Resolving data errors (for data stewards)

Every 1-2 weeks, the Registrar’s Office distributes possible data errors identified on error checking reports. The following describes how to resolve common data errors.

Worksheet tab: Student level

“Student has no class” error

Classification at the graduate/MD/Law levels is managed by attribute in SGASADD. Enter the appropriate attribute code in SGASADD to generate a classification.

To fix these errors

Reference: Managing student attributes (SGASADD)

To avoid missing classification

• Enter classification in the attributes tab in SAAADMS prior to entering the admission decision code in SAADCRV.

• After the decision code is entered in SAADCRV and the learner record is created, add the classification attribute in SGASADD

“Type-class” error

This error occurs due to a mismatch between the student’s student type and classification.

To correct this error, change classification via attribute in SGASADD that aligns with the student’s priority 10 program.

To fix these errors

Reference: Managing student attributes (SGASADD)

To avoid this error

Upon admission, double-check SGASTDN/SFAREGS to ensure that the classification displays correctly in the Class field. Alternatively/additionally, you can double-check SGASADD to ensure the correct attribute is on the record.

Worksheet tab: Program error

Duplicate program

A duplicate program can occur on a student’s record as the result of a deferral or participation in the Consortium agreement with other institutions or other special program.

To fix these errors

Reference: Inactivating a program on a student's curriculum record

To avoid a duplicate program as a result of deferral

1. Enter a CA decision code for the original application in SAADCRV. (Entering an admissions decision (SAADCRV)

2. Enter a new admission application (directly in Banner or via Slate).

3. In SAAADMS change the new application program priority to 20. SAAADMS > Curricula > click the Update button > change 10 to 20 > Save.

4. Enter an admission decision code for the new application in SAADCRV.

5. In SGASTDN/SFAREGS, change the priority 20 program to 10. SGASTDN/SFAREGS > Curricula > click the Update button > change 20 to 10 > Save.

No priority 10 or 20 program

A missing priority 10 or 20 program can come as a result of:

• Inactivating the priority 10 or 20 program due to a student dropping one of their programs.

• Admitting a student as default as priority 30 when it should be 10 or 20.

To fix these errors

In SGASTDN/SFAREGS:

• Review the curriculum record to identify where the gap is.

• If you have a 10 and a 30, change the 30 to 20. Click Update > change Priority from 30 to 20 > Save.

• If you have a 20 only: Click Update > change Priority from 20 to 10 > Save.

• If you have a 30 only: Click Update > change Priority from 30 to 10 > Save.

To avoid a missing priority

• If inactivating a program, review other programs to ensure sequential priorities. When a student has a 10, 20, and 30 and you need to inactivate the 20, be sure to change the 30 to 20.

• If admitting as priority 30 as default, once the admission decision code is entered, update the SGASTDN/SFAREGS record to update the priority.

Worksheet tab: Priority error

Priority errors are updated in SGASTDN/SFAREGS.

Understanding programs and priorities

Major 1 priority error

A major 1 priority error can occur as a result of major 1 with a priority of 20 or higher. Major 1 should always be priority 10, even if the program priority is 20 or higher.

To fix this error, change the priority of the major in the Field of Study block to 10.

Minor 1 priority error

A minor 1 priority error can occur as a result of minor 1 with a priority of 20 or higher. Minor 1 should always be priority 10.

To fix this error, change the priority of the first minor in the Field of Study block to 10.

Major 2 priority error

A major 2 priority error can occur as a result of major 2 with a priority of 10. Major 2 should be always be priority 20.

To fix this error, change the priority of the second major in the Field of Study block to 20.

To fix these errors

1. In SFAREGS, enter the term and student’s ID. CHECK THE VIEW CURRENT/ACTIVE CURRICULA BOX. Click Go.

2. Select the Curricula tab.

3. In the Curriculum block, use the directional arrows to review the current and active programs on the student’s record.

4. On the program you need to update, click the DUPLICATE BUTTON.

5. Click the Next Block button (lower left corner).

6. You will be in the Field of Study block. Click in the Priority field and change the value to what it should be as indicated in the report and described below.

7. Save.

Worksheet tab: Duplicate error

Duplicate errors are updated in SGASTDN/SFAREGS.

