Campus Solutions OBIEE 10/04/2012 Term Enrollment Report Page 1 of 12 How to use the Student Records Dashboard Term Enrollment Report Introduction This user guide assumes basic knowledge of Student Records Data Warehouse functionality. User guides and tutorials on the recommended browser configurations and Data Warehouse features are available on the SR Dashboard Report Wiki. Important Information about the Student Records Dashboard Reports The Student Records Dashboard reports allow users to obtain information on various aspects of student enrollment, graduation, and class/instructor data. It is important to keep in mind: All data for these reports is housed in PeopleSoft Campus Solutions. Any data (i.e. Legacy) that was not converted into Campus Solutions will not be available in the Warehouse at this time. Unless otherwise noted, the data returned represents the current status of that student. Historical data can be obtained using either the delivered Subject Areas in OBIEE or PS Query in Campus Solutions until such time as additional Warehouse reports are delivered. Understanding Restricted Student Data The federal Family Educational Rights and Privacy Act (FERPA) governs disclosure of information from student records. Some of the reports in the Student Records Data Warehouse include either personally identifiable information and data elements that are specifically controlled by FERPA. Important: To receive access, a Student Records Data Warehouse user must have a legitimate educational interest that is relevant and necessary to support student’s education and the operations of the University. Additional Student Records Dashboard Reports The following reports are currently available for the Student Records Data Warehouse: Class – All course sections for a term. This report returns only one row for each class scheduled in the term. Class Instructor – Only classes that currently, or previously, had instructors assigned are included in this report. This report includes all classes scheduled in the term with separate rows for each instructor and each meeting pattern. Class Meeting – The Class Meeting report shows course section information including classes’ dates, times, buildings and rooms. Only course sections with meeting days and times are listed. Class TBA – This report shows any course sections for a term that do not have a meeting pattern. Degree Candidates – The Degree Candidates report lists students that have applied to graduate. Degree Recipients – The Degree Recipients report lists students that have been awarded a degree.
Transcript
Campus Solutions OBIEE
10/04/2012 Term Enrollment Report Page 1 of 12
How to use the Student Records Dashboard Term Enrollment Report
Introduction
This user guide assumes basic knowledge of Student Records Data Warehouse functionality. User
guides and tutorials on the recommended browser configurations and Data Warehouse features are
available on the SR Dashboard Report Wiki.
Important Information about the Student Records Dashboard Reports
The Student Records Dashboard reports allow users to obtain information on various aspects of student
enrollment, graduation, and class/instructor data.
It is important to keep in mind:
All data for these reports is housed in PeopleSoft Campus Solutions. Any data (i.e. Legacy) that
was not converted into Campus Solutions will not be available in the Warehouse at this time.
Unless otherwise noted, the data returned represents the current status of that student.
Historical data can be obtained using either the delivered Subject Areas in OBIEE or PS Query in
Campus Solutions until such time as additional Warehouse reports are delivered.
Understanding Restricted Student Data
The federal Family Educational Rights and Privacy Act (FERPA) governs disclosure of information from
student records. Some of the reports in the Student Records Data Warehouse include either personally
identifiable information and data elements that are specifically controlled by FERPA.
Important: To receive access, a Student Records Data Warehouse user must have a legitimate
educational interest that is relevant and necessary to support student’s education and the operations of
the University.
Additional Student Records Dashboard Reports
The following reports are currently available for the Student Records Data Warehouse:
Class – All course sections for a term. This report returns only one row for each class scheduled
in the term.
Class Instructor – Only classes that currently, or previously, had instructors assigned are
included in this report. This report includes all classes scheduled in the term with separate rows
for each instructor and each meeting pattern.
Class Meeting – The Class Meeting report shows course section information including classes’
dates, times, buildings and rooms. Only course sections with meeting days and times are listed.
Class TBA – This report shows any course sections for a term that do not have a meeting
pattern.
Degree Candidates – The Degree Candidates report lists students that have applied to graduate.
Degree Recipients – The Degree Recipients report lists students that have been awarded a
degree.
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Understanding Term Enrollment Data
This document specifically covers the Term Enrollment report. The Term Enrollment report lists the bio‐
demographical and academic information for all students term activated for a term.
