CrossRoad record cannot be found, or the payment has already been applied, this will be noted.

Payments that were resubmitted due to incorrect bank information or NSF will not apply through this system and need to be done manually.

File:Installments.png

2014-09-17T16:53:12Z

WikiSysop: Depicts the Installments Process

Depicts the Installments Process

Monthly Installments

2014-09-17T16:52:12Z

WikiSysop:

Monthly installments are integrated into both web services and the desktop client. There are several stages to this process. This is designed around exporting data to Rotessa.

= Overview =

This process is depicted in this swim lane chart. Note that a number of the processes include substeps detailed below.

= Enrolment =

Enrolment happens through Registry OnLine Services for Students.

== Bank and Branch Information ==

The data for the two validation tables, banks.dbf and branch.dbf, comes from http://www.cdnpay.ca.

There are several PDFs that should be downloaded and converted to text with one branch on each line. The utility program brnchcmp.exe can then be used to add/update branches. This will also note any banks that are missing.

== Web Services ==

=== STUMENU.REL ===

ROTESSA will enable this menu item for students.

=== STMNTRAN.REL ===

The entry ROTESSA should be assigned text for the display of the link. Monthly Installment Enrollment is the value currently specified.

=== ROTESSA.REL ===

Rotessa.rel contains the year and term for current enrolment. This should be set to the Fall term after 15 June. This should be set to Winter after 1 December. The effect is that if the student enrolled for a prior year and term, they have the option of re-enrolling for the current term.

=== ROTESSA.HTM ===

Rotessa.htm contains the terms and conditions to which students are agreeing when they enrol.

== Student Enrolment ==

Students then enter their bank, branch and account information. These are validated dynamically. When the student also checks the agreement checkbox, the submission button is enabled. An email is sent to the student and the defined online services address with this agreement.

Students can subsequently enter the site and withdraw their enrolment if they have not confirmed for that term, or update their banking information.

Email to the defined registry address is generated on withdraw or updates to the defined online services address.

= Exporting Enrolment to Rotessa =

== Exporting to CSV ==

There are two sets of tools for this process

=== CrossRoad Global process ==

Rotessac.exe is the utility to create a csv file for importing into Rotessa. This file generates output that needs to be piped into a file to save the data.

The parameters for this program are:

Group - for King's this is Undergraduate
Year - e.g. 2012/13
Term - e.g. 1
TestFee - e.g. SSF
Owing Threshold - $40 (given that the fee is $37.50).

So an example would be

rotessac Undergraduate 2012/13 1 SSF 40.00 > rot20120920.csv

The output will be CSV lines and some error messages. The lines with error messages should be removed from the file prior to upload to Rotessa. The types of errors that may come up are:

25643 has recent transaction activity -- skipping which means that the student has had financial activity (potentially affecting whether he/she needs the installment plan) either on the current date or the prior business day. These could be payments or a/r entries.

Insufficient credit 20120222 9.50 12.00 which means that the student, whose id is listed, is having financial aid excluded because they are in too few credits (the number after the student id) than the aid item requires (the final number).

No balance owing record for 99999 which means that there is no exported record for this student from AccPac

Invalid bank/branch for 99999 which means that the bank/branch information is incorrect. This should not happen except in teh case of a branch that closed.

Error retrieving credits for 2012/131ENGL204 which would mean that a course offering was deleted when students were still registered.

== Importing to Rotessa ==

In Rotessa, under the Admin section, find the Customer Import tab. Use the browse button to find the export file. Click the Import button. You should be able to review, perhaps on several pages, the entries for validity. If they are all valid, then click the Process button. Otherwise, click Cancel and fix the problems.

= Creating Payments =

== Creation of Payments in CrossRoad ==

In Current Students on the Installments tab, the Create button will calculate the amount owing from the current balance less any unreceived student loans and unapplied financial aid. Once the amount is calculated a query asks whether the create payments. If yes then a dialog to get the dates of the payments is presented -- this prepopulates with the first of the next three months from the current date. The payments are then created or updated if there is an existing payment for that date.

(Note that updates should be immediately manually updated in Rotessa.)

Students should be emailed with the results of this. InstlEml.exe creates a file for merge emailing payments to students. The parameters are year and term.

== Emailing Students with their payment schedule ==

To produce these, use the utility InstlEml.exe. Year and term are the parameters and the output should be redirected. E.g.

InstlEml 2012/13 1 > instleml.tsv

Open instleml.tsv (or wherever you redirected the output) in Excel. It is tab delimited. Save that as a workbook such as U:\CrossRoad\DBF.MM\instleml.xlsx.

Then use and edit the merge print template, L:\Installment Initial Email.docx

Merge this to Email messages.

= Exporting Payments to Rotessa =

== Exporting from CrossRoad ==

The utility rotessap.exe is used for this. This will export any future dated payments for clients who have been exported. There are no parameters, but output needs to be redirected.

rotessap > rotp20120925.csv

== Importing into Rotessa ==

In Rotessa, in the Admin Section, find the Transacation Import. Use the browse button to locate the file you created. Click the Import button. You can review the entries for validity; there may be several pages. If they are all valid, click Process. If not, click Cancel and fix the errors.

= Detecting Payment Excess/Insufficiency =

This is done by running the utility instlprb, with year and term as the parameters. Output may be redirected.

instlprb 2012/13 1

This will show each person with an installment entry whose installment payments are too high or too low to address their balance owing.

= Upcoming Payment Alert Email =

A utility INSTLEM2.EXE will produce a batch file (by redirecting the output) and html files for the content of each email. The template for the content file is INSTLEM2.HTM and it may have the following replaceable parameters:

<pre>
[[FNAME]] - the preferred name for the student
[[SURNAME]] - the surname for the student
[[FILE#]] - the file# for the student
[[PAYDATE]] - the payment date
[[PAYAMOUNT]] - the payment amount
</pre>

So an example might be

instlem2 2012/13 1 20121001 > instlem2.bat

Instlem2.bat would then contain commands calling cmdemail using the settings file instlem2.eml for each student email address, and a delete command to tidy up the html.

This should be triggered to run 5 business days prior to the payment date.

= Adjusting Payments =

Adjusting payments could occur for three reasons:

1. A new charge or a failed loan occurs which needs to be added to the monthly instalments.
2. A new payment is made on behalf of the student.
3. Payment NSF and Plan Status changes.

The first two are the same situation, but the last is different.

== New Charges, Failed Loans, Balloon payments ==

The effect of the change is to adjust all the remaining payments, rather than to change any single payment. So a payment of $600 on behalf of a student prior to the first instalment in the Fall should reduce the three instalments by $200 each. The same payment made in October should reduce the remaining 2 instalments by $300 each.

=== In CrossRoad ===

In CrossRoad the instalment amounts should be edited by highlighting the instalment, clicking the Edit button and changing the amount. If the payment is to be deleted, the delete button should be used.

=== In Rotessa ===

In Rotessa, under customers, find the student by file #, click the pencil icon to the right of the instalment and edit the amount. If the payment is to be cancelled altogether, then

== Payment NSF and Plan Status Changes ==

If a student's banking information is incorrect -- which is noted by Rotessa as "Edit Reject" -- we can update the banking information through the Customer Edit in Rotessa after the student has submitted new information. We need then to request that the payment be resubmitted by Rotessa. At the moment this is by an email to Greg Lepp, but we may be able to use the on-line system to do this ourselves.

If a student's payment is dishonoured, an NSF charge should be entered through the Accounts Receivable tab. No other change should be required. Rotessa will automatically schedule a second attempt 15 days from the original payment date.

If a student's payment id dishonoured twice, two NSF charges should be entered through the Accounts Receivable tab. In CrossRoad the instalment payments should be deleted, and the disabled box should be checked. In Rotessa, the future instalment payments should be deleted. This student should then be workflowed to Financial Services as interest charges will need to be assessed.

= Receiving Payment Data from Rotessa =

Rotessa's transaction reports are where we get payment data. These can be exported to Excel for subsequent processing.

== Payment Reports ==

=== Pending ===

Payment attempts are pending for up to 4 days from the date of the payment. Rotessa updates the status of the payments daily in that period. After the fourth day, they will change to a final payment status.

=== Rejected Payments ===

There are several possibilities for failure. The two most common are:

==== Edit Declined ====

Edit declines are students for whom the bank information is incorrect -- whether the mismatch is on bank, branch or account. No NSF fee applies, and we can get updated information and setup a new payment attempt.

==== Other Declines ====

These are generally NSF. Rotessa will schedule a second attempt for 15 days from the first payment date. After a second NSF, they are ours to deal with.

=== Approved Payments ===

For importing approved payments there are several steps.

==== Export Report ====

On the Rotessa site, in Transaction reports, choose Approved items within the desired date range. Export that to an Excel workbook.

==== Import into Excel ====

Copy the exported workbook to the last page of the Rotessa import workbook. Check that the data all transfers to the Data Entry tab. Check the date on that tab. Check that sufficient rows of the formulas are copied down on the first page of that workbook. Save this and close it.

==== Import into AccPac ====

Create a new Receipt batch. Choose File | Import. Make the file type Excel 2000 and then use the Browse button to open the Rotessa Import workbook. Click OK.

Note that at the moment this gives a Bank Code mismatch error that has not been resolved. Depending on the error you may need to use Cancel to exit this window.

The number of records and dollar value should be matched against the Rotessa report. Then each student's payment should be applied.

The batch should be posted according to normal Financial Services practices.

==== Import into CrossRoad ====

The morning of the day on which the Accpac exported balances will include the Rotessa payments, the import should be run. Using the saved CSV file exported above, use the rotimp.exe utility.

rotimp 2012/13 1 export.csv

The output will display each record. If a matching CrossRoad record cannot be found, or the payment has already been applied, this will be noted.

Payments that were resubmitted due to incorrect bank information or NSF will not apply through this system and need to be done manually.

Confirmation Appointments

2014-08-12T15:00:10Z

WikiSysop:

Current to 11 August 2014, 2014/15 Fall Academic Term

Starting 15 days prior to the start of the fall or winter term, students are able to sign up for a confirmation appointment. The implications are as follows:

1. Current Students, good academic standing: an confirmation appointment is created.

2. Current Students, not in good standing: an confirmation appointment is created, and an advisor appointment is created 30 minutes prior.

3. All New Students: an confirmation appointment is created, an advisor appointment is created 30 minutes prior, a res move in appointment is created 30 minutes after.

== Setup: 45 days prior to the start of term==

1. Delete previous appointments

a. EAS, File, Webappt editing

b. File, purge old appointments

2. Create a new appointment series

a. File, create appointment series

b. Select start and end dates

c. Select start and end times

d. Enter the number of appointments

'''Note: You can do multiple days at once, but they all must have the same number of appointments.'''
'''To increase the number of appointments in a time slot, this must be manually done.''''

3. Auto Exclude advisors

a. File, Auto Exclude advisors

b. Enter in year and term

c. Enter in start and end days

Note: This needs to be updated just prior to students starting to sign up for appointments.

4. Email advisors to log in and book off the time they are not available during official confirmation days.

== Notifying Students and Other Tasks: 30 days prior to confirmation==

1. Email all students to sign-up for appointments

2. In EAS Release File, Apptvali.rel: change the dates to restrict who can book appointments when (ie. this limits new students only on certain days)

NEW:20140827~ (only new on aug 27)

RET:20140828~ (only returning on aug 28)

NEW:20140829~ (Both on aug 29)

RET:20140829~ (Both on aug 29)

3. Monitor Advisors to see who has booked themselves off for long periods of time, especially for the confirmation days.

a. U:\crossroad\dbf.mm\WEBAPEX2 KEELER~ > c:\junk.htm, then open junk.htm in firefox.

b. For those who are gone, contact them and their dean to provide you with substitute advisors then enter them: U:\CROSSR~1\DBF.MM>dbu SUBADVIS, F6 Zap will remove all entries in the table, F5 adds

== Turning on Appointments: 15 days prior to Registration Confirmation ==

In EAS Release File:

1. CHECKLST.REL - add ADDR014~ and INFORELEASE014~ (the 14 refers to the number of days that, once passed, it will show up in the checklist). By default, the info release and address update must be done 30 days prior to making an appointment and 30 days prior to confirmation. This can be left in place all the time, although it might be wise to increase the number of days during the terms.

2. CHECKLST.REL - add WEBAPPTyyyy/yyt~ This makes a checklist entry for Registration Confirmation Appointment in a term. This should be added only when turning on appointments. This will add an appointment entry to the checklist that either displays an existing appointment or invites them to make an appointment.

3. STUMENU.REL - add WEBAPPT2014/151~ This actually makes the appointments appear on student menus.

4. APPTYT.REL - Add appropriate year and term (2014/151~)

KINGS - Alternate Admissions to King’s and Scholarship Standards

2014-07-21T22:04:46Z

WikiSysop:

= Preface =

I produced a memo like this one in February of 1995 outlining some of these standards, and then updated it in 1996, 1998, 2002 and 2008. Since it is February (and because the question of scholarship standards has arisen), I thought I should update this once again.

We have applicants who cannot submit a high school transcript that fits our model. We will still consider them if they supplement their application with some other means of evaluation. These means most commonly include ACT, SAT, CAT/2 and GCE scores. The key characteristic of these exams is that they are norm standardized and independently invigilated. Typical applicants using these are home schooled students (for pre-requisite and scholarship purposes), and International students.

Below I review the standards I using for admission and admission scholarship requirements. I developed these through a review of the treatment of these exams by other institutions and the performance of students with these exams in our programs. There is no universal standard treatment for any of these exams, but the standards below are quite similar to those at other liberal arts undergraduate institutions. I have also included some notes on where these should be recorded in CrossRoad to facilitate both admission and scholarship processing – this is somewhat different than earlier practices mostly to assist in financial aid deliberations. I have also added a summary table on the last page which will hopefully make a handy quick reference.

= ACT =
There are four major categories of ACT scores: English, Math, Reading and Science. The maximum in each of these is 36. To be admitted, an overall score of 20 is required, with no individual score below 15. Older versions of this test have only English, Math and Reading.

To be awarded the Honours Admission Scholarship, a score of 28 is required, for the Excellence Scholarship a score of 31.

These should be entered in CrossRoad in the Admission Test section (ACTE ACTM ACTR ACTS). If we are entering these for High School pre-requisite purposes and have no actual high school courses, then an entry needs to be made in the high school section (e.g. for math, MAAC not in the average would be entered). If we have no real high school courses with grades, an entry needs to be made with an equivalency for financial aid purposes – the distribution is a bit uneven, but to come up with “grade” multiply the ACT score by 3 for any score less than 28, 2.85 for less than 31, and by 2.90 for any score 31 and above.

= SAT =
There are two kinds of SAT scores, old and new.

Under the new SAT scores, there are three common exams: reading, math and writing. For admission under these the combined score needs to be 1500, with no individual score less than 400. For admission scholarships, a combined score of 1900 is required for Honours, and a combined score of 2100 is required for Excellence. These should be entered in the Admission Test section of CrossRoad. If we are entering these for High School pre-requisite purposes and have no actual high school courses, then an entry needs to be made in the high school section (e.g. for math, MASA not in the average would be entered). If we have not real high school courses with grades, an entry needs to be made with an equivalency for financial aid purposes – divide the combined SAT score by 23.75 for any score less than 2100, and by 23.33 for any score 2100 and above.

Old SAT scores are unlikely to be submitted by any current high school students, King’s needs 5 scores, composed of the following:
SAT I Verbal
SAT I Math
3 SAT II scores, of any of the following: Writing (WR), Literature (LR), American History and Social Studies (AH), World History (WH), Biology (BY), Chemistry (CH), Math Level I (MI), Math Level IC (IC), Math Level IIC (2C), Physics (PH), French (FR), German (GM), Modern Hebrew (MH), Italian (IT), Latin (LT), Spanish (SP), Chinese (CL), and Japanese (JL).

The combined score on these 5 needs to be 2500 or above and no individual score may be below 400. I have not determined equivalency for scholarships; this would happen on a case-by-case basis. These should be entered in the Admission Test Section (SATV SATM SATS2?? [where ?? is the specialization test for each of the SATII scores].). Similar to the process above, functional entries may be required in the high school course section of CrossRoad.

= CAT =
CAT/2 scores have been submitted in rare cases by home schooled students. The results from this test needs to be Grade 12 equivalent on Level 19 of the test. There is no way of using this for scholarship purposes at the moment.

= GCE =
International applicants are frequently submitting GCE type scores. These exist in a variety of forms as individual countries or regions move away from the original British model. In any of the models, we want 5 distinct subjects that map to our admission subjects. Averages noted below are on these 5 only.

For British model GCEs (e.g. British GCEs, HKCEE/HKALE, CXC), at least two of the subjects must be at the Advanced (A) level/Cambridge Pre-U Principle Subjects or Short Courses. Two Advanced Supplementary (AS) subjects may substitute for one of the required A levels. Any AS subject may substitute for an Ordinary (O) subject. General Certificate of Secondary Education (GCSE) subjects may substitute for O levels. Note that some countries have changed the name of this test series but in the small print they note that these are the Cambridge tests. (Admission Test entry codes GCEA-Subject GCEO-Subject, with temporary entries in high school courses as needed or high school codes of ??GC with ?? as subjects not in average and a dummy code with the average equivalent).

Students possessing the full Campbridge Pre-U Diploma will also be considered for admission. This consists of 3 principle subjects plus an independent research project and a global perspectives portfolio. (GCPU-Subject is the admission test code; high school entry is ??GU.)

Grading scales for these vary over time. Numeric scales tend to be 1-9, with 1 as the best grade. In this case the average for admission is a 4 with no grades above a 6 accepted; a 3 is required for Honours Scholarship, a 2 is required for Excellence. If the scale is A through G with A has the best grade, then no grade below a D is accepted and a C average is required for admission. A B average is required for the Honours scholarship, and an A average for the Excellence scholarship.

Pre-U grading is in bands of Distinction, Merit, and Pass, with levels 1 through 3 in each. So D3 is the highest grade, and P1 is the lowest. Pre-U Principal Subjects or Pre-U Short Courses must have a minimum grade of Pass (P1) to be accepted. A minimum M1 average is required for admission. An average grade of M1 will be awarded our Honours Scholarship. An average grade of D3 or higher will be awarded our Excellence scholarship.

For other versions of GCE type testing – NECO, WAEC, WASC, SSCE, KCSE, ACSE, for examples – there is a strong migration away from A/O levels distinctions and they seem to be migrating to A+..F (and sometimes G) reporting. For admission this means we take 5 distinct subjects regardless of level with no grades below D. If the grades are truly US style, then the standard translation in CrossRoad will work for admission and scholarship. These can be entered as high school courses and should translate into a usable average for both admission and scholarship purposes. In cases where they don’t, we will need to make a call (and an entry into CrossRoad’s high school section) on a case-by-case basis.

= French Pattern Systems =

For school systems on the French pattern, we are looking for Baccalaureat General results. We would like to see 5 distinct subjects. Grading is on a 20 point scale, which converts roughly as:

<table>
<tr><th>Grading Scale</th></tr>
<tr><th>Scale</th><th>U.S. Grade Equiv.</th></tr>
<tr><td>14-20</td><td>A</td></tr>
<tr><td>12-13.9</td><td>B+</td></tr>
<tr><td>11-11.9</td><td>B</td></tr>
<tr><td>10.5-10.9</td><td>B-</td></tr>
<tr><td>10.1-10.4</td><td>C+</td></tr>
<tr><td>10</td><td>C</td></tr>
<tr><td>9-9.9</td><td>C-</td></tr>
<tr><td>8-8.9</td><td>D</td></tr>
<tr><td>0-7.9</td><td>F</td></tr>
</table>

For admission we need at least 10 on the 20 point scale. For the Honours Scholarship we need at least 11; for the Excellence Scholarship we need at least 14.

= Quick Reference Table =
<table border>
<tr>
<th></th><th>ACT</th><th>SAT – New</th><th>SAT – Old</th><th>CAT/2</th><th>GCE British Model</th><th>GCE US Grade Style</th><th>Cambridge Pre-U</th><th>French Pattern</th>
</tr>
<tr>
<th>Admission</th><td>20</td><td>1500</td><td>2500</td><td>Grade 12</td><td>4, C</td><td>C</td><td>M3</td><td>10</td>
</tr>
<tr>
<th>Honours</th><td>28</td><td>1900</td><td>n/a</td><td>n/a</td><td>3, B</td><td>B+</td><td>M1</td><td>11</td>
</tr>
<tr>
<th>Excellence</th><td>31</td><td>2100</td><td>n/a</td><td>n/a</td><td>2, A</td><td>A</td><td>D3</td><td>14</td>
</tr>
<tr>
<th>Grade Type</th><td>Overall None < 20</td><td>Combined None < 400</td><td>Combined None < 400</td><td>Level 19</td><td>Average None < D or None > 6</td><td>Average None < D</td><td>Average, None < P1</td><td>Average, none < 9</td>
</tr>
<tr>
<th>Description</th><td>English, Math, Reading</td><td>Reading Math Writing</td><td>Verbal, Math, 3 II Subj</td><td></td><td>5 subjects: 2 at A level</td><td>5 subjects</td><td>5 subjects</td><td>5 subjects</td>
</tr>
</table>

= Maple Leaf Educational System in China =

Maple Leaf Educational Systems schools follow the BC curriculum. Students may emerge from this program with English 12. We would expect our usual requirements of English 12, 3 additional courses from our standard list and 1 from either our standard or non-standard list, with an average of at least 60%. No other English proficiency tests would be required for admission.

Some students will emerge from this program with Communications 12 instead of English 12. A student with Communications 12 with at least a 70% (blended, as there is a mandatory provincial exam for this course), plus 4 additional 12 level subjects from our standard list and a 5 course average of at least 60% could be admitted to PEAK Blended. A student with Communications 12 with less than 70% (blended, as there is a mandatory provincial exam for this course), plus 4 additional 12 level subjects from our standard list with a 5 course average of at least 60% could be admitted to PEAK Foundations.

Documentation in this case is the BC transcript which is usually issued directly by the school.

= GED Examinations =

GED Examinations vary dramatically across jurisdictions. For those similar to the <a href="http://www.bced.gov.bc.ca/ged/">system in BC</a> we want to see results in all of
<ul>
<li>Language Arts Writing</li>
<li>Social Studies</li>
<li>Science</li>
<li>Language Arts Reading</li>
<li>Mathematics</li>
</ul>

with no score below 450, an overall score of 550. The two language arts scores can demonstrate English Proficiency but the Math and Science are not equivalent to high school pre-requisites.

= IB Grade Conversion and Admission =

International Baccalaureate results may be used for admission purposes, in whole or in part. If an IB course and a normal admission course in the same subject are submitted for admission, the higher of the two grades will be used for admission. When used as the exclusive basis of admission, five distinct IB subjects must be presented for admission, with no score below 3 and an average of at least 3.5. When necessary to convert IB grades the following scale will be used:

<table>
<tr valign="top"><td style="padding-left: 25px;">IB Grade</td><td>Alberta % Equivalent</td></tr>
<tr valign="top"><td style="padding-left: 25px;">7</td><td>98%</td></tr>
<tr valign="top"><td style="padding-left: 25px;">6</td><td>90%</td></tr>
<tr valign="top"><td style="padding-left: 25px;">5</td><td>82%</td></tr>
<tr valign="top"><td style="padding-left: 25px;">4</td><td>73%</td></tr>
<tr valign="top"><td style="padding-left: 25px;">3</td><td>55%</td></tr>
<tr valign="top"><td style="padding-left: 25px;">2</td><td>not accepted for admission</td></tr>
<tr valign="top"><td style="padding-left: 25px;">1</td><td>not accepted for admission</td></tr>
</table>

= AP Grade Conversion and Admission -

Advanced Placement results may be used for admission purposes, in whole or in part. If an AP course and a normal admissoin course in the same subject are submitted for admission, the higher of the two grades will be used for the admission average. When used as the exclusive basis of admission, five distinct AP subjects must be presented for admission, with no score below XX and an average of at least XX. For the most part, AP courses are delivered concurrently with regular high school courses so that grades do not need to be converted from those appearing on the high school transcript. When it is necessary to
convert AP grades the following scale will be used:

<table>
<tr><th>AP Result</th><th>Grade 12 Percentage</th></tr>
<tr><td>5</td><td>96%</td></tr>
<tr><td>4</td><td>86%</td></tr>
<tr><td>3</td><td>76%</td></tr>
<tr><td>2</td><td>65%</td></tr>
<tr><td>1</td><td>not acceptable for admission</td></tr>
</table>

Return to [[King's Admission Information]]

AutoDeposits

2014-06-02T16:19:33Z

WikiSysop: New page: =Daily process= The daily routine for locking and unlocking accounts (busilock.exe) based on imports from Sage and from Library systesms also notes and inserts deposit payments. =Config...

=Daily process=

The daily routine for locking and unlocking accounts (busilock.exe) based on imports from Sage and from Library systesms also notes and inserts deposit payments.

