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Institutional Data Freeze

Purpose:
Currently the college does not have an official policy concerning freezing of data.  This policy will insure that Worcester State College's data are being frozen on a consistent date each Fall semester and will also ensure the data we report annually to IPEDS, the DHE, etc. are consistent.
 
Statement:
College data for the Fall semester shall be frozen on the first weekend following add/drop.
 
Description:
All data critical departments will be responsible for insuring that the data they enter into the system (Colleague) is clean and accurate.  In order to accomplish this task, edit reports will need to be setup for all involved departments.  The departments will be tasked with running these reports minimally on a biweekly basis and correcting any data discrepancies.  All departments will be required to insure that their unit data is as clean as possible before the data are frozen.
 
Data Critical Groups
  • Admissions
  • Registrar's Office
  • DGCE
  • Bursar's Office
  • Information Technologies
  • Institutional Research
Data critical groups must certify in writing that the data under their stewardships has been fully reviewed (and as necessary remediated) to the best of their abilities.
 
After the freeze data, data critical groups will be asked to remediate in a timely fashion any errors identified by DHE's external audit systems.,  Institutional Research will coordinate such remediation remediation efforts.
 
Additional Information:
  • Divisional Vice Presidents will be responsible for the compliance with this policy by their business units, as appropriate.
  • If necessary, specific issues of non-compliance my be brought to the College's ELT for resolution.
  • Institutional Research/Information Technologies will monitor compliance college-wide and provide tools/support as appropriate and necessary.

Approved By: Don Vescio

Date of Origination:  6/9/2009

Last Review: 5.1.2012 KLaviolette to confirm this exists under IR and then policy will be removed from UTS bucket.

Last modified at 5/2/2012 9:26 AM  by Ramsdell, Nancy