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We've been getting a lot of calls about the Black Hole and

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We've been getting a lot of calls about the Black Hole andof,we,a,The,Black,Hole,the,get,calls,black

    DTAE Data Center

    Black Hole Help Document for FY04 thRevised April 30, 2004

What is the Black Hole?

    The Black Hole is created when a student’s enrollment is reported to the Data Center for a term, but

    then no enrollment, graduation, or leaver information is reported on that student for the following 2 terms. The student will usually drop from the Black Hole listing once enrollment, graduation, or leaver data is submitted for them.

    Your Black Hole will only contain students enrolled in the Summer, Fall, and Winter terms. The Spring quarter students will not appear on the list. The following chart details how the Black Hole is usually created, however, there can be exceptions:

Enrollment Term Reason for Black Hole (typically) How to fix (typically)

    Summer 2003 (200401) There is no graduation or leaver Enter graduate or leaver information

    information for the Summer quarter for the Summer quarter OR submit

    AND there is no enrollment, enrollment, graduate or leaver info

    graduation, or leaver information for for the Fall 2003, Winter 2004,

    the following Fall or Winter quarters. Spring 2004, or Summer 2004

    quarters.

    Fall 2003 (200402) There is no graduation or leaver Enter graduate or leaver information

    information for the Fall quarter AND for the Fall quarter OR submit

    there is no enrollment, graduation, enrollment, graduate or leaver info

    or leaver information for the for the Winter 2004, Spring 2004, or

    following Winter or Spring quarters. Summer 2004 quarters.

    Winter 2004 (200403) There is no graduation or leaver Enter graduate or leaver information

    information for the Winter quarter for the Winter quarter OR submit

    AND there is no enrollment, enrollment, graduate or leaver info

    graduation, or leaver information for for the Spring 2004, or Summer

    the following Spring or Summer 2004 quarters.

    quarters.

    Spring 2004 (200404) No Spring students should appear! N/A

    When is the deadline for clearing the Black Hole and updating Placement information? The deadlines are subject to change due to unexpected data requirements. The current deadlines can be found on the KMS site in the “Resources” tab under “Reporting Information” and “Reporting Due Dates”.

What’s new for ’04?

    The Data Center has added a new Automated Report 05 - Reason for Black Hole Students to help

    institutions determine why a student is in the Black Hole. The report looks at BANNER and tries to determine what the problem is and how to fix it. This report is updated each time the Option “04 – DTAE

    Exit Data Update” is run. The output is located on the KMS web site in the following section: Reporting Tab | College Level Reports | Enrollment | Enrollment Error Reports | Reason for Black Hole Students. The new 05 report will only work for DTAE colleges.

How do I clear Black Hole students?

    There are 2 methods used to clear Black Hole students. One is by entering the appropriate data into Banner and the other is by using the “Graduates/Leavers Exit Form” on the KMS web site. After logging

    in, the “Graduates/Leavers Exit Form” is located in the “College Applications” section on the KMS Home page.

When should I use the web form and when do I use Banner to clear students?

    1. If the student has enrollment in Banner for the term that they show up in the Black Hole - you

    should be able to clear them by entering the exit data into Banner.

    2. If the student was reported to the Data Center during the 7 Day Census, but later dropped from

    Banner completely... meaning, no enrollment exists in Banner for that term or you did not drop the

    student with an R% Registration Status Code, you will have to use the web form to clear them.

    3. If a student was submitted to the Data Center under the wrong SSN and ends up in the Black

    Hole, you'll have to clear them using the web form.

Which reports can I use to work on the Black Hole?

    1. The Automated Report Option 04 DTAE Exit Data Update can be run to submit any and all

    graduate and leaver information for the fiscal year. The Data Center runs this automatically in

    “update” mode each morning, but if you’ve made changes to the grad/leaver information

    throughout the day, and you want to see those changes reflected in a report, you’ll have to submit

    a 04 to process your changes. You should submit this request using the Term wildcard “20040%”.

    Also, when you submit a 04, we will apply any data that you’ve submitted via the web form and

    we’ll also run the new “05 – Reason for Black Hole Students” report.

    NOTE: any data submitted for a student via the web form will OVERWRITE any data

    submitted via Banner. The 04 cannot be run by BOR colleges.

    When you process the 04 Option, 3 files will be created. They are as follows:

    File Location on KMS

    DTAE Exit Data Update (Error Report) Reporting Tab | College Level Reports | Enrollment |

    Enrollment Error Reports | DTAE Exit Data Update

    Web Exit Data Update (Error Report) Reporting Tab | College Level Reports | Enrollment |

    Enrollment Error Reports | Web Exit Data Update

    Reason for Black Hole Students Reporting Tab | College Level Reports | Enrollment |

    Enrollment Error Reports | Reason for Black Hole Students

    2. The Option “02 Placement/Black Hole Lists” gives you access to a few different report options.

    To run the 02, you will have to choose between the following output types.