=Configuration Files=

BUSILOCK.DBF is the table that defines the configuration values for this part of that process. It has the following fields:

<table border="1">
<tr><th>Field</th><th>Function</th></tr>
<tr><td>THRESHOLD</td><td>This is the dollar threshold for placing an account on hold -- this should be a positive number as positive numbers in Sage exports are balances owing.</td></tr>
<tr><td>DEPOSIT</td><td>This should be the tuition deposit for all programs except for newly admitted BEd students. This number should be a negative number as it is a credit on account (which Sage expresses as negative values) that is being sought here.</td></tr>
<tr><td>REZDEPOSIT</td><td>This should be the residence deposit and should be a negative value.</td></tr>
<tr><td>BEDDEPOSIT</td><td>This should be the residence deposit and should be a negative value. Note that this only applies to newly admitted BEd students.</td></tr>
<tr><td>INTLDEPOSI</td><td>This should be the international student deposit and should be a negative value. Note that it only applies to newly admitted international students.</td></tr>
</table>

=Process=

In general terms, this process examines each student to first determine the amount of the deposit required. Note that the flow of this is:

<ul>
<li>Is the student registered?
<ul>
<li>If yes, is this a newly admitted BEd Student?
<ul>
<li>If yes, then add BEDDEPOSIT to the amount required</li>
<li>If no, then add DEPOSIT to the amount required</li>
</ul>
</li>
<li>If no, then add zero to the amount required.</li>
</ul>
</li>
<li>Is the student an applicant for residence, not on the waitlist and sent notice of the deposit?
<ul>
<li>If yes, then add REZDEPOSIT to the amount required.</li>
<li>If no, then add zero to the amount required.</li>
</ul>
</li>
<li>Is the student a newly admitted international student?
<ul>
<li>If yes, then add INTLDEPOSI to the amount required.</li>
<li>If no, then add zero to the amount required.</li>
</ul>
</li>
</ul>

Once the amount is required it is simply tested against the exported account balance. Should their be a sufficient credit for the required deposits, a PAID entry is entered in the Account Restrictions tab, along with the amount and date. If that is already filled in, but there is an insufficient balance, then an exception note is added to the report.

The Report is emailed as specified by the batch job.

Main Page

2014-06-02T15:59:01Z

WikiSysop: /* Accounts Receivable */

[[Category:CrossRoad]]

<big>CrossRoad - A Student Information System</big>

This site is intended to function as user community extendable documentation for CrossRoad. CrossRoad allows the management of all aspects of Canadian post-secondary registry operations.

This site is intended to be organized in two ways: by procedure and in a more detailed reference fashion.

=General Windows Client Orientation=

This is a general introduction to the installation of CrossRoad and some common elements for all modules of the CrossRoad Windows client.

==Installation==

Installation instructions are at this page.

[[Installation]]

==Main Menu==

The Main Menu is the one displayed on initial login to CrossRoad.

[[Main Menu]]

==Main Toolbar==

The Main Toolbar is the one displayed throughout the program regardless of which windows are open.

[[Main Toolbar]]

==Window Toolbars==

The various windows in CrossRoad have some common elements, both in navigation and editing.

===Common Navigation Buttons===
[[Common Navigation Buttons]]

===Common Editing Buttons===
[[Common Editing Buttons]]

=Processes and Procedures=
This section is organised into several sub-sections, according to the major processes involved in using CrossRoad, A Student Information System©. These processes are not sequential, but necessarily are interactive. They are described in some detail, but the pages will make more sense if the operator is looking at CrossRoad while reading this material.

==Prospective Student Processes==
Adding, deleting, and generally managing prospective students are covered here. [[Prospective Student Processes]]

===Update Prospective Student File===
[[Update Prospective Student File]]

===Filters and Exports of Prospective Student Data===
[[Filters and Exports of Prospective Student Data]]

===Global Update Prospective Student Data===
[[Global Update Prospective Student Data]]

===Prospective Student Contact List===
[[Prospective Student Contact List]]

==Student Processes==
[[Student Processes]]

===Application===
[[Application]]

====Entering New Applicant Data====
[[Entering New Applicant Data]]

====Editing Applicant Data====
[[Editing Applicant Data]]

===Admission===
[[Admission]]

====Preparation For Decision====
[[Preparation For Decision]]

====Recording Decision====
[[Recording Decision]]

====Data Export====
[[Data Export]]

====Initial Credit Entry====
[[Initial Credit Entry]]

===Registration===
[[Registration]]

====First Registration====
[[First Registration]]

====Course Registration====
[[Course Registration]]

=====Register button=====
[[Register button]]

=====Drop button=====
[[Drop button]]

=====Modify button=====
[[Modify button]]

=====Mark button=====
[[Mark button]]

=====Retag button=====
[[Retag button]]

=====Print button=====
[[Print button]]

=====Save registrations button=====
[[Save registrations button]]

=====Cancel registrations button=====
[[Cancel registrations button]]

=====Quick Fees button=====
[[Quick Fees button]]

=====Email All button=====
[[Email All button]]

=====Email Instr button=====
[[Email Instr button]]

====Prerequisite and Requirement Exceptions====
[[Prerequisite and Requirement Exceptions]]

===Results===
[[Results]]

====Marks Entry====
[[Marks Entry]]

====Individual Grade Entry====
[[Individual Grade Entry]]

===Graduation===
[[Graduation]]

===Archiving-Restoring-Term End===
[[Archiving-Restoring-Term End]]

====Archiving====
[[Archiving]]

====Restoring====
[[Restoring]]

====Term End====
[[Term End]]

===Term Records And Transcript Comments===
[[Term Records And Transcript Comments]]

====Viewing Student's Term Records====
[[Viewing Student's Term Records]]

====Scanning For Missing Or Redundant Records====
[[Scanning For Missing Or Redundant Records]]

====Adding "Placeholder" Records.====
[[Adding "Placeholder" Records.]]

==Course Processes==
[[Course Processes]]

===Course Template===
[[Course Template]]

====Course Description====
[[Course Description]]

====Updating Course Availability====
[[Updating Course Availability]]

===Course Offerings===
[[Course Offerings]]

====Creating-Editing====
[[Creating-Editing]]

====Browsing====
[[Browsing]]

====Printing====
[[Printing]]

==Term Processing==
[[Term Processing]]

===Registration Confirmation Reports===
[[Registration Confirmation Reports]]

===Class Lists===

====Printing Class Lists====
[[Printing Class Lists]]

====Printing Seminar-Lab-Tutorial Lists====
[[Printing Seminar-Lab-Tutorial Lists]]

===Term Results===

====Academic Standing====
[[Academic Standing]]

====Statements Of Results====
[[Statements Of Results]]

====Honours-Probation Processing====
[[Honours-Probation Processing]]

==Reports==
[[Reports]]

===Prospective Student Reports===
[[Prospective Student Reports]]

====Prospective Student Profile====
[[Prospective Student Profile]]

===Admissions Reports===
[[Admissions Reports]]

====Admissions Status====
[[Admissions Status]]

====Outstanding Admissions====
[[Outstanding Admissions]]

====Application Document Report====
[[Application Document Report]]

====Applications Profile====
[[Applications Profile]]

====Transfer Student Report====
[[Transfer Student Report]]

====Progress Of Applications====
[[Progress Of Applications]]

====Lapsed Application Report====
[[Lapsed Application Report]]

===Enrollment Reports===
[[Enrollment Reports]]

====Enrollment By Gender-Year-Of-Study====
[[Enrollment By Gender-Year-Of-Study]]

====Adv. Educ. Enrollment Report====
[[Adv. Educ. Enrollment Report]]

====Enrollment By # Courses Taken====
[[Enrollment By # Courses Taken]]

====Enrollment By Age Cohort====
[[Enrollment By Age Cohort]]

====Demographic Gender-Denomination====
[[Demographic Gender-Denomination]]

====Program Load Report (Pre Wd)====
[[Program Load Report (Pre Wd)]]

====Program Load Report (Post Wd)====
[[Program Load Report (Post Wd)]]

====Retention Report====
[[Retention Report]]

====Registered Student Profile====
[[Registered Student Profile]]

===Advisor Reports===
[[Advisor Reports]]

====Number Of Advisees====
[[Number Of Advisees]]

====Advisor Lists====
[[Advisor Lists]]

====Students-Advisors====
[[Students-Advisors]]

====Faculty Workload====
[[Faculty Workload]]

====Faculty Workschedule====
[[Faculty Workschedule]]

===Room Reports===
[[Room Reports]]

====Room Utilisation====
[[Room Utilisation]]

====Room Size Check====
[[Room Size Check]]

===Student Reports===
[[Student Reports]]

====Student Directory====
[[Student Directory]]

====Honours-Probation List====
[[Honours-Probation List]]

====Marks By Year And Gpa====
[[Marks By Year And Gpa]]

====Prospective Graduate List====
[[Prospective Graduate List]]

====Students By Geographic Area====
[[Students By Geographic Area]]

====Student Mailbox List====
[[Student Mailbox List]]

===Alumni Reports===
[[Alumni Reports]]

===Register Reports===
[[Register Reports]]

====Enrollment-Course Enrollment====
[[Enrollment-Course Enrollment]]

====Transcripts====
[[Transcripts]]

====Section Size Reports====
[[Section Size Reports]]

==Typical Annual Cycle==
[[Typical Annual Cycle]]

===Semester Cycle-Based Processing===
[[Semester Cycle-Based Processing]]

====Before Registration In Courses Begins====
[[Before Registration In Courses Begins]]

====Immediately Before Classes Begin====
[[Immediately Before Classes Begin]]

====After Add-Drop Deadline====
[[After Add-Drop Deadline]]

====End Each Semester====
[[End Each Semester]]

===Time Of Year-Based Processing===
[[Time Of Year-Based Processing]]

====December-January====
[[December-January]]

====February====
[[February]]

====April====
[[April]]

====May====
[[May]]

====June====
[[June]]

====August====
[[August]]

====September====
[[September]]

==Miscellaneous==
[[Miscellaneous]]

===Program Updates===
[[Structure Updates]]

[[Program Updates]]

[[Version Updates]]

[[Codetable Updates]]

===Creating a User===
[[Creating a User]]

===Packing And Reindexing===
[[Packing And Reindexing]]

===Updating Support-Code Tables===
[[Updating Support-Code Tables]]

====Advisor File Maintenance====
[[Advisor File Maintenance]]

====System Parameters====
[[System Parameters]]

====Code Table Maintenance====
[[Code Table Maintenance]]

====Support Table Maintenance====
[[Support Table Maintenance]]

===Set System Date===
[[Set System Date]]

===View Log Files===
[[View Log Files]]

===Mailbox Updates===
[[Mailbox Updates]]

===Barcode Updates===
[[Barcode Updates]]

===Filter or Export Merge Data===
[[Export Merge Data]]

====Filtering Records====
[[Filtering]]

====Export File====
[[Export File]]

====Export Selection Criteria====
[[Export Selection Criteria]]

===Financial Aid Editing & Exporting===
[[Financial Aid Editing & Exporting]]

====Editing====
[[Editing]]

====Applicants====
[[Applicants]]

====Reports====
[[Reports]]

====Exporting====
[[Exporting]]

====Financial Application Purging====
[[Financial Application Purging]]

====Financial Aid Validation====
[[Financial Aid Validation]]

====Apply Financial Aid To Accounts====
[[Apply Financial Aid To Accounts]]

===Accounts Receivable===
[[Accounts Receivable]]

====Accounts Receivable====
[[Accounts Receivable]]

====Account Statements====
[[Account Statements]]

====Add Interest To Accounts====
[[Add Interest To Accounts]]

====Clear Account Detail====
[[Clear Account Detail]]

====Modifying Course-Fee Sheet, Waitlist, And Final Exam Notes====
[[Modifying Course-Fee Sheet, Waitlist, And Final Exam Notes]]

=====RTF Notes Available=====
[[RTF Notes Available]]

=====Automatic Notation of Deposits=====
[[AutoDeposits]]

===Back-Up Files===
[[Back-Up Files]]

===Concentration Tagging===
[[Concentration Tagging]]

===Advisor Reports===
[[Advisor Reports]]

==Glossary==
[[Glossary]]

===Drop Down List===
[[Drop Down List]]

====Fixed Data====
[[Fixed Data]]

====Expandable Data====
[[Expandable Data]]

===Dates===
[[Dates]]

===Transcript Status===
[[Transcript Status]]

===Tabular Screen Movement===
[[Tabular Screen Movement]]

===Searchable Lists===
[[Searchable Lists]]

====Order====
[[Order]]

====Specific Item====
[[Specific Item]]

=Reference=

==Students==
[[Prospective Students]]

[[Current Students]]

[[WaitList Management]]

[[Deadfiles]]

[[Transcript Production]]

[[Workflow]]

[[Financial Aid]]

[[Campus Employment]]

==Instructional==
[[Employees]]

[[Instructors-Advisors]]

[[Classrooms]]

[[Course Templates]]

[[Course Offerings]]

[[Course Results]]

[[Transfer Credit Tables]]

==Utilities==
[[Set System Date]]

[[Change Password]]

[[Print Setup]]

===Datafile Maintenance===
[[Rebuild Indexes]]

[[Pack Files]]

===System Settings===
[[System Parameters]]

[[Code Tables]]

[[Support Tables]]

[[Security Points]]

[[Users Groups]]

===Archive Maintenance===
[[Archive]]

[[Restore]]

[[Term End]]

[[Scan for Term Entries]]

[[Export Archive Student Data]]

===View Log Files===
[[Index]]

[[Pack]]

[[Transcript]]

[[Term Record Scanning]]

[[In-Out]]

[[Archive]]

[[Change]]

=Related Programs=

==Registration Wizard==
[[Registration Wizard]]

==Web-based Services==

===Setup===
[[CGI Setup]]

===for Students===
[[for Students]]

===for Faculty===
[[for Faculty]]

===for Alumni===
[[for Alumni]]

===Schedule Listings===
[[Web Schedule Listings]]

===Utilities===
[[AdmEMail]]

[[RegEmail]]

[[LiaisonWorkflow]]

===ApplyAlberta===
[[ApplyAlberta]]

==Electonic Application System==
[[for Admission]]

[[for Financial Aid]]

[[for Residence]]

[[EAS Administration]]

[[CrossRoad On The Road]]

==Confirmation of Registration==
[[Confirmation of Registration]]

==Monthly Installments==
[[Monthly Installments]]

==T2202A Data Generation==
[[T2202A Data Generation]]

==CommandLine File Maintenance==
[[PackRebuild]]

==Photo ID Related External Processes==
[[PhotoID]]

==Academic Standing Related Processes and Reports==
[[Academic Standing Related Processes and Reports]]

==Fiscal Audit Related Processes==
[[List of Students for Auditors]]

==BEd Teacher Certification Recommendation File Generation==
[[BEdTRS]]

=King's Admission Information=
[[King's Admission Information]]

Main Page

2014-06-02T15:58:01Z

WikiSysop:

[[Category:CrossRoad]]

<big>CrossRoad - A Student Information System</big>

This site is intended to function as user community extendable documentation for CrossRoad. CrossRoad allows the management of all aspects of Canadian post-secondary registry operations.

This site is intended to be organized in two ways: by procedure and in a more detailed reference fashion.

=General Windows Client Orientation=

This is a general introduction to the installation of CrossRoad and some common elements for all modules of the CrossRoad Windows client.

==Installation==

Installation instructions are at this page.

[[Installation]]

==Main Menu==

The Main Menu is the one displayed on initial login to CrossRoad.

[[Main Menu]]

==Main Toolbar==

The Main Toolbar is the one displayed throughout the program regardless of which windows are open.

[[Main Toolbar]]

==Window Toolbars==

The various windows in CrossRoad have some common elements, both in navigation and editing.

===Common Navigation Buttons===
[[Common Navigation Buttons]]

===Common Editing Buttons===
[[Common Editing Buttons]]

=Processes and Procedures=
This section is organised into several sub-sections, according to the major processes involved in using CrossRoad, A Student Information System©. These processes are not sequential, but necessarily are interactive. They are described in some detail, but the pages will make more sense if the operator is looking at CrossRoad while reading this material.

==Prospective Student Processes==
Adding, deleting, and generally managing prospective students are covered here. [[Prospective Student Processes]]

===Update Prospective Student File===
[[Update Prospective Student File]]

===Filters and Exports of Prospective Student Data===
[[Filters and Exports of Prospective Student Data]]

===Global Update Prospective Student Data===
[[Global Update Prospective Student Data]]

===Prospective Student Contact List===
[[Prospective Student Contact List]]

==Student Processes==
[[Student Processes]]

===Application===
[[Application]]

====Entering New Applicant Data====
[[Entering New Applicant Data]]

====Editing Applicant Data====
[[Editing Applicant Data]]

===Admission===
[[Admission]]

====Preparation For Decision====
[[Preparation For Decision]]

====Recording Decision====
[[Recording Decision]]

====Data Export====
[[Data Export]]

====Initial Credit Entry====
[[Initial Credit Entry]]

===Registration===
[[Registration]]

====First Registration====
[[First Registration]]

====Course Registration====
[[Course Registration]]

=====Register button=====
[[Register button]]

=====Drop button=====
[[Drop button]]

=====Modify button=====
[[Modify button]]

=====Mark button=====
[[Mark button]]

=====Retag button=====
[[Retag button]]

=====Print button=====
[[Print button]]

=====Save registrations button=====
[[Save registrations button]]

=====Cancel registrations button=====
[[Cancel registrations button]]

=====Quick Fees button=====
[[Quick Fees button]]

=====Email All button=====
[[Email All button]]

=====Email Instr button=====
[[Email Instr button]]

====Prerequisite and Requirement Exceptions====
[[Prerequisite and Requirement Exceptions]]

===Results===
[[Results]]

====Marks Entry====
[[Marks Entry]]

====Individual Grade Entry====
[[Individual Grade Entry]]

===Graduation===
[[Graduation]]

===Archiving-Restoring-Term End===
[[Archiving-Restoring-Term End]]

====Archiving====
[[Archiving]]

====Restoring====
[[Restoring]]

====Term End====
[[Term End]]

===Term Records And Transcript Comments===
[[Term Records And Transcript Comments]]

====Viewing Student's Term Records====
[[Viewing Student's Term Records]]

====Scanning For Missing Or Redundant Records====
[[Scanning For Missing Or Redundant Records]]

====Adding "Placeholder" Records.====
[[Adding "Placeholder" Records.]]

==Course Processes==
[[Course Processes]]

===Course Template===
[[Course Template]]

====Course Description====
[[Course Description]]

====Updating Course Availability====
[[Updating Course Availability]]

===Course Offerings===
[[Course Offerings]]

====Creating-Editing====
[[Creating-Editing]]

====Browsing====
[[Browsing]]

====Printing====
[[Printing]]

==Term Processing==
[[Term Processing]]

===Registration Confirmation Reports===
[[Registration Confirmation Reports]]

===Class Lists===

====Printing Class Lists====
[[Printing Class Lists]]

====Printing Seminar-Lab-Tutorial Lists====
[[Printing Seminar-Lab-Tutorial Lists]]

===Term Results===

====Academic Standing====
[[Academic Standing]]

====Statements Of Results====
[[Statements Of Results]]

====Honours-Probation Processing====
[[Honours-Probation Processing]]

==Reports==
[[Reports]]

===Prospective Student Reports===
[[Prospective Student Reports]]

====Prospective Student Profile====
[[Prospective Student Profile]]

===Admissions Reports===
[[Admissions Reports]]

====Admissions Status====
[[Admissions Status]]

====Outstanding Admissions====
[[Outstanding Admissions]]

====Application Document Report====
[[Application Document Report]]

====Applications Profile====
[[Applications Profile]]

====Transfer Student Report====
[[Transfer Student Report]]

====Progress Of Applications====
[[Progress Of Applications]]

====Lapsed Application Report====
[[Lapsed Application Report]]

===Enrollment Reports===
[[Enrollment Reports]]

====Enrollment By Gender-Year-Of-Study====
[[Enrollment By Gender-Year-Of-Study]]

====Adv. Educ. Enrollment Report====
[[Adv. Educ. Enrollment Report]]

====Enrollment By # Courses Taken====
[[Enrollment By # Courses Taken]]

====Enrollment By Age Cohort====
[[Enrollment By Age Cohort]]

====Demographic Gender-Denomination====
[[Demographic Gender-Denomination]]

====Program Load Report (Pre Wd)====
[[Program Load Report (Pre Wd)]]

====Program Load Report (Post Wd)====
[[Program Load Report (Post Wd)]]

====Retention Report====
[[Retention Report]]

====Registered Student Profile====
[[Registered Student Profile]]

===Advisor Reports===
[[Advisor Reports]]

====Number Of Advisees====
[[Number Of Advisees]]

====Advisor Lists====
[[Advisor Lists]]

====Students-Advisors====
[[Students-Advisors]]

====Faculty Workload====
[[Faculty Workload]]

====Faculty Workschedule====
[[Faculty Workschedule]]

===Room Reports===
[[Room Reports]]

====Room Utilisation====
[[Room Utilisation]]

====Room Size Check====
[[Room Size Check]]

===Student Reports===
[[Student Reports]]

====Student Directory====
[[Student Directory]]

====Honours-Probation List====
[[Honours-Probation List]]

====Marks By Year And Gpa====
[[Marks By Year And Gpa]]

====Prospective Graduate List====
[[Prospective Graduate List]]

====Students By Geographic Area====
[[Students By Geographic Area]]

====Student Mailbox List====
[[Student Mailbox List]]

===Alumni Reports===
[[Alumni Reports]]

===Register Reports===
[[Register Reports]]

====Enrollment-Course Enrollment====
[[Enrollment-Course Enrollment]]

====Transcripts====
[[Transcripts]]

====Section Size Reports====
[[Section Size Reports]]

==Typical Annual Cycle==
[[Typical Annual Cycle]]

===Semester Cycle-Based Processing===
[[Semester Cycle-Based Processing]]

====Before Registration In Courses Begins====
[[Before Registration In Courses Begins]]

====Immediately Before Classes Begin====
[[Immediately Before Classes Begin]]

====After Add-Drop Deadline====
[[After Add-Drop Deadline]]

====End Each Semester====
[[End Each Semester]]

===Time Of Year-Based Processing===
[[Time Of Year-Based Processing]]

====December-January====
[[December-January]]

====February====
[[February]]

====April====
[[April]]

====May====
[[May]]

====June====
[[June]]

====August====
[[August]]

====September====
[[September]]

==Miscellaneous==
[[Miscellaneous]]

===Program Updates===
[[Structure Updates]]

[[Program Updates]]

[[Version Updates]]

[[Codetable Updates]]

===Creating a User===
[[Creating a User]]

===Packing And Reindexing===
[[Packing And Reindexing]]

===Updating Support-Code Tables===
[[Updating Support-Code Tables]]

====Advisor File Maintenance====
[[Advisor File Maintenance]]

====System Parameters====
[[System Parameters]]

====Code Table Maintenance====
[[Code Table Maintenance]]

====Support Table Maintenance====
[[Support Table Maintenance]]

===Set System Date===
[[Set System Date]]

===View Log Files===
[[View Log Files]]

===Mailbox Updates===
[[Mailbox Updates]]

===Barcode Updates===
[[Barcode Updates]]

===Filter or Export Merge Data===
[[Export Merge Data]]

====Filtering Records====
[[Filtering]]

====Export File====
[[Export File]]

====Export Selection Criteria====
[[Export Selection Criteria]]

===Financial Aid Editing & Exporting===
[[Financial Aid Editing & Exporting]]

====Editing====
[[Editing]]

====Applicants====
[[Applicants]]

====Reports====
[[Reports]]

====Exporting====
[[Exporting]]

====Financial Application Purging====
[[Financial Application Purging]]

====Financial Aid Validation====
[[Financial Aid Validation]]

====Apply Financial Aid To Accounts====
[[Apply Financial Aid To Accounts]]

===Accounts Receivable===
[[Accounts Receivable]]

====Accounts Receivable====
[[Accounts Receivable]]

====Account Statements====
[[Account Statements]]

====Add Interest To Accounts====
[[Add Interest To Accounts]]

====Clear Account Detail====
[[Clear Account Detail]]

====Modifying Course-Fee Sheet, Waitlist, And Final Exam Notes====
[[Modifying Course-Fee Sheet, Waitlist, And Final Exam Notes]]

=====RTF Notes Available=====
[[RTF Notes Available]]

===Back-Up Files===
[[Back-Up Files]]

===Concentration Tagging===
[[Concentration Tagging]]

===Advisor Reports===
[[Advisor Reports]]

==Glossary==
[[Glossary]]

===Drop Down List===
[[Drop Down List]]

====Fixed Data====
[[Fixed Data]]

====Expandable Data====
[[Expandable Data]]

===Dates===
[[Dates]]

===Transcript Status===
[[Transcript Status]]

===Tabular Screen Movement===
[[Tabular Screen Movement]]

===Searchable Lists===
[[Searchable Lists]]

====Order====
[[Order]]

====Specific Item====
[[Specific Item]]

=Reference=

==Students==
[[Prospective Students]]

[[Current Students]]

[[WaitList Management]]

[[Deadfiles]]

[[Transcript Production]]

[[Workflow]]

[[Financial Aid]]

[[Campus Employment]]

==Instructional==
[[Employees]]

[[Instructors-Advisors]]

[[Classrooms]]

[[Course Templates]]

[[Course Offerings]]

[[Course Results]]

[[Transfer Credit Tables]]

==Utilities==
[[Set System Date]]

[[Change Password]]

[[Print Setup]]

===Datafile Maintenance===
[[Rebuild Indexes]]

[[Pack Files]]

===System Settings===
[[System Parameters]]

[[Code Tables]]

[[Support Tables]]

[[Security Points]]

[[Users Groups]]

===Archive Maintenance===
[[Archive]]

[[Restore]]

[[Term End]]

[[Scan for Term Entries]]

[[Export Archive Student Data]]

===View Log Files===
[[Index]]

[[Pack]]

[[Transcript]]

[[Term Record Scanning]]

[[In-Out]]

[[Archive]]

[[Change]]

=Related Programs=

==Registration Wizard==
[[Registration Wizard]]

==Web-based Services==

===Setup===
[[CGI Setup]]

===for Students===
[[for Students]]

===for Faculty===
[[for Faculty]]

===for Alumni===
[[for Alumni]]

===Schedule Listings===
[[Web Schedule Listings]]

===Utilities===
[[AdmEMail]]

[[RegEmail]]

[[LiaisonWorkflow]]

===ApplyAlberta===
[[ApplyAlberta]]

==Electonic Application System==
[[for Admission]]

[[for Financial Aid]]

[[for Residence]]

[[EAS Administration]]

[[CrossRoad On The Road]]

==Confirmation of Registration==
[[Confirmation of Registration]]

==Monthly Installments==
[[Monthly Installments]]

==T2202A Data Generation==
[[T2202A Data Generation]]

==CommandLine File Maintenance==
[[PackRebuild]]

==Photo ID Related External Processes==
[[PhotoID]]

==Academic Standing Related Processes and Reports==
[[Academic Standing Related Processes and Reports]]

==Fiscal Audit Related Processes==
[[List of Students for Auditors]]

==BEd Teacher Certification Recommendation File Generation==
[[BEdTRS]]

=King's Admission Information=
[[King's Admission Information]]

For Alumni

2014-06-02T14:52:37Z

WikiSysop:

=Setup=
Setup for Alumni Services is very similar to that for Current Student Services. In EAS Admission, under Release Editing, the entry alummenu.rel contains a tilde delimited list of the options enabled for Alumni Services. The options are outlined at [[CGI_Setup#Alumni_Services]]

=Accounts=

==Self-Serve==
Normal account creation asks alumni for their student id number and matching information such as SIN, birthdate and home postal code. Matching 2 of 3 will allow the account to be created. Similarly, if an alumnus/ae has forgotten his/her password, a reset and email password request is available.

