Creating, grading, and noting study abroad courses
Overview
Prior to departure, TU students register for REGR 4030-01. The business school has its own Study Abroad department, and their students register for REGR 4030-26.
For non-Freeman students: during their intake with Joanie Vicknair in OISS, students complete a questionnaire in Terra Dotta which is used to indicate the classes they intend to take. When Joanie receives transcripts from the sponsoring program after the student returns, Joanie references the questionnaire and compares it to the transcript.
Students may register for -01 and -26 as they decide which experience they prefer.
The Assistant Registrar for Special Populations sends a list to Joanie Vicknair (OISS, all SA students except business) and Mary Hicks (business) to let them know who has registered for the respective sections. They will resolve inconsistencies and confirm the list.
We then review schedules of these students to determine if their fee assessment rate code can be updated to BSEM. If students are registered for coursework in addition to REGR 4030, we should not update the rate code. For any students we don’t update, alert Joanie/Mary of what we learned so they can address inconsistencies. See also: Managing fee assessment rate codes (SFAREGS/SGAMSTU)
When students return, courses need to be added to their records. Joanie handles all non-business students and we create, grade, and notate courses for business students. We will receive all information directly from the business school, but we do not receive the transcripts.
About the courses
Each transferred course has the course number of 5380 (indicates a fall course) or 5390 (indicates a spring course). The subject code is based on the general content area of the course, which Joanie selects.
The grade mode for these courses is already built as V in SCACRSE.
Creating courses
SSASECT is used to create sections of study abroad courses.
In the key block, enter the term listed on the academic report. Click the lookup button on the CRN field. This opens SSASECQ.
Identify the next available section number
Filter to locate the course. Enter Term, Subject, Course, and Campus (AB). Go.
The default fields do not include Subject, Course, or Campus. Add these fields to the form by clicking the drop down and selecting each field.
Note the next available section number. If this is the first section, the section number is 01.
If other sections exist, check to see if the titles match exactly. If so, note the CRN so you can reuse it.
Click Cancel to return to SSASECT. Enter the Term and click the Create CRN button.
Complete the fields as follows to create the course
Field | Value |
|---|---|
Subject | Course prefix; varies. |
Course number | 5380 (fall) or 5390 (spring) or 1290 |
Campus | AB (Abroad) |
Status | A (Active) |
Title | Varies. Copy and paste the title from your report. You may need to shorten it if it’s too long to fit the field. |
Section | Use 01 if it’s the first section. If not, use the next available number in sequence based on the section number identified earlier. The section must be two digits (01, 02, 03, etc.). |
Schedule Type | ICA (Informal credit) |
Grade Mode | V |
Part of Term | 1 (regular PoT) |
Voice Response and Self Service Available | Uncheck |
Tuition and Fee Waiver | Check |
When all fields have been entered, Save. Note the assigned number in the CRN field.
Grade the course(s) you built
We grade study abroad courses in SHATCKN.
In the key block, enter the student ID and Term. Go.
Click Insert in the Course Detail block. Enter the CRN. Next block.
In the Grades block, complete the fields as follows:
Grade | Use Z followed by the letter grade on the report. For example, if the report shows the student earned an A-, enter the grade as ZA-. |
Grade Mode | V |
Credit Hours | Use the value from the report. When you enter the value, press Tab and the Attempted Hours will auto-fill with the same value. |
Change Reason | OE (Original Entry) |
Next block to the Level block. Enter the Code as UG. Press the Tab key and check the Primary Level Indicator box. Save.
To enter another course for this student, Previous block up to the Course Detail block and click Insert.
If course information such as the subject or title changes OR if the grade is changed, contact the Registrar’s Office for help.
Add the a note on the transcript
We enter a note about the location of the study abroad experience on the student’s transcript in SHATCMT.
In the key block, enter the student’s ID, Level (UG - Undergrad), Originator code (LGY5 - Text after Designate Term), Term. Go.
Select the Transcript by Term tab. Enter text in the Comment field using the following format: Study Abroad, School, Country.
Example: Study Abroad, University of Liverpool, Australia
Example: Study Abroad, ICADE Business School, Spain
Save.
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