1. Automated Loading of AP Test Scores
Melissa Hyatt
Associate University Registrar

2. Texas State Quick Facts
Official Fall 2016 Enrollment- 38,849
Official Spring 2016 Enrollment- 35,234
Office Staff- 21 full time staff encompassing Student Records, Transcripts, Registration, NCAA Athletic Certification, Degree Works, Schedule of Classes, Room Scheduling, and Veteran Affairs
SIS is Banner

3. Purpose Eliminate the paper roster coming from the Testing Center
Lessen errors made in data entry
Speed up and streamline processing
Allows advisors to see test scores sooner and adequately advise students

4. Previous Process
Someone in the Testing Center would evaluate each score that came in, put it on a paper roster, and send it to the Registrar’s Office.
Registrar’s Office would manually enter the grade into SHAINST and SHATCKN
Registrar’s Office would manually review for repeats and academic standing

5. New Process Test scores load into SOATEST nightly (done by Admissions)
SRTLOAD- Electronic Prospect Load
SRRSRIN- Electronic Prospect Match
SRRPREL- Migrate Electronic Prospects
Test scores evaluated and loaded in SHAINST and SHATCKN via custom batch jobs nightly (TZR0051)
Batch job adds attributes such as core codes and WRIT (TZR0056)
Repeat and academic standing script run nightly

6. Rules symbol. In ALL cases, the following GENERAL conditions apply:
(1) If a student already has earned credit for the exact same course code, then no credit will be awarded for that course based on the AP exam.
(2) Credit based on AP exam scores should only be awarded to students whose current status level is undergraduate (UG).
Banner Test Code
Test Name/Description
effective date (start)
end date
score
test-specific conditions
credit award (courses)
total hours
AP07
AP US History
undefined 3
if the student already has credit for HIST with a grade of A, B, C, or D, then award HIST 1320
HIST 1310 OR HIST 1320 (but not both)
4,5
if the student has earned credit for either HIST 1310 or HIST 1320, but not both, then award credit for the course that he/she does not have yet
HIST 1310 AND HIST 1320 6
AP13
Art History
3,4,5
ARTH 2301
AP14
Studio Art - Drawing
ARTF 1302
AP15
Studio Art - 2D Design
ARTF 1301
AP16
Studio Art - 3D Design
ARTF 1303
AP20
AP Biology
{1} award credit for BIO 1130 and BIO 1330 only if the student does not already have credit for BIO 1320 or BIO 1430; {2} if student has credit for either BIO 1130 or BIO 1330, but not the other, award only the missing course from the pair.
BIO 1130 AND BIO 1330 4
4, 5
{1} award credit for BIO 1130 and BIO 1330 only if the student does not already have credit for BIO 1320 or BIO 1430; {2} if student has credit for either BIO 1130 or BIO 1330, but not the other, award only the missing course from the pair; {3} award credit for 1131 and 1331 ONLY IF the student does not have credit for BIO 1431; {4} if the student has credit for either BIO 1131 or BIO 1331, but not the other, award only the missing course from the pair.
BIO 1130, 1330, 1131, AND 1331 8

7. SRTLOAD- Electronic Prospect Load

8. SRRSRIN- Electronic Prospect Match

9. SRRPREL- Migrate Electronic Prospects

10. Input Test Scores
If an active SGASTDN exists for the term test is taken, it will load. Otherwise, script looks for first active SGASTDN record. If none, it doesn’t load.

11. Input Test Scores

12. Input Test Scores .

13. Input Test Scores

14. Things We Learned
Make sure you create the Header record on SHAINST and calculate a GPA as this can impact transcript printing and academic standing
Make sure the script can evaluate if the score has already been credited so it doesn’t reload it night, after night, after night….
If credits are posted to a semester earlier than their first semester taking classes, credits will not be applied to their classification. Records team will need to remove the records and add them to the first semester attended.
Transcripts will not print if credits are the only grades on their transcript for the term. You will need to wait until grades post to get an official transcript.

15. Stuff to Make the Techy Folk Go Ahhh
Modified the txcustom.registrar_load_ap_credits package to implement the conditions for awarding credits to students.
Created a txcustom.tzr Student AP Test Score Transaction table to save the transactions that will not satisfied the conditions for awarding credits to students.
Altered the txcustom.ap_score_xwalk table to add to the records the ap_eff_start_date and ap_eff_end_date columns.
Populated the txcustom.ap_score_xwalk.ap_eff_start_date column with date 01/04/ :00:01 AM as default.
Modified the txcustom.registrar_load_ap_credits package to select only active records using the ap_eff_start_date and ap_eff_end_date columns.

16. Melissa Hyatt mh07@txstate.edu
Questions, Answers, Sharing Contact Information
Melissa Hyatt