Setting Up Academic Statistics Periods

Enter a description and short description for this academic statistics period. The system uses these descriptions on various pages to identify this academic statistics period.

The system also uses these descriptions for the header record of the NSC Extract report. The NSC requires that the header record of the extract include the academic term for the reported data, such as spring 2012 or fall 2012. Be sure to include this information in the descriptions as necessary. For NSC academic statistics periods, use descriptions such as Fall 2012-1st NSC Run, Fall 2012-2nd NSC Run, and Fall 2012-3rd NSC Run so that your institution can distinguish between the numerous runs of the NSC Extract report. The detailed descriptions are especially useful if you are running the NSC Extract process multiple times within the same reporting period. By specifying, on the Consolidated Statistics page, the academic statistics period used as the source for the previous NSC extract, you can easily distinguish between the statistics of the previous NSC extract and the next NSC extract.

Select a statistics period type, which is a descriptor of an academic statistics period. The statistics period type identifies the type of reporting requirement for which you are using this academic statistics period. For example, you might have defined the statistics period type IP for IPEDS reporting, N for NSC reporting, and SR for the Student Record Census report. Because the statistics period type can affect the results of the Consolidate Academic Statistic process and the reports derived from these results, be sure that you select a statistics period type that meets your reporting needs.

Select the academic load rule for the system to use when consolidating academic statistics. The Consolidate Academic Statistics process (SRPCCONP) uses your selection to calculate each student's academic load: full-time, half-time, part-time.

Term Load Rule Applies: When you run the Consolidate Academic Statistics process for an academic statistics period in which you have set this field to Term Load Rule Applies and the Load Determination field on the Level/Load Rules Table page to Units, the Consolidate Academic Statistics process uses the defined academic load rules from the Academic Level Table page to calculate a student's academic load, NSC academic load, and financial aid load. If you have set the Load Determination field on the Level/Load Rules Table page to manual or default, the Consolidate Academic Statistics process uses the student's career-term record or the value you enter in the Default Academic Load field, respectively, to calculate the student's academic loads, regardless of the setting for this field.

Contiguous Terms: Contiguous terms are consecutive terms in which you combine academic load information. Use this option for your academic load rule when you are combining student career-term records for consecutive terms. When you run the Consolidate Academic Statistics process for an academic statistics period in which you have set this field to Contiguous Terms, the Consolidate Academic Statistics process uses the defined contiguous-term academic load rules from the Statistics Period Load page to calculate a student's academic load, NSC academic load, and financial aid load. Thus, the process is able to accurately reflect each student's academic load for the combined terms.

For example, if 12 units equals a full-time academic load for an individual-term academic load rule, but you want to combine two consecutive terms during the Consolidate Academic statistics process, indicate on the Statistics Period Load page that 24 units equals a full-time academic load. If you do not define contiguous-term academic load rules, the Consolidate Academic Statistics process will report anyone with 12 or more units as full-time for that academic statistics period, which might not accurately reflect your data.

Select from the following choices the consolidation trigger to instruct the Consolidate Academic Statistics process which snapshot date to use. The snapshot date is the date that the process uses to locate the valid academic career and term combinations for this academic statistics period.

• As of Date: Select to have the Consolidate Academic Statistics process base the snapshot date on the date in the As of Date field.

• As of Today: Select to have the Consolidate Academic Statistics process base the snapshot date on the current system date when you run the process.

• Consolidation Date: Select to have the Consolidate Academic Statistics process generate the statistics based on values retrieved from the term statistics instead of the calculating the values based on the student’s enrollment on a specific date. Depending on which consolidation option you use, the consolidation date is used slightly different.

  When you select this option, a grid in the lower portion of the page appears for you to specify multiple academic career and terms combinations for each individual snapshot date for the consolidation. When this option is selected, you must run either the Take Term Statistics Snapshot process (SRPCCONA) or the Recurring Term Snapshot process (SRPCCONU) before running the Consolidated Academic Statistics process. Both SRPCCONA and SRPCCONU retrieve PS_STDNT_CAR_TERM information for each student active in the specified academic career and term combination for the corresponding row in the grid and stores the values in a temporary holding table, PS_STDNT_CARTRM_PD.

  If a consolidation is needed for the term, you should run the SRPCCONA process. This process consolidates enrollment by term using statistics from PS_STDNT_CAR_TERM. The snapshot date in this case is used for effective date processing when retrieving data from the setup tables. This process can also be rerun as often as needed, allowing for new students to be brought into the consolidation as well as updating the data for students who have had academic history changes since the previous run. This type of reporting is appropriate for processes like National Student Clearinghouse processing, where the units for the term are important, not the date when the snapshot of the data occurs.

  If you want to take a snapshot of the student’s term statistics on a specific date, you enter the appropriate date as the snapshot date in the consolidation details and run the SRPCCONU process.

  Note: You must run the process on the snapshot date for it to return data.

  The snapshot date is also used for effective date processing when retrieving data from the setup tables. Once run, the snapshot process cannot be rerun and trying to do so will result in the process failing. If the data must be regenerated, either the existing data must be deleted from PS_STDNT_CARTRM_PD table or a new statistics type period must be created. This type of processing would be appropriate for census date reporting and consolidating units across multiple terms to be reported in a larger unit, such as an academic year.

  After running the Consolidation Date process for all the rows listed in the grid, you must then run the Consolidate Academic Statistics process (SRPCCONP).This process uses the date in the As of Date field as the effective date for all effective dated processes used in the consolidation of the data. For a student to be present in the consolidation, the student must have a valid program status as defined for this statistics type for the specified academic career / term combinations defined and have records in the temporary holding table (PS_STDNT_CARTRM_PD).

  Note: The Consolidated Academic Statistics process derives NSC program level data only if the Consolidation Trigger of Consolidation Date is selected (and the NSC Report check box is selected on the Academic Statistics Type page).

  See:

  Setting Up For NSC Program Level Reporting

  Understanding Consolidate Academic Statistics Process Calculations

This field becomes available when you select As of Date or Consolidation Date in the Consolidation Trigger field. If you select As of Date as your consolidation trigger, the Consolidate Academic Statistics process uses this date as the snapshot date. If you select Consolidation Date as your consolidation trigger, the Consolidate Academic Statistics process uses the date in this field as the effective date for all records that it generates. The date in this field must be after the latest snapshot date in the grid in the lower portion of this page. This ensures that the academic statistics for all of the academic career and term combinations have been gathered and stored in the temporary holding table prior to consolidation.

This field is available when the NSC Report check box is selected for the statistics period type on the Academic Statistics Type page. The value that you enter here is used to retrieve Credential Level Cross Reference and Title IV Weeks values from Financial Aid setup data.

See Setting Up For NSC Program Level Reporting

Select the academic career that the Take Recurring Term Snapshot process will consider as part of a valid combination for this academic statistics period.

Select the term within the academic career that the Take Recurring Term Snapshot process will consider as part of a valid combination for this academic statistics period.

Select the date that the Take Recurring Term Snapshot process should be run for this academic career and term combination. For the process to consider this academic career and term combination valid, the term must be in progress as of the specified date.