Parchment Diploma Process

Overview

Parchment is the vendor that SOU uses to print and manage diplomas. There is an automated weekly process that creates the diploma order files to send to Parchment and a batch email/letter process that Raider Student Services can run to send an email and letter to graduating students with holds. The Diploma admin page (SHADIPL) is used to create or update diploma names and addresses that are missing or need to be changed. The Email Address admin page (GOAEMAL) is used to enter a home email address for anyone missing an email address.

Major codes that are used in the general student record but not the degree record (i.e. EDUO, MBAO) should be set up in the Banner Major Code Validation page (STVMAJR) to map to the appropriate degree major code.  Use the More Information button in the Banner Major Code Validation page (STVMAJR) to map the major code used in the general student record (i.e. MBAO) to the major code used in the degree records (MBA) in the Degree Major Code field.  If you do not find the correct degree major code in the list of values, contact banner@sou.edu to get it added.  Note to Banner support staff:  Use the SDE Validation Maintenance page (GTVSDLV) to add a new degree major code to the validation list.

If a longer degree description is needed, use the More Information button in the Banner Degree Code Validation page (STVDEGC) to enter one in the Diploma Degree Description field.

If a longer major description is needed, use the More Information button in the Banner Major Code Validation page (STVMAJR) to enter one in the Diploma Major Description field.

Automated Parchment Diploma Process

The automated Parchment Diploma process runs weekly and creates csv files of diploma orders for Raider Student Services to send to Parchment. Along with the csv files, it also creates 3 reports for Raider Student Services. The csv files and reports are emailed to the graduation@sou.edu account.  

Parchment Diploma CSV Files
There are four diploma csv files that may get created when the weekly job is run. All of the files contain diploma orders for students who have been awarded a degree, have not had a diploma ordered, have a diploma address, have an email address, and do not have any holds that stop transcripts. The program checks for a diploma name and address in the Diploma admin page (SHADIPL). If it cannot find a name or address, it then checks the Graduation Application admin page (SHAGAPP). If it still doesn't find a name or address, it then checks the Identification admin page (SPAIDEN). If getting the name from the Identification admin page (SPAIDEN), it uses the preferred first name unless there is an LGDI (Use legal name on diploma) attribute associated with the student. If getting the address from the Identification admin page (SPAIDEN), it uses the Diploma (DI) address type.  The program checks for email addresses in the following order:  Student (STDN), Employee (EMPL), Financial Aid (FA), or Home (HOME).
  • reg_parchment_diploma.csv - This file contains diploma orders for all degrees except for certificates and German school degrees (HARZ, HTW).
  • reg_parchment_diploma_cert.csv - This file contains diploma orders for certificates.
  • reg_parchment_diploma_harz.csv - This file contains diploma orders for the HARZ University of Applied Sciences.
  • reg_parchment_diploma_htw.csv - This file contains diploma orders for the HTW Berlin - University of Applied Sciences.
Parchment Diploma Order Report
The Parchment Diploma Order report (reg_parchement_diploma_order.lis) contains a list of diploma orders in the csv file so that Raider Student Services will have a record of the orders sent.
Parchment Diploma Holds Report
The Parchment Diploma Holds report (reg_parchment_diploma_holds.lis) contains a list of students who have been awarded a degree, have not had a diploma ordered, and have holds that stop transcripts. Once the transcript hold has been removed, the person will be included in the diploma csv files.
Parchment Diploma Missing Information Report
The Parchment Diploma Missing Information report (reg_parchment_diploma_missing.lis) contains a list of students who have been awarded a degree, have not had a diploma ordered, and are missing either a diploma address or email. Parchment requires both items. Once the missing information has been entered in the Diploma admin page (SHADIPL) and/or Email Address admin page (GOAEMAL), the person will be included in the diploma csv file. Enter an email address type of HOME when entering an missing email address.

Updating Diploma Data

After a student has submitted their graduation application, their data may need to be updated. Below is a list of the Banner admin pages to use to update diploma related data.
  • Diploma (SHADIPL) - Use to update diploma name and address.
  • Email (GOAEMAL) - Use to update the HOME email address.
  • Degree and Other Formal Awards (SHADEGR) - Use the More Information button to indicate diploma group (HARZ/HTW).