The Student Enroll Status field has a “Y” value if the student was enrolled in any course for any
credit hours and any grading basis for the selected term.
The Major Academic Program Code field shows the student academic program (related to the
first major) and the “1st Major” shows the academic plan, both as of one business day ago for
current students.
The Certificate Academic Program Code and Certificate Major shows the certificate codes as of
one business day ago for current students.
The Ferpa Flag has a “Y” value for students that have requested that their information remain
private, please do not release any information for students with the Ferpa Flag=”Y”.
Since the report shows the most current academic program, plan, second plan, and sub‐plan, data from
only the current and future terms are available.
Using the Student Records Dashboard
If you need help using the Student Records Dashboard reports or would like to learn some additional
tips and tricks please go to the Data Warehouse Support page. This Sakai site contains job aides that
cover the basics of using each Student Records Dashboard report as well as a support wiki.
Term Enrollment Report
1. Using your Onyen login to the Student Records dashboard.
The Student Records dashboard can be accessed from https://obi.unc.edu.
2. The reports available to your user account will be displayed as tabs on the top of the page.
3. Click on the Term Enrollment tab.
4. The Term Enrollment report is displayed below the report filters.
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5. Use the Report Filters at the top of the report to refine the data displayed in the report area.
Note: To view each field’s parameters click on the drop down arrow next to each field.
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The following filters can be used alone or in combination in order to refine the data returned by the Term Enrollment report.
Term Code:
Refine your report’s results by selecting a specific term.
Important: By default the Term Code will select the current term for all reports.
Student Enroll Status:
Refine your report’s results by viewing by Student Enroll Status.
Academic Organization Code contains any:
The Academic Organization Code contains any prompt allows the user to enter one or
more values (separated by semicolon) and will search the four fields for a match. If
one or more of the values entered by the user exists in any one of those four fields, the
row will be returned as a match.
The four fields are:
o Major 1 Academic Organization Code 1
o Minor 1 Academic Organization Code
o Minor 2 Academic Organization Code
o Major 2 Academic Organization Code
Academic Group Code:
Refine your report’s results by selecting a specific Academic Group(s) to display.
Major Academic Program Code:
Refine your report’s results by selecting a specific Academic Program(s) to display.
Major Academic Plan Code:
Refine your report’s results by selecting a specific Major Academic Plan(s) to display.
2nd Major Academic Plan Code:
Refine your report’s results by selecting specific 2nd Major Academic Plan Codes to
display.
Minor Academic Plan Code:
Refine your report’s results by selecting specific Minor Academic Plan Codes to display.
Start Term Academic Level Code:
Refine your report’s results by selecting specific Start Term Academic Levels to display.
FERPA Flag
Refine your report by selecting the FERPA Flag code to display.
Person ID Refine your report by selecting the person ID of a specific student record.
Academic Career Code: Refine your report by selecting an Academic Career Code(s).
Academic Organization Code 2: The Academic Organization Code 2 prompt is defaulted to “equals / is in” and is restricted to only GRAD or (blank) values. Since shared plans only exist at the grad level, this was a request made by the registrar. This prompt will only search the Major 1 Academic Organization Code 2 field for a match. It can be used in conjunction with the above prompt – or as a stand‐alone value.
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6. Click the Apply button to display your results.
Sort Column Results
Column data can be grouped in
either Ascending or
Descending order. To group
the column data, mouse over a
column header and select one
of the arrows.
Export or Print the Results When the results of the report are displayed, scroll down to the bottom‐center of the results page and
click on either the Print or Export link.
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Print Link – Use this link to print
the results to a printer.
Export Link – Use this link to
download the data into the
desired file format.
Data can be exported in the following formats:
MS Excel 2003+ Web Archive (.mht)
PDF Data > CSV, Tab Delimited, or XML
MS PowerPoint > 2003 or 2007+
Important: To ensure you can export and download all report data it is important that Internet Explorer is configured correctly. Go to the SR Dashboard Report Wiki for instructions on configuring your browser.
Term Enrollment Report Fields Use this chart to help identify the fields used in the Term Enrollment Report.
