access to private student...

Detailed Specs for Secure Student Information Access January 4, 2011 Use SSB Student ID Selection routine, attached. Clicking on ID Selection will take user to Select Term if no term has been selected. Documentation is attached. After the student is selected, screen will display list of entry points to authorized data. Check Confidential flag (SPAIDEN_SPBPERS_CONFID_IND) prior to displaying confidential data.

At any point user can select another ID or Term.

Item # Selectable Viewable

Student Data Sample Data

Field ID on Screen Shot

OK for All

Approval

Required Data Location

Validation Table

Search for Student by ID or Name X

Once term is selected, ID Selection will use current term. At any time, user can click on Select Term button to change the term. Possible user instructions for inclusion in channel.

Access to Private Student Information Select a term and then student ID before selecting a view. The student will remain selected until you select another student ID. To select another student, click on “Return to Previous” which is found at the bottom of each view. You are entering a FERPA sensitive area. Please

protect sensitive student data.

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Detailed Specs for Secure Student Information Access January 4, 2011




OK for All

Approval Required Data Location

Validation Table

General Student Information – Use SSB General Student Information (bwlkgstu.P_FacStuInfo) pages 7-6 to 7-9 attached Student Name a X SGASTDN-KEY_BLOCK-NAME SPRIDEN Student ID b X SGASTDN-KEY_BLOCK-ID

SPRIDEN

Transcripts Sent to Foothill or De Anza College c* X Selected Term d X STVTERM_TERM_CODE STVTERM Registered for term Yes/No e X STVTERM First Term Registered Year Qtr College f X SHATERM_GPA_BLOCK_KEYBLCK

_TERM_CODE_FIRST Or

RSIHIST_ CURRENT_STATUS_ DISPLAY_FIRST_TERM_ATT_CO

DE

STVTERM

Last Term Registered Year Qtr College g X SHATERM_GPA_BLOCK_KEYBLCK_TERM_CODE_LAST

Or RSIHIST_ CURRENT_STATUS_

DISPLAY_LAST_TERM_ATT_CODE

STVTERM

Status Active h X SGBSTDN_STST_CODE STVSTST Matriculation Term Year Qtr College i X SORLCUR_TERM_CODE_MATRIC STVTERM Session j X SGBSTDN_SESS_CODE STVSESS

1 Residency Resident, 1 X SGBSTDN_RESD_CODE STVRESD 2 Citizenship U.S. Citizen 2 X SPBPERS_CITZ_CODE STVCITZ 3 Student Type Returning transfer, new

freshman 3 X SGBSTDN_STYP_CODE STVSTYP

Expected Graduation Date

Dec 10, 2010 k SGBSTDN_EXP_GRAD_DATE STVTERM

Curriculum Information See SSB notes attached 4 Current Program Associate of Arts 4 X SORLCUR_PROGRAM GTVLFST

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* Note: fields not included in SSB

5 Level Foothill Under-graduate 5 X SORLCUR_LEVL_CODE STVLEVL 6 Program ND_Undecided 6 X SORLCUR_PROGRAM SMAPRLE 7 Admit Term Year Qtr College 7 X SORLCUR_TERM_CODE_ADMIT STVTERM 8 Admit Type Standard/Regular 8 X SORLCUR_ADMT_CODE STVADMT 9 Catalog Term Year Qtr College 9a X SORLCUR_TERM_CODE_CTLG STVTERM

College 9b SORLCUR_COLL_CODE STVCOLL Campus 9c SORLCUR_CAMP_CODE STVCAMP

10 Major AA, 10a X SORLFOS_MAJR_CODE STVMAJR Depart Art 10b SORLFOS_DEPT_CODE STVDEPT CIPC Code

500701 10c* SORLFOS_DEPT_CODE

This code is pulled from same table as major

STVDEPT

11 Degrees & Certificates Awarded

X STVDEGS Code

5=Cleared to

graduate Degree/Cert title Associate in Arts 11a SORLCUR_DEGC_CODE STVDEGC

College, Foothill 11b Degree Date 11c SHRDGMR_GRAD_DATE

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OK for All

Approval


Validation Table

Contact Information – see bwlkosads.P_FacDispAddrView for address and bwlkosads.P_FacDispEmailView for e-mail in SSB If Confidential (SPBPERS_CONFID_IND) is checked, do not display: e-mail address, mailing address or phone number.