==Manual==

Alumni who cannot remember their id number can also email a request with similar information. To set this us, in EAS Admission, use the Alumni Verification window to find (Alt F3) and match the data. Once found and matched, File | Create Alumni Account, will create the account and copy the data to the Windows clipboard. Emails should then be sent to the alumnus/ae, one with the ID and one with the temporary password. If done as a reply to the original email, care should be taken to remove personal data in the replies.

If the account already exists, the same process will reset the password and copy data to the Windows clipboard.

In the same window in EAS Admission, it is also possible to add the alumni's email to their record through the File | Add Account Email. This will help facilitate subsequent email requests.

For Alumni

2014-06-02T14:17:23Z

WikiSysop: New page: =Setup= Setup for Alumni Services is very similar to that for Current Student Services. In EAS Admission, under Release Editing, the entry alummenu.rel contains a tilde delimited list of t...

CGI Setup

2014-06-02T14:16:48Z

WikiSysop: /* Alumni Services */

= Setting up CGI Services for CrossRoad =

This is a brief overview of the setup for CGI services for CrossRoad, including Services for Students, Services for Faculty, and Electronic Applications.

== General process ==

<ol>
<li>Setup underlying OS. This can be Windows 2000, or 2003.</li>
<li>Install Apache.</li>
<li>Apache runs under a particular Win2K user. Ensure that this
user can:</li>
<ol>
<li>Connect to the network which has the Advantage Database Server
on it</li>
<li>Can see the folders which hold the data for CrossRoad</li>
<li>Has appropriate rights to the cgi-bin folder under Apache.</li>
</ol>
<li>Install a certificate and change apache’s settings to enable
SSL. All of CrossRoad’s CGI processes expect https: calls.</li>
<li>Use the CGISetup.exe to install the various CGI programs,
images and javascript files.</li>
<li>In the cgi-bin folder add a text file called webini.txt. The
contents of that should be a UNC path to the folder that holds the current
CrossRoad databases.</li>
<li>In the current data folder ensure that three data tables and
associated support files exist: webini.dbf, relfile.dbf (relfile.ntx), and
htmlfile.dbf (htmlfile.dbt, htmlfile.ntx).</li>
<li>Correctly populate webini.dbf. It uses only record numbers to
refer to data, and these are outlined below. Note that this is probably
best edited with the DBU utility.</li>
<li>Correctly populate relfile.dbf. Relfile grants access to many
different aspects of these services. These are outlined below. This can be
edited with the EAS program that is installed with CrossRoad.</li>
<li>Correctly populate htmlfile.dbf. This provides quite a bit of
html text that is used by these services. The kind’s of contents are
outlined below. This can be edited with the EAS program that is installed
with CrossRoad.</li>
<li>Ensure that subsidiary databases that support the on-line
application system are available and up to date. Most of these are directly
maintained in CrossRoad but some are outside. There are WEBDATES.DBF
CCINVAL.DBF MINORS.DBF WEBAID.DBF. These are described below.</li>
</ol>

== Webini.dbf Contents ==

The sample below indicates the contents as used by King’s. Note that EAS refers to the on-line application system.

<table border=0 cellspacing=0 cellpadding=0>
<tr><td nowrap valign=bottom>LINE</td><td nowrap valign=bottom>DESCRIPTIO</td></tr>
<tr><td nowrap valign=bottom>\\kingsnet\reg\apps\sis\dbf.mm\</td>
<td nowrap valign=bottom>Current Database location</td></tr>
<tr><td nowrap valign=bottom>\\kingsnet\reg\apps\sis\arc.mm\</td>
<td nowrap valign=bottom>ArchiveDatabase location</td></tr>
<tr><td nowrap valign=bottom>https://registry.kingsu.ca/cgi-bin/login.exe</td>
<td nowrap valign=bottom>Student login URL</td>
</tr>
<tr><td nowrap valign=bottom>https://registry.kingsu.ca/kinglogo.gif</td>
<td nowrap valign=bottom>Institution Logo URL</td>
</tr>
<tr><td nowrap valign=bottom>https://registry.kingsu.ca/cgi-bin/weblkup.exe?</td>
<td nowrap valign=bottom>Student Advising Available Courses URL</td>
</tr>
<tr><td nowrap valign=bottom>https://registry.kingsu.ca/cgi-bin/webadvis.exe</td>
<td nowrap valign=bottom>Faculty Advising URL</td>
</tr>
<tr><td nowrap valign=bottom>C-</td>
<td nowrap valign=bottom>Threshold Mark for inclusion in major for transfer credit</td>
</tr>
<tr><td nowrap valign=bottom>https://registry.kingsu.ca/cgi-bin/webadvis.exe</td>
<td nowrap valign=bottom>Faculty Advising URL</td>
</tr>
<tr><td nowrap valign=bottom>https://registry.kingsu.ca/cgi-bin/weblkup.exe?</td>
<td nowrap valign=bottom>Faculty Advising Available Courses URL</td>
</tr>
<tr><td nowrap valign=bottom>https://registry.kingsu.ca/cgi-bin/mainmenu.exe</td>
<td nowrap valign=bottom>Student Mainmenu</td>
</tr>
<tr><td nowrap valign=bottom> <a href=mailto:registrar@kingsu.ca>The Registry @ 465-8330</a></td>
<td nowrap valign=bottom>Trouble mailto setting</td>
</tr>
<tr><td nowrap valign=bottom>https://registry.kingsu.ca/cgi-bin/classlst.exe</td>
<td nowrap valign=bottom>Faculty Classlist URL</td>
</tr>
<tr><td nowrap valign=bottom>https://registry.kingsu.ca/cgi-bin/easkuc_a.exe</td>
<td nowrap valign=bottom>EAS Admissions URL</td>
</tr>
<tr><td nowrap valign=bottom>https://registry.kingsu.ca/cgi-bin/easkuc_r.exe</td>
<td nowrap valign=bottom>EAS Rez URL</td>
</tr>
<tr><td nowrap valign=bottom>https://registry.kingsu.ca/cgi-bin/easkuc_f.exe</td>
<td nowrap valign=bottom>EAS Financial Aid URL</td>
</tr>
<tr><td nowrap valign=bottom>http://luke.kingsu.ca/cgi-bin/easkuc_s</td>
<td nowrap valign=bottom>EAS Submissions URL</td>
</tr>
<tr><td nowrap valign=bottom>http://luke.kingsu.ca/cgi-bin/easkuc_m</td>
<td nowrap valign=bottom>EAS Menu URL</td>
</tr>
<tr><td nowrap valign=bottom>http://www.alis.gov.ab.ca/cgi-bin/eas_main.pl</td>
<td nowrap valign=bottom>EAS Main Callback URL</td>
</tr>
<tr><td nowrap valign=bottom>Glenn.Keeler@kingsu.ca,Registry.EAS@kingsu.ca</td>
<td nowrap valign=bottom>EAS Applications Email Addresses</td>
</tr>
<tr><td nowrap valign=bottom>Registry.EAS@kingsu.ca,Glenn.Keeler@kingsu.ca</td>
<td nowrap valign=bottom>EAS Rez Applications Email Addresses</td>
</tr>
<tr><td nowrap valign=bottom>glenn.keeler@kingsu.ca,Registry.EAS@kingsu.ca</td>
<td nowrap valign=bottom>EAS FinAid Applications Email Addresses</td>
</tr>
<tr><td nowrap valign=bottom>http://luke.kingsu.ca/eas/easkucerr.html</td>
<td nowrap valign=bottom>EAS Error Url</td>
</tr>
<tr><td nowrap valign=bottom>1~2~</td>
<td nowrap valign=bottom>Web Advising "<st1:place w:st="on">Normal</st1:place>" Terms</td>
</tr>
<tr><td nowrap valign=bottom>300</td>
<td nowrap valign=bottom>Web Advising Senior Course Threshold</td>
</tr>
<tr><td nowrap valign=bottom>3.5</td>
<td nowrap valign=bottom>Web Advising With Distinction GPA</td>
</tr>
<tr><td nowrap valign=bottom>http://luke.kingsu.ca/cgi-bin/CGImail</td>
<td nowrap valign=bottom>Email handler for address changes</td>
</tr>
<tr><td nowrap valign=bottom>x:\apps\pmail\winpm-32</td>
<td nowrap valign=bottom> </td>
</tr>
<tr><td nowrap valign=bottom>mailgate1.kingsu.ca</td>
<td nowrap valign=bottom>Email server for CrossRoad on the Road</td>
</tr>
<tr><td nowrap valign=bottom>admissions@kingsu.ca</td>
<td nowrap valign=bottom>Enrollment Services Email for CrossRoad on the Road</td>
</tr>
<tr><td nowrap valign=bottom>registrar@kingsu.ca</td>
<td nowrap valign=bottom>Email address for address changes</td>
</tr>
<tr><td nowrap valign=bottom>https://registry.kingsu.ca/cgi-bin/WebReg.exe</td>
<td nowrap valign=bottom>URL for Web Registration</td>
</tr>
<tr><td nowrap valign=bottom>registrar@kingsu.ca</td>
<td nowrap valign=bottom>Web Registration Email Address</td>
</tr>
<tr><td nowrap valign=bottom>https://registry.kingsu.ca/cgi-bin/WebAdvis.exe</td>
<td nowrap valign=bottom>Student Advising URL</td>
</tr>
<tr><td nowrap valign=bottom>https://registry.kingsu.ca/cgi-bin/ChgFPW.exe</td>
<td nowrap valign=bottom>Web Password Change URL</td>
</tr>
<tr><td nowrap valign=bottom>https://registry.kingsu.ca/cgi-bin/FacMenu.exe</td>
<td nowrap valign=bottom>Faculty Menu</td>
</tr>
<tr><td nowrap valign=bottom>https://registry.kingsu.ca/cgi-bin/WebReview.exe</td>
<td nowrap valign=bottom>Faculty On-line Registration Review and Approval</td>
</tr>
<tr><td nowrap valign=bottom>registrar@kingsu.ca</td>
<td nowrap valign=bottom>From Address for most communication</td>
</tr>
<tr><td nowrap valign=bottom>registrar@kingsu.ca</td>
<td nowrap valign=bottom>Academic Warning Address</td>
</tr>
<tr><td nowrap valign=bottom>https://registry.kingsu.ca/cgi-bin/CourseEval.exe</td>
<td nowrap valign=bottom>Course Evaluation URL</td>
</tr>
<tr><td nowrap valign=bottom>\\kingsnet\app\apps\evalsys\</td>
<td nowrap valign=bottom>Course Evaluation File Path</td>
</tr>
<tr><td nowrap valign=bottom>https://registry.kingsu.ca/cgi-bin/WebContact.exe</td>
<td nowrap valign=bottom>New Advisee Contact URL</td>
</tr>
</table>

== Relfile.dbf Contents ==

Here are the contents of this file. Entries appear in the file in the order of the RELFILE field, but below are grouped by
applications that are affected.

=== Application Related ===

==== Admission Application ====

Note that this is deprecated with the implementation of Apply Alberta.

<table class=MsoTableGrid border=1 cellspacing=0 cellpadding=0 width="100%">
<tr><td width="14%" valign=top>
 ADMFEE.REL</td>
<td width="38%" valign=top>
 2006/0750.00;2007/0850.00~2006/07100.00;2007/08100.00~2006/07100.00;2007/08100.00~</td>
<td width="47%" valign=top>
 This field
specifies the application fee based on year applied for. The structure is
that the first set is the standard fee (years are distinguished by
semi-colons) the second is the late application fee, and the third is the
international application fee.</td>
</tr>
<tr><td width="14%" valign=top>
 ADMTAB.REL</td>
<td width="38%" valign=top>
 NM|Name~AD|Address~EM|Emergency
Contact~BG|Biographical~HS|High School~L30|Grade 12 Courses~PS|Previous
Post-Secondary~KUC-1|Program Information~KUC-4|Further
Information~KUC-2|Reference~KUC-3|Declaration~KUC-5|Payment~</td>
<td width="47%" valign=top>
 This determine
which tabs from the application process are available. The coded name appears
before the pipe character with the display name after that.</td>
</tr>
<tr><td width="14%" valign=top>
 APPLDDAT.REL</td>
<td width="38%" valign=top>
 2006/072:20070112~2006/073:20070501~2006/074:20070525~2007/081:20070815~2007/082:20071201~</td>
<td width="47%" valign=top>
 These are the
deadeline dates for each year and term.</td>
</tr>
<tr><td width="14%" valign=top>
 APPLDEAD.REL</td>
<td width="38%" valign=top>
 Fall Term 15
August~ Winter Term 12 January~BEd Applications 2007/08 will release
decisions on approximately 31 March 2007 and 15 May 2007.~</td>
<td width="47%" valign=top>
 This is a text
statement of the application dates for fall,winter and a special statement.
This would need to be customized for users other than King’s.</td>
</tr>
<tr><td width="14%" valign=top>
 APPLIC.REL</td>
<td width="38%" valign=top>
 2006/073~2006/074~2007/081~</td>
<td width="47%" valign=top>
 This is a
definition of the available application year and terms.</td>
</tr>
<tr><td width="14%" valign=top>
 APPLNOTE.REL</td>
<td width="38%" valign=top>
 </td>
<td width="47%" valign=top>
 This allows the
insertion of a special note about applications, such as the extension of a
deadline.</td>
</tr>
<tr><td width="14%" valign=top>
 CARDTYPE.REL</td>
<td width="38%" valign=top>
 MASTERCARD|MasterCard~VISA|Visa~CHEQUE|Cheque
to be mailed~FUNDSTRANSFER|Funds Transfer~INPERSON|Will pay in person at
TKUC~</td>
<td width="47%" valign=top>
 These are the
definitions of acceptable payment types, with the code followed by a pipe
character followed by the text displayed.</td>
</tr>
<tr><td width="14%" valign=top>
 LANGREQ.REL</td>
<td width="38%" valign=top>
 TOEP|TOEFL
(paper-based version)~TOEC|TOEFL (computer-based version)~TOEI|TOEFL iBT
(internet based)~MELA|MELAB~IELT|IELTS~ASPE|ASPECT~ELTC|The English Language
Training College Program with a score of 9~EN30|Alberta English
30~IBHL|International Baccalaureate Higher Level English~APEN|Advanced
Placement English~HERE|I have three years of formal full-time study in Canada
or at an approved institution outside Canada as outlined above~TKUC|I have
already taken TKUC's ENGL204 or 205~KEST|I am requesting the King's English
Language Studies Assessment Test~</td>
<td width="47%" valign=top>
 This defines the
acceptable English proficiency demonstrations.</td>
</tr>
<tr><td width="14%" valign=top>
 SOURCE.REL</td>
<td width="38%" valign=top>
 BILLBOARD|Billboard
Ad~FACSTAFF|Faculty or Staff Member~FAMILY|Family~FRIEND|Friend~NEWS|News
coverage~ALUM|Previous King's Student~PRINT|Print Ad~RADIO|Radio or TV
Ad~SCHOOL|School Contact~INTERNET|Internet~</td>
<td width="47%" valign=top>
 This defines the
accepted categories for the responses to the “I first heard about” question.</td>
</tr>
<tr><td width="14%" valign=top>
 SPECIAL.REL</td>
<td width="38%" valign=top>
 </td>
<td width="47%" valign=top>
 This allows the
definition of “Special” programs. Currently unused.</td>
</tr>
<tr><td width="14%" valign=top>
 SPECTERM.REL</td>
<td width="38%" valign=top>
 </td>
<td width="47%" valign=top>
 This defines valid
terms for the special program.</td>
</tr>
<tr><td width="14%" valign=top>
 STDSTAT.REL</td>
<td width="38%" valign=top>
 FT|Full-Time~PT|Part-Time~VS|Visiting~SS|Unclassified~</td>
<td width="47%" valign=top>
 This defines the
possible student status types for the application.</td>
</tr>
<tr><td width="14%" valign=top>
 SUBAPPS.REL</td>
<td width="38%" valign=top>
 AIDAPP|Financial
Aid*~EMPAPP|Campus Employment*~MUSAPP|Music~APPATH|Athletics~</td>
<td width="47%" valign=top>
 This defines
additional applications that can be requested.</td>
</tr>
<tr><td width="14%" valign=top>
 REQMINOR.REL</td>
<td width="38%" valign=top>
 BA4
ENVS~BSC4ENVS~</td>
<td width="47%" valign=top>
 This defines
programs that has a required minor.</td>
</tr>
</table>

==== Residence Application ====

<table class=MsoTableGrid border=1 cellspacing=0 cellpadding=0 width="100%">
<tr><td width="10%" valign=top>
 CLUBS.REL</td>
<td width="52%" valign=top>
 ISA|International
Student's Association~MSA|Mature Student Association~AAA|Action and Awareness
Club~TKK|The
King's Keepers/The
Environmental Club~KEA|The King's Education Association~KGH|The King's
Hands~KPH|The King's
Players/Drama
Club~KHC|TKUC Hockey Club~KMS|TKUC Men's
Soccer Club~KWS|TKUC Women's Soccer Club~PHC|The Philosophy
Club~PSC|The Political Studies
Club~PYC|The Psychology Club~PSP|The Peer Support
Program~SCC|The King's Science
Society~SSC|The Snowboarding/Ski
Club~IFC|The International Films Club~LDC|Liturgical
Dance Club~</td>
<td width="36%" valign=top>
 This defines the
various student clubs that might be selected on the residence application.</td>
</tr>
<tr><td width="10%" valign=top>
 MEALPLAN.REL</td>
<td width="52%" valign=top>
 BASIC|Basic
($2600 deposit per year)~OPT1|Limited ($2200 deposit per
year)~APT1|Apartment, no meal plan required~</td>
<td width="36%" valign=top>
 This defines
the
available mealplans.</td>
</tr>
<tr><td width="10%" valign=top>
 OCCUPANC.REL</td>
<td width="52%" valign=top>
 2F|Tower Full Year
Double occupancy : ($2200 for the full year)~1F|Tower Full Year Single
occupancy : ($4000 for the full year)~6F|Apartment Full Year occupancy :
($2400 for the full
year)~</td>
<td width="36%" valign=top>
 This defines the
available occupancies.</td>
</tr>
<tr><td width="10%" valign=top>
 REZDEAD.REL</td>
<td width="52%" valign=top>
 15 August</td>
<td width="36%" valign=top>
 This defines the text
for the application deadline.</td>
</tr>
<tr><td width="10%" valign=top>
 REZFEE.REL</td>
<td width="52%" valign=top>
 2004/05400.00~2005/06400.00~2006/07400.00~2007/08400.00~</td>
<td width="36%" valign=top>
 This defines the
required deposit by year of application.</td>
</tr>
<tr><td width="10%" valign=top>
 REZINTER.REL</td>
<td width="52%" valign=top>
 T|Team sports
(volleyball, basketball, soccer, etc)~E|Extreme sports (mountain biking,
snowboarding, skiing, etc)~M|Music~C|Computers~R|Reading and
Writing~O|Outdoor activities (hiking, camping, etc)~</td>
<td width="36%" valign=top>
 This defines the
different interests that might be selected on the residence application.</td>
</tr>
<tr><td width="10%" valign=top>
 REZMUSIC.REL</td>
<td width="52%" valign=top>
 A|Alternative~P|Punk/ska~C|Country~H|Heavy
metal~L|Classical~J|Jazz~O|Pop~X|I am tolerant of all types of music~</td>
<td width="36%" valign=top>
 This defines the
different </td>
</tr>
<tr><td valign="top">REZSTMT.REL</td><td></td><td valign="top">defines the required statements in the residence application</td></tr>
<tr><td valign="top">SOURCECD.REL</td><td></td><td valign="top">source to crossroad code definitions</td></tr>
<tr><td valign="top">TMAJOR.REL</td><td></td><td valign="top">teachable majors for BEd Secondary</td></tr>
<tr><td valign="top">TMINOR.REL</td><td></td><td valign="top">teachable minors for BEd Secondary</td></tr>

</table>

==== Financial Aid ====

<table class=MsoTableGrid border=1 cellspacing=0 cellpadding=0 width="100%">
<tr><td width="10%" valign=top>
 FINAID.REL</td>
<td width="53%" valign=top>
 01/02/2007~31/03/2007~</td>
<td width="36%" valign=top>
 This defines the
period during which applications for financial aid will be accepted.</td>
</tr>
<tr><td width="10%" valign=top>
 FINSTMT.REL</td>
<td width="53%" valign=top>
 XTNCMT|Statement
of Christian Commitment Speak of your commitment to Christianity or
your faith. What does your faith mean to you?~INVOLV|Statement of Involvement
in University Activities Tell the effect you have had on the King's
student community in past years of study. What activities have you been
involved in?~MUSICACH|Statement of Musical Achievement Speak of your
musical achievements, including all awards, recognition, honours and
activities.~DISABILITY|Statement of Disability In order to award the
Mephiboschet Scholarship, the awarding committee must be aware of your
condition and its limitations on your studies.~STEWARD|Statement of
Commitment to Stewardship of God's Creation Tell of your commitment
to the environment and its stewardship. Have you beeninvolved in
environmental programs in your community? Have you implemented any programs
to increase/impact stewardship?~CAREERINT|Statement of Career Intent and/or
Activities Post-Graduation Explain your plans after graduation. What
will you be doing with the degree you will receive from The King's <st1:place
w:st="on"><st1:PlaceType w:st="on">University</st1:PlaceType> <st1:PlaceType
w:st="on">College</st1:PlaceType></st1:place>?~GRADINT|Statement of
Graduation Intentions What are your goals for your studies? Do you
intend to graduate from The King's <st1:place w:st="on"><st1:PlaceType w:st="on">University</st1:PlaceType>
<st1:PlaceType w:st="on">College</st1:PlaceType></st1:place>? Will you
further your studies elsewhere?~MRWCRS|List of Courses taken through
ADLC Please list high school courses you have taken through the
Alberta Distance Learning Centre.~</td>
<td width="36%" valign=top>
 This defines the
code and the text description of the various possible statements that might
be requested.</td>
</tr>
<tr><td valign="top">FINTAB.REL</td><td></td><td valign="top>defines tabs in financial aid application</td></tr>
</table>

=== Student Services ===

There are several sub services here. The items are clustered by those services.

