DARTS : Retention Cohort Request

Overview

Semiannual update of the UM_STDNT_COHORT table with entering student data is required in order to properly populate the retention tables in CSPRD and CSRPT. This update is critical for accurate reporting. The review of UM_STDNT_COHORT table and the related views are scheduled as following:

• Fall cohort (including summer entrants) – January 31
• Spring cohort – June 30

Access Required

PS Query access in the CSPRD database may be required for this activity, as well as either the S_SR_COHORT_SUPERUSER or S_SR_SUPERUSER security role to access the myCampus > MaineStreet > Enterprise Applications > MaineStreet Campus Solutions Production Database (CSPRD) > University of Maine System > Records and Enrollment > Batch Processing > Assign Cohorts page and run this process.

Adding/Deleting Users

The email list can be updated whenever additions or deletions are known to exist. The Enrollment Reports Folder Users list may be helpful.

Reminder Email to Institutions

Once the mailing list is updated, run the query UMS_DTS_RETENTION_CHECK in CSRPT to check which institutions have loaded their data.  A reminder email (sample below) will then be sent to Institutional Researchers asking those remaining to run and upload the cohort data following fall and spring census dates. 

Data can be updated in a couple of ways, but DARTS encourages IR groups to use the "Load from File" option. Some institutions have their own queries (specified on a separate page) to create the cohort file.

Click here for detailed end-user instructions for managing and processing your cohort data.

Check data

1. Run UMS_DTS_COHORT_VALIDATION in CSPRD with the most recent cohort term. This query checks 1) the student's career and cohort type and 2) duplicate IDs within the same term and institution.
2. Also, run UMS_DTS_COHORT_VALIDATION2 in CSPRD to check for duplication of first time (FYR) students across institutions. The list will be created when student's max (cohort term) and min (cohort term) is different, which indicates the student was FYR for multiple times.  (Students should be FYR for only once.)
3. Send the list to each campus for review. They will modify the cohort if necessary.