Notating CSU/UC GE and IGETC Certification

CSU General Education and CSU/UC IGETC certification notation on the transcript is now integrated with the actual awarding of the certificate in SHADEGR. Notation is placed in SHATCMT (level comments) when any of the proscribed CSU GE and IGETC certificates are awarded with a UA degree certificate (outcome) status according to a specified configuration in GTVSDAX.

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Example of CSU GE with US History certification

Qualifying programs of study for these certificates along with field of study concentrations are specified in GTVSDAX under the internal group code of GE_CERT. The template for the notation is recorded here as well. When a certificate is awarded for a program and concentration that matches a combination in GTVSDAX, the notation template from GTVSDAX is used to write the notation to SHATCMT automatically along with an effective date and awarding college code. If the award status, completion term, program of study, concentration, or degree completion term is changed, the notation in SHATCMT may be removed and rewritten accordingly. Changing the award status to something other than UA (awarded) or a non-qualifying program and concentration combination or the removal of the certificate will cause the notation in SHATCMT to be removed.

Qualifying Certificate Notations (as found in GTVSDAX)

* All notations will have the effective date of the certification and the college code appended to the notation.

Notation Placement and Effective Dating

Certificate notation comments are always appended to the end of any existing comments in SHATCMT. If a change is made to the certificate in SHADEGR that affects the notation, the prior notation is removed and the corrected notation is readded to SHATCMT at the end. It is ok to edit these comments but note that they will be removed if the certificate is changed or deleted. Do not insert new comments between notation comment rows as these will not be tied to the SHADEGR record key and will not be removed or flow with an updated certificate notation.

The effective date appended to the notation is also used in the effective date of the transcript comment. This date is derived from the earliest of either the award save date or the last day of the degree completion term on the SHADEGR record. If the award record is changed then the comment will be deleted and re-appended with the new date calculated date.

 Instructions

Adding a GE/IGETC notation at the time of awarding of a CSU GE or CSU/UC IGETC cerficate:

1. Insert or update a certificate award in SHADEGR with the award (outcome) status of UA.

2. Enter all relevent outcome information in the Learner/Outcome tab block. The effective date will be set to the current date or the end of the degree completion term whichever is earliest unless a graduation date is entered. Then the graduation date will be used.

3. Go to the Curricula tab and add the appropriate Program (see table above).

4. Next block to the Field of Study and insert a FOS type of Concentration.

5. Tab or click in the Field of Study field and enter the appropriate certificate notation type. If unsure, click on the field elipses then select “Attached Concentrations” to view the list of available concentrations for that program and major.

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6. Click Save.

Updating an existing awarded CSU GE or CSU/UC IGETC cerficate with GE/IGETC notation:

1. Select an existing certificate award in SHADEGR.

2. Set the award (outcome) status to ‘AP’ to allow for editing of outcome and curriculum information.

3. Enter all relevent outcome information in the Learner/Outcome tab block. The effective date will be set to the current date or the end of the degree completion term whichever is earliest unless a graduation date is entered. Then the graduation date will be used.

4. Go to the Curricula tab and click on Update to adjust the appropriate Program (see table above) and/or Field of Study (FOS).

5. Next block to the Field of Study and insert or alter a FOS type of Concentration.

6. Tab or click in the Field of Study field and enter the appropriate certificate notation type. If unsure, click on the field elipses then select “Attached Concentrations” to view the list of available concentrations for that program.

7. Click back on the Learner Outcome tab and set the award (outcome) status back to ‘UA’.

8. Click Save.

Removing existing awarded CSU GE or CSU/UC IGETC cerficate with GE/IGETC notation:

1. Select an existing certificate award in SHADEGR.

2. Either remove the certificate award altogether or set the award (outcome) status to something other than awarded ('UA'). Check with the Registrar for advice on which method to use.

3. You can confirm the removal of the notation by going to SHATCMT and verifying that the transcript level GE certification notation has been removed.

Configuring or Adding Notations

Notations are associated with Concentrations defined in STVMAJR and associated as major-dependent concentrations in SOACURR. To add a new notation template, add the concentration code to be associated in STVMAJR and then associate the concentration with the program curriculum via the major-dependent concentration tab. Note: you must first select the program (base curriculum rule), select the major from the Majors and Departments tab, then click on Major-Dependent Concentrations tab. Insert the new concentration, select Display on Self-Service (if the GE certificate option is to be displayed in the Grad App PageBuilder application) and press Save.

The notation template is maintained in GTVSDAX. You can view existing notations by filtering on the GE_CERT group. To add or alter the notation template going forward, have IT add or update the GTVSDAX record. The template noation is stored in the Comments field for the desired program (external code) and the concentration (internal code). There is no limit to the number of lines in the template other than what is permitted in the Comments field. The GE certification trigger will parse the comments by end of line characters and/or 50 character blocks. It is advised to do this in a test environment to confirm how the notation will appear in SHATCMT.

New notation templates may be added at any time without having to alter the application code. IT staff will need to insert a new GTVSDAX record with the following information:

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