<table border=1 cellspacing=0 cellpadding=0>
<tr> <td valign=top>STUMENU.REL</td>
<td valign=top>FINALEXAM~MARKS~ADVISOR~ACCOUNTS~CHANGEADDRESS~REGISTER~COURSEEVAL~</td>
<td valign=top>These items define the various possible student menu entries. At the time of the writing of this document the options are (*d items are in development):
 REGISTER = What Am I Registered In? and On-line Registration
 FINALEXAM = What is My Final Exam Schedule?
 MARKS = What are My Marks?
 ADVISOR = Program Advisor Report
 ACCOUNTS = What is the status of my Account?
 CHANGEADDRESS = Change Address Information
 COURSEEVAL = On-line Course Evaluation
 TRANREQ = Request your Academic Transcript
 LETTERREQ = Request a letter of confirmation
 *PROGCHANGE = Request a change in program
 TUTORREQ = Request a tutor
 TAXRECEIPT = Retrieve T2202A
 WEBDOX = Retrieve important documents released to the student
 WEBAPPTyyyy/yyt = Make a confirmation appointment for a specific year and term
 SEATyyyy/yyt = CUC ONLY seat reservation for a specific year and term
 ADRPyyyy/yyt = CUC ONLY add/drop available for a specific year and term
 CUCBUD = CUC ONLY budget submission
 CONFyyyy/yyt = On-line confirmation of registration for a specific year and term
 DECyyyy/yy = Student Contractual Obligations for a specific year
 REZLEASEyyyy/yy = Accept Residence Lease Agreement for a specific year
 Note that the items with a specific year and term generally disappear once the student has completed the activity

</td>

</tr>

<tr><td valign="top">STMNTRAN.REL</td><td></td><td valign="top">Controls display text for student menu items.</td></tr>
</table>

==== Reminders ====
<table border=1 cellspacing=0 cellpadding=0>
<tr><td valign="top">CHECKLST.REL</td>
<td valign="top">REG2010/112~DEP2010/11~REZ2010/11~FIN2010/11~JOB2010/11~DEC2010/11~WEBAPPT2010/112~</td>
<td valign="top">REGyyyy/yyt Registration reminder for a specific year and term 
DEPyyyy/yy Tuition Deposit reminder for a specific year 
REZyyyy/yy Residence application reminder for a specific year 
FINyyyy/yy Financial Aid application reminder for a specific year 
JOByyyy/yy Campus Employment application reminder for a specific year 
DECyyyy/yy Student Contractual Obligations reminder for a specific year 
WEBAPPTyyyy/yyt Registration Confirmation appointment reminder for a specific year and term 
REZLEASEyyyy/yy Acceptance of Residence Lease for a specific year and term 
Note that these items only appear if the student still needs to complete them.
</table>

==== What are my Final Exams? ====

<table class=MsoTableGrid border=1 cellspacing=0 cellpadding=0>
<tr><td valign=top>
 FINAL.REL</td>
<td valign=top>
 2006/071~2006071~2006072~2006/072~</td>
<td valign=top>
 This is a tilde
delimited list of final exam schedules that have been released to be seen
through web services.</td>
</tr>
</table>

==== What are my Grades? ====

<table class=MsoTableGrid border=1 cellspacing=0 cellpadding=0>
<tr><td valign=top>
 MARK.REL</td>
<td valign=top>
 2004054~2004053~2005061~2005062~2005063~2005064~2006071~2006072~</td>
<td valign=top>
 This is a tilde
delimited list of the grades that have been released to be viewed through
these services.</td>
</tr>
</table>

==== On-line Registration ====

<table border=1 cellspacing=0 cellpadding=0>
<tr><td valign=top>REGISTER.REL</td><td valign=top>2006/073~2006/074~2007/081~2007/082~</td><td valign=top>This is the tilde delmited list of terms open for registration. This should be set when a term is ready for registration and not removed until after the withdraw deadline at least.</td></tr>
<tr><td valign=top>CONFIRM.REL</td><td valign=top>2006/073~</td><td valign=top>This is the tilde delimited list of terms for which a student may confirm registration (that is, have the charges made against the accounts receivable account).</td></tr>
<tr><td valign=top>NOAUDIT.REL</td><td valign=top>*~</td><td valign=top>This defines course codes (using wildcards) for courses that cannot be audited. As written in the example, no courses may be selected for audit.</td></tr>
<tr><td valign=top>NODROP.REL</td><td valign=top>INST*~ENGL2*~</td><td valign=top>These are courses which may not be dropped on the web – usually theses are mandatory courses for all students.</td></tr>
<tr><td valign="top">NODEPTRM.REL</td><td></td><td valign="top">defines terms that do not require a deposit for registration</td></tr>
<tr><td valign="top">RETDEPDT.REL</td><td></td><td valign="top">defines the date on which returning students must have paid a deposit to register (mmdd, year is determined automatically)</td></tr>
</table>

==== On-line Course Evaluation ====

<table class=MsoTableGrid border=1 cellspacing=0 cellpadding=0>
<tr><td valign=top>
 CRSEVCRS.REL</td>
<td valign=top>
 PSYC492*~</td>
<td valign=top>
 This states the
courses, using wildcards, that are available for evaluation.</td>
</tr>
<tr><td valign=top>
 CRSEVYR.REL</td>
<td valign=top>
 2006/072~</td>
<td valign=top>
 This is the list
of terms available for evaluation. Normally only one term would be entered
here at a time.</td>
</tr>
<tr><td valign="top">CRSEVXCR.REL</td><td></td><td valign="top">Courses excluded from On-line evaluation</td></tr>
</table>

==== Confirmation Appointment and On-line Confirmation ====
<table border=1 cellspacing=0 cellpadding=0>
<tr><td valign=top>APPTYT.REL</td><td></td><td valign="top">Year and term test for registration for confirmation appointment enabling</td></tr>
<tr><td valign=top>KCONFIRM.REL</td><td></td><td valign=top>defines year and term for which online confirmation is enabled (King's)</td></tr>

</table>

=== Alumni Services ===

<table border=1 cellspacing=0 cellpadding=0>
<tr><td valign="top">ALUMMENU.REL</td><td></td><td valign="top">Alumni Menu Selections 
TRANREQ: request transcript 
CHANGEADDRESS: address update 
TAXRECEIPT: t2202a retrieval 
ADVISOR: display advisor report</td></tr>
</table>

=== Faculty Services ===

==== Student Registration Review/Approval ====
<table border=1 cellspacing=0 cellpadding=0>
<tr><td valign="top">ADVISCMT.REL</td><td valign="top">Commlog category for advising comments</td></tr>
</table>

==== Class Lists/Grade Submission ====

<table class=MsoTableGrid border=1 cellspacing=0 cellpadding=0>
<tr><td width=115 valign=top>
 ACADWARN.REL</td>
<td width=576 valign=top>
 2006/072~</td>
<td width=304 valign=top>
 This “releases” a
term or terms to have instructors issue academic warnings for individual
students.</td>
</tr>
<tr><td width=115 valign=top>
 WARNCAT.REL</td>
<td width=576 valign=top>
 </td>
<td width=304 valign=top>
 This defines the
communication log category for academic warnings.</td>
</tr>
<tr><td width=115 valign=top>
 GRADESUB.REL</td>
<td width=576 valign=top>
 </td>
<td width=304 valign=top>
 This “releases” a
term or terms to have instructors submit grades.</td>
</tr>
<tr><td width=115 valign=top>
 MARKSAU.REL</td>
<td width=576 valign=top>
 AU~</td>
<td width=304 valign=top>
 This defines
grades for audit registrations.</td>
</tr>
<tr><td width=115 valign=top>
 MARKSCR.REL</td>
<td width=576 valign=top>
 A+~A~A-~B+~B~B-~C+~C~C-~D+~D~F~</td>
<td width=304 valign=top>
 This defines
grades for credit registrations.</td>
</tr>
<tr><td width=115 valign=top>
 MARKSMT.REL</td>
<td width=576 valign=top>
 M~</td>
<td width=304 valign=top>
 This defines
grades for midterm courses (ie the first half of full year courses).</td>
</tr>
<tr><td width=115 valign=top>
 MARKSNC.REL</td>
<td width=576 valign=top>
 N~</td>
<td width=304 valign=top>
 This defines
grades for non-credit registrations.</td>
</tr>
<tr><td width=115 valign=top>
 MARKSPA.REL</td>
<td width=576 valign=top>
 PA~FA~</td>
<td width=304 valign=top>
 This defines
grades for pass/fail courses.</td>
</tr>
<tr><td width=115 valign=top>
 MTCRS.REL</td>
<td width=576 valign=top>
 BIOL395~BIOL495~BIOL497~CHEM395~CHEM495~CHEM497~ENGL398~ENGL498~MUSI376~THEO376~</td>
<td width=304 valign=top>
 This defines
courses that should be marked as mid-term.</td>
</tr>
<tr><td width=115 valign=top>
 PFCRS.REL</td>
<td width=576 valign=top>
 INST200~INST210~INST300~INST310~INST400~INST410~BIOL395~BIOL495~EDUC305~ENVS490~</td>
<td width=304 valign=top>
 This defines
courses that should be marked pass/fail.</td>
</tr>
</table>

==== New Advisee Contact ====

<table class=MsoTableGrid border=1 cellspacing=0 cellpadding=0>
<tr><td width=115 valign=top>
 WEBCONT.REL</td>
<td width=576 valign=top>
 2007/081FA~IA~</td>
<td width=304 valign=top>
 Defines the term
applied for and the file status codes that determine which advisees appear on
the list for faculty to contact. </td>
</tr>
</table>

=== Web Payment ===
<table border=1 cellspacing=0 cellpadding=0>
<tr><td valign="top>ADMITFEE.REL</td><td valign="top"></td><td valign="top">Defines admission fee in webpay</td></tr>
<tr><td valign="top>ATHLCAMP.REL</td><td valign="top"></td><td valign="top">Defines athletics camp fee in webpay</td></tr>
<tr><td valign="top>DONACODE.REL</td><td valign="top"></td><td valign="top">Defines donation code in webpay (deprecated)</td></tr>
<tr><td valign="top>DONATION.REL</td><td valign="top"></td><td valign="top">Defines donation "fee" in webpay</td></tr>
<tr><td valign="top>GRADFEE.REL</td><td valign="top"></td><td valign="top">Defines grad fee in webpay</td></tr>
<tr><td valign="top>LIBFINE.REL</td><td valign="top"></td><td valign="top">Defines library fine in webpay</td></tr>
<tr><td valign="top>LIBLIMIT.REL</td><td valign="top"></td><td valign="top">Defines the "lost book" limitation in webpay</td></tr>
<tr><td valign="top>PAYPURP.REL</td><td valign="top"></td><td valign="top">Defines the various payment items that may be selected in webpay</td></tr>
<tr><td valign="top>REZDEP.REL</td><td valign="top"></td><td valign="top">Defines the residence deposit in webpay</td></tr>
</table>

=== Online Course Schedules ===

<table border=1 cellspacing=0 cellpadding=0>
<tr><td valign="top>CrsLstDs.rel</td><td valign="top"></td><td valign="top">Schedule discipline code translation </td></tr>
<tr><td valign="top>CrsLstGT.rel</td><td valign="top"></td><td valign="top">Schedule course type filter (CR NC, so not phantom)</td></tr>
<tr><td valign="top>CrsLstYr.rel</td><td valign="top"></td><td valign="top">Schedule years released</td></tr>
</table>

== Htmlfile.dbf Contents ==

Htmlfile contains a number of html formatted fragments for insertion at various points for on-line services. These
have no <head> or <body> tags, but are otherwise correct html.

=== EAS Admission Related ===
Note that this is deprecated with Apply Alberta coming on-line

<table border=1 cellspacing=0 cellpadding=0>
<tr><td valign=top>HTMLFILE</td><td valign=top>Meaning</td></tr>
<tr><td valign=top>StdDecl.htm</td><td valign=top>Declaration for Admission Applications</td></tr>
<tr><td valign=top>
BEdDecl.htm</td>
<td valign=top>
Declaration for King's BEd applications</td>
</tr>
<tr><td valign=top>
FinDecl.htm</td>
<td valign=top>
Declaration for Financial Aid Application</td>
</tr>
<tr><td valign=top>
RezDecl.htm</td>
<td valign=top>
Declaration for Residence Application</td>
</tr>
<tr><td valign=top>
StdRec.htm</td>
<td valign=top>
Personal Recommendation</td>
</tr>
<tr><td valign=top>
BEdRec.htm</td>
<td valign=top>
Personal Recommendation for BEd
Applications</td>
</tr>
<tr><td valign=top>
LangReq.htm</td>
<td valign=top>
English language proficiency statement</td>
</tr>
<tr><td valign=top>
SupDoc.htm</td>
<td valign=top>
List of supporting documents required for
application</td>
</tr>
<tr><td valign=top>
Redirect.htm</td>
<td valign=top>
Redirection to institutional homepage</td>
</tr>
<tr><td valign=top>
ApplProc.htm</td>
<td valign=top>
Application Procedure statement</td>
</tr>
<tr><td valign=top>
RezApp.htm</td>
<td valign=top>
Residence Applicant introductory text</td>
</tr>
<tr><td valign=top>
FinApp.htm</td>
<td valign=top>
Financial Aid Application Procedure
statement</td>
</tr>
<tr><td valign=top>
RezAddr.htm</td>
<td valign=top>
Application Address for Residence
Applications</td>
</tr>
<tr><td valign=top>
RegAddr.htm</td>
<td valign=top>
Application Address for Admission
Applications</td>
</tr>
<tr><td valign=top>
MarkList.htm</td>
<td valign=top>
Text describing offer of notification
when grades are released (requires that the institution run such an email
list).</td>
</tr>
<tr><td valign=top>
CalUrl.htm</td>
<td valign=top>
HREF for the Academic Calendar on the Web</td>
</tr>
<tr><td valign=top>
CalFnUrl.htm</td>
<td valign=top>
HREF for Financial Aid information on the
web</td>
</tr>
<tr><td valign=top>
FacMenu.htm</td>
<td valign=top>
Faculty Menu static text and links</td>
</tr>
<tr><td valign=top>
RezChoic.htm</td>
<td valign=top>
Residence choice listing</td>
</tr>
<tr><td valign="top">EASPDecl.htm</td><td valign="top">East Africa Studies program declaration</td></tr>
<tr><td valign="top">EASPRec.htm</td><td valign="top">East Africa Studies program recommendation</td></tr>
<tr><td valign="top">BACKEAS.HTM</td><td valign="top">text displayed when returning to EAS (deprecated)</td></tr>
<tr><td valign="top">FINEXP.HTM</td><td valign="top">This is the text for the allowable expenses that appears in the financial information section</td></tr>

</table>

=== WebPay Related ===

<table border=1 cellspacing=0 cellpadding=0>
<tr><td valign="top">ADMITFEE.HTM</td><td valign="top">Additional text displayed when admit fee is chosen in webpay</td></tr>
<tr><td valign="top">DONATION.HTM</td><td valign="top">Additional text displayed when a donation is chosen in webpay</td></tr>
<tr><td valign="top">GRADFEE.HTM </td><td valign="top">Additional text displayed when a grad fee is chosen</td></tr>
<tr><td valign="top">LIBFINE.HTM </td><td valign="top">Additional text displayed when a library fine is chosen</td></tr>
<tr><td valign="top">RCPTHEAD.HTM</td><td valign="top">Text for the head of the on-line receipt</td></tr>
<tr><td valign="top">TUITDEP.HTM </td><td valign="top">Additional text displayed when a tuition deposit is chosen</td></tr>
</table>

=== Microsite (Prospective Student Data Collection) Related ===

<table border=1 cellspacing=0 cellpadding=0>
<tr><td valign="top">CONTRESP.HTM</td><td valign="top">microsite "thanks" statement (for email)</td></tr>
</table>

<table border=1 cellspacing=0 cellpadding=0>
</table>

=== Current Student Services ===

==== Course Evaluation Related ====

<table border=1 cellspacing=0 cellpadding=0>
<tr><td valign="top">CRSEVCMT.HTM Defines to whom to send additional comments for course evaluation</td></tr>
</table>

==== Contractual Obligation Related ====

<table border=1 cellspacing=0 cellpadding=0>
<tr><td valign="top">CONTACCE.HTM</td><td valign="top">Contractual Obligation Statement</td></tr>
</table>

==== Confirmation Appointment Related ====

<table border=1 cellspacing=0 cellpadding=0>
<tr><td valign="top">WEBAPPT.HTM</td><td valign="top">text for email when confirmation appointment is made</td></tr>
</table>

==== OnLine Confirmation Related ====

<table border=1 cellspacing=0 cellpadding=0>
<tr><td valign="top">CUCTASKA.HTM</td><td valign="top">text for task A of confirmation (registration)</td></tr>
<tr><td valign="top">CUCTASKB.HTM</td><td valign="top">text for task B of confirmation (id picture)</td></tr>
<tr><td valign="top">CUCTASKC.HTM</td><td valign="top">text for task C of confirmation (address update)</td></tr>
<tr><td valign="top">CUCTASKD.HTM</td><td valign="top">text for task D of confirmation (payment)</td></tr>
</table>

==== Residence Related ====

<table border=1 cellspacing=0 cellpadding=0>
<tr><td valign="top">LEASE-A.HTM</td><td valign="top">defines the text for the lease agreement for Apartments</td></tr>
<tr><td valign="top">LEASE-D.HTM</td><td valign="top">defines the text for the lease agreement for Double Occupancy</td></tr>
<tr><td valign="top">LEASE-S.HTM</td><td valign="top">defines the text for the lease agreement for Single Occupancy</td></tr>
</table>

=== OnLine Course Description Related ===

<table border=1 cellspacing=0 cellpadding=0>
<tr><td valign="top">DESCHEAD.HTM</td><td valign="top">Online course description headnote</td></tr>
</table>

=== Faculty Services Related ===

<table border=1 cellspacing=0 cellpadding=0>
<tr><td valign="top">FACMENU.HTM</td><td valign="top">additional text for faculty menu</td></tr>
</table>

== RegnoteX.html ==

These are htmlized versions of the RegnoteX.rtf files that are used by windows CrossRoad. They are appended to
course/fee sheets produced by on-line registration. Conversion utilities can be recommended by Keeler Services.

BEdTRS

2014-04-29T17:20:38Z

WikiSysop:

To generate the BEd TRS file, there are two steps:

<ol>
<li>Edit c:\CrossRoad\BEdTRS.ini. 

[DATAPATHS] 
DBFPATH=c:\keelersv\tkuc\registra\dbf.mm 
REPORTFILE=c:\keelersv\tkuc\registra\BEdTRS.rpt 
[PARAMS] 
YEAR=14 
DEGREES=BED~ 
DEGREECODES=BEDAD~ 

The year entry is the one that will change every year.

</li>
<li>Run c:\CrossRoad\BEdTRS.exe 
This will successively ask about including each student (respond with Y or N) with a grad year as specified in the degree specified. In the situation where multiple submissions happen, this will mean excluding those previously submitted.
</li>
</ol>

Return to [[Main_Page]]

BEdTRS

2014-04-29T17:20:02Z

WikiSysop: New page: To generate the BEd TRS file, there are two steps: <ol> <li>Edit c:\CrossRoad\BEdTRS.ini. [DATAPATHS] DBFPATH=c:\keelersv\tkuc\registra\dbf.mm REPORTFILE=c:\keelersv\tkuc\reg...

Main Page

2014-04-29T17:15:26Z

WikiSysop:

[[Category:CrossRoad]]

<big>CrossRoad - A Student Information System</big>

This site is intended to function as user community extendable documentation for CrossRoad. CrossRoad allows the management of all aspects of Canadian post-secondary registry operations.

This site is intended to be organized in two ways: by procedure and in a more detailed reference fashion.

=General Windows Client Orientation=

This is a general introduction to the installation of CrossRoad and some common elements for all modules of the CrossRoad Windows client.

==Installation==

Installation instructions are at this page.

[[Installation]]

==Main Menu==

The Main Menu is the one displayed on initial login to CrossRoad.

[[Main Menu]]

==Main Toolbar==

The Main Toolbar is the one displayed throughout the program regardless of which windows are open.

[[Main Toolbar]]

==Window Toolbars==

The various windows in CrossRoad have some common elements, both in navigation and editing.

===Common Navigation Buttons===
[[Common Navigation Buttons]]

===Common Editing Buttons===
[[Common Editing Buttons]]

=Processes and Procedures=
This section is organised into several sub-sections, according to the major processes involved in using CrossRoad, A Student Information System©. These processes are not sequential, but necessarily are interactive. They are described in some detail, but the pages will make more sense if the operator is looking at CrossRoad while reading this material.

==Prospective Student Processes==
Adding, deleting, and generally managing prospective students are covered here. [[Prospective Student Processes]]

===Update Prospective Student File===
[[Update Prospective Student File]]

===Filters and Exports of Prospective Student Data===
[[Filters and Exports of Prospective Student Data]]

===Global Update Prospective Student Data===
[[Global Update Prospective Student Data]]

===Prospective Student Contact List===
[[Prospective Student Contact List]]

==Student Processes==
[[Student Processes]]

===Application===
[[Application]]

====Entering New Applicant Data====
[[Entering New Applicant Data]]

====Editing Applicant Data====
[[Editing Applicant Data]]

===Admission===
[[Admission]]

====Preparation For Decision====
[[Preparation For Decision]]

====Recording Decision====
[[Recording Decision]]

====Data Export====
[[Data Export]]

====Initial Credit Entry====
[[Initial Credit Entry]]

===Registration===
[[Registration]]

====First Registration====
[[First Registration]]

====Course Registration====
[[Course Registration]]

=====Register button=====
[[Register button]]

=====Drop button=====
[[Drop button]]

=====Modify button=====
[[Modify button]]

=====Mark button=====
[[Mark button]]

=====Retag button=====
[[Retag button]]

=====Print button=====
[[Print button]]

=====Save registrations button=====
[[Save registrations button]]

=====Cancel registrations button=====
[[Cancel registrations button]]

=====Quick Fees button=====
[[Quick Fees button]]

=====Email All button=====
[[Email All button]]

=====Email Instr button=====
[[Email Instr button]]

====Prerequisite and Requirement Exceptions====
[[Prerequisite and Requirement Exceptions]]

===Results===
[[Results]]

====Marks Entry====
[[Marks Entry]]

====Individual Grade Entry====
[[Individual Grade Entry]]

===Graduation===
[[Graduation]]

===Archiving-Restoring-Term End===
[[Archiving-Restoring-Term End]]

====Archiving====
[[Archiving]]

====Restoring====
[[Restoring]]

====Term End====
[[Term End]]

===Term Records And Transcript Comments===
[[Term Records And Transcript Comments]]

====Viewing Student's Term Records====
[[Viewing Student's Term Records]]

====Scanning For Missing Or Redundant Records====
[[Scanning For Missing Or Redundant Records]]

====Adding "Placeholder" Records.====
[[Adding "Placeholder" Records.]]