12 Address multiple w/ label X SPAIDEN_SPRADDR_ From Date Apr 12, 2010 12a FROM_DATE To Date No end date 12b TO_DATE Address Type Mailing 12c ATYP_CODE STVATYP Sequence number may be used to determine # of

Addresses.

??? Street Address 1 500 Anywhere Street 12d STREET_LINE1 Street Address 2 May be blank 12d STREET_LINE2 Street Address 3 May be blank 12d STREET_LINE3 City Danville 12e CITY State California 12f STAT_CODE STVSTAT Zip 99999 12g ZIP GTVZIPC Nation United States 12f NATN_CODE STVNATN Phone #s Multiple w/ label SPAIDEN_ SPRTELE_ Phone Type Primary 12g TELE_CODE STVTELE Area Code 650 12h PHONE_AREA Phone Number 555-5555 12i PHONE_AREA Extension 12j PHONE_EXT

13 E-Mail multiple w/ label

X SPAIDEN_ GOREMAL_ E-mail Type Personal E-mail 13a EMAL_CODE GTVEMAL E-mail Address [email protected] 13b EMAIL_ADDRESS Preferred Indicator Preferred 13c PREFERRED_IND Inactive Indicator Do not display e-mail if

checked

STATUS_IND

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Item #

Selectable Viewable Student

Data Sample Data

Field ID on

Screen

Shot OK for

All


Validation Table

Student Schedule Week at a Glance – layout class data in a grid based on day of week and time of day. SSB screen bwlkosads.P_FacStuSchd contains data, but not in calendar format.

SFAREGS_ 14 Term Use only records where term

= current term X TERM

Subject Art 14a SSBSECT_SUBJ_CODE STVSUBJ Course # F006.-91Q 14b SSBSECT_CRSE_NUMB,

SSBSECT_SEQ_NUMB

CRN 00389 14c SFTREGS_CRN SFQSECM Type Lecture-Lab 14d SSBSECT_SCHD_CODE STVSCHD Days of Week Form has check box Times 6:30 pm-9:20 pm 14e SSRMEET_BEGIN_TIME

SSRMEET_END_TIME

Location Foothill, Main Campus 1601 14f SSRMEET_BLDG_CODE SSRMEET_ROOM_CODE

STVCAMP

Instructor Name Joe Blow 14g SIRASGN_IDNO Use ID to get name

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Field ID on Screen

Shot Approval Required Data Location Validation Table

Unofficial Academic Transcript See SSB Screen Display for all 14 With Grades X

14a Degree Applicable Transcript

Excludes 200+ numbered classes for GPA & units calculations

X

15 No Grades with Grades & Quality Pts masked X 16 Display grades as Pass/no

Pass Quality Pts masked X

17 Transfer Course Titles Display course title from other institutions/

X

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OK for All

Approval


Validation Table

Active Registration – display only courses for current in session term and next term registered courses. 18 See SSB screen shot leave out Midterm grade,

grade detail and Course URL X

Class Title Collage & Composition 18a Dept Art 18b SSBSECT_SUBJ_CODE STVSUBJ Course # F006. -01Q 18c SSBSECT_CRSE_NUMB,

SSBSECT_SEQ_NUMB

Associated Term 2010 Fall Foothill 18d CRN 00389 18e SFTREGS_CRN SFQSECM Status **Web Registered”” Aug