Term Code
This field identifies the specific term in which the class is being offered. Class
information can be found at Curriculum Management > Schedule of Classes >
Maintain Schedule of Classes.
Student Enroll Status
This is a custom field that does not have a direct match in PeopleSoft Campus Solutions. This field has a “Y” value if the student is enrolled in any course under any career for any credit hours and any grading basis for the selected term.
Person ID This is the identification number for an employee or non‐employee of an
organization that are of interest.
Major 1 Academic Organization Code 1
Academic Plan Owner. This field is part of a custom table that "flattened"
out the Program/Plan stack data. This value refers to the Academic
Organization that is attached to the Plan as the majority owner. This
information is found on the Owner tab at Setup SACR > Foundation Tables >
Academic Structure > Academic Plan Table
Major 1 Academic Organization Code 2
Academic Plan Owner. This field is part of a custom table that "flattened"
out the Program/Plan stack data. This value refers to the Academic
Organization that is attached to the Plan as the second majority owner. This
information is found on the Owner tab at Setup SACR > Foundation Tables >
Academic Structure > Academic Plan Table
Minor 1 Academic Organization Code
Academic Plan Owner. This field is part of a custom table that "flattened"
out the Program/Plan stack data. This value refers to the Academic
Organization that is attached to the Plan as the majority owner. This
information is found on the Owner tab at Setup SACR > Foundation Tables >
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Academic Structure > Academic Plan Table
Minor 2 Academic Organization Code
Academic Plan Owner. This field is part of a custom table that "flattened"
out the Program/Plan stack data. This value refers to the Academic
Organization that is attached to the Plan as the majority owner. This
information is found on the Owner tab at Setup SACR > Foundation Tables >
Academic Structure > Academic Plan Table
Major 2 Academic Organization Code
Academic Plan Owner. This field is part of a custom table that "flattened"
out the Program/Plan stack data. This value refers to the Academic
Organization that is attached to the Plan as the majority owner. This
information is found on the Owner tab at Setup SACR > Foundation Tables >
Academic Structure > Academic Plan Table
Academic Group Code Academic Group. This value identifies the Academic Group that is associated
with a Program. This information is found at Setup SACR > Foundation
Tables > Academic Structure > Academic Program Table.
Academic Career Code
Course Career. This value identifies the Academic Career under which a
course is scheduled. This information can be found on the Basic Data tab.
Academic Group Code
This value identifies the Academic Group that owns the class being offered.
This information can be viewed on the Basic Data tab at Curriculum
Management > Schedule of Classes > Maintain Schedule of Classes
Major Academic Program Desc
This field depicts the student’s Academic Program. This information can be
viewed at Records & Enrollment > Career & Program Information > Student
Program/Plan.
Major Academic Program Code
This value is the code that indicates the student's Academic Program. This
information can be viewed at Records & Enrollment > Career & Program
Information > Student Program/Plan.
Major Academic Program Effective Date
Effective Date. The data selected for this report returns the row of data that
was in effect on the first day of the designated term. This may or may not be
the maximum (top) row of the student’s program/plan stack. This
information can be viewed at Records & Enrollment > Career & Program
Information > Student Program/Plan.
Major Academic Program Effective Sequence
Effective Sequence. The data selected for this report returns the highest
sequence number for the row of data that was in effect on the first day of
the designated term. This may or may not be the maximum (top) row of the
student’s program/plan stack. This information can be viewed at Records &
Enrollment > Career & Program Information > Student Program/Plan.
Program Status Code Program Status. This value is provides the status of the student’s
program/plan stack. This information can be viewed at Records & Enrollment
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> Career & Program Information > Student Program/Plan.
Note: this information pertains to the effective dated/sequenced row
reported for the term.
Program Action Code
Program Action. This value is depicts the Program Action associated with the
student’s program/plan stack. This information can be viewed at Records &
Enrollment > Career & Program Information > Student Program/Plan.
Note: this information pertains to the effective dated/sequenced row
reported for the term.
Program Action Reason Code
Action Reason. This value is depicts the Program Action Reason associated
with the student’s program/plan stack. This information can be viewed at
Records & Enrollment > Career & Program Information > Student
Program/Plan.
