| Contact | Chief Data Officer, Office of the CIO |
|---|---|
| Intended audience: | Internal UBC |
| UDM Domain | Academic |
| Applicability | Credit |
| Guideline ID | DG0006 |
Definition
A Student Cohort is a grouping of Academic Records used for administrative purposes such as, but not limited to, including or excluding students from selected business processes. Examples of business processes include, but are not limited to: mass registration, assigning registration appointments, assigning appropriate tuition or fee charges, assign or exclude students from certain academic requirements.
A Student Cohort Name is the title of the Student Cohort.
A Student Cohort Description is the brief summary of the Student Cohort that describes the purpose of the Student Cohort and the membership criteria.
Purpose
Due to the complexity of the data the Student Cohort Name and Student Cohort Description attributes have not been standardized. In lieu of a data standard, these guidelines have been created to provide recommendations around the creation of a Student Cohort Name and Student Cohort Description, to encourage consistency in data entry for these attributes. For more details on Student Cohorts, please see the Student Cohort Data Standard.
Guideline
The following is the naming convention that has been implemented in Workday for Student Cohort Name:
<StudentCohortTypePrefix> <StudentCohortDetail>
E.g., AR BAV Program Entry in 2023-24 or earlier
| Name Element | Description | Recommended Format |
|---|---|---|
| Student Cohort Type Prefix | The acronym of the Student Cohort Type. |
Alpha (2-5 characters) See Workday Student Cohort Type Guideline for more information. |
| Student Cohort Detail | The detailed title of the Student Cohort. | Text E.g., BAV Program Entry in 2023-24 or earlier |
The following guidelines are recommended when creating a Student Cohort Name:
- All Student Cohort Names should inherit the prefix for the Student Cohort Type to which the Student Cohort belongs.
- The Student Cohort Type Prefix component should ideally be contained in square brackets "[ ]" to distinguish it from any possible abbreviations in the Student Cohort Detail component of the Student Cohort Name
- The Student Cohort Detail component should be as brief as possible while providing enough information for administrators and staff to understand at a glance the purpose and/or membership of the Student Cohort, as well as distinguish it from other similar Student Cohorts.
- Abbreviations and acronyms should be avoided unless they are commonly understood by all administrators.
- Special characters should generally be avoided, with the exception of hyphen "-", parentheses "( )" and forward slash "/".
- The use of person names should be avoided in the Student Cohort Detail.
The following guidelines are recommended when creating a Student Cohort Description:
- The Student Cohort Description should ideally be as brief as possible while providing enough information for administrators and staff to understand at a glance the purpose and/or membership of the Student Cohort, as well as distinguish it from other similar Student Cohorts.
- Abbreviations and acronyms should be avoided in the Student Cohort Type unless they are commonly understood by all administrators.
- Special characters should be avoided unless required to describe a key component of the Student Cohort purpose and/or membership. Language-specific special characters may be used to describe the Student Cohort purpose and/or membership if needed.