DARTS : Handling Retroactive Withdrawals in Cohort Table

The increasing number of retroactive withdrawal students has been affecting the retention and graduation rates. Revising cohort in the UM_STDNT_COHORT table can be done and track the retroactive withdrawal students. No revisions will not be allowed after one year.

A user must have either the S_SR_COHORT_SUPERUSER or S_SR_SUPERUSER security role to manage this data.

1. Create a new UM_COHORT_CODE - RETROWDL (First time only: Skip to #2 if the code was already created.)

1. Log in to CSPRD: Navigator> University of Maine System > Set Up UMS > Records and Enrollment > Cohort Table.
2. Search Values. Make sure "RETROWDL" code has NOT been created.
   
3. Click Add a New Value. Enter an Institution, Academic Career, and Cohort Code. Click Add. 
   
4. Enter an Effective Date of 01/01/1901. Enter a Short Description and a Description. (Leave the last box blank)  Click Save. 
   
5. The new code should be saved on UM_COHORT_TBL table

2. Add the student to the retroactive withdrawal cohort manually (If you are using csv file upload, go to Step #3)

1. Log in to MaineStreet CSPRD and go to: University of Maine System > Records and Enrollment > Add/Maintain Student Cohort. 
2. Click Add a New Value. Enter an EMPLID, Institution, Career, and Cohort Code. The Cohort Code should be 'RETROWDL'. Click Add. 
   
   The program checks EMPLID when RETROWDL cohort code is used. If the EMPLID is not on the STDNT_ENRL table, it will give you an error. No other checks have been applied.
3. Enter an Effective Date.
4. Check the Manual Override checkbox. Doing so indicates that this data was entered manually as opposed to having been entered via the batch process.
5. Enter the Cohort Term. The terms available is associated with STDNT_ENRL table. When the record is not found for the term, you cannot enter the term.
6. Enter Cohort Type.
   
7. The ID of the user adding the data is captured along with the date of the action.
8. Click 'Save'. The data should be saved on the UM_STDNT_COHORTtable.

3. Add the student to the retroactive withdrawal cohort using file upload

1. Create a csv file with EMPLID, Cohort term, and Cohort Type. Please make sure the accuracy of the data on the file as there is no data validation besides EMPLID on this process.
2. Log in to MaineStreet CSPRD and go to Navigator > University of Maine System > Records and Enrollment > Batch Processing > Assign Cohorts
3. If you don’t have a Run Control ID, create one by clicking “Add a New Value”
4. Select your institution & academic career. Cohort code should be “RETROWDL”. Pick “Add to Previous Data”.  Check the box for “Load from File”.  Attach file
   
5. Click "Run" on the top right corner. And then click "OK" on the next screen.
6. Go to “Process Monitor” and wait till the Run Status changes to “Success” (You might need to click “Refresh” a few times.)
7. The data should be saved on the UM_STDNT_COHORTtable.

4. Delete the student from the retention cohort

1. Log in to MaineStreet CSPRD and go to: University of Maine System > Records and Enrollment > Add/Maintain Student Cohort. 
   - Find the student.
   - The cohort code should be "RETENTION".
   - Check the box for "Correct History" at the bottom 
   
2. Click the delete icon
   
3. Click "Save"

5. Check data

1. Check the number of students in the UM_STDNT_COHORTtable by UM_COHORT_TYPE.