Batch Cohort Upload Process Detail

This document provides the detailed steps to perform the batch cohort upload process.

Detailed Information

A Cohort is uploaded by an automated batch process in the Application Engine Program called UM_ST_COHORT.

Users can go to Assign Cohorts page in CSPRD (Main Menu > University of Maine System > Records and Enrollment > Batch Processing > Assign Cohorts), to upload their cohort.

1. User specifies an Institution, Academic Career, and a Cohort Code of RETENTION.
2. The process will evaluate students enrolled in all of the terms offered by the institution. Summer Terms are also evaluated. If the process identifies a Summer Term as a student's Cohort Term, the process flags the student's record indicating that the actual term was a summer term, records which Summer Term was the actual term, and sets the student's Cohort Term to the first Regular term following the Summer Term (this will usually be the subsequent Fall Term)
3. In the setup process for the Cohort Group, the User specifies a Date to use when determining registration. The User should select Census Date.
   1. Not all terms will have a Census Date defined — this is especially true for Summer Terms.
   2. There are no records of enrollment transactions for terms prior to the Fall 2008 term. We therefore cannot determine a student's enrollment status as of a particular date within a term. Likewise, there are some terms that do not have a Census Date defined. We therefore cannot always determine a student's enrollment status as of a specific date for a given term. If, for whatever reason, we are unable to determine a student's enrollment status as of the desired date, we instead use the student's enrollment status for the term — which we are always able to determine. Students who withdrew after the census date for those earlier terms won't be included in the cohort using this methodology. For this reason, the batch process for loading cohorts into the Retention DW prior to the Fall 2008 cohort could yield incorrect results.
4. For each term, beginning with the earliest term, the process selects all students who have an enrollment record for the Institution-Academic Career-Term combination and who are not already assigned to the selected cohort (RETENTION) for the selected Institution and Academic Career. An enrollment record is an entry in STDNT_ENRL for the selected Institution, Academic Career and Term or an entry in ENRL_REQ_DT_VW2 for the selected Institution, Academic Career and Term.
5. For each student, the process:
   1. Checks to see if the student was registered as of the Census Date at the selected Institution and Academic Career. If the student was not enrolled, the process ignores the student. If enrolled, the process continues evaluating the student.
   2. Checks to see if the student was matriculated in a degree-seeking program for the term. If the student was not matriculated, the process ignores the student. If matriculated, the process continues evaluating the student.
      1. To determine if a student is matriculated in a degree-seeking program for the term, the process verifies the following:
         1. The student has at least one active (PROG_STATUS = 'AC') program (ACAD_PROG) at the selected institution and career as of the Maximum Program Effective Date (TERM_TBL.SSR_TRMAC_LAST_DT).
         2. The admit term (ACAD_PROG.ADMIT_TERM) for that active program is less than or equal to the selected term.
         3. There is at least one plan (ACAD_PLAN.ACAD_PLAN) associated with the active program that has a degree defined on the academic plan table (ACAD_PLAN_TBL.DEGREE). In order to exclude students who are matriculated but are not in a plan which leads to a degree, the process looks for an Academic Program which is not in a list of Non-Degree programs (i.e. NDUG, NDUN, DIST, etc.).
   3. Gets the student's Admit Type.
      1. To determine a student's admit type, the process reads the application number associated with the student's active, degree-seeking program and gets the admit type (ADM_APPL_DATA.ADMIT_TYPE) associated with that application number.
   4. Gets the student's Academic Load.
      1. To determine a student's academic load, the process:
         1. Checks the student's Form of Study and Academic Load on the term activation record (PS_ STDNT_CAR_TERM).
         2. If the student's Form of Study = 'ENRL' the process generates the student's class list for the term. For each class, the process determines the student's enrollment status as of the Census Date. The process sums the number of enrolled credit hours taken system-wide for the term, excluding non-credit classes, audited classes, and withdrawn classes.
         3. Finds the corresponding academic load value. This value varies within an institution by academic load level rules, which vary by program and thus is student-dependent.
   5. Assigns the student to the cohort with the accompanying detail.
      1. When a student is added to a cohort, we also indicate:
         1. Enrollment Status at date.
         2. Academic Load at each date.
         3. Whether or not the data comes from a summer term and, if it does, which term.

The following are the tables that get populated by the process that creates and manages the student cohort groups.

• UM_COHORT_TBL - Student Cohort
• UM_STDNT_COHORT - Student Cohort

Process for Assigning a Cohort

The following flowchart shows the process for creating and managing a student cohort group. For a text-only version of the image below visit Accessible Guide for the Assigning Cohort Process Article.

Environment

• Campus Solutions/MaineStreet  CSPRD