All About UEX

What is UEX and who are UEX students?

• UEX is University Extension, which offers UT approved cirriculum with UT instructors.  
• UT Austin admission is not required to register and earn credit thru UEX
• Some UEX classes are self-paced and do not have traditional semesters
• UEX courses show up on official transcripts and can count toward degrees
• The term UEX in our parlance also covers "correspondence" classes, but they have minor differences.  UEX classes are semester based, correspondence classes are still under UEX but are self-paced online courses.  The CCYYS associated with a correspondence class is determined by when Student Records receives the grade and is typically the same CCYYS in which the class is completed.  Other differences (explained below) is different API through with Student Records receives the grades
• These courses are not considered "in-residence" courses.
• Students can be UEX-only, in which case they are not enrolled at UT and have a PROGRAM-CODE = 'E0100' - See *ADCODE under Irregular, or they may be co-enrolled (UEX courses plus regular enrollment with sch-major)
• UEX and correspondences classes are differentiated from credit-by-exam (CBE) - CBE grades are received by Student Records through a dataset from the Center for Teaching and Learning (CTL).  They have typically been treated differently regarding transcripts as well - a students CBE classes will not show up on a transcript until enrollment, thus an E0100 student's CBE credits, if any, are not transcriptable
• According to Jason Andres: "All CBE exams are taken while a student is in high school.  The reason some of this CBE exam work shows up as credit in a semester after a student is admitted is because that’s when a student opted to claim that credit. "

UEX on Student Records

• UEX classes never go on File 50, only File 149
• UEX classes can be found on File 149 in SP-CLASSES array
• The 149 record that contains UEX classes semester is numbered like any regular semester, 2,6, or 9, but for display purposes (such as on NRRECS/SH), the semester is manipulated to be 1, 5, 8
• Though not admitted to UT, E0100 students DO have a File 50 record that keeps their name and contact info etc. but will have no sch-maj or classificaton, and the 50 record is not marked audited
• UEX classes do not go onto student's record until completed, and even if completed and loaded for the current semester, it goes on a File 149 record that will be specially created to hold the UEX data. This means that UEX students may have a file 149 rec before grades night. (Normally, the file 149 recs are created on grades night.)
• For reference, on Grade Night, for admitted students, a 149 record for the current semester is created and then the student's current classes/grades are moved over to it from File 50 before the semester is switched to the new semester, but we must check to see if a student who is co-enrolled (UEX and regular classes) might already have their current 149 rec that was made to hold completed UEX classes
• When E0100 student is admitted as regular student, program code E0100 goes away, other data is updated, the File 50 record AUDIT-SW = 'A', FSE is applied
• UEX coursework can be posted retroactively

Note: credit by exam also shows on File 149 SP-CLASSES array

Note: all of a students' classes, past, present, regular, UEX/corr, credit by exam, can be found using NRR$SACC

How can you tell if a class is UEX/corr/credit-by-exam?

Look at the field SP-TYPE on File 149, or T column on NRRECS/SC or SH

'%' = extension

'@' = correspondence

'*' (asterisk) = credit-by-exam - in earlier years, letter grades were actually assigned for Credit-by-Exam, today, CR should be the grade, asterisk should be the type

How does the SP-CLASSES array get updated on File 149?

NRF$AHU1 is AIM

SP-GRADES fields updated by NRU$SCG1/NRBUSL

Batch processes:

Duplicate sp-class listings are removed by NRPB362B/NRGRDE

    NRJGB362 - Back out for NRJG0362

               Backs out updates from multiple runs of NRJG0362

               Manual - hasn't run since 10/2011

SP-class data loaded by NRPBCE15 / NRGRDE DCE's Weekly Corr/Ext Upload: Update module

    NRJGCE1 P - GRADES - DCE Weekly Cor/Ext Completed Course Upload

                         Division of Continuing Education's Correspondence Course Grade Upload. This is a rewrite of Job Stream 274

                         Autosubmit - every Monday

SP-class data loaded by NRPBCE25/NRGRDE DCE's Semester Ext Course Upload: Update Module

    NRJGCE2 P - GRADES - DCE Completed Extension Courses Semester Upload

                         Division of Continuing Education's (DCE's) Completed Extension Courses Upload for the Semester

                         manual run semesterly by Dalton or Reg IT

SP-class data missing flags on duplicate courses update: Update Module

    NRJGCE17 P - GRADES - Checks DCE Weekly Cor/Ext Completed Course Upload for duplicate courses that were

                         added manually and adds any attribute flags found in the weekly dataset

                         Autosubmit - Weekdays (runs after 6pm)

SP-class data updated by NRPBGB10/NRGRDE - Apply GPA updates for grade processing.    

SP-class data updated by NRPBGB11/NRGRDE - Backout GPA updates for grade processing.        

SP-class data updated by NRPU3621/NRGRDE - DESC: ADVANCED PLACEMENT WORK UPDATE.

* NRRECS interface:    

NRTP4U01/NRRECS - Update NR-CLASSES for a EID and CCYYS (1 of 2)

NRPT4U02/NRRECS - Update NR-CLASSES for a EID and CCYYS (1 of 2)

NRTPNC01/NRRECS - Past semester classes changes - *NRRECS NC

NRTPNP01/NRRECS - Past semester classes changes for odd semesters - *NRRECS NP

UEX and transcripts

• UEX classes appear on Official transcripts
• E0100 students cannot order electronic transcripts, but they can order Official and Unofficial transcripts, either in-person or through the online Transcript Order System (OTOS)
• UEX classes can take awhile to show up on transcript after completed - per Jim Bullock: "There can be a latency of as much as a semester between the time a student finishes an extension course and the time it is added to 50 or 149, depending on timing.  Correspondence courses are quicker, as there is a weekly batch update from UEX whenever the student finishes those online."
• If E0100 student has no classes listed yet, they are barred from ordering a transcript
• The website hints at a 6-month timeframe in which to order UEX transcripts - there is no programmatic nor business rule that anyone can recall that gives a reason for this

UEX and GPA

UEX and NSC reporting

UEX and GI Bill Certification

UEX and certificates

For the purposes of determining the most recent post-degree semester with coursework to assign a certificate conferral CCYYS, semesters with UEX classes only will count.  For example, this is common with the Business Foundations certificate

UEX APIs

• So while we are referring to both extension and correspondence as UEX above, here they will be referred to separately because there's different api's for each. 

Extension API

• SM = CEN$DEG2, PDA = CEDPDEG2
• Call it with a UIN and CCYYS. Can return current and future extension courses (past ones are on File 149 as stated above).
• You could call it with a CCYYS of 20000 which is the designation they used to refer to non-semester courses (correspondence). 
  • Apparently this doesn't always work well though and it's best to use the other API.