As of 7 am on 9/3/2002, you should have access to the sa degree progress instance (also referred to as spaa) which houses the

Understanding the Student Administration System

There are three PeopleSoft information systems in use at JMU: Finance, Student Administration (SA) and Human Resources (HRMS).

This documentation references the SA system and the reporting tools made available to users: specifically PeopleSoft query and BI publisher reports. Reporting tools are used to extract data from the SA system in ad hoc yet predefined ways.
While several offices have access to write queries, the Manager of Reporting creates and maintains hundreds of reporting objects for various offices. Use this document as the primary source for these reporting objects. For additional information related to extracting data out of your SA system, contact:
Pete DeSmit

[e-mail]

phone: 8-3605

Table of Contents

Logging into the SA System to run reports 4

Tips/rules which apply to all reporting objects 4

Introduction to reporting in your Student Administration System 5

Academic Affairs 5

Academic Student Services 17

Advisors 17

Art and Art History 22

Biology 22

Card Services 23

Career and Academic Planning 23

Chemistry 27

CIT (Center for Instructional Technology) 28

Clusters 29

College of Business 34

College of Visual and Performing Arts 39

Engineering 40

Finance 41

General Education 42

Geology 43

Graduate School 43

Greek Life 45

History 45

Honors College 46

Housing 47

IDLS 48

Institutional Research 48

Intercollegiate Athletics 49

ISAT 53

International Student Success 54

International Programs 55

Leadership program 61

Learning Resource Center 61

Learning Technology & Leadership Education 62

Library and Educational Technology 62

Major Advising 62

Math 63

MBA 64

Music 65

Nursing 66

Online and Blended Learning 67

Outreach and Engagement 69

Parking Services 70

Philosophy and Religion 71

Police Department 72

Pre-professional Health 72

Psychology (Undergraduate ) 75

Psychology (Graduate) 75

Student Records 75

School of Media Arts and Design (SMAD) 84

Teacher Education 85

Theatre and Dance 85

University Advancement 87

Department Head 87

Department Secretary 96

Working with scheduled queries 122

Running an BI PUBLISHER report with bursting the first time 127

Level 1 create query access 129

Level 2 create query access 129

Reporting Guidelines when a member of IS performs research/work. 131

Troubleshooting queries 131

Advanced query techniques 133

Logging into the SA System to run reports

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  Log into the Student Administration system by following this URL: https://sa.jmu.edu/psp/sa/?cmd=login
  
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  Log in using your userid and password. Navigate as follows to begin using queries: Reporting Tools, Query Viewer.
  
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  Navigate as follows to begin using BI publisher reports: Reporting Tools, BI publisher. BI publisher reports can be viewed or scheduled, follow the appropriate path.
  

Tips/rules which apply to all reporting objects

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  If prompted for the academic institution, always use a value of JMDSN.
  
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  Once you’ve entered prompted values, press the View Results button. When the results appear, you can send the results to an Excel spreadsheet, or CSV text file by following the appropriate hyperlink. Once your results are in Excel, you may sort, subtotal, save the results using various formats etc.
  
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  If a query has fewer prompts than you need (for example, you need to obtain data for 7 academic plans and the query only allows four) you may run the query multiple times and combine the results in Excel using cut/paste. If this activity is performed on a regular basis, contact the manager of reporting to request a customized query.
  
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  If ever prompted for a combination of subject and catalog number (for example MATH220) always enter the data without any embedded spaces.
  
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  When prompted for an academic plan number, the query will return data for all TYPES of plans including majors, minors, pre-plans and concentrations. When plan data is present in the query results, the plan type (MAJ, MIN, PRP, CON) should always be included in addition to the ten digit plan number.
  
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  Dates can be entered in several formats; all of the following are acceptable formats for November 7, 2018: 11/07/2018 OR 11072018 OR 110718
  
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  If prompts include the word OR in their description, unless otherwise noted, it means you should enter data into one or the other prompt, but not both.
  
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  If prompted for an academic level; valid values include 10 (freshman), 20 (sophomore), 30 (junior), 40 (senior) GR (graduate) DR (doctoral) and either 00 or 50 for continuing education (CE) career students.
  
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  If prompted for an advisor number; entering a value of 1 will return the primary (aka the major) advisor, likewise a value of 2 or 3 etc. will return additional (aka minor) advisors. If you do not need academic advisor data returned, you may leave the default value of zero.
  
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  When prompted for term, you can determine the values according to the following logic. The first digit indicates the century (0 prior to the year 2000, 1 for the year 2000 and beyond). Digits two and three are the last two digits of the year; 17 would be for 2017, 18 for 2018, etc. The fourth/last digit is the month of the year in which the term begins; 1 for Spring term, 5 for any/all Summer terms and 8 for the Fall term. A term of 1178 is the Fall of 2017.
  
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  Queries have the results sorted in a specific order, which varies by query. If you desire results in a different order, send the results to Excel and use the sorting features available within Excel.
  
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  Several of the queries will only return data for students currently taking courses @ JMU. If such a query is run for terms other than the current term, it will NOT include data for students no longer active in their respective academic career. This includes students who have graduated and /or left the University for any reason. One simple example: It’s the Spring of 2018 (term=1181) and you run the query jusds002 using a term=1058 (Fall of 2005) for accounting majors. The query returns 35 rows of data. Although this may be useful information, it may not be the data you desired. The 35 returned rows represents those accounting major students who WERE here taking courses in the Fall of 2005, and are STILL here. In an attempt to differentiate Time Sensitive (TS) queries, all jus queries include one of the following designations in the documentation. The letters TS after the name indicates the query returns time sensitive data. In short, TS labeled queries should only be run for the current (or future) term. A NTS label indicates the query is Not Time Sensitive, and can be run for as far back as we maintain data (normally 1995).
  
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  Queries contain data which need to be handled in accordance with university policies and procedures, including (but not limited to) FERPA. If a query contains any data that could identify a specific student, a field labeled FERPA should be included. IF you plan to "publish" results of the query or share the data with anyone other than a JMU employee bound by the data stewardship policies, you MUST take action on the results. Specifically, you MUST delete any row of data with a value of "Y" in the column labeled FERPA. A "Y" indicates the student has asked that their information be protected under FERPA guidelines.
  
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  The University's policy on the confidentiality of educational records may be found at The Family Educational Rights and Privacy Act (Policy 2112) and a tutorial is also available. For more information, please visit http://www.jmu.edu/registrar/FERPAOutline.shtml or contact the Office of the Registrar at [e-mail] or 568-6281. In this context, the definition of PUBLISH means to make the data from the query available in any format (electronic, hard copy, etc.) where it may be viewed by anyone other than a JMU employee bound by data stewardship policies http://www.jmu.edu/JMUpolicy/1205.shtml