ICCB Annual Enrollment Report (A1)

Spring (10th day) Enrollment ICCB Survey Revised: 01/2013 created by S. Parsons 1. The Registrar is responsible for running A1 edits and correction of all data entry errors. Errors are monitored and corrected throughout the registration cycle (November - January). Contact the Registrar to verify all errors corrected in Datatel. 2. IR will freeze data in A1/E1 database 1 day after the 10th day of spring semester (use the census date in Datatel or use the spring schedule “last day for tuition refunds” i.e. January 25): 3. Schedule 10th day lock down in Ellucian(Datatel) follow process. (add here) a. Open Datatel and run XA1B to export the data.. b. NOTE: The XA1B download must not be run again after this date until theA1/ E1 submission has been completed and locked with ICCB. Any errors found after the frozen download must be manually corrected in Datatel and in the A1/E1 Access database tables and queries. i. Enter Reporting Year (2013) ii. Enter Output File Name Extension—make note of the file name as this will be the name of the files (A1090607SP) (use today’s date) iii. F9 Enter c. Use FileZilla to Import Datatel files to A1/E1 Database i. Open FileZilla application ii. Only complete if you have not set up your login for ftp, only set up once : . Profile Name = HP2 . Host Name/Address = 10.1.1.58 . Host Type = Automatic detec . User ID = enter E number . Password = enter Datatel password

Institutional Research Office A1/E1 10th Day Spring Survey 1 iii. Remote Site tab (on right of the screen), open Datatel/coll18/coll18_live/apphome.R18.IL.REPORTS iv. Sort by the date column to find the 6 files created by the process in step 1 above. v. From the My Documents tab (on the left of the screen), open \\Srv10463\database\ICCB\A1\Imports folder vi. Highlight the 6 files from the right side and click the () to transfer to the ICCB Imports folder vii. Exit WS-FTP application

Institutional Research Office A1/E1 10th Day Spring Survey 2 d. Open the A1/E1 Enrollment Database (\\Srv10463\database\ICCB\A1\A1app.mdb) i. To import files: 1. Enter fiscal year (2013) 2. Select term from pull-down menu (20136) 3. Enter term desc from pull-down menu (fall, spring, summer) 4. Term ended: No 5. Enter Import File Name to run the seven files (XX in file name below represents the file named used above in Step 2aii above) Ex: (A1_A1090907SP_CREDIT) 6. Click 6. Import Credt, Demographics…. Button (this will take 15 minutes to run)

ii. Click Import Tutoring Unique SSNs Button iii. Click Import FA Data iv. Click each button, in order, in the Build Tables column to create the data files. v. Click Trio Updates button, enter data at prompts and click each button in order.

Institutional Research Office A1/E1 10th Day Spring Survey 3 vi. Edit Reports , click each button in order (except the Build and Edit E1 Data button) to verify all corrections have been made. vii. Fix all errors in A1 first and then fix E1 errors viii. NOTE: Due to the importance of capturing the E1 as of the 10th day, the file will not be downloaded again from Datatel. Therefore, once corrections are made on Datatel, the edit reports must be manually corrected in the A1/E1 Access Database. 4. Correct errors in the A1/E1 database tables according to corrections returned from Registrar 5. To correct errors: use the report query (look for name of query on each edit report) or if unable to correct through a query then correct in the E1 Data table. 6. Re-run all reports (do not rebuild any tables) after E1 corrections made to ensure all errors corrected. 7. Once E1 errors corrected, then click the Build and Edit E1 Data button. Correct any remaining errors using the appropriate Query. 8. Do not click the Build and Edit E1 data button again or all the changes you made will be erased. 9. To verify corrections are made for the E1 edits, check specific queries to make sure it is empty. If queries do not appear on database, click tools, options, hidden, reports. 10. Once the IR staff verifies all errors have been corrected, export file to ICCB: a. Click “IR Submission Menu” button from main menu of the A1/E1 ICCB Enrollment Database menu b. Click “Export E1” button c. Click OK when export completes d. Select fiscal year from pull-down menu e. Click on Archive E1 Data button (only archive Fall E1 data) Institutional Research Office A1/E1 10th Day Spring Survey 4 f. Click on Enrollment Survey button to get reports. i. Go to the ICCB Enrollment Survey website and input numbers. Notification of availability of website (and URL) sent to MIS coordinators approximately two weeks prior to October 1 deadline. ii. Enter required information. (see actual survey below from ICCB). 1. Select Rock Valley College 2. Enter Total unduplicated headcount 10th day 3. Enter FTE 10th day 4. Enter 1st day of classes (use RYAT in Datatel – weekend classes begin or use Spring Schedule book to find the “Important Dates”) 5. Enter end of registration date (last day of tuition refund) 6. Enter Internet Based Course Enrollment Student Headcount duplicated 7. Enter Internet Based Course Enrollment Student Headcount unduplicated 8. Enter Internet Based Course FTE only 9. Enter Persons Responding iii. Print page before submitting and file in office file to document submission date.

Institutional Research Office A1/E1 10th Day Spring Survey 5 11.

Background information: Data for students enrolled in 1.0 (general), 1.1 (baccalaureate), 1.2 (occupational), 1.4 (remedial), and 1.7-1.9 (ABE/ESL/GED) PCS coded courses are included. IR capturing 10th day data differently in 2008 to freeze data after EVR process run by Records office to remove students that dropped before 10th day, usually around February 5.

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