Intended Audience and Contact Information
Contact | Chief Data Officer, Office of the CIO |
---|---|
Intended audience: | Internal UBC |
UDM Domain | Academic |
Applicability | Credit, Non-Credit |
Data Standard ID | DS0052 |
Change Log
Standard Version Date | Change Log |
---|---|
2024-05-10 |
|
2023-02-03 | Update to the definition of the Program of Study Type Program Focus and its respective Program of Study Code Standard in Scenario 4B. |
2023-01-20 |
Update of subject code for generic 'Undergraduate' COOP programs from UNGR to UGRD. |
2022-12-12 |
Mapping of Invalid values From Systems(s) of Record (SoR) to Common Services sub-section of Compliance section added |
2022-10-14 |
|
2022-08-30 |
1.0 Within the Program of Study Code Standard, updates to Component 2 and Component 3 rules in Scenario 4C |
2022-07-25 |
1.0 Addition of Program of study Type and Acronym Program Focus (PGFS). 2.0 Within the Program of Study Code Standard, reinstating of Scenario 4B to cater for new PoS Type Program Focus (PGFS). |
2022-03-23 |
Within the Program of Study Code Standard, deprecation of Scenario 4B. |
2022-03-11 |
Program of Study Type Name and Acronym First Year Gateway Program (FYGP) changed to Specialized Program Academic Opportunity (SPAO) |
Definition
A Program of Study is a path of studies that a learner applies to through either an application or registration process and are admitted into, and which leads to a specific outcome or credential following the completion of a number of requirements.
Purpose
This standard aims to achieve consistency around the data collected for a Program of Study, and the format in which it is collected and stored.
This standard is derived by UBC and applies to all applications collecting Programs of Study. Exceptions are listed in the Dispensation section.
Standard
The following are the data elements and accepted values associated with creating a Program of Study:
Data Element | Definition | Applicability | Format |
---|---|---|---|
Program of Study Name | A name for a program of study. | Credit, Non-Credit |
Text See Program of Study Code and Name section for more information. |
Program of Study Type | A classification of a program of study used to control functionality, such as registration and application processes. | Credit, Non-Credit |
Reference List See Program of Study Types section for accepted values. |
Program of Study Code | A unique identifier for a program of study. | Credit, Non-Credit |
Alpha-character See Program of Study Code and Name section for more information. |
Credential | Conveys UBC's recognition that a program has been successfully completed. Degrees, Diplomas and Certificates are all types of Credentials. | Credit, Non-Credit |
Reference List See the Credentials Lists for the Okanagan campus and the Vancouver campus. |
Academic Level | See the Academic Level Data Standard for more information. | Credit, Non-Credit | See Academic Level Data Standard for more information. |
Awarding Academic Unit This is also referred to as Owning Academic Unit in Workday. |
The Academic Unit that has been identified as an owner of a specific Program of Study. |
Credit, Non-Credit |
Text See Internal Organization Data Standard for more information. |
Administering Academic Unit This is also referred to as Coordinating Academic Unit in Workday. |
The Academic Unit that can administer additional academic requirements and academic progression rules for a specific Program of Study within Workday. |
Credit, Non-Credit |
Text See Internal Organization Data Standard for more information. |
Effective Date | The date that controls which version of the Program of Study is available in the system. The version with latest effective date no later than the current date is the active version. | Credit, Non-Credit | YYYY-MM-DD |
First Entry Date | The earliest date a Program is offered and students can matriculate (enroll) into the Program. | Credit, Non-Credit | YYYY-MM-DD |
Last Entry Date | The last date a Program is offered. | Credit, Non-Credit | YYYY-MM-DD |
Educational Taxonomy Code | The Canadian Classification of Instructional Program (CIP) code. | Credit |
See Collibra for accepted values. |
Curriculum Approving Body This attribute is referred to as Allowed Locations in Workday. |
The Senate, Faculty, School or Affiliate that approves the Program of Study. |
Credit, Non-Credit | See Curriculum Approving Body Data Standard for more information. |
Program Area |
A grouping of Programs of Study across different units based on similarities in order to facilitate administrative processes or shared ownership between multiple units. Some examples of how Program Areas are used include but are not limited to:
|
Credit | See Program Area and Program Area Type Guideline for more information. |
Program Area Type |
The category of Program Areas based on a shared administrative purpose(s). |
Credit | See Program Area and Program Area Type Guideline for more information. |
Program of Study Credit Basis |
Indicates if the Program of Study is Credit or Non-Credit. |
Credit, Non-Credit |
Reference List See Progam of Study Credit Basis section for accepted valaues. |
