May 2017

SUDS-STU is Back!

The “Student” chapter of the Stanford University Data Steward group met this past Monday for the first in a series of meetings to establish naming conventions and definitions for the data elements appearing in SIRIS Phase 2 (Course and Class Enrollment). Discussion focused on defining “Parent Course ID” and other terms.

The next meeting will be Monday, June 5 at 11am in Littlefield 243. Anyone with an interest in contributing to the data stewardship effort is welcome.

SAKE this month

This month’s Student Analytics Knowledge Exchange meeting will be held on Monday, May 22 at 11am in Littlefield 243. Topics will include:

  • Reporting on student demographics - a new addition to the Report Library
  • SIRIS Authority - some big picture questions

Program Status vs. Enrollment Status

“How many students are there in X program/department/school?”

This is one of the most common reporting questions, and, as with many questions that seem simple on the surface, it begets a number of secondary questions: At what point in time? Do you mean enrolled students or active students? Should we count students on leave? However you choose to answer these questions, you’ll need to use some combination of program status and enrollment status to define your population. The Plan and Term Enrollment Dashboard offers both of these fields as selection criteria, so it is important to understand what they mean and how to use them.

Program Status:  Academic program status describes the status of a particular student in an academic program at a particular time. A student has a separate program status for every academic program with which they are affiliated, and as they move through the program their status is updated accordingly. Every time a student’s program status changes, a record of that change is created that includes the effective date of the change. This means that it is always possible to know a student’s program status on any given calendar date (once the initial record is created).

The administrators of academic programs use program status to indicate a student’s participation in that program. Did they apply and were they admitted? Are they still pursuing a degree (or participating in a non-degree-granting program) or have they completed it? Are they on a temporary leave? It does NOT indicate whether the student is currently enrolled in classes or paying tuition in a given quarter.

The full list of possible values for Program Status, along with descriptions, can be found in the Data Governance Center, but the most commonly used values are “Active” (AC), “Leave of Absence” (LA), “Completed” (CM), and “Discontinued” (DC).

Enrollment Status: Enrollment Status, on the other hand, indicates more generally if a student is enrolled (e.g. registered/paying tuition) in a particular term, also called “term enrollment”. A student has a separate enrollment status for every academic career with which they are associated (e.g. coterminal Master’s students with both a UG and GR career will have an enrollment status value for each), and that value represents their status at the end of a specified term. (When looking at the current term, the value is as-of the previous day.) A student’s enrollment status can change during a term (e.g. a student can withdraw), but a history of the changes is not kept, so the last status per term is all that is available. Additionally, records of enrollment status are only created for terms in which a student is associated with Stanford in some way. Once their academic pursuits in a particular academic career come to an end, either through graduation or by discontinuing their studies, they will no longer be assigned an enrollment status for subsequent terms.

The values for enrollment status in SIRIS are “Not withdrawn” (NWD), “Not Term Enrolled” (NTE), “Cancelled” (CAN), and “Withdrawn” (WDR). Only a status of “Not Withdrawn” indicates that a student was enrolled (e.g. registered/paying tuition) in some academic pursuit in a given quarter.

Examples/Use Cases

The default in the Plan and Term Enrollment dashboard is Program Status = “Active” and Enrollment Status = “Not withdrawn”. This combination will give you counts of students who (as-of the end of the term) were both actively pursuing a particular program and were enrolled.

Students can, however, be “Active” without being enrolled. For example, most undergraduates are not enrolled over the summer and would have an enrollment status of “Not Term Enrolled” for a given summer quarter. However, most are still recognized by the university as active students—they do not need to reapply in order to enroll the following Autumn. So they would continue to have an undergraduate program status of “Active” during the summer even though they are not enrolled.

If a program is trying to count their students in a given term, the most inclusive method would be to simply limit program status to “Active” (and potentially also “Leave of Absence”). However, if it is important to know who was also actually around for a given quarter, then an enrollment status of “Not withdrawn” is also required.

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Confused? Curious? Concerned? Send us an email at siris-support-team@lists.stanford.edu or attend an upcoming SAKE meeting (see above for the schedule).

“Coterm Current Ind” Fixed!

The “Coterm Current Ind” field in the ad hoc reporting environment has been fixed, and the change should be effective starting this Friday, May 19. The “Coterm Current Ind” returns a value of “Y” if a student is a current coterminal Master’s student with either graduate or undergraduate status. To distinguish between students with graduate and undergraduate status (corresponding to the COTG and COTU groups in PeopleSoft), use the “Coterm GR Group Ind” and “Coterm UG Group Ind” fields. All three fields are found in the “Student Academic Characteristics” > “Academic Activity and Status” folder in the ad hoc reporting environment.

SIRIS 2C Requirements Gathering

We’re starting the process of gathering business requirements for SIRIS 2C, the “Instruction” module. In contrast to the “Course and Class Enrollment” module, which is focused on the student <-> class relationship, the “Instruction” module is centered on the instructor <-> class relationship. Some of the basic business questions we hope to answer include:

  • Who taught class X during a given term?
  • What classes does instructor Y teach?  What classes does Y teach now?  What classes has Y ever taught?
  • How many classes are taught by School Q instructors?  How is that changing over time?
  • How many classes are taught by tenured faculty? By Academic Council members? By lecturers?

However, there are a number of decisions that must be made in designing the system, such as defining an “instance of teaching” and what options to include for pro-rating teaching credit (by enrollment? by units? etc.).

We are currently developing some sample reports, and we’ll be reaching out to units across campus in the coming weeks to gather input on their individual needs; however, we also encourage you to contact us if you have a particular interest in reporting on class instruction!

SIRIS (Student Integrated Reporting and Information System) is a tool designed to allow customized and in-depth reporting on students at Stanford. SIRIS is sponsored by the University Budget Office and Business Affairs, and is the product of a collaborative effort between Institutional Research and Decision Support  and Administrative Systems, in consultation with the Registrar’s Office and representatives from the Schools and VP areas.

Email siris-support-team@lists.stanford.edu or visit siris.stanford.edu to learn more.


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