+1 (740) 420 5907 blazertech@ohiochristian.edu

Here is a list of data issues that have been revealed to me over time (I’m sure there are more than this though).  Some of these are process issues and some are data entry or data import issues. Some can be resolved with code, some must be resolved with process changes and more attention to detail and how it affects other departments.

  • Missing program start and end dates
  • Brivo ID is not updated when student gets a new Brivo ID (this causes problems with Cafeteria as meal plan is attached to old Brivo ID, also chapel check-in/out is affected – students don’t get credit for attendance).
  • Staff records are not being changed to Constituent when the staff member leaves OCU. This causes OCU to pay for meal plans for these “no longer” staff members.
  • According to AGS staff, there should never be 2 AGS courses with the same course/section/cohort combination, but I have found 2 and sometimes more courses with the same course/section/cohort combination (spanned over multiple semesters). Sonis doesn’t block this because it’s designed to allow the same course/section combination to be used each semester. We need to investigate whether code should to be added in Sonis to block this from being allowed. Trad uses the same course/section combinations semester after semester, so this would be an AGS only limitation.
  • Institutional Effectiveness needs marital status, gender and ethnicity for student record for accreditation reporting. Most records are missing this information. A suggestion was made to add gender and ethnicity to the student portal for students to fill out/answer. We also need a “prefer to not answer” option, so we know the difference between those who preferred to not answer and those who are just missing that data.
  • We have a lot of instances where cell data is missing or something other than numbers are entered into the phone number fields. There are letters and special characters in a lot of the phone number fields.
  • We have a handful of students whose soc_sec contains a space or doesn’t contain a full 9 digits due to spaces in the last name field.
  • We have an issue where start and end dates are getting changed on courses that have already ended – sometimes a year or so in the past. This causes issues for TOL, current year reporting, and a whole slew of other issues. OCU ended up having to overnight books to students because the TOL export picked up the past course instead of the current course (TOL picks up courses based upon date range). In this particular case, there were two AGS course sections (same course/section/cohort combination) with the same date range in Sonis (one was for a previous semester and the other was for the current semester) and because the old course’s start and end dates had been changed to the current semester date range AND the current course had the same start and end dates, the TOL export ended up picking the data from the wrong course section.
  • Dorm information is often not updated, so Security have trouble finding the student in cases of emergency.
  • Missing meal plans (or incorrect meal plans) in Sonis cause students to either not be able to eat or go through the hassle of getting their meal plan information updated.
  • Anticipated grad dates before today’s date. This causes problems with Clearinghouse data as well as identifying which students are graduating.
  • Missing High School GPA and High School Graduation date/year.
  • Missing prior college GPA and grad date (if it applies).
  • Missing institutions on student educational records. We looked into this and couldn’t find what was causing it, but it continues to happen, so we need to figure it out.
  • Missing modstats on OCU Prospect records. We only discovered this once and fixed the records, but I haven’t checked to see if this is still happening (or what caused it). Possibly caused by Leads import.
  • First names and last names with nothing but question marks (possibly from Leads import). These need to be kept from showing up in Sonis, but still need a way to identify them so we can get refund for bad leads. But we also need to make it so that only alpha characters are allowed in the name fields (there are instances where special characters or numbers are found in these fields). We also need to make sure the first character in the first and last name fields is not a space. It would be great to make sure the names are not all uppercase or all lowercase. Also, I’ve seen the first name exactly match the last name. I’ve seen one character first name and one character last name.
  • Need to block emails that are clearly invalid from being entered (or imported).
  • Courses fail to be created and cloned into e360 due to missing lead faculty, missing meeting dates, missing master mappings (for AGS). We currently send an email on Monday mornings at 5am to AGS Academics of any courses that are missing a lead faculty or missing a master mapping. This seems to have eliminated this issue, but it’s worth mentioning to keep it on our radar.
  • Changes to crssect record doesn’t update nmcrs record (in base Sonis), so we built a trigger to force updates of the student’s nmcrs records when the dates change on the crssect record for those courses.
  • Ensure SSNs are 9 numeric digits
  • Possibly process issue: There have been instances where students are enrolled in courses AFTER the course start date and then the student is expected to be able to start the course right away (but the student doesn’t have email or access to Sonis/e360).
  • Applicants or students with TBD in campus field
  • Duplicate Modstats for the same soc_sec (like two ST modstats for the same soc_sec). This shouldn’t happen – Sonis should prevent this, but I’ve discovered it several times.
  • Duplicate institutions in Sonis
  • Institutions missing FICE or CEEB codes
  • Invalid suffixes in Suffix field
  • Middle name in first or last name field (ex: Amber Irene in first name field and Smith in last name field – when Irene should not be in the first name field, but in the middle name field)
  • Missing first or last name
  • Suffixes in the last name field instead of in the suffix field (ex: Smith, Jr. in the last name field instead of Smith in the last name field and Jr. in the suffix field)
  • Zip code field needs to not allow any special characters. I would prefer all numbers, but we do have Canadian addresses and they use alpha characters as well.
  • Some import files contain check numbers that are too long for the field where they are stored in Sonis.
  • Missing Course Section Fees
  • Commas or carriage returns in the address fields
  • Use of Address2 and Address3 fields – nothing should ever be in those fields
  • Sonis issue: Financial Aid calculations are off (on the Financial Aid page of a student’s record) when there are two or more awards/disbursements for the same amount on the same day. Sonis assumes they are duplicates and only calculates the amount once. Jenzabar is currently working on a fix for this.

 

Leave a comment below on what you think we should address next.