Below are the types of Programs of Study:
Program of Study Type Name | Program of Study Type Acronym | Type Description |
---|---|---|
Academic-Credit Certificate Program |
CERT | A Senate-approved program of study as defined in Policies O-128 and V-128, which includes Undergraduate, Post-baccalaureate, Graduate, and Post-graduate Certificates. |
Degree Program | DEGR | A program of study recognized as a degree by the Province of British Columbia that typically consists of at least a year of study, and may be at the undergraduate or graduate level. |
Diploma Program | DIPL | A Senate Curriculum Committee approved program of study that is typically equivalent to one to two years of study, and may be at the upper-division undergraduate or graduate level. |
Secondary Pathway | SCND |
A program of study consisting of a second specialization* that can be added to a Degree Program and cannot exist as a stand-alone program. *with the exception of Minors |
Program Focus | PGFS |
A secondary Program of Study Type consisting of a subset of academic requirements the student has chosen in order to complete the associated primary Program of Study, and does not require the student to switch to a new Degree Program of Study Type. |
Vantage One | VONE | A specially-designed pathway for an international student who does not yet meet the English language admission requirements for direct Faculty entry to UBC |
Undeclared Degree Program | UNDC | A Degree Program in which the student has not selected a field or program of study to focus on. |
Access Studies | ACST | A program of study for a student who has not completed a degree and is taking courses for general interest or for professional reasons, not toward a UBC degree, diploma or certificate. |
Exchange | EXCH | A program of study for a student registered at UBC under a Senate-approved student exchange program and enrolled in studies for transfer to a degree program at that institution. The student pays tuition fees to their home institution. |
Residency Program | RESP | A program of study for postgraduate training. |
Unclassified | UNCL | A program of study for a student who has completed a degree and is enrolled in studies not intended to lead to a particular degree, diploma or certificate. |
Visiting | VIST | A program of study where a learner is enrolled in studies or conducts research for transfer to a program of study at another recognized post-secondary institution. The student pays tuition fees to UBC. |
Co-operative Education | COOP | A program of study that involves a partnership between a student, an employer and UBC, that formally integrates a student's academic studies with paid, approved, career-related work experience in participating employer organizations. |
External Auxiliary | EAUX | A program of study specific to Workday used to track UBC's portion of a program with an external institution used to track academic requirements, tuition and/or fees. |
Specialized Program Academic Opportunity | SPAO | A program of study used to track a program that allows for an alternate way of completing a component of a Degree program resulting in a transcript notation, and does not exist as a standalone program. |
Qualifying Program | QLFP | A program of study that allows a student to complete requirements for full admission to their degree program. |
Minor | MINR | A pathway of smaller specialization outside the primary Major, Combined Major, Honours or Combined Honours program. |
Visiting Agreement | VISG | A program of study used to track a student in various agreements with other external institutions which may have an impact on tuition and does not exist as a standalone program. |
Advisory | ADVS | A program of study specific to Workday used to track academic requirements, tuition and/or fees, where the program does not appear on a student's transcript until a set of conditions are met. |
Joint Program | JNTP | A program of study that consists of a single credential program delivered by UBC and another institution. |
Dual Credential Program | DCGR | A program of study that consists of two official credential programs delivered by UBC or in partnership with another Institution, where a student must complete requirements for both programs to obtain a credential for each. |
Non-Credit Credential Program
|
NCCP | A non-credit credential program of study inclusive of certificates and letters with campus defined requirements as per Policy O-129 and V-129. |
Non-Credit Youth Program | NCYP | A program of study for learners under the age of majority used to track a non-credit UBC learning opportunity. |
Professional and Continuing Education Program | PCEP | A program of study used to track learners in a non-credit UBC continuing education program or a non-credit professional learning opportunity. |
Community Program | CMMP | A program of study used to track learners in a non-credit UBC learning opportunity that is offered to members of the community. |
Affiliate Program | AFFL | A program of study used to track learners in an Affiliated Institution. |
The following general rules are applied when entering a Program of Study name:
- Enter the Program of Study name in full.
