Date

June 21, 2019

Attendees

• Janet Boucouvalas -SPC

• Jon Barker - USM Institutional Research, Analysis & Applications

• Michael Cooley - UM Enrollment Management
• Bob Zuercher - System IR

• Justin Young - System IR

• Rachel Groenhout - DARTS
• Pavan Narayanan - DARTS
• Jeffrey Jensen - DARTS
• Miki Yanagi - DARTS
• Deb Allen - UM IR
  
  

Goals

• Check proposed calculation with stakeholder group
• Discuss naming conventions for changed version
• Gather suggestions for additional guidelines for determining last school type
• Brainstorm additional quality checking mechanisms to ensure that LAST_SCH_ATTEND is populated and accurate

Proposed Calculation:

Base EXT_ORG_ID and UM_EXT_ORGID_DESCR (and all others) on LAST_SCH_ATTEND. If LAST_SCH_ATTEND is not supplied, do not bring from PS_EXT_ACAD_DATA and PS_EXT_ORG_PRI_VW.

Questions:

1. If LAST_SCH_ATTEND is not filled in, do we keep the fields for UM_EXT_ORG_ID1 as blanks? We have 299 blank LAST_SCH_ATTEND records for application_date > = 1/1/2010 and ACAD_CAREER= UGRD,  and 22220 records for GRAD. We cannot tell whether the data in LAST_SCH_ATTEND is valid or not.

YES–KEEP BLANK
2. Do we need to keep all 18 fields?

YES–KEEP ALL 18

List of fields in PS_UM_APPL_EXTRACT:

Known Issues with Last School Attended:

• Sometimes data entry at SPC is invalidated by campus updates (e.g., app comes in, LSA is populated, campus receives additional documentation from student, but LSA is not updated by campus).

• UMaine Grad School does not enter this information at time of application (entered in : (Campus Solutions > Enterprise Applications > Student Admissions > Application Entry > Academic Information > Education), and only for schools in US and Canada

• Deferred Students: if student accepted and deferred and went somewhere in the mean time to take credits and come back, then that may not be captured

Items Followed Up On:

• Jeff & Miki: confirm that LSA is tied to application (not current/most recent LSA entered in PeopleSoft)
  • Yes, LSA in ps_adm_appl_data is tied to each application number. We are not sure how LSA is entered. (We will follow up with Janet.)
• Jami will check into sourcing for Target X extract(s); is anything coming from the applicant extract?

• • We are continuing without this having been completed yet; TargetX extracts need not use the applicant extract; if we change anything that has a downstream effect here, TargetX modifications will be made

• Jeff & Miki: Check on ext_org_id: it 'moves' (is it not tied to application number?) Jon mentioned that this was independent; coming from ext_academic_data with emplid as primary key
  • EXT_ORG_ID in ps_ext_acad_data is NOT tied to application number. It list all EXT_ORG_IDs for the applicant.
• How might we use prospect info from TargetX; LSA in prospect doesn't always match LSA in application. Using prospect info could prove useful, for Early College and other populations as well.

• • Holding on this for now; this is a longer term improvement to potentially consider.

• Rachel will look at usage of the external org fields in the extract. Is there any usage? Should we consider keeping ext org 1 (18 fields) and removing ext orgs 2-10?

• • There is minimal usage of any of the external org fields, but there is some usage (AppExtractUsage_ExtOrgCounts)

• DARTS will ask power users if we should keep the existing fields names from EXT_ORG_ID1. If so, what do we do for the duplicated fields (EXT_ORG_ID, UM_EXT_ORGID_DESCR, UM_EXT_ORG_ID1, UM_EXT_ORGID_DSCR1 & UM_LS_SCHOOL_TYP1). If not, what should we name them?

• • pros for keeping the same name: Existing queries that only use EXT_ORG_ID1 fields will not break.
  • cons for keeping the same name: the difference between current logic and updated logic would not be emphasized in the table itself
  • pro for changing to Last School Attended [e.g. LSA_UM_CITY; LSA_UM_STATE, etc.): clarity that all 18 fields belong to each other/reference the same academic record

• • Send proposal to Admissions Directors and list of folks who are in the usage inventory for app extract. Within today's group, a slight preference for renaming all 18 to include LSA for the sake of transparency.
• Deb will check with Grad School to see if they would like to have LSA populated for extract
• Jeff & Miki to look into multiple rows at same institution with rows that differ (different GPA or class size, etc. at same institution). Janet's group cleans these up as they find them by using most recent transcript available. Career: High School–Use Career: High School (not High School-UMA; High School-UMF, etc.)