Validate Course ID from DB - Brainware for Transcripts - 24.1 - 24.1 - Ready - Brainware - external - Brainware/Brainware-for-Transcripts/24.1/Brainware-for-Transcripts-User-Guide/About-Brainware-for-Transcripts-Solution-Features/About-the-Transcript-fields/College-Transcript-fields/Coursework-field/Validate-Course-ID-from-DB - 2024-10-28 - The extracted Course IDs of a College transcript can be validated against information stored in a Course ID lookup table.

Brainware for Transcripts User Guide

Platform

Brainware

Product

Brainware for Transcripts

Release

24.1

License

The extracted Course IDs of a College transcript can be validated against information stored in a Course ID lookup table.

After a Course ID is extracted, it can be validated if the lookup finds a valid match in the configured Course ID lookup table. When the extracted Course ID matches a Course ID from the lookup table within a defined Levenshtein distance, it is considered a valid match.

If no match for the Course ID is found, a second search for the Course Description is executed. If the extracted Course Description matches the Course Description from the lookup table within a defined Levenshtein distance, it is considered a valid match.

For valid matches, the extraction result is set to valid otherwise the extraction result is set to invalid with an error description.

If a match is found where the lookup value for the Course ID differs from the extracted value, the extraction value is replaced by the lookup value.

To enable the Course ID lookup, complete the following steps in SCM:

On the Configure Project page, in the Project list, select the BFT project to be used.
In the Settings list, click Profile Settings.
In the Profile list, click the relevant profile.
In the Profile Settings list, click College Coursework Settings.
Select the Validate From DB check box. A list of other configuration options are available.
To enable validation from DB, the connection to the Course ID lookup table needs to be defined.

For information on specific fields, refer to the following table.

Parameter	Description
Validate From DB	This is the flag to denote whether the course number is validated against course numbers from the same institution in a database table.
SQL Connection Group	This is the SQL connection group specifying the course number validation database connection string as set in the SQL section. The SQL connection groups are defined in the INI file (Section SQL) and may need the configuration of the wanted connection string. If no connection group is specified, the system uses group 01. Note: This field is displayed only if Validate From DB check box is selected.
Course Table	This is the name of the course validation database table. Note: This field is displayed only if Validate From DB check box is selected.
Inst ID Column	This is a column in the database table that holds the institution ID. This setting is mandatory. Note: This field is displayed only if Validate From DB check box is selected.
Remove Inst Lead Zeros	This is a flag to denote whether leading zeros is removed from the institution ID when validating the course number. Note: This field is displayed only if Validate From DB check box is selected.
Course ID Column	This is a column in the database table that holds the course ID. Note: This field is displayed only if Validate From DB check box is selected.
Desc Column	This column in the database table that holds the course description. Note: This field is displayed only if Validate From DB check box is selected.
Include Site	This is a flag to denote whether the institution's Site ID is used when validating the course number. Note: This field is displayed only if Validate From DB check box is selected.
Site ID	This is a column in the database table that holds the external institution's site ID if applicable. Note: This field is displayed only if Validate From DB check box is selected.
Use Internal Inst ID	This is a flag to denote whether the internal SIS institution ID is used when validating the course number. Note: This field is displayed only if Validate From DB check box is selected.For more information, refer to About configuring the Institution ID and Applicant ID fields without using a partition
Max Course Number Compare Distance	This is the maximum valid compare distance for the course number Note: This field is displayed only if Validate From DB check box is selected. It is recommended not to modify this field unless necessary.
Max Description Compare Distance	This is the maximum valid compare distance for the course description. Note: This field is displayed only if Validate From DB check box is selected. It is recommended not to modify this field unless necessary.
Update DB Export	This is the flag to denote whether the course number is validated against course numbers from the same institution in a database table.If checked, the system updates the course number validation table with new record having Institution ID (and its optional Site ID), the Course IDand the course Description values as content. For more information, refer to Update the Course ID lookup table on Export.
Subject Column	The column name in the defined Course ID lookup table that holds the Subject name. If set, also the Course Number Column setting must be set. Note: This field is displayed only if Validate From DB check box is selected.
Course Number Column	The column name in the defined Course ID lookup table that holds the Course Number.If set, the Subject Column setting must be also be set. Note: This field is displayed only if Validate From DB check box is selected.