- Enter the approving Senate name in brackets as a suffix i.e. “(Vancouver)” for the Vancouver Senate and “(Okanagan)” for the Okanagan Senate.
- Abbreviations are not allowed except for approved acronyms that are listed here. Abbreviations can obscure the meaning of a term.
- Use Title Case for all prime words.
- Cannot contain special characters with the exception of apostrophe, hyphen, and brackets. Language-specific characters are allowed.
- Cannot contain any embedded information if not part of the name e.g. inactive flag or status.
- Cannot be concatenated with the program of study code in the distinctive name field.
- Single word names (such as Kinesiology) are not sufficiently distinct from other names containing the same word and hence, are not allowed.
- Numerals may only be used if it is part of the distinctive element
- Refer to Data Entry In Free-Form Text Fields for more guidance.
Program of Study Name Components
Name components are dependent on certain conditions. Below are the three main component structures for a Program of Study name.
- Where a Program of Study contains a Credential ONLY e.g. an undeclared, degree, a degree program that does not require a declaration, a certificate or diploma:
CredentialDescription1 (SenateName2)
- Where a Program of Study contains a Credential (with the exception of B.Ed. Programs) and a Specialization and/or Pathway selection in one or more subjects.
CredentialName1, SpecializationName3 in SubjectName4, PathwaySelectionName3 in SubjectName4 (SenateName2)
- Where a Program of Study is for Bachelor of Education program:
CredentialName1, Teaching Level5, SpecializationName3 in SubjectName4, PathwaySelectionName3 in SubjectName4 (SenateName2)
- Where a Program of Study is a Joint program:
CredentialName1, SpecializationName3 in SubjectName4 (SenateName2 and [OtherInstitutionAcronym] )
- Where a Program of Study is a Dual Credential program offered by UBC only, use one of the following depending on the nature of the program:
-
CredentialDescription11, CredentialDescription21 (SenateName2)
Example: Master of Science in Craniofacial Science, Diploma in Orthodontics (Vancouver)
-
CredentialDescription1, CredentialName1 in SubjectName4 (SenateName2)
Example: Bachelor of Laws, M.B.A. in Finance and International Business (Vancouver)
-
CredentialName11 in SubjectName1, CredentialName21 in SubjectName4 (SenateName2)
Example: M.A. in Asia Pacific Policy Studies, M.A. in Planning (Vancouver)
-
- Where a Program of Study is a Dual Credential program offered by UBC and another institution:
Format: Consult the Enterprise Data Governance team on the accepted format
1Appendix A shows sample data distinguishing Credential Description and Credential Name. Refer to the list of credentials for the Vancouver campus and for the Okanagan campus.
2 Enter "Vancouver" for a UBC Vancouver Senate-approved program and "Okanagan" for UBC Okanagan Senate-approved program.
3 Refer to the Specialization and Pathway Names and Codes section for a list of specialization and/or pathway selection names.
4 Refer to the Subject List and their respective subject codes for the Vancouver campus and the Okanagan campus . Where a 'subjectname' and its respective 'subjectcode' are not available in the <Subject List> a request will need to be made to the <Senate Secretariate> to add the subject name and code to the subject list even if it is not for a Senate approved subject.
5 Enter "Elementary" or "Elementary and Middle", or "Middle", or "Middle and Secondary" or "Secondary" as appropriate.
6 Use a recognized Institution Acronym e.g. "BCIT" for the British Columbia Institute of Technology.
- Use the Credential Description where a program of study name contains a Credential ONLY.