Note: this information pertains to the effective dated/sequenced row
reported for the term.
Start Term Academic Level Code
Academic Level‐Term Start. This value depicts the student’s Academic Level
as of the start of the term. This information can be viewed at Records &
Enrollment > Student Term Information > Term Activate a Student.
Projected Academic Level Code
Academic Level‐Projected. This value projects what the student’s Academic
Level will be at the start of the term upon successful completion of all units.
This information can be viewed at Records & Enrollment > Student Term
Information > Term Activate a Student.
Units in Progress for Grade Point Average
In Progress Units‐For GPA. This value represents the units that the student is
taking during the specified term that, upon successful completion, will factor
in to the Term and Cumulative GPA calculation. This information can be
viewed on the Term Statistics tab at Records & Enrollment > Student Term
Information > Term History.
Units in Progress for Non Grade Point Average
In Progress Units‐Not For GPA. This value represents the units that the
student is taking during the specified term that, upon successful completion,
will NOT factor in to the Term and Cumulative GPA calculation. This
information can be viewed on the Term Statistics tab at Records &
Enrollment > Student Term Information > Term History.
Cumulative In Residence Terms
This value represents the total number of terms that the student has been in
residence. This information can be viewed on the Terms in Residence tab at
Records & Enrollment > Student Term Information > Term Activate a
Student.
Total Cumulative Units
Earned Units. This value represents the total units that a student has earned
for a single career. This information can be viewed on the Cumulative
Statistics tab at Records & Enrollment > Student Term Information > Term
History.
Cumulative Grade Point Average
GPA. This value represents the overall GPA for the student within a single
career. This information can be viewed on the Cumulative Statistics tab at
Records & Enrollment > Student Term Information > Term History.
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Certificate Major Academic Plan. This field is part of a custom table that "flattened" out the
Program/Plan stack data. This information is found in the Academic Plan
field at Records & Enrollment > Career & Program Information > Student
Program/Plan.
1st Major
This field is part of a custom table that "flattened" out the Program/Plan
stack data. This information is found in the Academic Plan field at Records &
Enrollment > Career & Program Information > Student Program/Plan.
1st Minor
This field is part of a custom table that "flattened" out the Program/Plan
stack data. This information is found in the Academic Plan field at Records &
Enrollment > Career & Program Information > Student Program/Plan.
1st Major Subplan
This field is part of a custom table that "flattened" out the Program/Plan
stack data. This information is found in the Academic Plan field at Records &
Enrollment > Career & Program Information > Student Program/Plan.
2nd Major
This field is part of a custom table that "flattened" out the Program/Plan
stack data. This information is found in the Academic Plan field at Records &
Enrollment > Career & Program Information > Student Program/Plan.
2nd Major Suplan
This field is part of a custom table that "flattened" out the Program/Plan
stack data. This information is found in the Academic Plan field at Records &
Enrollment > Career & Program Information > Student Program/Plan.
2nd Minor
Academic Plan. This field is part of a custom table that "flattened" out the Program/Plan stack data. This information is found in the Academic Plan field at Records & Enrollment > Career & Program Information > Student Program/Plan.
Eligible to Enroll Code indicating if the student is eligible to enroll in the semester.
Degree Checkout Status Code
This value indicates the status of a student's application for graduation. This
information can be found on the Student Degrees tab at Records &
Enrollment > Career & Program Information > Student Program/Plan.
Gender Code Indicates a person's gender. This information can be viewed at Campus
Community > Personal Information > Add/Update a Person.
