Summer Extract
Concerns from MOCC
Additional Comments from ASCC
March 31, 2006
Summer Extract
The summer extract is usually frozen the end of July or early August, so that the home location of students attending both summer and fall can be changed to their Fall location. If registrations occur after the summer freeze date, they are not captured and included in the extract file and RIS reports. Registrations for August that occur prior to the freeze date are already included in the extract file and RIS reports. AAC has asked various committees to come up with a proposal to resolve this.
Biying has suggested that we do a record type ‘4’ data copy for summer at the end of August. The only data used from this file would be new registrations that were not captured in the previous data copy. We feel it would be problematic to use any other data from that extract file because the extract is very date-sensitive.
SDSU has done a ‘4’ for the past two summers. Biying could use this data for testing her theory on including late registrations in summer reports like Formula, the Distance Ed Report, etc.
Statement for MOCC:
In the summer, the extract data ‘3’ is frozen at the end of July, so preparation can begin in Colleague for the Fall term. Registrations for summer that occur after the data is frozen are not captured in this copy. AAC is concerned that some enrollments are being missed or underreported in various reports, and they have asked various committees to provide proposals for a solution.
ASCC proposes that we freeze a copy of the extract data at the end of August (record type ‘4’). The only data used from this file would be registrations in late sections. Late sections would be defined as sectionsthat were not captured in ‘3’ and sections thathave census dates after the date we copy ‘3’. Enrollments in sections that have census dates on or before the date we copy ‘3’ will not be adjusted in any report, even if more students are added after we copy ‘3’.
Question: Does this take into consideration additional August registrations for students enrolled in other courses prior to the July extract and students who may only be taking an August interim course and therefore this is a new student enrollment as well as an additional registration? (The August interim extract could have additional registrations and additional students). Both of these will be counted. Any summer registrations in sections with census dates after the extract freeze will be counted in the reports, whether or not the student may have been enrolled in other summer sections. In that case the student will already be in the extract, but their registration credit hours will be lower before Biying adds in the ‘4’ registrations. Those who are totally new student sin new sections will also be counted. What would not be counted are students who register after the extract freeze date for sections that have a census date prior to the extract freeze date. Biying does not plan to adjust the registered credit hours for those sections.
Use of the additional data copy ‘4’ should ensure that enrollments in late sections in summer are captured for reporting purposes.