23, 2010 18f

Schedule Type Lecture-Lab (02 to State) 18g Instructional Method N/A 18h Campus Foothill, Main Campus 18i SSRMEET_BLDG_CODE

SSRMEET_ROOM_CODE STVCAM

P Credits 3.000 18j Grade Mode Normal Grade Rules 18k Course Level Foothill Undergraduate 18l Associated Instructor Joe Blow 18m SIRASGN_IDNO Use ID to

get name

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Field ID on Screen

Shot OK for All


Validation Table

Test Scores use SSB (bwlktest.P_FacDispTest) – one line per test

19 Test Description DTLS Con and Sent Paper 19a SORTEST_TESC_CODE STVTESC

Test Score 19b

SORTEST_TEST_SCORE

Date Taken 19c DISP_TEST_DATE

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Field ID on Screen

Shot Data Location Validation Table 20 Type Counseling General 20a SPRHOLD_HLDD_CODE STVHLDD

From Date May 20, 2009 20b SPRHOLD_FROM_DATE

To Date Jan 01, 2099 20c SPRHOLD_TO_DATE

Amount $100.00 20d SPRHOLD_AMOUNT_OWED

Reason Academic – moderate

probation 20e

SPRHOLD_REASON

Originator DA Admissions 20f SPRHOLD_ORIG_CODE STVORIG

Processes Affected Registration 20g STVHLDD

20A Comment associated with

Hold Possible link to comment 20h SPACMT (tie by activity date &

Originator code) Do not display if Confifentiallity is checked.

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Detailed Specs for Secure Student Information Access January 4, 2011 Hold Comments



Field ID on Screen

Shot Data Location Validation Table 20 Comment Type Counseling SPRCMNT_CMTT_CODE STVCMTT

Originator DA Admissions SPRCMNT_ORIG_CODE STVORIG Contact Financial Aid Contract SPRCMNT_CTYP_CODE STVCTYP

Contact Date Jan 19, 2011 SPRCMNT_CONTACT_DATE

Confidentiality Indicator Don’t display comment if Checked

SPRCMNT_CONFIDENTIAL_IND

Add Date SPRCMNT_DATE

Activity Date

Last updated by: STVHLDD

Comments SPRCMNT_TEXT 20A Narrative Comments SPRCMNT_TEXT_NAR

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Detailed Specs for Secure Student Information Access January 4, 2011 Biographical Data



Field ID on Screen

Shot Data Location Validation Table 21 Has SS#? Yes or No 21 SPTPERS_SSN 22 SS# Last four digits Mask all but last 4 digits of

SS# 22 SPTPERS_SSN

23 Social security # All 9 digits 23 SPTPERS_SSN 24 Birth date Month, Day, Year 24 SPTPERS _BIRTH_DATE

Also SPTPERS_BIRTH_DAY, SPTPERS_BIRTH_MON, SPTPERS_BIRTH_YEAR

25 Student Cohort Attribute By Term ( SGRCHRT_TERM_CODE_FROM)

May be multiple. Display: Cohort Code, PASSTORCH Description, Pass the Torch

25 SGASADD_ SGRCHRT_CHRT_CODE Don’t display if Inactive

checked ( SGRCHRT_ACTIVE_IND)

STVCHRT

26 Student Attribute by Term May be multiple. Display: Attribute Code,

Description Code: CALS Description: CalSuccess

26 SARAATT_ATTS_CODE STVATTS

28 Emergency Contact – 28

Name SPREMRG_FIRST_NAME, SPREMRG_LAST_NAME

Relationship SPREMRG_RELT_CODE STVRELT

Phone number SPREMRG_PHONE_AREA SPREMRG_PHONE_NUMBER

SPREMRG_PHONE_EXT

City SPREMRG_PHONE_EXT

State SPREMRG_STAT_CODE

Country SPREMRG_NATN_CODE

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Field ID on Screen

Shot Data Location Validation Table 27 Registration History – Starts 7/1/10 registration, display the most recent activity at top of list. One line per class. SFARHST

contains the all of the data – I just can’t get to any of the fields to view field name Associated Term 2010 Fall De Anza 27a SFVRHST_TERM_CODE CRN 00200 27b Course ARTS D112I 27c Course Title Digitl Imag/Photoshop 27d Look up based on CRN & Term Credits 0 (if dropped) 27e Level De Anza Undergraduate 27f Status Drop Delete Aug 23, 2010 27g STVRSTS

