Overview

The following article is a start guide for those using Course and Class Section information from the Student Activity Hub (SAH). It includes various terms for those using the tool and tips for new users. 

Not sure which Enrollment view to use? Check out https://ucsdcollab.atlassian.net/wiki/spaces/ACP/pages/2734916015 .

Critical Concepts

Pre-Joined Data

• Current and First ever records of students activities and information is coming from SAH-Demographics-View 

• Historical records of student activities and information is coming from SAH-StudentStudentsStatsPerTerm-View

• Primary Instructor Job fields are coming from EAH-Workforce-View. It pulls in information related to the instructor's primary position as of the end of the term or as of the census date for the census view.

Enrollment Specific Data

• Enrollment Record Type: Indicates what kind of record each row is, Enrollment, Transfer, or Waitlist

• Term Set - Enrollment: fields that can be used to display each term

• Term Flags: can be used to identify in the Term displayed is Past, Current or Future

• Course information: fields related to a Course across multiple terms

• Course Offering information: fields related to a Course Offering, grouping Class Sections per Term

• Class Section information: fields related to a Class Section, unique per term

• Primary Instructors information: Only 1 instructor can be listed per Course

Enrollment, Transfer or Waitlist

• Waitlist + Transfer are only included in the SAH-Enrollment-View

• Waitlist + Transfer + Enrollment all live in SAH-Enrollment-View and correspond to Waitlist Count, Transfer Count and Enrollment Count (along with Class Section Enrollment Count)

• A new row is added for students who are on the waitlist. If you are reporting on a current term or future term, you may need to filter the waitlist students out if you only looking for enrolled students per class section

• Enrollment Count does NOT include transfer or waitlisted student

• If you are using the Class Section Enrollment field then you will not be impacted as waitlisted students are not considered enrolled

• Note: Students can be on the waitlist for one course at two different Course Levels. SAH is only showing waitlist records where Student Level = Course Level.

Counting Distinct PIDs

• If you are counting distinct Student PIDs in the SAH-Enrollment-View then you will be counting Enrollment records + Transfer records + Waitlist records

• If you are counting distinct Student PIDs in the SAH-EnrollmentCensus-View then you will be only counting Enrollment records

Dropping Courses / Grading

• The fields with current suffix will carry over the most recent values of those fields if a student graduates or drops out.

• If a student drops a course prior to the census date, their attempted units in SAH-EnrollmentCensus-View, would be 0. However if they drop the course after the census date, their attempted units in SAH-Enrollment-View view would be 0, but their attempted units in SAH-EnrollmentCensus-View would still show a number greater than > 0.

Class Section Status versus Class Section Enrolled At End of Term

• Class Section Status is not tied to the student, only to the class section/offering. It can be interpreted as “was the entire section cancelled?” (or other statuses).

• Class Section Enrolled At End of Term Flag is related to an individual student’s enrollment status in the course. It will be a “Yes” if the student was still considered enrolled at the end of the term or “No” if the student dropped/withdrew/etc. before the end of the term. When this flag is a No, you will see a value in the Student Class Section Drop Date. Related fields include “Student Class Enrollment Status”, “Student Class Enrollment Status Code” and “Student Class Enrollment Status Category.”

International Baccalaureate (IB)

IB information appears in SAH in a couple different ways

• IB Test Subject Code and IB Test Scores can be found by filtering Transfer Entity ID = OTHRIBAC and displaying the Course Number.  The IB Test Subject Code = Values of Course Number without the last digit and the IB Test Score = Last digit of Course Number.  When the Course Number = DIPL this indicates the student has received their IB diploma.

• International Baccalaureate (BI) Passed Units Current Cumulative can be found in all views with SAH-Demographics data.

Steps to Take

Key Fields to Display

• Enrollment Record Type

• Course information

• Class Section Information

• Term Set - Enrollment

• Enrollment Count

• Class Section Enrollment Count

• Class Section Enrolled At Census Date Count = Use this instead of Student Count

• Class Section Enrolled At End of Term Count = Use this instead of Student Count

Key Fields to Filter on

• Registration Status = 'Enrolled', 'Registered'

• Waitlist Flag = 'No'

• Class Section Enrollment Status = 'Enroll'

Granularity

Granularity is the scale or level of detail present in a set of data.  It identifies where levels of uniqueness exists in the data.  The data lives in the view at the lowest level, but each BI tool totals the levels differently.