    Option # Description Location on KMS

    1Placement Listing Produces 3 files: Reporting Tab | Report

     (DTAE & BOR) Grad_Exits.lst (all grads) Repository | College

    Leav_Exits.lst (all non-grad leavers) Name | Special

    Lost_Exits.lst (Black Hole list) Request folder

    2Extended Placement Listing Produces 3 files: Reporting Tab | Report

     (DTAE & BOR) Grad_Exits.lst (all grads) Repository | College

    Leav_Exits.lst (all non-grad leavers) Name | Special

    Lost_Exits.lst (Black Hole list) Request folder

    Gives blank spaces to record

    employment info.

    3Black Hole by Advisor Produces 1 file Advisor.lst : BH report Reporting Tab | Report

     (DTAE Only) by Advisor if you are populating advisor Repository | College

    data in Banner. Name | Special

    Request folder

    4Placement by Campus Produces 3 files: Reporting Tab | Report

     (DTAE Only) Grad_Exits.lst (all grads) Repository | College

    Leav_Exits.lst (all non-grad leavers) Name | Special

    Lost_Exits.lst (Black Hole list) Request folder

    5One Page Black Hole Produces 1 file Lost_Exits.lst : One Reporting Tab | Report

     (DTAE Only) page Black Hole report per student with Repository | College

    blanks to enter data. Name | Special

    Request folder

    6One Page Placement Reports Produces 3 files: Reporting Tab | Report

     (DTAE Only) Grad_Exits.lst (all grads) Repository | College

    Leav_Exits.lst (all non-grad leavers) Name | Special

    Lost_Exits.lst (Black Hole list) Request folder

    Each file contains blanks to enter data.

    7BOR One Page Placement Produces 3 files: Reporting Tab | Report

     (BOR Only) Grad_Exits.lst (all grads) Repository | College

    Leav_Exits.lst (all non-grad leavers) Name | Special

    Lost_Exits.lst (Black Hole list) Request folder

    Each file contains blanks to enter data.

    NOTE: Output versions 1, 2, and 5 will give the TRUE Black Hole. Versions 3 and 4 are

    dependent on the advisor and campus information from Banner. If your Banner advisor or

    campus information is incorrect or missing, the report will not show the TRUE Black Hole.

    3. The Option 14 Placement Report 4.10will produce 4 files.

    File Location on KMS

    Placement Report (4.10) This summary file is emailed to the appropriate

    MIS contacts. It is not available on KMS.

    Grad_Exits.lst (listing of all graduates for the Reporting Tab | Report Repository | College

     period) Name | Special Request folder

    Leav_Exits.lst (listing of all non-graduate Reporting Tab | Report Repository | College

     leavers for the period) Name | Special Request folder

    Lost_Exits.lst (listing of all Black Hole students Reporting Tab | Report Repository | College

     for the period) Name | Special Request folder

How is the daily Black Hole report created and distributed?

    Each morning the Data Center runs a 04 option for all DTAE schools. The 04 pulls all the exit/leaver data from Banner for that fiscal year. We then apply any data that was entered via the web form. After that, we run the Graduate, Placement & Black Hole report. The report will reflect any data that was entered into Banner or the web as of that morning. The report is then emailed to the MIS and Career Placement listservs and occasionally to the presidents.

Which SGASTDN General Student record should I put the leaver information in?

    Enter the Term code from the Black Hole report and Banner will retrieve the correct record. TIP: It will always be the latest term that less than or equal to the Black Hole term from the reports.

What is the Automated Reporting System?

    The Automated Reporting System is a way for college staff to request certain reports. Some report outputs are emailed back to the college MIS contacts and some are placed in the Report Repository. Any report containing detailed student data is place in the Repository. Only summary data will be emailed to the contacts. After you log into the KMS web site using your Level 2 password, you will find the Automated Reporting System located in the “College Applications” section.

Where is the “Graduates/Leavers Exit Form” located?

    After logging into the KMS web site with your Level 2 password, you will find the form located in the “College Applications” section.

How do I open the files that I receive from the Data Center?

    The files usually have .lst or .lis extensions and are best viewed using Word Pad.

    I think my Banner data is correct for a student. How can I see what data the Data Center has for this student?

    After logging into the KMS web site with your Level 2 password, you can access the Black Hole

    Review form which will show you the information that the Data Center has on a particular student. This form is located within the “Reporting” tab of the web site.

Can I enter data into the web forms and get a Black Hole report?

    Yes... after you enter the data into the web form, you can process a job with the Automated Reporting system to request a report. Here are a couple options:

    1. To submit your current Banner exit/leaver data, web data, and get a report use the Automated

    Reporting Request system. Submit the following requests:

    a. 04 DTAE Exit Data Update for the current FY i.e. 20040% in update mode

    b. Choose one of the report options described above.

    2. To update your web data only (not Banner) and get a report, submit the following requests:

    a. 30 Web Exit Data Update for the current FY i.e. 20040% in update mode

    b. Choose one of the report options described above.

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