==Course Processes==
[[Course Processes]]

===Course Template===
[[Course Template]]

====Course Description====
[[Course Description]]

====Updating Course Availability====
[[Updating Course Availability]]

===Course Offerings===
[[Course Offerings]]

====Creating-Editing====
[[Creating-Editing]]

====Browsing====
[[Browsing]]

====Printing====
[[Printing]]

==Term Processing==
[[Term Processing]]

===Registration Confirmation Reports===
[[Registration Confirmation Reports]]

===Class Lists===

====Printing Class Lists====
[[Printing Class Lists]]

====Printing Seminar-Lab-Tutorial Lists====
[[Printing Seminar-Lab-Tutorial Lists]]

===Term Results===

====Academic Standing====
[[Academic Standing]]

====Statements Of Results====
[[Statements Of Results]]

====Honours-Probation Processing====
[[Honours-Probation Processing]]

==Reports==
[[Reports]]

===Prospective Student Reports===
[[Prospective Student Reports]]

====Prospective Student Profile====
[[Prospective Student Profile]]

===Admissions Reports===
[[Admissions Reports]]

====Admissions Status====
[[Admissions Status]]

====Outstanding Admissions====
[[Outstanding Admissions]]

====Application Document Report====
[[Application Document Report]]

====Applications Profile====
[[Applications Profile]]

====Transfer Student Report====
[[Transfer Student Report]]

====Progress Of Applications====
[[Progress Of Applications]]

====Lapsed Application Report====
[[Lapsed Application Report]]

===Enrollment Reports===
[[Enrollment Reports]]

====Enrollment By Gender-Year-Of-Study====
[[Enrollment By Gender-Year-Of-Study]]

====Adv. Educ. Enrollment Report====
[[Adv. Educ. Enrollment Report]]

====Enrollment By # Courses Taken====
[[Enrollment By # Courses Taken]]

====Enrollment By Age Cohort====
[[Enrollment By Age Cohort]]

====Demographic Gender-Denomination====
[[Demographic Gender-Denomination]]

====Program Load Report (Pre Wd)====
[[Program Load Report (Pre Wd)]]

====Program Load Report (Post Wd)====
[[Program Load Report (Post Wd)]]

====Retention Report====
[[Retention Report]]

====Registered Student Profile====
[[Registered Student Profile]]

===Advisor Reports===
[[Advisor Reports]]

====Number Of Advisees====
[[Number Of Advisees]]

====Advisor Lists====
[[Advisor Lists]]

====Students-Advisors====
[[Students-Advisors]]

====Faculty Workload====
[[Faculty Workload]]

====Faculty Workschedule====
[[Faculty Workschedule]]

===Room Reports===
[[Room Reports]]

====Room Utilisation====
[[Room Utilisation]]

====Room Size Check====
[[Room Size Check]]

===Student Reports===
[[Student Reports]]

====Student Directory====
[[Student Directory]]

====Honours-Probation List====
[[Honours-Probation List]]

====Marks By Year And Gpa====
[[Marks By Year And Gpa]]

====Prospective Graduate List====
[[Prospective Graduate List]]

====Students By Geographic Area====
[[Students By Geographic Area]]

====Student Mailbox List====
[[Student Mailbox List]]

===Alumni Reports===
[[Alumni Reports]]

===Register Reports===
[[Register Reports]]

====Enrollment-Course Enrollment====
[[Enrollment-Course Enrollment]]

====Transcripts====
[[Transcripts]]

====Section Size Reports====
[[Section Size Reports]]

==Typical Annual Cycle==
[[Typical Annual Cycle]]

===Semester Cycle-Based Processing===
[[Semester Cycle-Based Processing]]

====Before Registration In Courses Begins====
[[Before Registration In Courses Begins]]

====Immediately Before Classes Begin====
[[Immediately Before Classes Begin]]

====After Add-Drop Deadline====
[[After Add-Drop Deadline]]

====End Each Semester====
[[End Each Semester]]

===Time Of Year-Based Processing===
[[Time Of Year-Based Processing]]

====December-January====
[[December-January]]

====February====
[[February]]

====April====
[[April]]

====May====
[[May]]

====June====
[[June]]

====August====
[[August]]

====September====
[[September]]

==Miscellaneous==
[[Miscellaneous]]

===Program Updates===
[[Structure Updates]]

[[Program Updates]]

[[Version Updates]]

[[Codetable Updates]]

===Creating a User===
[[Creating a User]]

===Packing And Reindexing===
[[Packing And Reindexing]]

===Updating Support-Code Tables===
[[Updating Support-Code Tables]]

====Advisor File Maintenance====
[[Advisor File Maintenance]]

====System Parameters====
[[System Parameters]]

====Code Table Maintenance====
[[Code Table Maintenance]]

====Support Table Maintenance====
[[Support Table Maintenance]]

===Set System Date===
[[Set System Date]]

===View Log Files===
[[View Log Files]]

===Mailbox Updates===
[[Mailbox Updates]]

===Barcode Updates===
[[Barcode Updates]]

===Filter or Export Merge Data===
[[Export Merge Data]]

====Filtering Records====
[[Filtering]]

====Export File====
[[Export File]]

====Export Selection Criteria====
[[Export Selection Criteria]]

===Financial Aid Editing & Exporting===
[[Financial Aid Editing & Exporting]]

====Editing====
[[Editing]]

====Applicants====
[[Applicants]]

====Reports====
[[Reports]]

====Exporting====
[[Exporting]]

====Financial Application Purging====
[[Financial Application Purging]]

====Financial Aid Validation====
[[Financial Aid Validation]]

====Apply Financial Aid To Accounts====
[[Apply Financial Aid To Accounts]]

===Accounts Receivable===
[[Accounts Receivable]]

====Accounts Receivable====
[[Accounts Receivable]]

====Account Statements====
[[Account Statements]]

====Add Interest To Accounts====
[[Add Interest To Accounts]]

====Clear Account Detail====
[[Clear Account Detail]]

====Modifying Course-Fee Sheet, Waitlist, And Final Exam Notes====
[[Modifying Course-Fee Sheet, Waitlist, And Final Exam Notes]]

=====RTF Notes Available=====
[[RTF Notes Available]]

====Back-Up Files====
[[Back-Up Files]]

====Concentration Tagging====
[[Concentration Tagging]]

====Advisor Reports====
[[Advisor Reports]]

==Glossary==
[[Glossary]]

===Drop Down List===
[[Drop Down List]]

====Fixed Data====
[[Fixed Data]]

====Expandable Data====
[[Expandable Data]]

===Dates===
[[Dates]]

===Transcript Status===
[[Transcript Status]]

===Tabular Screen Movement===
[[Tabular Screen Movement]]

===Searchable Lists===
[[Searchable Lists]]

====Order====
[[Order]]

====Specific Item====
[[Specific Item]]

=Reference=

==Students==
[[Prospective Students]]

[[Current Students]]

[[WaitList Management]]

[[Deadfiles]]

[[Transcript Production]]

[[Workflow]]

[[Financial Aid]]

[[Campus Employment]]

==Instructional==
[[Employees]]

[[Instructors-Advisors]]

[[Classrooms]]

[[Course Templates]]

[[Course Offerings]]

[[Course Results]]

[[Transfer Credit Tables]]

==Utilities==
[[Set System Date]]

[[Change Password]]

[[Print Setup]]

===Datafile Maintenance===
[[Rebuild Indexes]]

[[Pack Files]]

===System Settings===
[[System Parameters]]

[[Code Tables]]

[[Support Tables]]

[[Security Points]]

[[Users Groups]]

===Archive Maintenance===
[[Archive]]

[[Restore]]

[[Term End]]

[[Scan for Term Entries]]

[[Export Archive Student Data]]

===View Log Files===
[[Index]]

[[Pack]]

[[Transcript]]

[[Term Record Scanning]]

[[In-Out]]

[[Archive]]

[[Change]]

=Related Programs=

==Registration Wizard==
[[Registration Wizard]]

==Web-based Services==

===Setup===
[[CGI Setup]]

===for Students===
[[for Students]]

===for Faculty===
[[for Faculty]]

===for Alumni===
[[for Alumni]]

===Schedule Listings===
[[Web Schedule Listings]]

===Utilities===
[[AdmEMail]]

[[RegEmail]]

[[LiaisonWorkflow]]

===ApplyAlberta===
[[ApplyAlberta]]

==Electonic Application System==
[[for Admission]]

[[for Financial Aid]]

[[for Residence]]

[[EAS Administration]]

[[CrossRoad On The Road]]

==Confirmation of Registration==
[[Confirmation of Registration]]

==Monthly Installments==
[[Monthly Installments]]

==T2202A Data Generation==
[[T2202A Data Generation]]

==CommandLine File Maintenance==
[[PackRebuild]]

==Photo ID Related External Processes==
[[PhotoID]]

==Academic Standing Related Processes and Reports==
[[Academic Standing Related Processes and Reports]]

==Fiscal Audit Related Processes==
[[List of Students for Auditors]]

==BEd Teacher Certification Recommendation File Generation==
[[BEdTRS]]

=King's Admission Information=
[[King's Admission Information]]

T2202A Data Generation

2014-02-21T16:43:16Z

WikiSysop:

There are several stages to the production of T2202 and T4A receipts. Preparation simply ensures that the necessary data is available and set up. Data Extraction creates files suitable for merge printing using Word, and updates the file used by Web Services T2202A delivery. Validation attempts to reconcile the totals generated through this technique with totals from AccPac. Production is actually merge printing. A chart of the first three steps are cyclical; Validation may require returning to preparation and repeating data extraction.

=Preparation=

Preparation simply ensures that the necessary data is available and set up. This means having four specific areas of CrossRoad should be reviewed.

==Genstats historical files==

The term stats from CrossRoad are created in part by the generation of a file named Genstats. Existing records are stored in an historical file that is named by the convention GS[first two year digits from academic year][last two year digits from academic year][term number].dbf. So the file for term 1 of 2004/05 would be GS04051.DBF. These need to exist for every term in the calendar year being considered for this process.

==Clear Accounts Receivable Records==

This is in the Current Students window, under the menu entries Students | Global Processes | Accounts Receivable. The effect is to remove all a/r entries for specified terms from the current file and to place them into a history file. The history files are used for the data extraction. So this process must be complete for each year and term of the calendar year for which receipts are to be produced. These files are named following the convention INVL[first two digits of academic year][term number].dbf. So the file for term 1 of 2004/05 would be INVL041.DBF.

==Financial Aid Receipt Checkbox==

In the financial aid window there is a checkbox called Receipt. Those financial aid items that are to be receipted on a T4A by the institution should have this checked. Those that are not should not be checked. There is a verification process as data extraction occurs, so it is helpful to have a list of item codes handy.

==QIFees Receipt Checkbox==

Edited from Support Tables, the Receipt checkboxes should be checked for those items that are to be included in T2202A receipts.

=Data Extraction=

Data Extraction creates files suitable for merge printing using Word. This uses a command line utility called gent2202.exe. The usage is

Gent2202 [yearterms to be included:startmonth:endmonth:threshold for fulltime]~

Note that the parameters can get quite long, and so may be placed in an INI file. The command line for using the ini file is

Gent2202 /I [filename].ini

A sample ini file contents might be (note that this should all be one line):

2007/082:01:04:09.00~2007/083:05:05:03.00~2007/084:05:06:03.00~2007/085:07:08:03.00~2007/086:07:08:03.00~2008/091:09:12:09.00~

Through the process, the operator is asked about including financial aid items, as well as entries from invlog that cannot be identified as fees or courses. Anything that is a tuition charge, a refund of tuition, and mandatory fees (as defined by CRA) should be included.

Financial Aid items identified should only those for which the institution is responsible to issue the receipt.

This process produces several files:

<table border>
<tr><td>t2202inc.dbf</td><td>a/r entries included for T2202As.</td></tr>
<tr><td>t2202exc.dbf</td><td>a/r entries included for T4As.</td></tr>
<tr><td>months.dbf</td><td>Interim file that counts the number of credits per month</td></tr>
<tr><td>t202inct.dbf</td><td>adds month counts for T2202</td></tr>
<tr><td>t202exct.dbf</td><td>adds month counts for T4A</td></tr>
<tr><td>t202incz.dbf</td><td>Totals entries for T2202</td></tr>
<tr><td>t202excz.dbf</td><td>Totals entries for T4A</td></tr>
<tr><td>T2202a.dat</td><td>Merge Print Data file for T2202As</td></tr>
<tr><td>T4a.dat</td><td>Merge Print Data file for T4As.</td></tr>
<tr><td>archives.lst</td><td>This file lists the students for whom data is generated but who are in archives.</td></tr>
<tr><td>t2202a.dbf</td><td>This file captures all historical t2202a data and is used for Web Services T2202A delivery</td></tr>
</table>

=Validation=

Validation attempts to reconcile the totals generated through this technique with totals from Sage as well as to catch situations with unusual counts of months.

==Sage==

There are two sets of totals: those for T2202As and those for T4As. Subtotals can be created in a number of ways, but Excel is quite a useful tool in this process. The two files that should be used are: t2202inc.dbf, t202exct.dbf.

For the first a simple sum is usually sufficient. With the second, a Pivot Table report can be helpful as it can give an award by award breakdown of totals.

NOTE: It is at this point that remedial action may need to be taken. There may be fees or financial aid items that were missed, or included when they should not have been. This can usually be remedied by changing flags in 1.3 and 1.4 and rerunning 2. In other cases entries may have been missed or students may have been omitted from historical genstats files. These can be corrected by using a utility to directly correct tables to construct the necessary entries in the relevant files.

There may also be errors on the Sage side that are pointed up through this process.

==Month Counts==

For a number of reasons, you may get records that have no part-time or full-time months but which report tuition. This would be the case for audit only registrations or non-credit only registrations. In these cases the tuition is not generally receiptable as it does not count towards a degree, diploma or certificate. So those tuition entries should be removed.

You will also in the spring and summer sessions some issues with the number of months to count as not all courses are readily allocated to the months of the term. In this case each individual student needs to be checked for the right number of months, those adjusted along with the totals. In general, on campus courses have a 1 month full-time allowed; for other courses the ratio of 3 credits per month being full time should be used. So a 6 credit course over two months is two months full-time. A 3 credit course over two months would be 2 part-time months.

Once corrections have been made, validation should be repeated. Only when validation agrees should the next step be completed.

=Production=

Production is actually merge printing. This involves creating a Word template document that conforms to CRA specifications. This can take two forms: a document that prints the entire receipt (which must be approved by CRA) or a form which only prints the data onto preprinted laser forms. The latter prints much more quickly as the former must have the appropriate government logo printed three times for each page. This is a mail merge document to which the following files need to be attached: t2202a.dat and t4a.dat.

In the archive file containing this document, there are some other Microsoft Word files. One demonstrates the layout for T4A receipts in a merge document using the t4a.dat file imported into an Excel spreadsheet. The other is the layout documents for T2202As, but these have not yet been converted to merge print documents. There are two of these, one with the original form as a background image to assist with layout, the other with the background image removed.

Finally, the archives.lst file lists those students for whom records have been produced. Presumably these cannot be distributed by delivery to students on campus and so need to be pulled after printing.

=Web Services T2202A Delivery=

For Web Services delivery three things must happen.

==CRA Form Approval==

In the Fall, Keeler Services will provide a reformatted T2202A form. Each institution needs to receive approval from CRA (Keeler Services will give you the email address and language for this request), and send a copy of that approval to Keeler Services.

==Perl Script File Generation==

Once the approval is received, Keeler Services will provide two Perl scripts that are used in the Web generation process. These, along with the approved PDF form, need to be placed in sub-folders of your current data directory. Assuming your current directory is called dbf.mm, this would be:

dbf.mm\t2202a\[tax year]

where [tax year] is the 4 digit year.

==Releasing Receipts==

Forms are "held" by default. That is, the student will not be able to retrieve the information. In order to release this, you need to use the application shipped with the windows client for CrossRoad called "EAS Admission." One of the options there allows you to adjust T2202A data, including its release. The typical reason for not releasing a T2202A is that the student has not finished paying for the tuition receipted.

=Fields in QIFEES and Financial Aid Section and Effect on T4A/T2202A Production.=

==Fee Table==

[[image:QIFees.jpg]]

This table is accessed through support tables.

<table border>
<tr><td>Field</td><td>Field Name</td><td>Type</td><td>Width</td><td>Dec.</td><td>Description</td></tr>
<tr><td>1</td><td>FEENAME</td><td>Character</td><td>14</td><td></td><td>Name == AccPac ItemCode.</td></tr>
<tr><td>2</td><td>FEETYPE</td><td>Character</td><td>1</td><td></td><td>Type of Fee (X = fixed fee, C = per credit fee, R = per course fee, F = by FT/PT status)</td></tr>
<tr><td>3</td><td>FEEAMOUNT</td><td>Numeric</td><td>10</td><td>3</td><td>Amount of fee</td></tr>
<tr><td>4</td><td>FEECOND</td><td>Character</td><td>50</td><td></td><td>Conditions for preselecting fee.</td></tr>
<tr><td>5</td><td>FEEFT</td><td>Numeric</td><td>10</td><td>2</td><td>Fee for Full-Time students (if FeeType is F)</td></tr>
<tr><td>6</td><td>FEEPT</td><td>Numeric</td><td>10</td><td>2</td><td>Fee for Part-Time students (if FeeType is F)</td></tr>
<tr><td>7</td><td>FEEDESC</td><td>Character</td><td>45</td><td></td><td>Fee Description (long name in drop lists)</td></tr>
<tr><td>8</td><td>FEEMAXIMUM</td><td>Numeric</td><td>10</td><td>2</td><td>Maximum fee amount charged (leave 0.00 for no maximum)</td></tr>
<tr><td>9</td><td>FEEMINIMUM</td><td>Numeric</td><td>10</td><td>2</td><td>Minimum fee amount charged (leave 0.00 for no minimum)</td></tr>
<tr><td>10</td><td>RECEIPT</td><td>Logical</td><td>1</td><td></td><td>Is this fee included on a T2202A?v
</table>

The two items, then, that are critical to T2202A production are:
* field number 1, which matches the itemcode used in the A/R section as well as that used in AccPac.
* field number 10, which identifies fees which are to be included on the T2202A.

==Financial Aid==
[[image:FinAid.jpg]]

This is accessed through the Financial Aid section.

<table border>
<tr><td>Field</td><td>Field Name</td><td>Screen Name</td><td>Type</td><td>Width</td><td>Dec.</td><td>Description</td></tr>
<tr><td>1</td><td>FINAIDID</td><td>Aid Id:</td><td>Numeric</td><td>5</td><td></td><td>Numeric internal id</td></tr>
<tr><td>2</td><td>NAME</td><td>Name:</td><td>Character</td><td>60</td><td></td><td>Name of Aid</td></tr>
<tr><td>3</td><td>ACADEMIC</td><td>Academic</td><td>Logical</td><td>1</td><td></td><td>Is an academic award?</td></tr>
<tr><td>4</td><td>NEED</td><td>Need</td><td>Logical</td><td>1</td><td></td><td>Is a need based award?</td></tr>
<tr><td>5</td><td>OTHERCOND</td><td>Other Conditions:</td><td>Character</td><td>100</td><td></td><td>Other data used in award (fields from other tables)</td></tr>
<tr><td>6</td><td>SEQUENCE</td><td>Reporting Sequence:</td><td>Character</td><td>3</td><td></td><td>Report Order Sequence</td></tr>
<tr><td>7</td><td>HSORPS</td><td>Prefer High School GPA</td><td>Logical</td><td>1</td><td></td><td>Preferred average</td></tr>
<tr><td>8</td><td>AMOUNT</td><td>Amount:</td><td>Numeric</td><td>10</td><td>2</td><td>Amount (or percentage if set below)</td></tr>
<tr><td>9</td><td>PCTPERTERM</td><td>% applied per term</td><td>Numeric</td><td>6</td><td>2</td><td>% of award applied per term</td></tr>
<tr><td>10</td><td>ITEMCODE</td><td>Item Code:</td><td>Character</td><td>14</td><td></td><td>Item code for AccPac</td></tr>
<tr><td>11</td><td>AMTISPCT</td><td>Amount is %</td><td>Logical</td><td>1</td><td></td><td>If true, the amount is a % of tuition</td></tr>
<tr><td>12</td><td>VALIDTERMS</td><td>Valid terms:</td><td>Character</td><td>10</td><td></td><td>Number of terms this can be applied to</td></tr>
<tr><td>13</td><td>SCHBURAWAR</td><td>Unlabeled drop box</td><td>Character</td><td>1</td><td></td><td>Scholarship = S, Bursary = B, Award = A</td></tr>
<tr><td>14</td><td>INTERNAL</td><td>Internal</td><td>Logical</td><td>1</td><td></td><td>True = Internal, False = External</td></tr>
<tr><td>15</td><td>RECEIPT</td><td>Receipt</td><td>Logical</td><td>1</td><td></td><td>Include in T4A Receipts</td></tr>
</table>

T4A critical items are
Field number 10, itemcode, which matches the itemcode used in the A/R section as well as that used in AccPac.
Field number 15, which determines whether this is included in the T4A data.

Aside from field values for these two tables, the other critical factor in production of the T4A and T2202A data files is that records exist at the time of exporting the data. That is, a fee or financial aid item must be retained in the system even if it has been discontinued. Details except for those identified as "critical" above may be changed, but the record must be present. This usually translates to keeping records for an additional academic year beyond discontinuance.

=T2202a.dat and T4a.dat field descriptions=

==T2202A.Dat fields==

<table border>
<tr>
<td>Fieldname</td>
<td>Description</td>
<td>Example</td>
</tr>
<tr>
<td>Namecust</td>
<td>Name</td>
<td>"CHARLES SCHULTZ"
</td>
</tr>
<tr>
<td>textstre1 </td>
<td>Address </td>
<td>"99 BLUETREE CLOSE" </td>
</tr>
<tr>
<td>Namecity</td>
<td>City</td>
<td>"ST ALBERT"</td>
</tr>
<tr>
<td>Codestte</td>
<td>Province</td>
<td>"AB"</td>
</tr>
<tr>
<td>Codepstl</td>
<td>Postal Code</td>
<td>"T8N 2A1"</td>
</tr>
<tr>
<td>Codectry</td>
<td>Country</td>
<td>"CANADA"</td>
</tr>
<tr>
<td>Degree</td>
<td>Degree</td>
<td>"BA3 "</td>
</tr>
<tr>
<td>textopfl4</td>
<td>Student ID</td>
<td>"990137"</td>
</tr>
<tr>
<td>Wintot</td>
<td>Total Tuition for
Winter Term</td>
<td>"337.00"</td>
</tr>
<tr>
<td>Winptmon</td>
<td>Part time months for
Winter Term</td>
<td>"04"</td>
</tr>
<tr>
<td>Winmon</td>
<td>Full time months for
Winter Term</td>
<td>"00"</td>
</tr>
<tr>
<td>Sprtot</td>
<td>Total Tuition for
Spring/Summer Terms</td>
<td>"0.00"</td>
</tr>
<tr>
<td>Sprptmon</td>
<td>Part time months for
Spring/Summer Terms</td>
<td>"00"</td>
</tr>
<tr>
<td>Sprmon</td>
<td>Full time months for
Spring/Summer Terms</td>
<td>"00"</td>
</tr>
<tr>
<td>Faltot</td>
<td>Total Tuition for Fall
Term</td>
<td>"720.00"</td>
</tr>
<tr>
<td>Falptmon</td>
<td>Part time months for
Fall Term</td>
<td>"04"</td>
</tr>
<tr>
<td>Falmon</td>
<td>Full time months for
Fall Term</td>
<td>"00"</td>
</tr>
<tr>
<td>total99</td>
<td>Total Tuition for Year</td>
<td>"1057.00"</td>
</tr>
<tr>
<td>Totalptmon</td>
<td>Total Part Time Months for Year</td>
<td>"08"</td>
</tr>
<tr>
<td>Totalmon</td>
<td>Total Full Time Months
for Year</td>
<td>"00"</td>
</tr>
<tr>
<td>Sin</td>
<td>Social Insurance Number</td>
<td>"777888999"</td>
</tr>
<tr>
<td>Sortname</td>
<td>Name for alpha sort</td>
<td>"SCHULTZ CHARLES "</td>
</tr>
<tr>
<td>Firstname</td>
<td>First name</td>
<td>"CHARLES"</td>
</tr>
<tr>
<td>Lastname</td>
<td>Surname</td>
<td>"SCHULTZ"</td>
</tr>
</table>

A couple of notes:

Winter is the first year term
listed when you extract the data.

Spring/Summer are all the terms
between the first year/term listed and the last.

Fall is the last term listed when
you extract the data.

==T4A fields==

<table border>
<tr>
<td>Fieldname</td>
<td>Description</td>
<td>Example</td>
</tr>
<tr>
<td>Namecust</td>
<td>Name</td>
<td>"ALEXANRA SMYTHE"</td>
</tr>
<tr>
<td>textstre1</td>
<td>Address</td>
<td>"270 STORKDALE ROW"</td>
</tr>
<tr>
<td>namecity</td>
<td>City</td>
<td>"LEDUC"</td>
</tr>
<tr>
<td>codestte</td>
<td>Province</td>
<td>"AB"</td>
</tr>
<tr>
<td>codepstl</td>
<td>Postal Code</td>
<td>"T4Q 2T9"</td>
</tr>
<tr>
<td>codectry</td>
<td>Country</td>
<td>"CANADA"</td>
</tr>
<tr>
<td>sin1</td>
<td>First 3 digits of Social
Insurance Number</td>
<td>"777"</td>
</tr>
<tr>
<td>sin2</td>
<td>Second 3 digits of Social
Insurance Number</td>
<td>"888"</td>
</tr>
<tr>
<td>sin3</td>
<td>Final 3 digits of Social
Insurance Number</td>
<td>"999"</td>
</tr>
<tr>
<td>schtotal</td>
<td>Total scholarship amount</td>
<td>"2696.00"</td>
</tr>
<tr>
<td>sortname</td>
<td>Name for sorting</td>
<td>"SMYTHE ALEXANRA "</td>
</tr>
<tr>
<td>firstname</td>
<td>Firstname</td>
<td>"ALEXANRA "</td>
</tr>
<tr>
<td>lastname</td>
<td>Surname</td>
<td>"SMYTHE "</td>
</tr>
</table>

= Reference =

It might be helpful to read through CRA comments about T2202A and what tuition is countable. See [http://www.cra-arc.gc.ca/tx/tchncl/ncmtx/fls/s1/f2/s1-f2-c2-eng.html#N10250]

PhotoID

2013-10-22T20:12:44Z

WikiSysop:

=Taking the Pictures=

==Picture location==

This is specified in the support table SISMM. The 4th entry in this table is the location where you will store the images used for ID pictures. Note that this path must have a folder underneath it named "new".

==Picture taking in CrossRoad or Wizard==

When editing a student file, there is a button the the barcode/picture tab to take a picture. Clicking that invokes the helper application, which in turn should call the TWAIN interface for a camera attached to the station. Finishing that process will save the picture in the "new" folder under the picture path. The reason for this step is that these pictures are frequently in need of improvement and cropping.

