Student Data Base (SDB)and

Admissions Data Base (ADB)

Prepared by: Eli Maytin BexonSenior Research AssociateInstitutional Research

Student Data Base File

• Five submissions every year for opening and closing of each term except for summer that we only submit closing data (State Report Year which includes summer, fall, spring).

• The opening SDB file runs the day after the 100% refund.

• The closing SDB file runs after the grades are done.

• There is a deadline for the submission of the SDB file to the State and if we don’t met the due date, then Dr. Padrón gets a letter from the State (in the 20 plus years that I’ve worked with the SDB, he never got a letter so far).

• On this file we report every student that is enrolled at MDC during the term (AA, AS, Certificates, Baccalaureate, etc.)

• The file has hundredths of records which includes various data (Demographics, Testing, Acceleration, Completion, Courses, and Financial Aid).

• After I run the SDB file, I start checking for errors and I try to clean as much as possible before I submit the file to the State.

• I send emails to different departments so they make the corrections in the system before I correct the file.

•We capture every Baccalaureate student that is declaring a Bachelor program and is enrolled in a course.

•I also capture students that complete a Bachelor program during the term.

•The program code can be either Pre-BACC or In-PGM.

•FTIC students cannot declare a Bachelor program.

•Baccalaureate students cannot be reported if they are taking College-Prep or non-credit courses (we get a critical error).

•To declare a Bachelor program the student has to have either an AA or AS degree or 60 credits or more.

•Some students may be accepted into the pre-baccalaureate or transitional program until they meet some requirements (they are not supposed to stay for too long under the transitional program, maybe a term or two only).

Admissions Data Base File

• Three submissions every year for closing of each term only (State Report Year which includes Summer, Fall, Spring)

• The closing ADB file runs after the grades are done.

• We have to follow the same procedures and deadline as the SDB to submit the file to the State.

• On this file we report every student who applies to the Baccalaureate programs (not necessarily enrolled in any course during the term)

• The student is reported the term they apply to the Baccalaureate program.

• These students can be provisionally admitted, denied, or fully admitted.

• If the student is reported the first term as either provisional or denied, then it gets reported again when the status changes to fully admit.

• If the student is fully admit the first term, then it will not get reported again, unless the student changes to another Bachelor program in which case the student has to apply to the new program.

• If by any chance the student applies to the Bachelor program, but never enrolls during the State Report year, then the student has to reapply to the program.

• These are the students that get entered in the Odyssey screen AD SO MB.

• Most of the data is capture from the AD SO MB screen, and the rest of the values get populated from other Odyssey screens.

• Marina Hernandez from Medical will give you a review of the AD SO MB screen.