Examples:Bachelor of Arts (Okanagan)
Certificate in Infant Development and Supported Childcare (Vancouver) - Use the Credential Name where a program of study* name contains:
- a Credential in a subject,
- a Credential with a specialization in and/or pathway selection in or within a subject.
Examples:Acceptable Not Acceptable B.Sc. Applied Biology, Honours in Sustainable Agriculture and Environment (Vancouver) B.Sc. (APBI), Honours Sustainable Agriculture and Environment (Vancouver) B.A., Concentration in French (Okanagan) Bachelor of Arts, Concentration in French (Okanagan)
- Eliminate brackets where a Credential Name contains them. See example above.
*With the exception of Bachelor of Education Programs.
- Enter the subject name, specialization name and/or pathway name in full.
- Where a Credential is included in the program of study name, the credential name must appear before a subject (if available), specialization name and/or pathway name.
- Where both a specialization and a pathway are available in a program of study name, the specialization name must come before the pathway name.
- Where available, a subject name related to the specified specialization or pathway must come after the specialization name or pathway name with the exception of the pathway selection type Option.
- Use a comma to separate the combinations of credential name in a subject(s) (if available), specialization name in a subject and/or pathway name in a subject.
- Use "in" before a subject name.
- Use "and" only when it is part of the subject. Use "and" instead of "&".
Examples for above rules include:
Acceptable | Not Acceptable |
---|---|
B.A., Combined Major in Art History and Visual Culture, Cultural Studies (Okanagan) | B.A., Comb Maj in Art Hist & Vis Culture & Cultural Stds (Okanagan) |
B.A., Honours in Classical, Near East and Religious Studies, Emphasis in Archaeology (Vancouver) | B.A., Hon Classical:Near East&Religious Stud Emp Archaeo (Vancouver) |
B.Com., Option in Accounting (Vancouver) | B.Com.,Accounting Option (Vancouver) |
Option in Finance (Vancouver) | Finance Option (Vancouver) |
*With the exception of Bachelor of Education Programs
A Program of Study code will be used to derive reporting and analytics, as well as integrations with downstream applications that will consume data from the system of record.
Program of Study Code Structure
Component1:Component2:Component3:Component4
Below are the contents and requirements of each component:
Component 1 | Component 2 | Component 3 | Component 4 |
---|---|---|---|
Required | Required | Required | Required |
PoS Type Acronym1 | Credential Code2 | Defined Rules related to presence of Specializations, Subjects, and other edge cases.3 | Senate/Approving Body Acronym4 |
Below are the rules for the component structure and their respective components:
- The code must always consist of four components
- Use colon ":" to separate components.
- Use dash "-" to separate sub-components.
- Cannot contain any space. Use underscore "_" within sub-components.
- "_V" or "_O" present in a subject code must be left as-is.
- Can only contain uppercase alpha characters.
- Cannot have numeric or other special character values.
Program of Study Component Rules
Below are the conditions and rules for the structure of the Program of Study code. For examples, see Program of Study Code Scenarios and Examples.
'X' indicates that the component is required. Complete the information with the appropriate value.