There is also a "Take Picture" button in the Advisor/Instructor window, but note that it does not automatically use the "new" folder. Instead it uses the picture path as specified in that window. There is also not particular naming scheme, again using whatever is noted in the path line.

And there is a "Take Picture" button in the Employee window which works very similarly to that in the Advisor/Instructor window.

==Editing==

Generally the pictures need to be edited. You can use any number of programs to improve the quality of the pictures. King's uses use a freeware program called DCE (http://www.mediachance.com/digicam/enhancer.htm). Combined with an AutoHotKey program written by Keeler Services to process a whole folder of images at a time, this works pretty well. Photoshop with some extensions could also probably produce similar results.

Cropping is another issue. Very few free programs are available for this, but King's uses ASmallerImage (http://www.trivista.com/products/asmallerimage/) It is pretty cheap
and allows you to specify output dimensions and work your way through a whole folder pretty easily. The images should be cropped to make portrait orientation (as opposed to the landscape orientation that most cameras take the pictures in) with the width to height ratio of 3:4.

King's currently uses Luxland FaceCrop which, while not cheap, does a good job of identifying faces and cropping to that. When that fails, ASmallerImage is used.

In the process of enhancing and cropping these images, King's use some temporary folders but ends up with the final image in the picture path specified above. That is, below the new folder there is a DCD folder. DCE Enhance saves the "improved" picture in that folder. ASmallerImage looks in that folder for its source and saves the cropped image up to levels in the normal picture path.

This process means that I need to use two batch files which basically delete the interim files. DCDT2.BAT and REMABV.BAT both simply delete any image in the temporary folders that also exists in the previous folder. This is just tidying so that the same image is not processed more than once.

==Barcodes External Utility==

I have a cron machine run a batch file called barc.bat. It is reproduced below:

@echo off
barcodes 2007/082~ k:\groups\reg-lias\bmp\ @lab.kingsu.ca N > barerr.txt
killzero barerr.txt
:mail
cmdemail /I barcodes.eml
:end
u:
del barcodes.rpt
if exist barerr.txt cmdemail /I barerr.eml

This file calls a utility named barcodes. The parameters are a tilde-delimited list of active year/terms, the source folder for the id pictures, the extension for email addresses (the unique name is stored in a file called labuser.dbf).

It does a number of things with the underlying database that is used for printing the ID cards. The primary thing that it does is to flag new or changed records for printing. When someone's name changes, or when they lose their id card and need the barcode incremented, a new card needs to be printed. This utility helps identify those. The last line of the batch file emails a report of the results.

==CrossRoad IDCard report==

An external report file called "STUDENT ID CARDS.RPT" must be custom developed for each institution. This has the logo, picture and placement of name etc. This is set up to print the cards 10 up on the Avery business card paper and we print them on a colour laserjet. The report can be set up to print on other layouts.

This report is accessed from the Current Students window under File | Print | Student Lists | Student ID Cards. This asks which position at which to start the report which should always be set to 1. The print preview should be sent to a colour printer with appropriate settings (at King's these are manual feed with cardstock as the paper type). Once the cards are printed you are asked whether to mark them as such. Unless a paper jam or other calamity has destroyed the output, the answer is yes.

=Printing Photo Class Lists=

Pictorial class lists are generated using a pair of external utilities and an external report form.

==Extract Class Lists==

First the class lists need to be extracted into a distinct database. This is largely to permit padding the output so that each class is on its own pages.

Usage: classlst [YearTerm] [Datadir] [GroupSize]. 15 is the normal group size

==Add Residence Students==

If a pictorial list of residence students is also desired, there is another utility to extract those.

REZLST [YearTerm] [DataDir]

This produces rez.lst. This should have textlines with the correct year, term, course, sli values and id values of 0 added to pad to a multiple of 15. Using DBU, append this file (as delimited) to classlst.dbf (remember classlst.ntx!). It may be desirable to split this file by building code (the first character of the room code).

==Delete Excess==

There may be classes that are not desirable to have in the file. DBU may be used to delete these from classlst.dbf.

==ClsLstPrn==

This windows based utility in c:\crossroad allows you to print the class lists. It is designed to send each class to the printer individually. Note that these files can be very large, and this may stress network printing facilities. So printing these in groups is a good idea. The lists can be printed by Course Code or in Instructor Groups.

=Doing Reprints/Lost Cards=

==Lost Card Request==

Library Completes Replace Lost Student Identification Card form, collecting the fee. CrossRoad has the number of lost cards incremented for students, or the new barcode entered for Advisors/Employees. Form is passed to whoever is printing the replacements. Requests for students are filed in student file after printing.

==Reprint Request==

The come from the library when they are having problems reading a card. These are given to whoever is doing the reprints. These are discarded after printing.

=Back of ID=

The back of ID cards usually carries information about use and loss of the card. At King's we print these with a Word document k:\groups\reg-lias\forms\id card back.doc.

[[Category:CrossRoad]]
[[Category:Miscellaneous]]

Program Support Table

2013-06-16T23:35:39Z

WikiSysop:

[[Image:Programs.jpg]]

== Degree Identifiers ==
* Degree: This is the up to 4 character code for the degree. Typically this identifies the level of the degree, and the length.
* Conc: This is the major code for this degree (which should match a subject in the conc.dbf support table.
* Longname: This is the human readable name for this program. Note that standard academic nomenclature should be used. So the degree may contain the word "of," as in Bachelor of Arts, whereas the major should be separated with "in."

== Enabling fields ==
* Active_app: this allows this program to appear in the application tabs and to be used with on-line applications.
* Active_reg: this allows this program to appear in progress of applications.

== GPA fields: ==

* Graduating GPA Overall: This is the field Passgpa.
* Graduating Major GPA: This is the field Passmgpa.
* Graduation with distinction. Up to three levels of graduation with distinction are permitted. cum laude is in the Distinctn field, , magna cum laude is in the Distinctn2 field, while summa cum laude is in the Distinctn3 field. If a level is left at 0.00, it indicates that you do not have that level of distinction.

== Faculty: ==
This is the faculty home for this program.

== Program Length and Loads ==

=== Credits or Courses ===
Although course based programs are becoming extremely rare, both can be used in CrossRoad. Check the field Crs_v_cred for programs that are credit based.

=== Length ===
Prog_len should have the number of credits required in the program.

=== Minimum number of senior level credits ===
Minsenior should contain the number of credits after the introductory level that are required for this degree.

=== Maximum transfer ===
The field Maxxfr should have the maximum number of transfer credits available. Note that if this is left at 0 then no transfer will be counted towards the program.

=== Full time threshold ===
Ftthresh holds the minimum number of credits per term that a student must take to be considered full-time. This is normally 60% of the normal full-load.

=== Year of Study determination ===
Thresholds for students to be classified as being in a particular year of study should be entered. For any year that is not part of the program, 999 should be entered.
* Yr1thresh: this is the number of credits earned to be considered year 1. This is normally 0.00
* Yr2thresh: this is the number of credits earned to be considered year 2.
* Yr3thresh: this is the number of credits earned to be considered year 3.
* Yr4thresh: this is the number of credits earned to be considered year 4.

=== Loads ===
This is entered in credits. Any year that is not part of the program should be left at 0.00.

* Yr1load: This is the normal number of credits taken by students in the first year of the program
* Yr2load: This is the normal number of credits taken by students in the second year of the program
* Yr3load: This is the normal number of credits taken by students in the third year of the program
* Yr4load: This is the normal number of credits taken by students in the fourth year of the program

== External Program Codes ==
* CIP: Classification of Instructional Programs as used by provincial and federal reporting agencies.
* PESC Award Code: This is required if XML transcripts are being produced.
* CISCode: This is the degree code for reporting in the Province of Alberta.
* QuaCode: This and the following fields all relate to former Stats Can reporting.
* Qualif:
* Prgcat:
* Approv:

== Other fields ==
* Notes: This is a free form note field.
* Admitted: This is an inactive field relating to quota controls.
* Maximum: This is an inactive field relating to quota controls.

Program Support Table

2013-06-16T23:24:15Z

WikiSysop: New page: Image:Programs.jpg == Degree Identifiers == * Degree * Conc * Longname == Enabling fields == * Active_app: this allows this program to appear in the application tabs and to be used ...

[[Image:Programs.jpg]]

== Degree Identifiers ==
* Degree
* Conc
* Longname

== Enabling fields ==
* Active_app: this allows this program to appear in the application tabs and to be used with on-line applications.
* Active_reg: this allows this program to appear in progress of applications.

== GPA fields: ==

* Graduating GPA Overall: This is the field Passgpa.
* Graduating Major GPA: This is the field Passmgpa.
* Graduation with distinction. Up to three levels of graduation with distinction are permitted. cum laude is in the Distinctn field, , magna cum laude is in the Distinctn2 field, while summa cum laude is in the Distinctn3 field. If a level is left at 0.00, it indicates that you do not have that level of distinction.

== Faculty: ==
This is the faculty home for this program.

== Program Length and Loads ==

=== Credits or Courses ===
Although course based programs are becoming extremely rare, both can be used in CrossRoad. Check the field Crs_v_cred for programs that are credit based.

=== Length ===
Prog_len should have the number of credits required in the program.

=== Minimum number of senior level credits ===
Minsenior should contain the number of credits after the introductory level that are required for this degree.

=== Maximum transfer ===
The field Maxxfr should have the maximum number of transfer credits available. Note that if this is left at 0 then no transfer will be counted towards the program.

=== Full time threshold ===
Ftthresh holds the minimum number of credits per term that a student must take to be considered full-time. This is normally 60% of the normal full-load.

=== Year of Study determination ===
Thresholds for students to be classified as being in a particular year of study should be entered. For any year that is not part of the program, 999 should be entered.
* Yr1thresh: this is the number of credits earned to be considered year 1. This is normally 0.00
* Yr2thresh: this is the number of credits earned to be considered year 2.
* Yr3thresh: this is the number of credits earned to be considered year 3.
* Yr4thresh: this is the number of credits earned to be considered year 4.

=== Loads ===
This is entered in credits. Any year that is not part of the program should be left at 0.00.

* Yr1load: This is the normal number of credits taken by students in the first year of the program
* Yr2load: This is the normal number of credits taken by students in the second year of the program
* Yr3load: This is the normal number of credits taken by students in the third year of the program
* Yr4load: This is the normal number of credits taken by students in the fourth year of the program

== External Program Codes ==
* CIP:
* PESC Award Code:
* CISCode:
* QuaCode:
* Qualif:
* Prgcat:
* Approv:

== Other fields ==
* Notes:
* Admitted:
* Maximum:

Support Table Maintenance

2013-06-16T22:50:52Z

WikiSysop: New page: Support Tables = Programs = Program Support Table

Support Tables

= Programs =

[[Program Support Table]]

File:Programs.jpg

2013-06-16T22:47:18Z

WikiSysop: Programs Support Table

Programs Support Table

KINGS - New English Proficiency Measures

2013-05-02T14:55:38Z

WikiSysop: /* GCE/IGCSE Equivalents */

= New English Proficiency Measures =

This section lists means for meeting English proficiency at King's that are not included in the Academic Calendar because they are new or rare.

== Pearson Test of English (Academic) ==

PTE (Academic): An overall score of at least 59. http://pearsonpte.com/PTEAcademic/Pages/home.aspx

== CLBA ==

Canadian Language Benchmarks Assessment (CLBA) a minimum of 9.0

= English Proficiency Exemption based on Standardized Tests =

== SAT and English Proficiency ==

An SAT Critical Reading and Verbal score of 550 can be used in place of a standardized English proficiency test.

== GCE/IGCSE Equivalents ==

A grade of B or better in an O-level, GCSE, or IGCSE English Language or Literature subjects.

A level or higher with a grade of B or better in the HKDSE English Language or Literature subjects.

ApplyAlberta

2012-10-22T16:56:13Z

WikiSysop: /* ASN Reconciliation Issues */

= Application Procedures =

In general, applications are received as follows.

<ol>
<li>Applicant completes ApplyAlberta Profile</li>
<li>Applicant applies to King's portion (email is sent to applicant on completion)</li>
<li>Applicant pays application fee</li>
<li>Payment is matched to application</li>
<li>Statistical Record is sent to ApplyAlberta</li>
<li>Application is Sent to CrossRoad</li>
<li>Application is Received by CrossRoad (File #is assigned)</li>
<li>Application is Printed to electronic file</li>
<li>Transcript requests are entered into Toolkit</li>
</ol>

Items 4 through 8 are described below.

== Payment is Received ==

Online payments are noted in an email to registrar@kingsu.ca. They may also be received in person, by Enrollment Services waivers, by mailed in cheque, wire transfer, bank payment...

== Application Statistical Record is Sent ==

This requires logging into the Application Maintenance system for King's. Production version of this is

https://apply.kingsu.ca/Admin/

In the application list the button beside the now paid application labeled "Send to APAS" should be clicked. This sends a record to ApplyAlberta noting that we have accepted this application for processing.

== Application is Sent to CrossRoad ==

In the same place as the screen above, click the checkbox next to the matched application and click the button in the lower right labeled "Send to CrossRoad."

Multiple entries may be sent in a single pass.

== Application is Received by CrossRoad ==

In CrossRoad, in Current Students, choose Edit | Add from ApplyAlberta. There specify the ASN and application number from the previous step. These can by copy and pasted between windows. Once the import is complete (that is data validated against our standards; new highschool and post-secondary institutions flagged) and data has been reloaded in the Phase II program, the file number assigned in CrossRoad should also appear there.

== Application is Printed to electronic file ==

Return to the apply.kingsu.ca/Admin browser window. Select and View the application. Print it to a PDF and then use the Send To application to file that in the electronic student file using the File# generated in the previous step.

== Transcript requests are entered into Toolkit ==

Using the ApplyAlberta Toolkit (http://apply.kingsu.ca:8080/apasiit/), generate transcript requests for each institution cited. Note that the hold type should be correct in the following pattern:

<ul>
<li>For an institution where the student is currently enrolled, we would request an immediate ("now") transcript and a transcript when grades are released.</li>
<li>For an institution where the student is no longer enrolled, we would request an immediate transcript.</li>
<li>When a student is applying to an after-degree, or second-degree program, we would also request a transcript when the graduation notation is affixed.</li>
</ul>

=== Entering Requests Manually ===
To enter these one at a time, choose Admissions | Request Transcript to start each applicant's group of requests.

The following are mandatory fields for making this request.
<ul>
<li>Last Name</li>
<li>First Name</li>
<li>Gender</li>
<li>Date of Birth (yyyy-mm-dd)</li>
<li>ASN</li>
</ul>

To assist with this, a "Copy ApplyAlberta" button appears on the Secondary and Post-Secondary pages. This places the data in the sequence noted on the clipboard. Another button will copy a student number from a post-secondary record for inclusion in the specific request.

Note the correct release type and submit the requests for this student. See the next section for more detail on managing the requests.

=== Entering Requests By Import of CSV ===
Requests may be exported from CrossRoad through the ApplyAlberta button on the Application for Admission tab. The first export should have the headers added, subsequent exports should not. The process will then loop through each institution starting with Alberta Education (AE) to allow for an immediate request and a second request after final grades or degree notation. To finish with an institution, click Cancel on the dialog box.

In the Toolkit, choose Admissions | Unsent Transcript Requests. Use the Import button at the bottom to find and import the file exported from CrossRoad. Check to ensure that all the requests have imported correctly, including hold types.

= Transcript Procedures =

== Transcript Request Receipt ==

1) Transcript Request arrives at King’s. 
2) Responses include a copy of the information sent in the original request. 
3) If information in the request cannot be extracted, return a Cancelled Response indicating the record has a problem with the data it contains. 
4) Determine if applicant is in the King’s SIS database (when the request arrives). 

If the student cannot be uniquely identified on the initial search, return response of type “OfflineRecordSearch” and start a manual search process.

If the student record is not found, return “NoRecord” (using original request id).

If the student record is found, in paper/microfiche records, determine Holdtype.

If the student record is found in electronic records but under different identifiers than in request, consider updating electronic records for that student prior to sending transcript (e.g. Update ASN, or name information. It is ok to send transcripts with existing information without doing any updates). Combine multiple records into a single record if necessary. Determine holdtype.

If student can be uniquely identified, determine if transcript should be generated.

If not, (e.g. transcript is being held for financial or other reasons): Send response of type “hold” (with the original request id). NOTE: it is the responsibility of the requesting institution to communicate to the student the need to clear the hold. If hold is not cleared in 60 days then send a Cancelled response.

If the holdtype allows for the transcript to be generated at this time, send record electronically or as paper if part of the record is in paper/microfiche (with original request id).

If the holdtype does not allow for the transcript to be generated at this time, keep transcript in queue until such time as the transcript can be generated.

== Transcript Production ==

== Transcript Request Issuance ==

1) Application arrives at King’s with transcripts being requested. 
2) For each Institution or school listed for transcripts on the application: 
If applicant is currently enrolled we determine number of requests to be sent based on different holdtypes. We determine the terms or dates for each individual request based on when the information is needed for evaluation
If applicant is not currently enrolled, we flag to only send a single request with Holdtype=Now. 
3) Consolidating our requests. 
Ideally one request per Holdtype should be sent to a fulfilling institution. (e.g. student attended 3 AB high schools only send 1 request to AE) 
4) Send our requests. 
Ensure all PESC required and recommended fields, where we have access to the information, are included in the request
Generate a request to each institution for each Holdtype. NOTE: each request must have a different RequestID

== Transcript Request Tracking ==

King’s will let applicants know which transcripts we can obtain on their behalf and whether there are any transcripts they are responsible for ordering. 
Applicants can check the status of their transcript being transferred through Apply Alberta by logging on(Apply Alberta - My Activities – Transcripts). Any transcripts that applicants are responsible for ordering will not show up on this status page.

== ASN Reconciliation Issues ==

=== ASI ===
The ASI submission process for submitting and validating ASN’s will continue. Institutions will receive any updated ASN’s through that process. APAS will now need to be notified by Alberta Education of any changes to ASN’s made through this process. APAS will be notified by fax.

When multiple ASN situations are detected by Alberta Education the procedure will be to fax APAS and the institutions any changes to the ASN. APAS and the institutions will update their database information on the student. The institutions will initiate a new request for the transcript on behalf of the student.

When a student initiates a request to investigate a problem with partial transcripts that results in an ASN change, that change will also be faxed to APAS and the institution(s) they applied to. Institutions should then re-request any transcripts after updating their databases. Note: the student may request AE transmit their transcripts immediately in which case institutions may receive an unsolicited transcript. This transcript could arrive prior to their generating a new request.

Note that recently this process seems to be assigning a new ASN to all individuals who have a new surname. We have therefore stopped changing ASNs based on this report if that is the case.

=== Deleted/Retired ASN Process ===

Periodically, EAE will issue a Deleted/Retired ASN report in the form of an Excel workbook. This is imported into our file ASNDEL.DBF which is used to match against XTRA.DBF and ARCXTRA.DBF.

= Technical Support Procedures =

== Bug Reporting Procedure ==

All bug reports are to be made to either Henry Stad or Glenn Keeler who will in turn report these to ApplyAlberta.

=== Known Bugs in Internal Application as of 07 February 2011 ===

None

== Disaster Recovery Strategy ==

To be completed by IT.

== Institutional Maintenance Page ==

Glenn Keeler or Henry Stad will enter any maintenance dates affecting Apply Alberta. The source for such dates is King's IT. Similarly, Open House and King's View Friday dates will be reported to Apply Alberta by Glenn Keeler or Henry Stad.

= Contact List =
<div>
Production
Application Contacts
 
<table border=1 cellspacing=0 cellpadding=0>
<tr>
<td valign=top>
 
</td>
<td valign=top>
 
</td>
<td valign=top>
Name
</td>
<td valign=top>
Title
</td>
<td valign=top>
Work
Phone
</td>
<td valign=top>
Alternate
Phone
</td>
<td valign=top>
Email
</td>
<td valign=top>
Hours
(M-F)
</td>
</tr>
<tr>
<td rowspan=3 valign=top>
Business Contacts
</td>
<td valign=top>
Primary 
</td>
<td valign=top>
Henry Stad
</td>
<td valign=top>
Registry Information Coordinator
</td>
<td valign=top>
(780) 465-3500 x 8214
</td>
<td valign=top>

</td>
<td valign=top>
Henry.Stad@kingsu.ca
</td>
<td valign=top>
Tues-Thur 08:00-18:00, Fri 08:00-17:30
</td>
</tr>
<tr>
<td valign=top>
Backup

</td>
<td valign=top>
Rick Toews
</td>
<td valign=top>
Assistant Registrar
</td>
<td valign=top>
(780) 465-3500 x 8123
</td>
<td valign=top>

</td>
<td valign=top>
Rick.Toews@kingsu.ca
</td>
<td valign=top>
09:00-17:00
</td>
</tr>
<tr>
<td valign=top>
Escalation

</td>
<td valign=top>
Glenn Keeler
</td>
<td valign=top>
Registrar
</td>
<td valign=top>
(780) 465-3500 x 8035
</td>
<td valign=top>

</td>
<td valign=top>
Glenn.Keeler@kingsu.ca
</td>
<td valign=top>
08:00-17:00
</td>
</tr>
<tr>
<td colspan=8 valign=top>
 
</td>
</tr>
<tr>
<td rowspan=3 valign=top>
Technical
Contacts
</td>
<td valign=top>
Primary

</td>
<td valign=top>
Tony Lambregts
</td>
<td valign=top>
Network Administrator
</td>
<td valign=top>
(780) 465-3500 x 8015
</td>
<td valign=top>

</td>
<td valign=top>
Tony.Lambregts@kingsu.ca
</td>
<td valign=top>
08:00 – 16:00
</td>
</tr>
<tr>
<td valign=top>
Backup

</td>
<td valign=top>
Will Ryks
</td>
<td valign=top>
Director ITS
</td>
<td valign=top>
(780) 465-3500 x 8080
</td>
<td valign=top>

</td>
<td valign=top>
Will.Ryks@kingsu.ca
</td>
<td valign=top>
08:00 – 16:00
</td>
</tr>
<tr>
<td valign=top>
Escalation

</td>
<td valign=top>
Will Ryks
</td>
<td valign=top>
Director ITS
</td>
<td valign=top>
(780) 465-3500 x 8080
</td>
<td valign=top>

</td>
<td valign=top>
Will.Ryks@kingsu.ca
</td>
<td valign=top>
08:00 – 16:00
</td>
</tr>
</table>
 
 
Production
Transcript Contacts
 
<table border=1 cellspacing=0 cellpadding=0>
<tr>
<td valign=top>
 
</td>
<td valign=top>
 
</td>
<td valign=top>
Name
</td>
<td valign=top>
Title
</td>
<td valign=top>
Work
Phone
</td>
<td valign=top>
Alternate
Phone
</td>
<td valign=top>
Email
</td>
<td valign=top>
Hours
(M-F)
</td>
</tr>
<tr>
<td rowspan=3 valign=top>
Business Contacts
-Incoming & Outgoing
</td>
<td valign=top>
Primary 
</td>
<td valign=top>
Erika Elves
</td>
<td valign=top>
Registry Clerical Assistant
</td>
<td valign=top>
(780) 465-3500 x 8030
</td>
<td valign=top>

</td>
<td valign=top>
Erika.Elves@kingsu.ca
</td>
<td valign=top>
Mon-Fri, 08:30-04:30
</td>
</tr>
<tr>
<td valign=top>
Backup

</td>
<td valign=top>
Henry Stad
</td>
<td valign=top>
Registry Information Coordinator
</td>
<td valign=top>
(780) 465-3500 x 8214
</td>
<td valign=top>

</td>
<td valign=top>
Henry.Stad@kingsu.ca
</td>
<td valign=top>
Tues-Thur 08:00-18:00, Fri 08:00-17:30
</td>
</tr>
<tr>
<td valign=top>
Escalation

</td>
<td valign=top>
Glenn Keeler
</td>
<td valign=top>
Registrar
</td>
<td valign=top>
(780) 465-3500 x 8035
</td>
<td valign=top>

</td>
<td valign=top>
Glenn.Keeler@kingsu.ca
</td>
<td valign=top>
Mon-Fri 08:00-17:00
</td>
</tr>
<tr>
<td>
ASN queries
</td>
<td valign=top>

</td>
<td valign=top>
Erika Elves
</td>
<td valign=top>
Registry Clerical Assistant
</td>
<td valign=top>
(780) 465-3500 x 8030
</td>
<td valign=top>
 
</td>
<td valign=top>
Erika.Elves@kingsu.ca
</td>
<td valign=top>
Mon-Fri, 08:30-04:30
</td>
</tr>
<tr>
<td colspan=8 valign=top>
 
</td>
</tr>
<tr>
<td rowspan=3 valign=top>
Technical
Contacts
</td>
<td valign=top>
Primary

</td>
<td valign=top>
Tony Lambreghts
</td>
<td valign=top>
Network Administrator
</td>
<td valign=top>
(780) 465-3500 x 8015
</td>
<td valign=top>

