What
is the Transcript Note table?
The Transcript Note table
contains the free form notes
that are entered on the
SIS RG54C transcript screen.
It does not contain the
degrees posted notes that
are automatically generated.
The notes that are entered
free form are classified
into types by the Transcript
Note Code - international
baccalaureate courses, note
records, correspondence
courses, comprehensive exams,
advanced placements, CLEP
credit, academic renewals,
GCE, RG26 Notes (RG54C when
we see them) and history
notes. Note Records contain
Thesis and Dissertation
titles and Minors. History
Records contain grade changes
and probation notes. RG26
Notes are withdrawals and
approvals to take courses.
All notes are entered as
free form text. When the
field runs out, another
record is entered so each
line that you see on the
RG54C screen is a separate
record in the table. The
order that you see them
in on the SIS is maintained
if you sort by the Random
Sequence Number in the Transcript
Note Table. Many of the
notes are put in after the
end of a semester - degrees,
grade changes.
What
is the key (unique identifier
for a row) for the Transcript
Note table?
Semester, Affiliate ID,
Transcript Note Code, and
Random Sequence Number are
the key.
What
is the timing of the table?
The table is loaded weekly
from the SIS. Records that
are older than 5 years are
not updated. The remaining
newer records are erased
and replaced with whatever
is in the SIS on that weekend
so there is no need for
a Record on SIS flag.
Why
would you use it?
After people graduate, you
can identify Honors College
graduates or students with
Minors in different areas.
You can identify students
who have been academically
renewed or those with advanced
placement/CLEP.
Why
would you not want to use
it?
Don't use it for grade changes
because they are more easily
available in the Student
Class table Adjusted Grade
Code. Also probation is
easy to look at in the Academic
Probation table. Don't use
it for degrees posted. These
are not a free form note.
They are automatically generated
when a student graduates.
They are not typed in by
an individual.
What
should you watch out for?
There are many records per
student. Its difficult to
piece them together unless
you are doing a query that
limits to a specific Affiliate
ID. For instance, we have
not figured a way to get
the titles of all dissertations
for all students because
the title spans 3 to 5 records.
BEWARE - the semester is
the semester that someone
typed the note in. That
may not be the same as when
a degree/minor was posted.
Also, the text which is
entered free form is not
always consistent.
