Intended Audience and Contact Information
| Contact | Chief Data Officer, Office of the CIO |
|---|---|
| Intended audience: | Internal UBC |
| UDM Domain | Academic |
| Applicability | Credit |
| Data Standard ID | DS0096 |
Change Log
| Standard Version Date | Change Log |
|---|---|
| 2024-05-xx |
|
Definition
A Student Cohort is a grouping of Academic Records used for administrative purposes such as, but not limited to, including or excluding students from selected business processes. Examples of business processes include, but are not limited to: mass registration, assigning registration appointments, assigning appropriate tuition or fee charges, assign or exclude students from certain academic requirements. The relationship between a student and a Student Cohort is through the student’s Academic Record.
A Student Cohort Type is the category of Student Cohort based on a shared functional purpose. Student Cohorts Types are used as building blocks for creating Student Cohort Collections.
A Student Cohort Collection is a grouping of one or more Student Cohort Types for the purpose of configuring the administration and security of the cohorts.
Purpose
This standard aims to achieve consistency around the data collected for a Student Cohort, and the format in which it is collected and stored.
This standard is derived by UBC and applies to all applications collecting Student Cohort data. Exceptions are listed in the Dispensation section.
Standard
The following are the data elements and accepted values associated with creating a Student Cohort:
| Data Element |
Definition |
Format |
|---|---|---|
|
Student Cohort Type Name |
The full title of the Student Cohort Type. |
Text |
|
Student Cohort Type Prefix |
The acronym of the Student Cohort Type. |
Alpha (2-5 characters) See Workday Student Cohort Type Guideline for more details. |
|
Student Cohort Name |
The title of the Student Cohort. |
[<StudentCohortTypePrefix>] <StudentCohortDetail> See Workday Student Cohort Name and Description Guideline for more details. |
|
Student Cohort Description |
The brief summary of the Student Cohort that describes the purpose of the Student Cohort and the membership criteria. |
Text |
|
Student Cohort Collection Name |
The title of the Student Cohort Collection. |
Reference Data |
The following are the accepted values for Student Cohort Collection Name:
| Accepted Value |
University Glossary Term |
Definition |
|---|---|---|
| Accessibility Advisor | Accessibility Advisor [Student Cohort Collection Name] | Students Cohorts that are managed by administrators for the Centre for Accessibility and the Disability Resource Centre. |
| College of Graduate Studies | College of Graduate Studies [Student Cohort Collection Name] | Students Cohorts that are managed by Graduate Records Specialists for the College of Graduate Studies. |
| Enrolment Services Admissions | Enrolment Services Admissions [Student Cohort Collection Name] | Student Cohorts that are managed by Admissions Enrolment Services Specialists. |
| Enrolment Services Advisor | Enrolment Services Advisor [Student Cohort Collection Name] | Student Cohorts that are managed by Student Support and Advising Leadership in Enrolment Services. |
| Enrolment Services Records | Enrolment Services Records [Student Cohort Collection Name] | Student Cohorts that are managed by Student Records Enrolment Services Specialists. |
| Enrolment Services Scheduling | Enrolment Services Scheduling [Student Cohort Collection Name] | Student Cohorts that are managed by Scheduling Enrolment Services Specialists. |
| Faculty of Arts – Academic Requirements | Faculty of Arts – Academic Requirements [Student Cohort Collection Name] | Student Cohorts that are managed by Faculty of Arts Advisors for the purpose of including or excluding students from specific Academic Requirements. |
| Faculty Scheduling Specialists | Faculty Scheduling Specialists [Student Cohort Collection Name] | Student Cohorts that are managed by Faculty Scheduling Specialists. |
| Go Global | Go Global [Student Cohort Collection Name] | Student Cohorts that are managed by administrators for the Go Global office. |
| Graduate Admissions | Graduate Admissions [Student Cohort Collection Name] | Student Cohorts related to Graduate-level program admissions that are managed by Graduate Records Specialists from both the College of Graduate Studies and the Faculty of Graduate and Postdoctoral Studies. |
| Graduate and Postdoctoral Studies | Graduate and Postdoctoral Studies [Student Cohort Collection Name] | Student Cohorts that are managed by Graduate Records Specialists for the Faculty of Graduate and Postdoctoral Studies. |
| Graduate Program Offices | Graduate Program Offices [Student Cohort Collection Name] | Student Cohorts that are managed by Academic Advising Faculty Level Advisors within the Graduate Program Offices. |
| Student Financials | Student Financials [Student Cohort Collection Name] | Student Cohorts that are managed by Student Financials Enrolment Services Specialists. |
| Undergraduate Faculties | Undergraduate Faculties [Student Cohort Collection Name] | Student Cohorts that are managed by Academic Advising Faculty Level Advisors within the Undergraduate Faculties. |
Compliance
The above standard for credentials must be complied at 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.
Reference Data Compliance for Data Integration
The use of accepted reference data values in this standard for data integration among applications must comply with the enterprise integration pattern of leveraging the reference data common service API (Application Programming Interface) published in UBC MuleSoft Exchange.
Any application that intends to access real-time, case-level reference data should have the application owner or manager complete and submit a Request API Access form.
Mapping of invalid values from Systems of Record (SOR) to common service
A common service can only accommodate standard reference data enumerations that are available in the SoR as approved by the Data Governance Steering Committee or Data Trustee.
A reference data value that does not match any of the standard reference data value enumerations is considered ‘invalid’. Any records from a SoR containing an invalid reference data value for a given data element or attribute must be mapped as an 'empty' value in common service(s). Where a reference data value may potentially have the same meaning as a standard enumeration but named differently in the system of record can be corrected to match the appropriate standard enumeration. Please consult with the EDG team in such cases.
Additional Reference Data values in a SoR that are not part of the standard reference data enumerations are to be omitted in the common service.
Dispensation
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.