</td>
<td valign=top>
Tony.Lambregts@kingsu.ca
</td>
<td valign=top>
08:00 – 16:00
</td>
</tr>
<tr>
<td valign=top>
Backup

</td>
<td valign=top>
Will Ryks
</td>
<td valign=top>
Director ITS
</td>
<td valign=top>
(780) 465-3500 x 8080
</td>
<td valign=top>

</td>
<td valign=top>
Will.Ryks@kingsu.ca
</td>
<td valign=top>
08:00 – 16:00
</td>
</tr>
<tr>
<td valign=top>
Escalation

</td>
<td valign=top>
Will Ryks
</td>
<td valign=top>
Director ITS
</td>
<td valign=top>
(780) 465-3500 x 8080
</td>
<td valign=top>

</td>
<td valign=top>
Will.Ryks@kingsu.ca
</td>
<td valign=top>
08:00 – 16:00
</td>
</tr>
</table>
 
Outage
Contacts
 
<table border=1 cellspacing=0 cellpadding=0
>
<tr>
<td valign=top>
Name
</td>
<td valign=top>
Title
</td>
<td valign=top>
Work
Phone
</td>
<td valign=top>
Alternate
Phone
</td>
<td valign=top>
Email
</td>
<td valign=top>
Hours
(M-F)
</td>
</tr>
<tr>
<td valign=top>
Henry Stad
</td>
<td valign=top>
Registry Information Coordinator
</td>
<td valign=top>
(780) 465-3500 x 8214
</td>
<td valign=top>

</td>
<td valign=top>
Henry.Stad@kingsu.ca
</td>
<td valign=top>
Tues-Thur 08:00-18:00, Fri 08:00-17:30
</td>
</tr>
<tr>
<td valign=top>
Glenn Keeler
</td>
<td valign=top>
Registrar
</td>
<td valign=top>
(780) 465-3500 x 8035
</td>
<td valign=top>

</td>
<td valign=top>
Glenn.Keeler@kingsu.ca
</td>
<td valign=top>
Mon-Fri 08:00-17:00
</td>
</tr>
<tr>
<td valign=top>
Will Ryks
</td>
<td valign=top>
Director, ITS
</td>
<td valign=top>
(780) 465-3500 x 8080
</td>
<td valign=top>

</td>
<td valign=top>
Will.Ryks@kingsu.ca
</td>
<td valign=top>

</td>
</tr>
</table>
 
 
 
Testing
Contacts
 
<table border=1 cellspacing=0 cellpadding=0
>
<tr>
<td valign=top>
 
</td>
<td valign=top>
Name
</td>
<td valign=top>
Title
</td>
<td valign=top>
Work
Phone
</td>
<td valign=top>
Alternate
Phone
</td>
<td valign=top>
Email
</td>
<td valign=top>
Hours
(M-F)
</td>
</tr>
<tr>
<td rowspan=3 valign=top>
Application
</td>
<td valign=top>
Glenn Keeler
</td>
<td valign=top>
Registrar
</td>
<td valign=top>
(780) 465-3500 x 8035
</td>
<td valign=top>
 
</td>
<td valign=top>
Glenn.Keeler@kingsu.ca
</td>
<td valign=top>
Mon-Fri 08:00-17:00
</td>
</tr>
<tr>
<td valign=top>
Henry Stad
</td>
<td valign=top>
Registry Information Coordinator
</td>
<td valign=top>
(780) 465-3500 x 8214
</td>
<td valign=top>

</td>
<td valign=top>
Henry.Stad@kingsu.ca
</td>
<td valign=top>
Tues-Thur 08:00-18:00, Fri 08:00-17:30
</td>
</tr>
<tr>
<td valign=top>
Rick Toews
</td>
<td valign=top>
Assistant Registrar
</td>
<td valign=top>
(780) 465-3500 x 8123
</td>
<td valign=top>

</td>
<td valign=top>
Rick.Toews@kingsu.ca
</td>
<td valign=top>
Mon-Fri 09:00-17:00
</td>
</tr>
<tr>
<td rowspan=3 valign=top>
Transcript
</td>
<td valign=top>
Glenn Keeler
</td>
<td valign=top>
Registrar
</td>
<td valign=top>
(780) 465-3500 x 8035
</td>
<td valign=top>

</td>
<td valign=top>
Glenn.Keeler@kingsu.ca
</td>
<td valign=top>
Mon-Fri 08:00-17:00
</td>
</tr>
<tr>
<td valign=top>
Henry Stad
</td>
<td valign=top>
Registry Information Coordinator
</td>
<td valign=top>
(780) 465-3500 x 8214
</td>
<td valign=top>

</td>
<td valign=top>
Henry.Stad@kingsu.ca
</td>
<td valign=top>
Tues-Thur 08:00-18:00, Fri 08:00-17:30
</td>
</tr>
<tr>
<td valign=top>
Rick Toews
</td>
<td valign=top>
Assistant Registrar
</td>
<td valign=top>
(780) 465-3500 x 8123
</td>
<td valign=top>

</td>
<td valign=top>
Rick.Toews@kingsu.ca
</td>
<td valign=top>
Mon-Fri 09:00-17:00
</td>
</tr>
</table>

Other
Information
 
<table class=MsoNormalTable border=1 cellspacing=0 cellpadding=0
>
<tr>
<td valign=top>
Fax

</td>
<td valign=top>
(780) 465-8321
</td>
</tr>
<tr>
<td valign=top>
Address
</td>
<td valign=top>
9125 - 50 Street, Edmonton, AB T6B
2H3
</td>
</tr>
<tr>
<td valign=top>
Notes 
</td>
<td valign=top>
 
</td>
</tr>
</table>
 
</div>

Monthly Installments

2012-10-05T16:59:50Z

WikiSysop: /* Import into CrossRoad */

Monthly installments are integrated into both web services and the desktop client. There are several stages to this process. This is designed around exporting data to Rotessa.

= Enrolment =

Enrolment happens through Registry OnLine Services for Students.

== Bank and Branch Information ==

The data for the two validation tables, banks.dbf and branch.dbf, comes from http://www.cdnpay.ca.

There are several PDFs that should be downloaded and converted to text with one branch on each line. The utility program brnchcmp.exe can then be used to add/update branches. This will also note any banks that are missing.

== Web Services ==

=== STUMENU.REL ===

ROTESSA will enable this menu item for students.

=== STMNTRAN.REL ===

The entry ROTESSA should be assigned text for the display of the link. Monthly Installment Enrollment is the value currently specified.

=== ROTESSA.REL ===

Rotessa.rel contains the year and term for current enrolment. This should be set to the Fall term after 15 June. This should be set to Winter after 1 December. The effect is that if the student enrolled for a prior year and term, they have the option of re-enrolling for the current term.

=== ROTESSA.HTM ===

Rotessa.htm contains the terms and conditions to which students are agreeing when they enrol.

== Student Enrolment ==

Students then enter their bank, branch and account information. These are validated dynamically. When the student also checks the agreement checkbox, the submission button is enabled. An email is sent to the student and the defined online services address with this agreement.

Students can subsequently enter the site and withdraw their enrolment if they have not confirmed for that term, or update their banking information.

Email to the defined registry address is generated on withdraw or updates to the defined online services address.

= Exporting Enrolment to Rotessa =

== Exporting to CSV ==

Rotessac.exe is the utility to create a csv file for importing into Rotessa. This file generates output that needs to be piped into a file to save the data.

The parameters for this program are:

Group - for King's this is Undergraduate
Year - e.g. 2012/13
Term - e.g. 1
TestFee - e.g. SSF
Owing Threshold - $40 (given that the fee is $37.50).

So an example would be

rotessac Undergraduate 2012/13 1 SSF 40.00 > rot20120920.csv

The output will be CSV lines and some error messages. The lines with error messages should be removed from the file prior to upload to Rotessa. The types of errors that may come up are:

25643 has recent transaction activity -- skipping which means that the student has had financial activity (potentially affecting whether he/she needs the installment plan) either on the current date or the prior business day. These could be payments or a/r entries.

Insufficient credit 20120222 9.50 12.00 which means that the student, whose id is listed, is having financial aid excluded because they are in too few credits (the number after the student id) than the aid item requires (the final number).

No balance owing record for 99999 which means that there is no exported record for this student from AccPac

Invalid bank/branch for 99999 which means that the bank/branch information is incorrect. This should not happen except in teh case of a branch that closed.

Error retrieving credits for 2012/131ENGL204 which would mean that a course offering was deleted when students were still registered.

== Importing to Rotessa ==

In Rotessa, under the Admin section, find the Customer Import tab. Use the browse button to find the export file. Click the Import button. You should be able to review, perhaps on several pages, the entries for validity. If they are all valid, then click the Process button. Otherwise, click Cancel and fix the problems.

= Creating Payments =

== Creation of Payments in CrossRoad ==

In Current Students on the Installments tab, the Create button will calculate the amount owing from the current balance less any unreceived student loans and unapplied financial aid. Once the amount is calculated a query asks whether the create payments. If yes then a dialog to get the dates of the payments is presented -- this prepopulates with the first of the next three months from the current date. The payments are then created or updated if there is an existing payment for that date.

(Note that updates should be immediately manually updated in Rotessa.)

Students should be emailed with the results of this. InstlEml.exe creates a file for merge emailing payments to students. The parameters are year and term.

== Emailing Students with their payment schedule ==

To produce these, use the utility InstlEml.exe. Year and term are the parameters and the output should be redirected. E.g.

InstlEml 2012/13 1 > instleml.tsv

Open instleml.tsv (or wherever you redirected the output) in Excel. It is tab delimited. Save that as a workbook such as U:\CrossRoad\DBF.MM\instleml.xlsx.

Then use and edit the merge print template, L:\Installment Initial Email.docx

Merge this to Email messages.

= Exporting Payments to Rotessa =

== Exporting from CrossRoad ==

The utility rotessap.exe is used for this. This will export any future dated payments for clients who have been exported. There are no parameters, but output needs to be redirected.

rotessap > rotp20120925.csv

== Importing into Rotessa ==

In Rotessa, in the Admin Section, find the Transacation Import. Use the browse button to locate the file you created. Click the Import button. You can review the entries for validity; there may be several pages. If they are all valid, click Process. If not, click Cancel and fix the errors.

= Detecting Payment Excess/Insufficiency =

This is done by running the utility instlprb, with year and term as the parameters. Output may be redirected.

instlprb 2012/13 1

This will show each person with an installment entry whose installment payments are too high or too low to address their balance owing.

= Upcoming Payment Alert Email =

A utility INSTLEM2.EXE will produce a batch file (by redirecting the output) and html files for the content of each email. The template for the content file is INSTLEM2.HTM and it may have the following replaceable parameters:

<pre>
[[FNAME]] - the preferred name for the student
[[SURNAME]] - the surname for the student
[[FILE#]] - the file# for the student
[[PAYDATE]] - the payment date
[[PAYAMOUNT]] - the payment amount
</pre>

So an example might be

instlem2 2012/13 1 20121001 > instlem2.bat

Instlem2.bat would then contain commands calling cmdemail using the settings file instlem2.eml for each student email address, and a delete command to tidy up the html.

This should be triggered to run 5 business days prior to the payment date.

= Adjusting Payments =

Adjusting payments could occur for three reasons:

1. A new charge or a failed loan occurs which needs to be added to the monthly instalments.
2. A new payment is made on behalf of the student.
3. Payment NSF and Plan Status changes.

The first two are the same situation, but the last is different.

== New Charges, Failed Loans, Balloon payments ==

The effect of the change is to adjust all the remaining payments, rather than to change any single payment. So a payment of $600 on behalf of a student prior to the first instalment in the Fall should reduce the three instalments by $200 each. The same payment made in October should reduce the remaining 2 instalments by $300 each.

=== In CrossRoad ===

In CrossRoad the instalment amounts should be edited by highlighting the instalment, clicking the Edit button and changing the amount. If the payment is to be deleted, the delete button should be used.

=== In Rotessa ===

In Rotessa, under customers, find the student by file #, click the pencil icon to the right of the instalment and edit the amount. If the payment is to be cancelled altogether, then

== Payment NSF and Plan Status Changes ==

If a student's banking information is incorrect -- which is noted by Rotessa as "Edit Reject" -- we can update the banking information through the Customer Edit in Rotessa after the student has submitted new information. We need then to request that the payment be resubmitted by Rotessa. At the moment this is by an email to Greg Lepp, but we may be able to use the on-line system to do this ourselves.

If a student's payment is dishonoured, an NSF charge should be entered through the Accounts Receivable tab. No other change should be required. Rotessa will automatically schedule a second attempt 15 days from the original payment date.

If a student's payment id dishonoured twice, two NSF charges should be entered through the Accounts Receivable tab. In CrossRoad the instalment payments should be deleted, and the disabled box should be checked. In Rotessa, the future instalment payments should be deleted. This student should then be workflowed to Financial Services as interest charges will need to be assessed.

= Receiving Payment Data from Rotessa =

Rotessa's transaction reports are where we get payment data. These can be exported to Excel for subsequent processing.

== Payment Reports ==

=== Pending ===

Payment attempts are pending for up to 4 days from the date of the payment. Rotessa updates the status of the payments daily in that period. After the fourth day, they will change to a final payment status.

=== Rejected Payments ===

There are several possibilities for failure. The two most common are:

==== Edit Declined ====

Edit declines are students for whom the bank information is incorrect -- whether the mismatch is on bank, branch or account. No NSF fee applies, and we can get updated information and setup a new payment attempt.

==== Other Declines ====

These are generally NSF. Rotessa will schedule a second attempt for 15 days from the first payment date. After a second NSF, they are ours to deal with.

=== Approved Payments ===

For importing approved payments there are several steps.

==== Export Report ====

On the Rotessa site, in Transaction reports, choose Approved items within the desired date range. Export that to an Excel workbook.

==== Import into Excel ====

Copy the exported workbook to the last page of the Rotessa import workbook. Check that the data all transfers to the Data Entry tab. Check the date on that tab. Check that sufficient rows of the formulas are copied down on the first page of that workbook. Save this and close it.

==== Import into AccPac ====

Create a new Receipt batch. Choose File | Import. Make the file type Excel 2000 and then use the Browse button to open the Rotessa Import workbook. Click OK.

Note that at the moment this gives a Bank Code mismatch error that has not been resolved. Depending on the error you may need to use Cancel to exit this window.

The number of records and dollar value should be matched against the Rotessa report. Then each student's payment should be applied.

The batch should be posted according to normal Financial Services practices.

==== Import into CrossRoad ====

The morning of the day on which the Accpac exported balances will include the Rotessa payments, the import should be run. Using the saved CSV file exported above, use the rotimp.exe utility.

rotimp 2012/13 1 export.csv

The output will display each record. If a matching CrossRoad record cannot be found, or the payment has already been applied, this will be noted.

Payments that were resubmitted due to incorrect bank information or NSF will not apply through this system and need to be done manually.

Monthly Installments

2012-10-05T16:15:41Z

WikiSysop: /* Import into CrossRoad */

Monthly installments are integrated into both web services and the desktop client. There are several stages to this process. This is designed around exporting data to Rotessa.

= Enrolment =

Enrolment happens through Registry OnLine Services for Students.

== Bank and Branch Information ==

The data for the two validation tables, banks.dbf and branch.dbf, comes from http://www.cdnpay.ca.

There are several PDFs that should be downloaded and converted to text with one branch on each line. The utility program brnchcmp.exe can then be used to add/update branches. This will also note any banks that are missing.

== Web Services ==

=== STUMENU.REL ===

ROTESSA will enable this menu item for students.

=== STMNTRAN.REL ===

The entry ROTESSA should be assigned text for the display of the link. Monthly Installment Enrollment is the value currently specified.

=== ROTESSA.REL ===

Rotessa.rel contains the year and term for current enrolment. This should be set to the Fall term after 15 June. This should be set to Winter after 1 December. The effect is that if the student enrolled for a prior year and term, they have the option of re-enrolling for the current term.

=== ROTESSA.HTM ===

Rotessa.htm contains the terms and conditions to which students are agreeing when they enrol.

== Student Enrolment ==

Students then enter their bank, branch and account information. These are validated dynamically. When the student also checks the agreement checkbox, the submission button is enabled. An email is sent to the student and the defined online services address with this agreement.

Students can subsequently enter the site and withdraw their enrolment if they have not confirmed for that term, or update their banking information.

Email to the defined registry address is generated on withdraw or updates to the defined online services address.

= Exporting Enrolment to Rotessa =

== Exporting to CSV ==

Rotessac.exe is the utility to create a csv file for importing into Rotessa. This file generates output that needs to be piped into a file to save the data.

The parameters for this program are:

Group - for King's this is Undergraduate
Year - e.g. 2012/13
Term - e.g. 1
TestFee - e.g. SSF
Owing Threshold - $40 (given that the fee is $37.50).

So an example would be

rotessac Undergraduate 2012/13 1 SSF 40.00 > rot20120920.csv

The output will be CSV lines and some error messages. The lines with error messages should be removed from the file prior to upload to Rotessa. The types of errors that may come up are:

25643 has recent transaction activity -- skipping which means that the student has had financial activity (potentially affecting whether he/she needs the installment plan) either on the current date or the prior business day. These could be payments or a/r entries.

Insufficient credit 20120222 9.50 12.00 which means that the student, whose id is listed, is having financial aid excluded because they are in too few credits (the number after the student id) than the aid item requires (the final number).

No balance owing record for 99999 which means that there is no exported record for this student from AccPac

Invalid bank/branch for 99999 which means that the bank/branch information is incorrect. This should not happen except in teh case of a branch that closed.

Error retrieving credits for 2012/131ENGL204 which would mean that a course offering was deleted when students were still registered.

== Importing to Rotessa ==

In Rotessa, under the Admin section, find the Customer Import tab. Use the browse button to find the export file. Click the Import button. You should be able to review, perhaps on several pages, the entries for validity. If they are all valid, then click the Process button. Otherwise, click Cancel and fix the problems.

= Creating Payments =

== Creation of Payments in CrossRoad ==

In Current Students on the Installments tab, the Create button will calculate the amount owing from the current balance less any unreceived student loans and unapplied financial aid. Once the amount is calculated a query asks whether the create payments. If yes then a dialog to get the dates of the payments is presented -- this prepopulates with the first of the next three months from the current date. The payments are then created or updated if there is an existing payment for that date.

(Note that updates should be immediately manually updated in Rotessa.)

Students should be emailed with the results of this. InstlEml.exe creates a file for merge emailing payments to students. The parameters are year and term.

== Emailing Students with their payment schedule ==

To produce these, use the utility InstlEml.exe. Year and term are the parameters and the output should be redirected. E.g.

InstlEml 2012/13 1 > instleml.tsv

Open instleml.tsv (or wherever you redirected the output) in Excel. It is tab delimited. Save that as a workbook such as U:\CrossRoad\DBF.MM\instleml.xlsx.

Then use and edit the merge print template, L:\Installment Initial Email.docx

Merge this to Email messages.

= Exporting Payments to Rotessa =

== Exporting from CrossRoad ==

The utility rotessap.exe is used for this. This will export any future dated payments for clients who have been exported. There are no parameters, but output needs to be redirected.

rotessap > rotp20120925.csv

== Importing into Rotessa ==

In Rotessa, in the Admin Section, find the Transacation Import. Use the browse button to locate the file you created. Click the Import button. You can review the entries for validity; there may be several pages. If they are all valid, click Process. If not, click Cancel and fix the errors.

= Detecting Payment Excess/Insufficiency =

This is done by running the utility instlprb, with year and term as the parameters. Output may be redirected.

instlprb 2012/13 1

This will show each person with an installment entry whose installment payments are too high or too low to address their balance owing.

= Upcoming Payment Alert Email =

A utility INSTLEM2.EXE will produce a batch file (by redirecting the output) and html files for the content of each email. The template for the content file is INSTLEM2.HTM and it may have the following replaceable parameters:

<pre>
[[FNAME]] - the preferred name for the student
[[SURNAME]] - the surname for the student
[[FILE#]] - the file# for the student
[[PAYDATE]] - the payment date
[[PAYAMOUNT]] - the payment amount
</pre>

So an example might be

instlem2 2012/13 1 20121001 > instlem2.bat

Instlem2.bat would then contain commands calling cmdemail using the settings file instlem2.eml for each student email address, and a delete command to tidy up the html.

This should be triggered to run 5 business days prior to the payment date.

= Adjusting Payments =

Adjusting payments could occur for three reasons:

1. A new charge or a failed loan occurs which needs to be added to the monthly instalments.
2. A new payment is made on behalf of the student.
3. Payment NSF and Plan Status changes.

The first two are the same situation, but the last is different.

== New Charges, Failed Loans, Balloon payments ==

The effect of the change is to adjust all the remaining payments, rather than to change any single payment. So a payment of $600 on behalf of a student prior to the first instalment in the Fall should reduce the three instalments by $200 each. The same payment made in October should reduce the remaining 2 instalments by $300 each.

=== In CrossRoad ===

In CrossRoad the instalment amounts should be edited by highlighting the instalment, clicking the Edit button and changing the amount. If the payment is to be deleted, the delete button should be used.

=== In Rotessa ===

In Rotessa, under customers, find the student by file #, click the pencil icon to the right of the instalment and edit the amount. If the payment is to be cancelled altogether, then

== Payment NSF and Plan Status Changes ==

If a student's banking information is incorrect -- which is noted by Rotessa as "Edit Reject" -- we can update the banking information through the Customer Edit in Rotessa after the student has submitted new information. We need then to request that the payment be resubmitted by Rotessa. At the moment this is by an email to Greg Lepp, but we may be able to use the on-line system to do this ourselves.

If a student's payment is dishonoured, an NSF charge should be entered through the Accounts Receivable tab. No other change should be required. Rotessa will automatically schedule a second attempt 15 days from the original payment date.

If a student's payment id dishonoured twice, two NSF charges should be entered through the Accounts Receivable tab. In CrossRoad the instalment payments should be deleted, and the disabled box should be checked. In Rotessa, the future instalment payments should be deleted. This student should then be workflowed to Financial Services as interest charges will need to be assessed.

= Receiving Payment Data from Rotessa =

Rotessa's transaction reports are where we get payment data. These can be exported to Excel for subsequent processing.

== Payment Reports ==

=== Pending ===

Payment attempts are pending for up to 4 days from the date of the payment. Rotessa updates the status of the payments daily in that period. After the fourth day, they will change to a final payment status.

=== Rejected Payments ===

There are several possibilities for failure. The two most common are:

==== Edit Declined ====

Edit declines are students for whom the bank information is incorrect -- whether the mismatch is on bank, branch or account. No NSF fee applies, and we can get updated information and setup a new payment attempt.

==== Other Declines ====

These are generally NSF. Rotessa will schedule a second attempt for 15 days from the first payment date. After a second NSF, they are ours to deal with.

=== Approved Payments ===

For importing approved payments there are several steps.

==== Export Report ====

On the Rotessa site, in Transaction reports, choose Approved items within the desired date range. Export that to an Excel workbook.

==== Import into Excel ====

Copy the exported workbook to the last page of the Rotessa import workbook. Check that the data all transfers to the Data Entry tab. Check the date on that tab. Check that sufficient rows of the formulas are copied down on the first page of that workbook. Save this and close it.

==== Import into AccPac ====

Create a new Receipt batch. Choose File | Import. Make the file type Excel 2000 and then use the Browse button to open the Rotessa Import workbook. Click OK.

Note that at the moment this gives a Bank Code mismatch error that has not been resolved. Depending on the error you may need to use Cancel to exit this window.

The number of records and dollar value should be matched against the Rotessa report. Then each student's payment should be applied.

The batch should be posted according to normal Financial Services practices.

==== Import into CrossRoad ====

The morning of the day on which the Accpac exported balances will include the Rotessa payments, the import should be run. Using the saved CSV file exported above, use the rotimp.exe utility.

Monthly Installments

2012-10-05T15:58:13Z

WikiSysop: /* Approved Payments */

Monthly installments are integrated into both web services and the desktop client. There are several stages to this process. This is designed around exporting data to Rotessa.

= Enrolment =

Enrolment happens through Registry OnLine Services for Students.

== Bank and Branch Information ==

The data for the two validation tables, banks.dbf and branch.dbf, comes from http://www.cdnpay.ca.

There are several PDFs that should be downloaded and converted to text with one branch on each line. The utility program brnchcmp.exe can then be used to add/update branches. This will also note any banks that are missing.

== Web Services ==

=== STUMENU.REL ===

ROTESSA will enable this menu item for students.

=== STMNTRAN.REL ===

The entry ROTESSA should be assigned text for the display of the link. Monthly Installment Enrollment is the value currently specified.

=== ROTESSA.REL ===

Rotessa.rel contains the year and term for current enrolment. This should be set to the Fall term after 15 June. This should be set to Winter after 1 December. The effect is that if the student enrolled for a prior year and term, they have the option of re-enrolling for the current term.

=== ROTESSA.HTM ===

Rotessa.htm contains the terms and conditions to which students are agreeing when they enrol.