American Indian or Alaskan Native
Identifies a person's ethnicity. This field is customized and is based upon the
data in the Ethnic Group field in Campus Solutions at Campus Community >
Personal Information (Student) > Biographical (Student) > Personal
Attributes > Ethnicity
Asian Pacific Islander
Identifies a person's ethnicity. This field is customized and is based upon the
data in the Ethnic Group field in Campus Solutions at Campus Community >
Personal Information (Student) > Biographical (Student) > Personal
Attributes > Ethnicity
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Black or African American
Identifies a person's ethnicity. This field is customized and is based upon the data in the Ethnic Group field in Campus Solutions at Campus Community > Personal Information (Student) > Biographical (Student) > Personal Attributes > Ethnicity
Hispanic or Latino
Identifies a person's ethnicity. This field is customized and is based upon the
data in the Ethnic Group field in Campus Solutions at Campus Community >
Personal Information (Student) > Biographical (Student) > Personal
Attributes > Ethnicity
Caucasian
Identifies a person's ethnicity. This field is customized and is based upon the
data in the Ethnic Group field in Campus Solutions at Campus Community >
Personal Information (Student) > Biographical (Student) > Personal
Attributes > Ethnicity
Asian
Identifies a person's ethnicity. This field is customized and is based upon the
data in the Ethnic Group field in Campus Solutions at Campus Community >
Personal Information (Student) > Biographical (Student) > Personal
Attributes > Ethnicity
Native Hawaiian or other Pacific Islander
Identifies a person's ethnicity. This field is customized and is based upon the
data in the Ethnic Group field in Campus Solutions at Campus Community >
Personal Information (Student) > Biographical (Student) > Personal
Attributes > Ethnicity
Ethnicity ‐ Other
Identifies a person's ethnicity. This field is customized and is based upon the
data in the Ethnic Group field in Campus Solutions at Campus Community >
Personal Information (Student) > Biographical (Student) > Personal
Attributes > Ethnicity
Ethnicity ‐ Not Specified
FERPA Flag
This is the UNCCH custom field denoting FERPA restricted information. This
information is denoted in Campus Solutions by use of the RFE service
indicator.
Billing Career Code
Identifies a person's ethnicity. This field is customized and is based upon the
data in the Ethnic Group field in Campus Solutions at Campus Community >
Personal Information (Student) > Biographical (Student) > Personal
Attributes > Ethnicity
Citizenship Status Desc
Description of the citizenship status.
Last Name Indicates the person's last name. This information can be viewed at Campus
Community > Personal Information > Add/Update a Person.
First Name Indicates the person's first name. This information can be viewed at Campus
Community > Personal Information > Add/Update a Person.
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Middle Name Indicates the person's middle name. This information can be viewed at
Campus Community > Personal Information > Add/Update a Person.
Full Name
Indicates the person's full name in First Middle Last format. This field does
NOT include name suffix information at this time. This information can be
viewed at Campus Community > Personal Information > Add/Update a
Person.
Business Email ID
Email. Identifies a person's email address. This information can be viewed at
Campus Community > Personal Information > Biographical >
Addresses/Phones > Electronic Addresses.
Home Address Line 1
Identifies the first line of a person's address. This information can be viewed
at Campus Community > Personal Information > Biographical >
Addresses/Phones > Addresses.
Home Address Line 2
Identifies the second line of a person's address. This information can be
viewed at Campus Community > Personal Information > Biographical >
Addresses/Phones > Addresses.
Home Address Line 3
Identifies the third line of a person's address. This information can be viewed
at Campus Community > Personal Information > Biographical >
Addresses/Phones > Addresses.
Home Address Line 4
Identifies the fourth line of a person's address. This information can be
viewed at Campus Community > Personal Information > Biographical >
Addresses/Phones > Addresses.
Home City Name
Identifies the city portion of a person's address. This information can be
viewed at Campus Community > Personal Information > Biographical >
Addresses/Phones > Addresses.
Home State Code
Identifies the state portion of a person's address. This information can be
viewed at Campus Community > Personal Information > Biographical >
Addresses/Phones > Addresses.
Home Postal Code
Identifies the postal (zip) code portion of a person's address. This
information can be viewed at Campus Community > Personal Information >
Biographical > Addresses/Phones > Addresses.
Home Country Code
Identifies the country portion of a person's address. This information can be
viewed at Campus Community > Personal Information > Biographical >
Addresses/Phones > Addresses.
Work Phone Number
This is a person's work phone number. This information can be viewed at
Campus Community > Personal Information > Biographical >
Addresses/Phones > Phones.
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Home Phone Number
This is a person's home phone number. This information can be viewed at
Campus Community > Personal Information > Biographical >
