Intended Audience and Contact Information
| Contact | Chief Data Officer, Office of the CIO |
|---|---|
| UDM Domain | Academic |
| Intended Audience | Internal UBC |
| Data Standard ID | DG0070 |
Purpose
This standard aims to achieve consistency around the data collected for Student Program of Study Status, and the format in which it is collected and stored.
A Student Program of Study Status is the state of a student's enrolment in a Program of Study.
This status is separate from, and does not indicate, the registration status of a student. The registration status can be determined by viewing the student's course registration.
This standard is derived by UBC and applies to all applications collecting Student Program of Study Status data. Exceptions are listed in the Dispensation section.
Standard
The following are the data elements and accepted values associated with Student Program of Study Status:
| Data Element | Definition | Format |
|---|---|---|
| Student Program of Study Status Reason |
The explanation for the Student Program of Study Status assigned to a student. Only the Discontinued, Suspended, and Dismissed statuses have the option of adding a configured Student Program of Study Status Reason. A Student Program of Study Status Reason can only be applied to the specific Student Program of Study Status for which it has been configured. |
Reference List See the Student Program of Study Status Reason section for more details. |
The following are the accepted values for Student Program of Study Status:
| Accepted Value | Definition |
|---|---|
| Matriculated | The status of a student who has been admitted but has not yet started their Program of Study. Note: This status will be updated to 'In Progress' once the Academic Period to which they are admitted begins. |
| In Progress | The status of a student who is currently enrolled in a Program of Study after the start date of their first Academic Period in the program. This status does not identify if the student has active registration in courses. |
| Leave of Absence |
The status of a Graduate student who has been approved for a Leave of Absence for their Program of Study. Only Graduate students are eligible for Leave of Absence status. For the academic leave policy for undergraduate students please see Academic Leave – Okanagan campus and Academic Leave – Vancouver campus. |
| Discontinued | The status of a student who is no longer active in a Program of Study, has voluntarily discontinued their studies at the university, or never commenced their studies at UBC. |
| Suspended | The status of a student who has been found to have been engaged in Academic Misconduct or Non-Academic Misconduct. The student is temporarily prevented from attending any activities of the university for a specified period of time. Holds and notes on the student's record will be added in conjunction with applying Suspended status on a student's Academic Record. |
| Dismissed | The status of a student who has been asked to withdraw or has been expelled from the university due to academic or non-academic reasons. A person ceases to be a student upon the effective date of the dismissal. Holds and notes on the student's record will be added in conjunction with applying Dismissed status on a student's Academic Record. |
The following are the accepted values for Student Program of Study Status Reason:
| Accepted Value | Definition |
|---|---|
| Transfer Masters to PhD | Indicates the student has been approved to transfer from a Masters to a Doctoral Program of Study. This reason can only be applied to the 'Discontinued' Student Program of Study Status. This reason will only be applied if the student's Doctoral program of study is related to their previous Masters program of study. |
| Transfer PhD to Masters | Indicates the student has been approved to transfer from a Doctoral to a Masters Program of Study. This reason can only be applied to the 'Discontinued' Student Program of Study Status. This reason will only be applied if the student's Masters program of study is related to their previous Doctoral program of study. |
| Transfer Masters to Masters | Indicates the student has been approved to transfer from one Masters into another Masters Program of Study. This reason can only be applied to the 'Discontinued' Student Program of Study Status. This reason will only be applied if the student's new Masters program of study is related to their previous Masters program of study. |
| Transfer PhD to PhD | Indicates the student has been approved to transfer from one Doctoral into another Doctoral Program of Study. This reason can only be applied to the 'Discontinued' Student Program of Study Status. This reason will only be applied if the student's new Doctoral program of study is related to their previous Doctoral program of study. |
| Voluntary | Indicates the student has notified the university of their intent to discontinue studies at UBC. This reason can only be applied to the 'Discontinued' Student Program of Study Status. |
| Non-Registration | Indicates the student either has no registration in their first Academic Period after the registration deadline, or has not registered in courses for at least three consecutive Academic Periods. See Academic Leave – Okanagan and Academic Leave - Vancouver for more information. This reason can only be applied to the 'Discontinued' Student Program of Study Status. |
| Revoked Offer of Admission | Indicates the student has had their admission offer revoked after being admitted and matriculated into Workday. This reason can only be applied to the 'Discontinued' Student Program of Study Status. |
| Suspended: Academic Misconduct | Indicates that Suspended has been applied to the student's Program of Study due to Academic Misconduct. This reason can only be applied to the 'Suspended' Student Program of Study Status. |
| Suspended: Non-Academic Misconduct | Indicates that Suspended has been applied to the student's Program of Study due to Non-Academic Misconduct. This reason can only be applied to the 'Suspended' Student Program of Study Status. |
| Required to Withdraw: Academic Reasons | Indicates the student is required to discontinue their studies at the university as the outcome of an academic evaluation for undergraduate or graduate progression. This reason can only be applied to the 'Dismissed' Student Program of Study Status. |
| Required to Withdraw: Non-Academic Reasons | Indicates the student is required to discontinue their studies as the outcome of an academic decision made based on non-academic reasons. For example, a student is required to withdraw due to poor professional fit. This reason can only be applied to the 'Dismissed' Student Program of Study Status. |
| Time Expired | Indicates the student has not met the required milestone timelines for their Graduate Program of Study. This reason can only be applied to the 'Dismissed' Student Program of Study Status. |
| Expelled: Academic Misconduct | Indicates that Dismissed has been applied to the student's Program of Study due to Academic Misconduct. This reason can only be applied to the 'Dismissed' Student Program of Study Status. |
| Expelled: Non-Academic Misconduct | Indicates that Dismissed has been applied to the student's Program of Study due to Non-Academic Misconduct. This reason can only be applied to the 'Dismissed' Student Program of Study Status. |
Compliance
The above standard must be complied at every stage of the data lifecycle with the exception of any dispensations (see Dispensation section):
- All applications must collect date 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.
For any compliance questions or requests for a dispensation temporarily, please contact the Enterprise Data Governance Team.
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)