Students with Canceled Enrollment

In Fall 2008, the Advisement Database began receiving information identifying students who have at one point registered for a term, but later dropped all courses. This information appears in the Courses page for a student with the note "canceled enrollment" for the term.

When this information was first implemented, canceled enrollment students continued to appear in the "active" or "enrolled" list of students for the semester in which they had dropped all courses. This has now been updated so that students with canceled enrollment for a term will appear on your default list of enrolled students only through the add/drop period for the term (first three weeks). These students who are no longer enrolled for the current semester will be removed from the default enrolled list at the start of the fourth week.

You can still locate your students who have canceled enrollment for a term by using the "Canceled Enrollment Term" filter under ACADEMIC FIELDS with the "Enrolled" filter.

Meeting Minutes 10/20/09

Database Committee notes for 10/20/09:

Present: (no particular order) Diana Jaramillo (Note taker), Christina Aumann, Christopher Mattson, Jenn Brown, Jennifer Gerson, Elizabeth Erickson, Michael Kurland (Chair), Heather Cartagena (Ex-officio).

1. Review and Discussion of Quotes

· Increased Edit Time and Save as Draft

i. We want to explore extending “Increase Edit Time” to a significant period (72 hours to one week). If this can be done for a low number of Urban Insight hours, this may present significant cost savings over implementing the drafts.

ii. We may determine that we are willing to invest in the drafts in the future if the longer edit time does not meet our needs.

· Course Plan Updates

i. We agreed that all items on this list were important to implement sooner rather than later except for “Insert years between existing years.”

ii. “Insert years between existing years” will likely be put back in the queue at a later point.

· Various Requests

i. Of this list, we felt that all items could wait.

ii. “Modify low midterm grade notification emails” was determined to be highest priority, but given the timing of when this will be needed, January seemed reasonable to schedule this.

iii. We asked Heather to check with the programmer to see whether specifying the number of attachments to three would reduce the time needed to implement “Multiple email attachments.”

iv. We revisited the idea of having a report in the database that would match with what is requested for the audits. Heather said that she would need to think through the logic needed to develop such a report before a quote could be requested.

2. Next Meeting

· We can reduce meeting time to one hour.

· The online calendar is a fruitful topic for discussion and will be the focus of the next meeting.

· Heather read through the existing requests related to the calendar feature.

· Christina Aumann volunteered to get the discussion started via e-mail to include the committee members who were not in attendance today.

Update to Post code filter

In addition to your official majors and minors, the "Post code" filter was also returning records for students who had been referred or manually added to the major or minor. This has been corrected so that only students with official post codes from SIS appear in the search.

Remember that the filtering by Post code can be tricky if your program's post code number is less than 240. From 1-239, post codes for majors and minors overlap, so that searching for post code 29 would return both Chemical Engineering majors and International Relations minors.

If your program post codes are 240 or higher, than the Post code field will work fine. Otherwise, you may want to use the "Program" search field instead since this filter allows you to specify which type of program you are want, such as "major-29".

To locate students referred or manually added to your programs, who have been removed from the "Post code" filter, use the "Referred or Manually Added Majors" or "Referred or Manually Added Minors" search fields. These fields are similar to the "Majors" and "Minors" search fields where you would enter the lettered code for the program, such as CHE.

New International Status Filter

As you know, USC has the most International students of any University in the U.S. Since this fall's incoming class included a higher proportion of international students compared to recent years, you have been asked to reach out to your international students and develop programs that will better connect them to their major, department, and the University.

To assist you in locating your International students, a new search field has been added to locate students with International status. Scroll down to PROFILE FIELDS to use the new "International" search filter.