Intended Audience and Contact Information
| Contact | Chief Data Officer, Office of the CIO |
|---|---|
| Intended Audience | Internal UBC |
| UDM Domain | Academic |
| Data Standard ID | DG0069 |
Purpose
This standard aims to achieve consistency around the data collected for an Academic Record Status, and the format in which it is collected and stored.
An Academic Record Status is the state of the student’s Academic Record. In Workday this status is determined by the Program of Study Status selected for the student’s Academic Record. A student may have multiple Academic Records, and each of their Academic Records will have an Academic Record Status and a Program of Study Status applied.
This standard is derived by UBC and applies to all applications collecting Academic Record Status data. Exceptions are listed in the Dispensation section.
Standard
The following are the data elements and accepted values associated with creating an Academic Record Status:
| Data Element | Definition | Format |
|---|---|---|
| Student Program of Study Status | 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. |
Reference List See the Student Program of Study Status Data Standard for more details. |
| Student Program of Study Status Reason |
The explanation for the Program of Study Status assigned to a student. Only the Discontinued, Suspended, and Dismissed Program of Study Statuses have the option of adding a configured Program of Study Status Reason. A Program of Study Status Reason can only be applied to the specific Program of Study Status for which it has been configured. |
Reference List See the Student Program of Study Status Data Standard for more details. |
The following are the accepted values for Academic Record Status:
| Accepted Value | Definition |
|---|---|
| Active |
The status of a student’s Academic Record that is still in progress. This status is applied when the following Student Program of Study Statuses are applied to a student’s Academic Record: Matriculated, In Progress, Leave of Absence. |
| Inactive |
The status of a student’s Academic Record that is no longer in progress. This status is applied when the following Student Program of Study Statuses are applied to a student’s Academic Record: Discontinued, Suspended, Dismissed. |
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 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.
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)