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Field ID on Screen

Shot Data Location Validation Table 29 International Student data

Visa Type Code in table, display description

29a GORVISA_VTYP_CODE STVVTYP

Country of Birth Display code and description in table

29b GOBINTL_NATN_CODE_BIRTH

STVNATN

Country of Citizenship Display code and description in table

29c GOBINTL_NATN_CODE_LEGAL

STVNATN

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Field ID on

Screen Shot Data Location Validation Table

Disabled Students

30 Student Disabilities There may be multiple lines each with:

Disability Code & Description

0 Other Disability 30a SGRDISA_DISA_CODE STVDISA

Medical Code & Description

LD Learning Disability 30b SGRDISA_MEDI_CODE STVMEDI

Service Code & Description

AT Assistive Technology 30c SGRDISA_SPSR_CODE STVSPSR

Primary Yes or No 30e SGRDISA_PRIMARY_IND

Activity Date Nov 5, 2010 30f

31 Disability Services There may be multiple lines each with

Service Type AD Assisted Listening Device 31a SGRDSER_SSER_CODE STVSSER

Status Code 01 Received Services 31b SGRDSER_SSST_CODE STVSSST

Provided Code AL Adaptive Library Material 31c SGRDSER_SEPR_CODE STVSEPR

Originator ADAP Adaptive Learning 31d SGRDSER_ORIG_CODE STVORIG

Campus FH - Foothill, Main Campus 31e SGRDSER_CAMP_CODE STVCAMP

Contacts 4 31f SGRDSER_NBR_CONTACTS

Service Begin Date Nov 5, 2007 31g SGRDSER_BEGIN_DATE

Service End Date 31h SGRDSER_END_DATE

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Field ID on Screen

Shot Data Location Validation Table 3232 Amount Due $350 32

Date: Dec 1, 2010 Use today’s date

33 Account Details

Detail Code 3001 33a TBRACCD_DETAIL_CODE

Description FH Enrollment Fee 33b TSADETC

Term 2010 Fall De Anza 33c TBRACCD_TERM_CODE

Charge $51.00 33d TSAAREV-_TBRACCD_CHARGE_AMOUNT

Payment $25.00 33e TSAAREV-_TBRACCD_PAYMENT_AMOUN

T

Source Code R 33f TBRACCD_SRCE_CODE

Date 33g TBRACCD_EFFECTIVE_DATE

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Field ID on Screen

Shot Data Location Validation Table 34 EOPS Form is SGAEOPS

Start Date 2010 Summer De Anza 34a SGBEOPS_ACCEPT_DATE

To Term CAN’T LOCATE SKIP FOR NOW

34b

Status EE – Eligible for EOPS Next Term

34c SGBEOPS_EOPS_CODE STVEOPS

Acceptance Reason A – Eligible received services 34d SGBEOPS_TRAC_CODE STVTRAC

Planned Credits 15.5 34e SGBEOPS_PLANNED_CREDITS

State Financial Aid Eligibility

B – BogW 34f SGBEOPS_SFAE_CODE STVSFAE

Withdrawal Reason C – Withdrawal Personal Reasons

34g SGBEOPS_WTHD_CODE STVWTHD

Eligibility Factor(s) Multi-line factors

Factor Code B 34h SGRESEL_ESEL_CODE STVESEL

Factor Description No High School or Diploma or GED

34i STVESEL

Primary Indicator Check for one factor line item 34j SGRESEL_PRIMARY_IND

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