== Student Enrolment ==

Students then enter their bank, branch and account information. These are validated dynamically. When the student also checks the agreement checkbox, the submission button is enabled. An email is sent to the student and the defined online services address with this agreement.

Students can subsequently enter the site and withdraw their enrolment if they have not confirmed for that term, or update their banking information.

Email to the defined registry address is generated on withdraw or updates to the defined online services address.

= Exporting Enrolment to Rotessa =

== Exporting to CSV ==

Rotessac.exe is the utility to create a csv file for importing into Rotessa. This file generates output that needs to be piped into a file to save the data.

The parameters for this program are:

Group - for King's this is Undergraduate
Year - e.g. 2012/13
Term - e.g. 1
TestFee - e.g. SSF
Owing Threshold - $40 (given that the fee is $37.50).

So an example would be

rotessac Undergraduate 2012/13 1 SSF 40.00 > rot20120920.csv

The output will be CSV lines and some error messages. The lines with error messages should be removed from the file prior to upload to Rotessa. The types of errors that may come up are:

25643 has recent transaction activity -- skipping which means that the student has had financial activity (potentially affecting whether he/she needs the installment plan) either on the current date or the prior business day. These could be payments or a/r entries.

Insufficient credit 20120222 9.50 12.00 which means that the student, whose id is listed, is having financial aid excluded because they are in too few credits (the number after the student id) than the aid item requires (the final number).

No balance owing record for 99999 which means that there is no exported record for this student from AccPac

Invalid bank/branch for 99999 which means that the bank/branch information is incorrect. This should not happen except in teh case of a branch that closed.

Error retrieving credits for 2012/131ENGL204 which would mean that a course offering was deleted when students were still registered.

== Importing to Rotessa ==

In Rotessa, under the Admin section, find the Customer Import tab. Use the browse button to find the export file. Click the Import button. You should be able to review, perhaps on several pages, the entries for validity. If they are all valid, then click the Process button. Otherwise, click Cancel and fix the problems.

= Creating Payments =

== Creation of Payments in CrossRoad ==

In Current Students on the Installments tab, the Create button will calculate the amount owing from the current balance less any unreceived student loans and unapplied financial aid. Once the amount is calculated a query asks whether the create payments. If yes then a dialog to get the dates of the payments is presented -- this prepopulates with the first of the next three months from the current date. The payments are then created or updated if there is an existing payment for that date.

(Note that updates should be immediately manually updated in Rotessa.)

Students should be emailed with the results of this. InstlEml.exe creates a file for merge emailing payments to students. The parameters are year and term.

== Emailing Students with their payment schedule ==

To produce these, use the utility InstlEml.exe. Year and term are the parameters and the output should be redirected. E.g.

InstlEml 2012/13 1 > instleml.tsv

Open instleml.tsv (or wherever you redirected the output) in Excel. It is tab delimited. Save that as a workbook such as U:\CrossRoad\DBF.MM\instleml.xlsx.

Then use and edit the merge print template, L:\Installment Initial Email.docx

Merge this to Email messages.

= Exporting Payments to Rotessa =

== Exporting from CrossRoad ==

The utility rotessap.exe is used for this. This will export any future dated payments for clients who have been exported. There are no parameters, but output needs to be redirected.

rotessap > rotp20120925.csv

== Importing into Rotessa ==

In Rotessa, in the Admin Section, find the Transacation Import. Use the browse button to locate the file you created. Click the Import button. You can review the entries for validity; there may be several pages. If they are all valid, click Process. If not, click Cancel and fix the errors.

= Detecting Payment Excess/Insufficiency =

This is done by running the utility instlprb, with year and term as the parameters. Output may be redirected.

instlprb 2012/13 1

This will show each person with an installment entry whose installment payments are too high or too low to address their balance owing.

= Upcoming Payment Alert Email =

A utility INSTLEM2.EXE will produce a batch file (by redirecting the output) and html files for the content of each email. The template for the content file is INSTLEM2.HTM and it may have the following replaceable parameters:

<pre>
[[FNAME]] - the preferred name for the student
[[SURNAME]] - the surname for the student
[[FILE#]] - the file# for the student
[[PAYDATE]] - the payment date
[[PAYAMOUNT]] - the payment amount
</pre>

So an example might be

instlem2 2012/13 1 20121001 > instlem2.bat

Instlem2.bat would then contain commands calling cmdemail using the settings file instlem2.eml for each student email address, and a delete command to tidy up the html.

This should be triggered to run 5 business days prior to the payment date.

= Adjusting Payments =

Adjusting payments could occur for three reasons:

1. A new charge or a failed loan occurs which needs to be added to the monthly instalments.
2. A new payment is made on behalf of the student.
3. Payment NSF and Plan Status changes.

The first two are the same situation, but the last is different.

== New Charges, Failed Loans, Balloon payments ==

The effect of the change is to adjust all the remaining payments, rather than to change any single payment. So a payment of $600 on behalf of a student prior to the first instalment in the Fall should reduce the three instalments by $200 each. The same payment made in October should reduce the remaining 2 instalments by $300 each.

=== In CrossRoad ===

In CrossRoad the instalment amounts should be edited by highlighting the instalment, clicking the Edit button and changing the amount. If the payment is to be deleted, the delete button should be used.

=== In Rotessa ===

In Rotessa, under customers, find the student by file #, click the pencil icon to the right of the instalment and edit the amount. If the payment is to be cancelled altogether, then

== Payment NSF and Plan Status Changes ==

If a student's banking information is incorrect -- which is noted by Rotessa as "Edit Reject" -- we can update the banking information through the Customer Edit in Rotessa after the student has submitted new information. We need then to request that the payment be resubmitted by Rotessa. At the moment this is by an email to Greg Lepp, but we may be able to use the on-line system to do this ourselves.

If a student's payment is dishonoured, an NSF charge should be entered through the Accounts Receivable tab. No other change should be required. Rotessa will automatically schedule a second attempt 15 days from the original payment date.

If a student's payment id dishonoured twice, two NSF charges should be entered through the Accounts Receivable tab. In CrossRoad the instalment payments should be deleted, and the disabled box should be checked. In Rotessa, the future instalment payments should be deleted. This student should then be workflowed to Financial Services as interest charges will need to be assessed.

= Receiving Payment Data from Rotessa =

Rotessa's transaction reports are where we get payment data. These can be exported to Excel for subsequent processing.

== Payment Reports ==

=== Pending ===

Payment attempts are pending for up to 4 days from the date of the payment. Rotessa updates the status of the payments daily in that period. After the fourth day, they will change to a final payment status.

=== Rejected Payments ===

There are several possibilities for failure. The two most common are:

==== Edit Declined ====

Edit declines are students for whom the bank information is incorrect -- whether the mismatch is on bank, branch or account. No NSF fee applies, and we can get updated information and setup a new payment attempt.

==== Other Declines ====

These are generally NSF. Rotessa will schedule a second attempt for 15 days from the first payment date. After a second NSF, they are ours to deal with.

=== Approved Payments ===

For importing approved payments there are several steps.

==== Export Report ====

On the Rotessa site, in Transaction reports, choose Approved items within the desired date range. Export that to an Excel workbook.

==== Import into Excel ====

Copy the exported workbook to the last page of the Rotessa import workbook. Check that the data all transfers to the Data Entry tab. Check the date on that tab. Check that sufficient rows of the formulas are copied down on the first page of that workbook. Save this and close it.

==== Import into AccPac ====

Create a new Receipt batch. Choose File | Import. Make the file type Excel 2000 and then use the Browse button to open the Rotessa Import workbook. Click OK.

Note that at the moment this gives a Bank Code mismatch error that has not been resolved. Depending on the error you may need to use Cancel to exit this window.

The number of records and dollar value should be matched against the Rotessa report. Then each student's payment should be applied.

The batch should be posted according to normal Financial Services practices.

==== Import into CrossRoad ====

Monthly Installments

2012-10-05T15:57:56Z

WikiSysop: /* Import into AccPac */

Monthly installments are integrated into both web services and the desktop client. There are several stages to this process. This is designed around exporting data to Rotessa.

= Enrolment =

Enrolment happens through Registry OnLine Services for Students.

== Bank and Branch Information ==

The data for the two validation tables, banks.dbf and branch.dbf, comes from http://www.cdnpay.ca.

There are several PDFs that should be downloaded and converted to text with one branch on each line. The utility program brnchcmp.exe can then be used to add/update branches. This will also note any banks that are missing.

== Web Services ==

=== STUMENU.REL ===

ROTESSA will enable this menu item for students.

=== STMNTRAN.REL ===

The entry ROTESSA should be assigned text for the display of the link. Monthly Installment Enrollment is the value currently specified.

=== ROTESSA.REL ===

Rotessa.rel contains the year and term for current enrolment. This should be set to the Fall term after 15 June. This should be set to Winter after 1 December. The effect is that if the student enrolled for a prior year and term, they have the option of re-enrolling for the current term.

=== ROTESSA.HTM ===

Rotessa.htm contains the terms and conditions to which students are agreeing when they enrol.

== Student Enrolment ==

Students then enter their bank, branch and account information. These are validated dynamically. When the student also checks the agreement checkbox, the submission button is enabled. An email is sent to the student and the defined online services address with this agreement.

Students can subsequently enter the site and withdraw their enrolment if they have not confirmed for that term, or update their banking information.

Email to the defined registry address is generated on withdraw or updates to the defined online services address.

= Exporting Enrolment to Rotessa =

== Exporting to CSV ==

Rotessac.exe is the utility to create a csv file for importing into Rotessa. This file generates output that needs to be piped into a file to save the data.

The parameters for this program are:

Group - for King's this is Undergraduate
Year - e.g. 2012/13
Term - e.g. 1
TestFee - e.g. SSF
Owing Threshold - $40 (given that the fee is $37.50).

So an example would be

rotessac Undergraduate 2012/13 1 SSF 40.00 > rot20120920.csv

The output will be CSV lines and some error messages. The lines with error messages should be removed from the file prior to upload to Rotessa. The types of errors that may come up are:

25643 has recent transaction activity -- skipping which means that the student has had financial activity (potentially affecting whether he/she needs the installment plan) either on the current date or the prior business day. These could be payments or a/r entries.

Insufficient credit 20120222 9.50 12.00 which means that the student, whose id is listed, is having financial aid excluded because they are in too few credits (the number after the student id) than the aid item requires (the final number).

No balance owing record for 99999 which means that there is no exported record for this student from AccPac

Invalid bank/branch for 99999 which means that the bank/branch information is incorrect. This should not happen except in teh case of a branch that closed.

Error retrieving credits for 2012/131ENGL204 which would mean that a course offering was deleted when students were still registered.

== Importing to Rotessa ==

In Rotessa, under the Admin section, find the Customer Import tab. Use the browse button to find the export file. Click the Import button. You should be able to review, perhaps on several pages, the entries for validity. If they are all valid, then click the Process button. Otherwise, click Cancel and fix the problems.

= Creating Payments =

== Creation of Payments in CrossRoad ==

In Current Students on the Installments tab, the Create button will calculate the amount owing from the current balance less any unreceived student loans and unapplied financial aid. Once the amount is calculated a query asks whether the create payments. If yes then a dialog to get the dates of the payments is presented -- this prepopulates with the first of the next three months from the current date. The payments are then created or updated if there is an existing payment for that date.

(Note that updates should be immediately manually updated in Rotessa.)

Students should be emailed with the results of this. InstlEml.exe creates a file for merge emailing payments to students. The parameters are year and term.

== Emailing Students with their payment schedule ==

To produce these, use the utility InstlEml.exe. Year and term are the parameters and the output should be redirected. E.g.

InstlEml 2012/13 1 > instleml.tsv

Open instleml.tsv (or wherever you redirected the output) in Excel. It is tab delimited. Save that as a workbook such as U:\CrossRoad\DBF.MM\instleml.xlsx.

Then use and edit the merge print template, L:\Installment Initial Email.docx

Merge this to Email messages.

= Exporting Payments to Rotessa =

== Exporting from CrossRoad ==

The utility rotessap.exe is used for this. This will export any future dated payments for clients who have been exported. There are no parameters, but output needs to be redirected.

rotessap > rotp20120925.csv

== Importing into Rotessa ==

In Rotessa, in the Admin Section, find the Transacation Import. Use the browse button to locate the file you created. Click the Import button. You can review the entries for validity; there may be several pages. If they are all valid, click Process. If not, click Cancel and fix the errors.

= Detecting Payment Excess/Insufficiency =

This is done by running the utility instlprb, with year and term as the parameters. Output may be redirected.

instlprb 2012/13 1

This will show each person with an installment entry whose installment payments are too high or too low to address their balance owing.

= Upcoming Payment Alert Email =

A utility INSTLEM2.EXE will produce a batch file (by redirecting the output) and html files for the content of each email. The template for the content file is INSTLEM2.HTM and it may have the following replaceable parameters:

<pre>
[[FNAME]] - the preferred name for the student
[[SURNAME]] - the surname for the student
[[FILE#]] - the file# for the student
[[PAYDATE]] - the payment date
[[PAYAMOUNT]] - the payment amount
</pre>

So an example might be

instlem2 2012/13 1 20121001 > instlem2.bat

Instlem2.bat would then contain commands calling cmdemail using the settings file instlem2.eml for each student email address, and a delete command to tidy up the html.

This should be triggered to run 5 business days prior to the payment date.

= Adjusting Payments =

Adjusting payments could occur for three reasons:

1. A new charge or a failed loan occurs which needs to be added to the monthly instalments.
2. A new payment is made on behalf of the student.
3. Payment NSF and Plan Status changes.

The first two are the same situation, but the last is different.

== New Charges, Failed Loans, Balloon payments ==

The effect of the change is to adjust all the remaining payments, rather than to change any single payment. So a payment of $600 on behalf of a student prior to the first instalment in the Fall should reduce the three instalments by $200 each. The same payment made in October should reduce the remaining 2 instalments by $300 each.

=== In CrossRoad ===

In CrossRoad the instalment amounts should be edited by highlighting the instalment, clicking the Edit button and changing the amount. If the payment is to be deleted, the delete button should be used.

=== In Rotessa ===

In Rotessa, under customers, find the student by file #, click the pencil icon to the right of the instalment and edit the amount. If the payment is to be cancelled altogether, then

== Payment NSF and Plan Status Changes ==

If a student's banking information is incorrect -- which is noted by Rotessa as "Edit Reject" -- we can update the banking information through the Customer Edit in Rotessa after the student has submitted new information. We need then to request that the payment be resubmitted by Rotessa. At the moment this is by an email to Greg Lepp, but we may be able to use the on-line system to do this ourselves.

If a student's payment is dishonoured, an NSF charge should be entered through the Accounts Receivable tab. No other change should be required. Rotessa will automatically schedule a second attempt 15 days from the original payment date.

If a student's payment id dishonoured twice, two NSF charges should be entered through the Accounts Receivable tab. In CrossRoad the instalment payments should be deleted, and the disabled box should be checked. In Rotessa, the future instalment payments should be deleted. This student should then be workflowed to Financial Services as interest charges will need to be assessed.

= Receiving Payment Data from Rotessa =

Rotessa's transaction reports are where we get payment data. These can be exported to Excel for subsequent processing.

== Payment Reports ==

=== Pending ===

Payment attempts are pending for up to 4 days from the date of the payment. Rotessa updates the status of the payments daily in that period. After the fourth day, they will change to a final payment status.

=== Rejected Payments ===

There are several possibilities for failure. The two most common are:

==== Edit Declined ====

Edit declines are students for whom the bank information is incorrect -- whether the mismatch is on bank, branch or account. No NSF fee applies, and we can get updated information and setup a new payment attempt.

==== Other Declines ====

These are generally NSF. Rotessa will schedule a second attempt for 15 days from the first payment date. After a second NSF, they are ours to deal with.

=== Approved Payments ===

For importing approved payments there are several steps.

==== Export Report ====

On the Rotessa site, in Transaction reports, choose Approved items within the desired date range. Export that to an Excel workbook.

==== Import into Excel ====

Copy the exported workbook to the last page of the Rotessa import workbook. Check that the data all transfers to the Data Entry tab. Check the date on that tab. Check that sufficient rows of the formulas are copied down on the first page of that workbook. Save this and close it.

==== Import into CrossRoad ====

==== Import into AccPac ====

Create a new Receipt batch. Choose File | Import. Make the file type Excel 2000 and then use the Browse button to open the Rotessa Import workbook. Click OK.

Note that at the moment this gives a Bank Code mismatch error that has not been resolved. Depending on the error you may need to use Cancel to exit this window.

The number of records and dollar value should be matched against the Rotessa report. Then each student's payment should be applied.

The batch should be posted according to normal Financial Services practices.

Monthly Installments

2012-10-05T15:37:05Z

WikiSysop: /* Approved Payments */

Monthly installments are integrated into both web services and the desktop client. There are several stages to this process. This is designed around exporting data to Rotessa.

= Enrolment =

Enrolment happens through Registry OnLine Services for Students.

== Bank and Branch Information ==

The data for the two validation tables, banks.dbf and branch.dbf, comes from http://www.cdnpay.ca.

There are several PDFs that should be downloaded and converted to text with one branch on each line. The utility program brnchcmp.exe can then be used to add/update branches. This will also note any banks that are missing.

== Web Services ==

=== STUMENU.REL ===

ROTESSA will enable this menu item for students.

=== STMNTRAN.REL ===

The entry ROTESSA should be assigned text for the display of the link. Monthly Installment Enrollment is the value currently specified.

=== ROTESSA.REL ===

Rotessa.rel contains the year and term for current enrolment. This should be set to the Fall term after 15 June. This should be set to Winter after 1 December. The effect is that if the student enrolled for a prior year and term, they have the option of re-enrolling for the current term.

=== ROTESSA.HTM ===

Rotessa.htm contains the terms and conditions to which students are agreeing when they enrol.

== Student Enrolment ==

Students then enter their bank, branch and account information. These are validated dynamically. When the student also checks the agreement checkbox, the submission button is enabled. An email is sent to the student and the defined online services address with this agreement.

Students can subsequently enter the site and withdraw their enrolment if they have not confirmed for that term, or update their banking information.

Email to the defined registry address is generated on withdraw or updates to the defined online services address.

= Exporting Enrolment to Rotessa =

== Exporting to CSV ==

Rotessac.exe is the utility to create a csv file for importing into Rotessa. This file generates output that needs to be piped into a file to save the data.

The parameters for this program are:

Group - for King's this is Undergraduate
Year - e.g. 2012/13
Term - e.g. 1
TestFee - e.g. SSF
Owing Threshold - $40 (given that the fee is $37.50).

So an example would be

rotessac Undergraduate 2012/13 1 SSF 40.00 > rot20120920.csv

The output will be CSV lines and some error messages. The lines with error messages should be removed from the file prior to upload to Rotessa. The types of errors that may come up are:

25643 has recent transaction activity -- skipping which means that the student has had financial activity (potentially affecting whether he/she needs the installment plan) either on the current date or the prior business day. These could be payments or a/r entries.

Insufficient credit 20120222 9.50 12.00 which means that the student, whose id is listed, is having financial aid excluded because they are in too few credits (the number after the student id) than the aid item requires (the final number).

No balance owing record for 99999 which means that there is no exported record for this student from AccPac

Invalid bank/branch for 99999 which means that the bank/branch information is incorrect. This should not happen except in teh case of a branch that closed.

Error retrieving credits for 2012/131ENGL204 which would mean that a course offering was deleted when students were still registered.

== Importing to Rotessa ==

In Rotessa, under the Admin section, find the Customer Import tab. Use the browse button to find the export file. Click the Import button. You should be able to review, perhaps on several pages, the entries for validity. If they are all valid, then click the Process button. Otherwise, click Cancel and fix the problems.

= Creating Payments =

== Creation of Payments in CrossRoad ==

In Current Students on the Installments tab, the Create button will calculate the amount owing from the current balance less any unreceived student loans and unapplied financial aid. Once the amount is calculated a query asks whether the create payments. If yes then a dialog to get the dates of the payments is presented -- this prepopulates with the first of the next three months from the current date. The payments are then created or updated if there is an existing payment for that date.

(Note that updates should be immediately manually updated in Rotessa.)

Students should be emailed with the results of this. InstlEml.exe creates a file for merge emailing payments to students. The parameters are year and term.

== Emailing Students with their payment schedule ==

To produce these, use the utility InstlEml.exe. Year and term are the parameters and the output should be redirected. E.g.

InstlEml 2012/13 1 > instleml.tsv

Open instleml.tsv (or wherever you redirected the output) in Excel. It is tab delimited. Save that as a workbook such as U:\CrossRoad\DBF.MM\instleml.xlsx.

Then use and edit the merge print template, L:\Installment Initial Email.docx

Merge this to Email messages.

= Exporting Payments to Rotessa =

== Exporting from CrossRoad ==

The utility rotessap.exe is used for this. This will export any future dated payments for clients who have been exported. There are no parameters, but output needs to be redirected.

rotessap > rotp20120925.csv

== Importing into Rotessa ==

In Rotessa, in the Admin Section, find the Transacation Import. Use the browse button to locate the file you created. Click the Import button. You can review the entries for validity; there may be several pages. If they are all valid, click Process. If not, click Cancel and fix the errors.

= Detecting Payment Excess/Insufficiency =

This is done by running the utility instlprb, with year and term as the parameters. Output may be redirected.

instlprb 2012/13 1

This will show each person with an installment entry whose installment payments are too high or too low to address their balance owing.

= Upcoming Payment Alert Email =

A utility INSTLEM2.EXE will produce a batch file (by redirecting the output) and html files for the content of each email. The template for the content file is INSTLEM2.HTM and it may have the following replaceable parameters:

<pre>
[[FNAME]] - the preferred name for the student
[[SURNAME]] - the surname for the student
[[FILE#]] - the file# for the student
[[PAYDATE]] - the payment date
[[PAYAMOUNT]] - the payment amount
</pre>

So an example might be

instlem2 2012/13 1 20121001 > instlem2.bat

Instlem2.bat would then contain commands calling cmdemail using the settings file instlem2.eml for each student email address, and a delete command to tidy up the html.

This should be triggered to run 5 business days prior to the payment date.

= Adjusting Payments =

Adjusting payments could occur for three reasons:

1. A new charge or a failed loan occurs which needs to be added to the monthly instalments.
2. A new payment is made on behalf of the student.
3. Payment NSF and Plan Status changes.

The first two are the same situation, but the last is different.

== New Charges, Failed Loans, Balloon payments ==

The effect of the change is to adjust all the remaining payments, rather than to change any single payment. So a payment of $600 on behalf of a student prior to the first instalment in the Fall should reduce the three instalments by $200 each. The same payment made in October should reduce the remaining 2 instalments by $300 each.

=== In CrossRoad ===

In CrossRoad the instalment amounts should be edited by highlighting the instalment, clicking the Edit button and changing the amount. If the payment is to be deleted, the delete button should be used.

=== In Rotessa ===

In Rotessa, under customers, find the student by file #, click the pencil icon to the right of the instalment and edit the amount. If the payment is to be cancelled altogether, then

== Payment NSF and Plan Status Changes ==

If a student's banking information is incorrect -- which is noted by Rotessa as "Edit Reject" -- we can update the banking information through the Customer Edit in Rotessa after the student has submitted new information. We need then to request that the payment be resubmitted by Rotessa. At the moment this is by an email to Greg Lepp, but we may be able to use the on-line system to do this ourselves.

If a student's payment is dishonoured, an NSF charge should be entered through the Accounts Receivable tab. No other change should be required. Rotessa will automatically schedule a second attempt 15 days from the original payment date.

If a student's payment id dishonoured twice, two NSF charges should be entered through the Accounts Receivable tab. In CrossRoad the instalment payments should be deleted, and the disabled box should be checked. In Rotessa, the future instalment payments should be deleted. This student should then be workflowed to Financial Services as interest charges will need to be assessed.

= Receiving Payment Data from Rotessa =

Rotessa's transaction reports are where we get payment data. These can be exported to Excel for subsequent processing.

== Payment Reports ==

=== Pending ===

Payment attempts are pending for up to 4 days from the date of the payment. Rotessa updates the status of the payments daily in that period. After the fourth day, they will change to a final payment status.

=== Rejected Payments ===

There are several possibilities for failure. The two most common are:

==== Edit Declined ====

Edit declines are students for whom the bank information is incorrect -- whether the mismatch is on bank, branch or account. No NSF fee applies, and we can get updated information and setup a new payment attempt.

==== Other Declines ====

These are generally NSF. Rotessa will schedule a second attempt for 15 days from the first payment date. After a second NSF, they are ours to deal with.

=== Approved Payments ===

For importing approved payments there are several steps.

==== Export Report ====

On the Rotessa site, in Transaction reports, choose Approved items within the desired date range. Export that to an Excel workbook.

==== Import into Excel ====

Copy the exported workbook to the last page of the Rotessa import workbook. Check that the data all transfers to the Data Entry tab. Check the date on that tab. Check that sufficient rows of the formulas are copied down on the first page of that workbook. Save this and close it.

==== Import into CrossRoad ====

==== Import into AccPac ====