MINUTES
Data Governance Council Meeting
Wednesday, November 12, 10:00am – 11:00am
Present: Jesse Zurschmeide, Christina Drum, Elora Paik, Gwenn Pons, Joi Taylor, Kivanc Oner, Monty Young, Todd Adams, Lynne Personius
Guests: Shannon Goodman, Angelina Copeland, Kari Coburn
1) Follow-up from last month's meeting, data implications of University College transition- Jesse Zurschmeide
Jesse reported that the University College’s (UC) University Studies major and faculty are going to be housed in Liberal Arts. By Fall 2010 the UNS degree will be completely phased out. Until then SIS will still show these majors as UNS students.
E-mailed message from Jesses in regards to a conversation with Tim Gauthier:
I was able to talk to Tim Gauthier regarding the data implications of University College transition.
He confirmed the timing of Sept 1, 2010 as the end of the UNS degree.
He estimated 770 current students in the UNS program; of which about 300 never took a UNS course and are really just parked in the program for reasons such as waiting for their GPA to improve.
450 or so are truly doing the UNS degree and are grandfathered in. He expects 90 or so to graduate per semester for 4 remaining semesters; the remaining will be folded into the IDS program.
The Freshmen and Sophomore students are going to receive a letter explaining the program is transitioning to Liberal Arts; Interdisciplinary Studies.
When approved by the faculty senate; the courses which are currently delineated with UNS course prefix will be cross listed as both IDS and UNS prefix. The courses themselves will remain the same content.
There are no non-state funded courses.
Students who do not have a comparable match for their program in the LA IDS; will be able to transition to the Interdisciplinary Studies; Multidisciplinary Studies concentration. The Multidisciplinary Studies concentration has been proposed to have a 2.0 GPA requirement; which Tim believed had already been approved.
In addition, Jesse reported that they will be reactivating the general interdisciplinary degree code in SIS.
Elora mentioned that HRMS is having problems recoding staff members that were once under UC to the Academic Success Center (ASC). Therefore there is currently no direct supervisory link for some of the staff in the tables. They are working with options to solve this problem but there seems to be no immediate answer.
2) Coding the student status field- discussion of how to identify new students in SIS- Christina Drum
Background:
- For retention and graduation rate analyses, federal reporting requirements, and other informational needs, UNLV needs to be able to accurately identify its incoming class of new freshmen.
- In recent terms, IAP has defined this cohort using the Registrar’s official preliminary enrollment statfile, as follows:
- Student status is new (S1SSTATUS = ‘NW’)
- Freshman standing (S1STAN = ‘U01’)
- Admitted as a freshman (S1BADM = ‘F’)
- Enrollment is full-time (S1ENRL = ‘FT’)
- Exclude certificate-seeking students (S1BPC OMITS ‘CRT’)
- Include students who first enrolled in summer (per IPEDS definition)
- Discovered, in recent years, problems with the S1STATUS field not being updated properly. That is, students who were enrolled in previous terms were sometimes still coded as ‘new’. IAP collaborated with the Registrar’s Office to identify the cause and get this corrected. The issue seemed to be caused by the timing and parameters of the new-to-continuing batch job.
Issue with the fall 2007 (and fall 2008) cohorts:
- Between 70 and 80 students coded as new freshmen in fall 2007 also appear as new freshmen in the spring 2007 statfile. Over 100 students coded as new freshmen in fall 2008 appear as new freshmen in the spring 2008 statfile.
Needs for resolution:
- Need to determine a method to reliably identify new freshmen in fall 2007 and fall 2008.
- Need to ensure that whatever processes that are causing these errors are not perpetuated as we prepare to move to PeopleSoft.
Group decided to rely on the Admit statfile and to not trust the STATUS field since it is not accurate. In addition, documentation of this change is needed for assessment purposes. Kivanc will provide Christina with the logic the Graduate College uses for enrollment funnel reports (Registrars office provided the metrics)
3) Discussion of the iNtegrate data conversion process- Shannon Goodman
Shannon reported that the process includes:
A) Defining Type of Data
- Only capture what we absolutely need for business process and applications to work properly.
- “Nice to have” = will be brought over later (rolling process)
- Data needed to admit student starting in 2009 (students applying for 2010)
- All registration records by Fall 2010
The first conversion will focus on:
- Bio demographic (BIODEM) information = name, date of birth, age, etc.
- Defining the population
- Challenges with coming up with universal ID
- TOOK records
- Account balances greater than zero or with Holds
- Applicant records
B) Configuration Data = catalog year, class data
- Not sure what the timeframe will be for converting Student Life technology and Financial Aid data.
4) Progress update on UNLV's accreditation data gathering initiative- Kari Coburn
Kari reported that the accreditation team has formed a data group that is responsible for supplying al the necessary information. All tables are posted on the ir.unlv.edu website (requires a password to access) under the Planning zone. You can also use the search tool to find what you are specifically looking for.
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