Glossary of Common Data Terms
Batch control number – The number assigned to a batch, or group, of registration forms or enrollments submitted by one college for a specific semester. The batch of registration forms is archived into a PDF File and assigned a batch control number.
Batch control sheet – This document reflects enrollments entered from a batch of registration forms or uploaded enrollments received from a specific college during a specific semester. Coordinators on the campuses receive this PDF file for review. Any changes should be sent back to CN Central Office data staff.
Batch control sheets show the following information:
- The batch control number that has been assigned to these specific enrollments
- The college name
- The semester
- Number of registration forms or enrollments submitted to CN Central Office
- The date registration forms or enrollments were received by CN Central Office
- The date that data entry was completed or enrollments uploaded into the CN database
- Who entered or uploaded the data
- A chart containing valid grades for college credit or pre- college courses
- Special comments
- Number of enrollments by high school
- Each enrollment under the student’s high school [the OSIS number, last and first name of each student, their date of birth, gender, the course in which they are enrolled, the number of credits for that course and a line for the final grade]
- Total number of enrollments in the batch
ASTA Load – This process enables a college to upload student inforamtion into CUNYfirst via ASTA. Students loaded using this process are the equivalent of DIENs (pre-matriculation status with intent to enroll). Once students are uploaded via ASTA, the college must perform several mass processing steps to move students through STUDENT
ADMISSIONS before TERM ACTIVATING and BATCH ENROLLING.
Course list – A complete list of courses that will be offered at one campus in the coming semester. Each semester, all campus CN programs should submit the complete course name of every course being offered for that specific semester. The course ID and the number of credits should also be included.
Example: ENG101 – Introductory Writing – 3 credits
CUNYfirst – Acronym for the CUNY Fully Integrated Resources and Services Tool which is being implemented to streamline student administration, human resources and finance processes. CUNYfirst will eventually replace SIMS and CUPS. The set-up and implementation process is planned to start in 2011.
(Adapted from http://CUNY.edu.)
Enrollment Verification Reports (EVR) – REPS generates this report for fall, spring, and summer semesters for campuses to check for missing enrollment or courses. Missing courses are submitted in a updated course list and corrections to student records are checked or submitted in CUNYfirst by campus programs.
Outcome Verification Reports (OVR) – REPS generates this report for fall, spring, and summer semesters for campuses to check and verify grades. The report is also last check for missing or incorrect student information. Corrections to student records are checked or submitted in CUNYfirst by campus programs.
Enrollment database – A Microsoft Access database generated at CN Central Office and disseminated to most College Now sites via Tumbleweed to collect enrollment data each semester. Each site that utilizes this enrollment database can either manually enter student demographic information and enrollment data in the provided tables or can create new tables and import student demographic information and enrollment data from their local Access database.
Final Reports – Reports that detail outcomes for CN activities across a fiscal year. These reports cover the summer and fall semesters of the previous year and the spring semester of the current year. For example, fiscal year (FY) 2009 would cover the summer and fall semesters of 2008 and the spring semester of 2009.
Final reports consist of two documents generated through CN Central Office:
- A breakdown of course activity type and grade distribution details.
- A breakdown of student demographic data.
Importing – A process by which data or files are transferred from one format or database to another format or database, usually in a new file. For example, enrollments are imported into Tumbleweed.
Local Access database – Database in which individual campuses retain their own data. Access is a database program which is part of Microsoft Office and which allows you to organize your data locally at your site only. Your local Access database is not connected to the Central Office College Now database.
Outcomes – Grades. Outcomes include all valid grades for college and
Query – Asking your database a question in order to return specific data.
Tumbleweed – A secure site used to transmit sensitive information, such as enrollment data.