Duplicate major 2 - minor 1 codes

This error occurs because major 2 and minor 1 are using the same field of study code. Either change or remove major 2 or change or remove minor 1.

Duplicate major 1 - major 2 codes

This error occurs because major 1 and major 2 are using the same field of study code. Remove the major 2.

Duplicate major 1 - minor 1 codes

This error occurs because major 1 and minor 1 are using the same field of study codes. Either change or remove major 1 or change or remove minor 1.

Worksheet tab: Citizenship

Non-citizen with blank nation

Students indicated as non-citizen (Citizenship code of N in SPAIDEN) should have a nation of citizenship in GOAINTL.

To fix this error, add a nation of citizenship in GOAINTL: GOAINTL > Nationality > Nation of Citizen field

Worksheet tab: College

Incorrect college code

This error usually indicates that a college code mapped to the student’s program string reflects a college that no longer exists. This error could also come from continuance of a summer-only program into the fall term.

To correct this error, change the program string so that it’s mapped to a currently existing college.

Worksheet tab: Degree

Degree-college error

This error indicates a mismatch between the degree and college on a student’s curriculum record. Update the program string so that the degree and college align.

Degree-student class error

This error indicates a mismatch between the student’s degree as indicated by the priority 10 program string and their classification. Update the classification so that it aligns with the degree. Classification is managed by attribute in SGASADD.

See also: Managing student attributes (SGASADD)

Degree-student type error

This error indicates a mismatch between the student’s degree as indicated by the program string and their student type. Update the classification so that it aligns with the degree. Student type is managed in SGASTDN prior to effective term registration and in SFAREGS > Student Term tab after effective term registration.

NOTE:

• Non-degree students should have the S Special student type whether they’re new or continuing.

• Students only in a certificate program should have the respective certificate-only student type

Click to view all certificate-only student types

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Worksheet tab: UG major mismatch

“Not a XX major” error

This error is a result of a mismatch between the school as indicated in the program string and the field of study of the priority 10 major.

To fix this error, either change the program to align with the priority 10 major or change the priority 10 major to align with the program.

Worksheet tab: LOA

This error is a result of a student marked as on leave of absence in SGASTDN but is registered in a term that falls within the LOA dates. Students should not be simultaneously on leave and registered in the same term.

To fix this error, delete the leave of absence reason and dates.

Worksheet tab: FTF & TRF under 12 credits

This list is an FYI on FTF and TRF students who are currently registered for less than 12 credits.

Worksheet tab: Mismatch grad date and app term

This error results from a mismatch between the graduation date and the graduation term. For example, for a summer graduation, the date should be 8/15/YYY rather than 5/DD/YYYY, which refers to spring graduation

To fix this error, change the graduation date in SHAGAPP > Application tab > Graduate Date field to the date appropriate for the graduation term.

If the graduation term is incorrect, the graduation application should be deleted and the student will need to submit a new application for the correct graduation term. The graduation term cannot be updated on the existing SHAGAPP record.

Worksheet tab: Check diploma address

This error is usually the result of a missing nation in the diploma address, but could also be the result of other missing data.

To fix this error, add the missing information to SHAGAPP > Diploma Information - OR - if outcome records have been created, add the missing information in SHADIPL.

Worksheet tab: Student type

Type-UG level error

This error results from a mismatch between student type and the level of the student’s priority 10 program. Either the student type or priority 10 program applies to the undergraduate level, causing a mismatch with the other element.

To correct this error, modify the curriculum and/or student type to align with the student’s path of study. Student type is managed in SGASTDN prior to effective term registration and in SFAREGS > Student Term tab after effective term registration.

Consortium-class error

This error usually results from an incorrect or missing classification. To correct this error, review and add the RCSU classification attribute in SGASADD (Managing student attributes (SGASADD)).

Worksheet tab: Other errors

“No birthdate” error

This error indicates that the student is missing a birthdate in SPAIDEN. Review available records to identify the birthdate or contact the student for this information and enter it in SPAIDEN > Biographical tab > Birth Date field

On this page

If the student is not currently enrolled in the term of change, updates to degree programs, majors, and minors are done in SGASTDN.

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If the student is enrolled in the term of change, updates occur in SFAREGS.

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