Update Logic for CHEMIS - Student(Enrollment/Completions) Database I. First Time Freshman 1. A new edit will produce a warning, if a student is reported as a First Time Freshman in the current reporting semester, and already exists in our database as a First Time Freshman in a previous semester. This warning will not appear if the student was previously a First Time Freshman in the Summer, since this is valid according to IPEDS definition. Same edit, a student cannot be a First Time freshman if he/she was previously a REGIS-STAT 2,3,4,5,6. For example, he/she cannot be a First-Time Graduate and then come back next semester as a First Time Freshman. Currently these will be WARNINGS ONLY and will not cause the data to reject, but we do plan to change this in the future. There are currently some registration status errors in the database. Therefore we cannot make this a hard error at this time, but we will be reviewing and printing on your reports. 2. If a student exists on our database (from a previous reporting semester) and then comes in as a First-time Freshman , the following fields will be replaced in our database, completely, null to good data or vice versa, whatever the institution reports for this First Time Freshman student: State County-ID High School Code High School Year High School Rank Preq 1-8 ACT-COMP SAT-verbal SAT=math These fields represent the student as a First Time Freshman upon which her/his admittance to the institution was based. Exceptions SBTCE - 16 Technical colleges Majority of these fields are not relevant to the tech schools, so if we receive a First Time Freshman record from the SBTCE, we will do the following: Move 12 to High Rank - unknown Move "5" to UG-Degree - not applicable Move "4" to Preq 1-8 - not applicable move 99 to ACT-COMP - null move 999 to SAT-verbal - null move 999 to SAT-math - null 3. A new edit will produce a warning, if a student is reported as a First Time Freshman in the current reporting semester at more than one institution. This could happen when you have a student part-time at one institution and full time at another. The above First Time Freshman Warnings/Edits is an attempt by CHE to reduce the possibility of errors in the data and the system. We believe these warnings/edits will increase the integrity of the data, and allow for a better COHORT tracking system in the future. This is a definite change in policy , since we will not allow the First Time Freshman data, i.e. fields listed above, to be changed randomly from null to good data. II. SBTCE Data Updated First!! The SBTCE data for all 16 technical colleges will always be updated first prior to updating any of the other institutions. Through various analysis, CHE and the institutions have concluded that the 4 year and research institutions normally have more complete data on their students than the technical colleges. By updating the SBTCE data first, any First Time Freshman attending a technical college and a 4 year or research institution simultaneously, that student's data from the higher level institution will prevail in the CHEMIS database. Again, normally the higher level institution has more complete data on the student (i.e. SAT scores, High School information, etc.) The remaining institutional data will be updated in the order of when the "CLEAN" files were received and processed at CHE. CHE keeps a log of all processing of CHEMIS files.