# | Condition | Component 1 PoS Type Acronym |
Component 2 Credential Code |
Component 3 Rule |
Component 4 Senate/Approving Body Acronym |
---|---|---|---|---|---|
1A | Type is UNDECLARED, DEGREE, or CERTIFICATE or DIPLOMA, and name includes a credential only. | X | X | X | |
1B | Type is DIPLOMA, and name includes a credential and a subject (if available), or NON-CREDIT CREDENTIAL | X | X | SubjectCode5 (if available) | X |
2A | Type is DEGREE and Name DOES NOT INCLUDE a Specialization and INCLUDES one or more subjects. | DEGR | X | SubjectCode1-SubjectCode26 | X |
2B | Type is DEGREE and Name INCLUDES a Specializations or Pathway Selection in one or more subjects (with the exception of B.Ed. Degree Programs). | DEGR | X | SpecializationCode7-SubjectCode1-SubjectCode2 Or PathwaySelectionCode7-SubjectCode1-SubjectCode2 |
X |
2C | Type is DEGREE in a subject and Name INCLUDES a Specialization or Pathway Selection in one or more subjects (with the exception of B.Ed. Degree Programs) | DEGR | X | SubjectCode1-SpecializationCode-SubjectCode2 Or SubjectCode1-PathwaySelectionCode-SubjectCode2 |
X |
2D | Type is DEGREE and program is a B.Ed. Degree Program with a specialization in a subject(s) | DEGR |
BED_ELE* *Derived from the program of study name |
SpecializationCode-SubjectCode1-SubjectCode2-SubjectCode31 | X |
2E | Type is DEGREE and Name INCLUDES a Specialization and Pathway Selection within the subject (with the exception of B.Ed. Degree Programs) | DEGR | X | SpecializationCode-SubjectCode1-PathwaySelectionCode-SubjectCode2 | X |
2F | Type is JOINT PROGRAM, and may have a Specialization or Pathway Selection in one or more subjects. | JNTP | CredentialCode_OtherInstitutionAcronym |
SubjectCode* *If available. |
X |
2G | Type is ADVISORY and program of study is a Dual Credential Program. | ADVS-DCGR | X |
SubjectCode* *If available. |
X |
2H | Type is ADVISORY and program of study is a JOINT Program. | ADVS-JNTP | X | SubjectCode* Or SpecializationCode-SubjectCode*
*If available. |
X |
3A | Type is MINOR in one or more subjects. | MINR | MIN-SubjectCode1-SubjectCode2-SubjectCode3 | X | |
3B | Type is MINOR and Name INCLUDES a Specialization and a Pathway Selection within the subject | MINR | MIN-SubjectCode1-PathwaySelectionCode-SubjectCode2 | X | |
4A | Type is SECONDARY PATHWAY and Name INCLUDES a Specialization or Pathway Selection within the subject. | SCND | SpecializationCode-SubjectCode Or PathwaySelectionCode-SubjectCode Or SpecializationCode-SubjectCode1-PathwaySelectionCode-SubjectCode2 |
X | |
4B | Type is PROGRAM FOCUS and Name INCLUDES a Subject or a Pathway Selection within the subject. | PGFS | X | SubjectCode Or PathwaySelectionCode-SubjectCode1 |
X |
4C | Type is CO-OPERATIVE EDUCATION and Name INCLUDES a Pathway Selection within the subject. | COOP | SubjectCode18 | X | |
5A | Type is ACCESS STUDIES, ADVISORY, EXTERNAL AUXILIARY, EXCHANGE, SPECIALIZED PROGRAM ACADEMIC OPPORTUNITY, QUALIFYING PROGRAM, RESIDENCY PROGRAM, VANTAGE ONE, VISITING, VISITING AGREEMENT OR UNCLASSIFIED. | X | FirstLetterOfEveryPrimeWord9 excluding prepositions (don't include Senate) | X | |
5B |
Type is PROFESSIONAL AND CONTINUING EDUCATION PROGRAM, or COMMUNITY PROGRAM, or NON-CREDIT YOUTH PROGRAM. |
X | SubjectCode (if known)10 excluding prepositions (don't include Senate) | X | |
5C | Type is AFFILIATE PROGRAM. | X | EXT_XC11 or EXT_XR11 or EXT_XY11 or EXT_XZ11 excluding prepositions (don't include Senate) | X |
1Refer to the Program of Study Types section for PoS Type acronym.
2Consult the Enterprise Data Governance team for the list of Credential Codes.
3Refer to the Program of Study Component Rules section for more information.
4See UBC Senates and Other Curriculum Approving Bodies Data Standard for appropriate acronym value.
5Refer to the Subject List and their respective subject codes for the Vancouver campus and the Okanagan campus. Where a 'subjectname' and its respective 'subjectcode' are not available in the <Subject List>, submit a request to the <Senate Secretariate> to add the subject and subject code to the subject list even if it is not for a Senate approved subject.
