Data Standards & Integrity

Report Codes Sub-Committee

Chancellor’s Conference Room

Meeting Minutes

Meeting called to order on June 29, 2004 at 2:05 p.m. by Chairperson Tina Hunter.

Members in attendance:

I.   Statewide Student Profile System Specifications

·   Cathy Sarrazin addressed the committee and discussed the format standard used by the Office of Institutional Research.

·   Members were given copies of Louisiana Board of Regents Statewide Student Profile System Specification and a summary describing the codes used for ethnicity codes, gender codes, and citizenship and international person information.

·   The members reviewed each of the codes and discussed the criteria.

II.   Ethnicity Code Standards

·   The members discussed student ethnicity codes. Members examined the codes and descriptions for individuals without residency status or where ethnicity is unknown. Additional clarification is needed on these codes.

·   Debbie Minyard will research the ethnicity codes used by Human Resources and present a report at the next meeting.

III.   Gender Code Standards

·   Members reviewed and discussed the data standards for gender codes and issues related to their application.

IV.   Citizenship and International Person Information

·   Members reviewed and discussed the data standards for citizenship type and visa status as well as issues related to their application.

·   The committee considered the option to use a blank field or the code for unknown for constituents of the college.

V.   Other Data Elements

·   The committee identified a need to develop data standards for the following elements: dates, social security numbers, admission status, marital status, student level, and relationship codes. It was unclear if the college would have a use for legacy codes.

·   Several members volunteered to research these elements and present at the next meeting.

VI.   Resolutions

·   The Report Codes committee recommends that

1.   The Committee of the Whole adopts the Louisiana Board of Regents Statewide Student Profile System Specifications as the data standard.

2.   The Committee of the Whole resolves that all applications include the gender selection option for male or female.

3.   The Committee of the Whole resolves that the gender codes be limited to male or female.

4.   The Committee of the Whole resolves that the Banner Database require a gender code selection for all persons entered into the Banner system.

5.   The Committee of the Whole resolves that the Banner Database require the citizenship type field use a blank space to identify an unknown U.S. citizenship type.

6.   The Committee of the Whole adopts the current SIS citizenship codes and guidelines with the noted corrections.

Meeting adjourned at 3:21 p.m.

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