Diploma Hold Email/Letter Process

The Diploma Hold Email/Letter process sends an email and/or paper letter to students who have been awarded a degree, have not had a diploma ordered, and have holds that stop transcripts.  It will send the email and/or letter once every 90 days if they still have a hold that stops transcripts.

Accessing the Diploma Hold Email/Letter Job

You may access the Diploma Hold Email/Letter job using the search feature or the Reports menu. When you select the job, the Process Submissions Control form (GJAPCTL) will display so that you may enter the parameters required to run the job.

Accessing the Diploma Hold Email/Letter Job Using the Reports Menu
  1. Log into Banner.
  2. Click on the Applications icon Applications icon on the left navigation bar.
  3. Expand the Banner menu.
  4. Expand the Reports and Jobs menu.
  5. Expand the Academic Affairs menu.
  6. Expand the Enrollment Services menu.
  7. Expand the Registrar menu.
  8. Expand the Graduation menu.
  9. Select Diploma Hold Email/Letter.
Accessing the Job Using Search
  1. Log into Banner.
  2. Start Typing "diploma hold" into the Search box on the main Welcome screen.
  3. This will pull up a list of items that have "diploma hold" in the name. Select Diploma Hold Email/Letter (LG_REG_DIPL_HOLD) from the list.

Running the Batch Email/Letter Job

To run theDiploma Hold Email/Letter (LG_REG_DIPL_HOLD), you first need to set up the required parameters. The Process Submissions Control form (GJAPCTL) is used to enter parameters for jobs. If you plan to print paper letters, be sure to load letter head paper into the appropriate printer.

Key Block (Page 1 - Block 1):

The Key block specifies which report you are running. It will be pre-populated with the Diploma Hold Email/Letter (LG_REG_DIPL_HOLD).

Enter the following information:

Process: Process will be pre-populated with the Diploma Hold Email/Letter (LG_REG_DIPL_HOLD). If it is blank, enter LG_REG_DIPL_HOLD.

Parameter Set: Enter the name for the set of parameters you wish to use if you have saved a set of parameters previously. Otherwise, leave blank.

Choose Block/Next from the menu bar to move to the Printer Control block or use the mouse to click into the block.

Printer Control Block (Page 1 - Block 2):

The Printer Control block allows you to choose which printer to use, the number of lines to print per page, and the time to submit the job.

Enter the following information:

Printer: Enter the printer code for where you want output to print. Choose Help/List from the menu bar for valid printer codes. If you do not see your department print queue listed, call our Faculty & Staff Help Desk for assistance.  If you would like to review this report online, enter DATABASE in the printer field. Note: If you plan to print paper letters, you must enter a valid Banner printer.

Special Print: Leave the value blank.

Number of Lines: Enter the number of lines per page you wish to print or use the default already entered. Note: If you choose a larger number of lines than will fit on the page, your report will not print properly. We recommend this value is left blank.

Submit Time: Leave the value blank if you wish report to run immediately. If you wish the report to run at a later time, enter the time in military format (i.e., 23:00 for 11:00 PM).

Choose Block/Next from the menu bar to move to the Parameter Values block or use the mouse to click into the block.

Parameter Values Block (Page 1 - Block 3):

The Parameter Values block displays a list of parameters used for the General Student Purge. As you cursor through each parameter, help text about the parameter is displayed underneath the list of parameters at the bottom of the Parameter Values block. Click on the Search icon for the Values field to see a list of valid values if one is available.

Enter the following information:

Run in Audit Mode?: Enter an N to run in update mode. Update mode is used to create the emails/letters. Audit mode is reserved for IT testing.

Email, Letter, or Both: Enter E for email only, L for letter only, or B for both the email and letter.

Use the vertical scrollbar or down and up arrow keys to cursor through the records. After entering your parameter values, choose Block/Next from the menu bar to move to the Submission block or use the mouse to click into the block.

Submission Block (Page 1 - Block 4):

The Submission block allows you to save your parameters for future use and to submit the report.

Enter the following information:

Save Parameter Set as: If you wish to save the parameters to use again, check this box.

Name: If you have checked the Save Parameter Set as box, enter a name for the parameter set. If you did not check the Save Parameter Set as box, leave Name blank.

Description: If you have checked the Save Parameter Set as box, enter a description for the parameter set. If you did not check the Save Parameter Set as box, leave Description blank.

Hold/Submit: Select the Submit radio button.

Choose File/Save from the menu bar to submit your job. If you chose to print letters, they should start printing within a few minutes.