6Where a Program of Study name contains multiple subjects, or combination of Specializations and subjects, list the SpecializationCodes and SubjectCodes in the order in which they appear in the name.
7For a list of specializations and pathway selections and their respective codes, refer to the Specializations and Specialization Codes section.
8For generic COOP program names: “Undergraduate Co-operative Education (Vancouver)” use ‘UGRD_V’; for “Undergraduate Co-operative Education (Okanagan)” use ‘UGRD_O’; for “Graduate Co-operative Education (Vancouver)” use ‘GRAD_V’; for “Graduate Co-operative Education (Okanagan)” use ‘GRAD_O’.
9If a duplicate PoS code exists, use FirstTwoLettersofEveryPrimeWord excluding prepositions.
10Leave blank of subject code is not known.
11Use: EXT_XC for Carey Theological College; EXT_XR for Regent College; EXT_XY for St. Marks College; EXT_XZ for Vancouver School of Theology.
A specialization or pathway selection is a discrete set of academic requirements that makes up a component of a program. Below is a list of accepted values and the respective codes for specializations:
Specialization Type | Code |
---|---|
Major | MAJ |
Combined Major | CMJ |
Honours | HON |
Combined Honours | CHN |
Minor | MIN |
General | GEN |
Below is a list of accepted values and the respective codes for pathway selections:
Pathway Selection Type | Code |
---|---|
Concentration | CON |
Emphasis | EMP |
In | IN |
Option | OPT |
Stream | STR |
The following are the accepted values for Program of Study Credit Basis :
Accepted Value | University Glossary Term | Definition |
---|---|---|
Credit | Credit [Program of Study Credit Basis] | The program of study has been approved by the Okanagan Senate or Vancouver Senate to lead to a UBC academic credit credential or UBC academic credit standing. |
Non-Credit | Non Credit [Program of Study Credit Basis] | The program of study has been approved by the appropriate UBC Curriculum Approving Body to lead to a UBC non credit credential. |
Not Applicable | Not Applicable [Program of Study Credit Basis] |
The program of study has not been approved by a Senate-designated UBC Curriculum Approving Body to qualify for any type of credential or standing from UBC. For example, UBC Affiliate College programs are considered neither Credit or Non Credit as they do not lead to a UBC academic credit credential or UBC non-credit credential. |
Compliance
This standard must be complied with every stage of the data lifecycle with the exception of any dispensations (see Dispensation section):
- All applications must collect data as recommended in this standard.
- Enterprise Data Integration must adopt this standard.
Dispensation
Workday
Program of Study Type
Program of study types in Workday may not align with the types listed in this data standard.
Program of Study Subject Code
Workday does not currently have an attribute/object to store the Program of Study Subject Code data, but instead captures this data within the third component of the Program of Study Code. In order to obtain the Program of Study Subject Code the data must be retrieved by parsing the Program of Study Code. This complicates the maintenance of these subject codes including their definitions, which in turn has implications for reporting.
A dispensation has been granted until such time that a “Program of Study Subject” object can be added to Workday so that the data can be easily accessed and maintained for operations and reporting purposes. This is to be addressed as part of the IRP Student Completion project.
Credential Code
Workday does not currently have an attribute/object to store the Credential Code data, but instead captures this data within the second component of the Program of Study Code. In order to obtain the Credential Code the data must be retrieved by parsing the Program of Study Code. This complicates the maintenance of these credential codes including their definitions, which in turn has implications for reporting.
A dispensation has been granted until such time that a “Credential” object can be added to Workday so that the data can be easily accessed and maintained for operations and reporting purposes. This is to be addressed as part of the IRP Student Completion project.
Legacy Systems
Legacy systems are exempt from this data standard. As systems are replaced, adoption of this standard is required. Examples of legacy systems are:
- Student Information System (SIS)
For any compliance questions or requests for a temporary dispensation, please contact the Enterprise Data Governance Team.
Related Documents
- Programs of Study and Credentials
- Classification of Instructional Programs (CIP) Canada 2021
- Classification of Instructional Programs (CIP) Canada 2016
Appendix
Apendix A