Below are guidelines for adding or updating a cohort for a full-time undergraduate student.
FRESHMAN_COHORT_YEAR
This designation is coded for students attending any university for the first time on the STMC screen in Colleague.
- fall freshman
- Code MISC10 field with cohort year, ex: student starts in Fall 2020, the field is coded with 2020
- if not already coded, also code MISC5 for the Class Of designation with the anticipated graduation year, ex: student starts in Fall 2020, code as 2024
- Note: if a Class Of cohort already exists, do not update it as it may be an exception
- spring freshman
- Code MISC9 field with cohort year, ex: student starts in Spring 2021, the field is coded with 2021
- if not already coded, also code MISC5 for the Class Of designation with the anticipated graduation year (assuming they will catch up), ex: student starts in Spring 2021, code as 2024
- Note: if a Class Of cohort already exists, do not update it as it may be an exception
TRANSFER_COHORT_YEAR
This designation is coded for transfer students on the STMC screen in Colleague.
- Code MISC4 field with the fall or spring transfer cohort year following this format YYYYT
- YYYY is the 4 digit year
- T is either F (for Fall) or S (for Spring)
- ex: Spring 2020 is coded 2020S, Fall 2020 is coded 2020F
- if not already coded, also code MISC5 for the Class Of designation with the anticipated graduation year based on class standing determined by the number of credits transferred
- ex: student transfers in 30 credits in Fall of 2020 and has a class standing of sophomore, therefore should graduate in 2023
- Note: if a Class Of cohort already exists, do not update it as it may be an exception
Notes from the Registrar
- Once a student is assigned a cohort, that is their cohort. Even if the student is re-admitted they are still affiliated with the original cohort and not reassigned to another cohort.
- A student cannot be in both a freshman and transfer cohort. They are only in one initial cohort.
- Exceptions can only be made with consent from the Registrar, Admissions, and OID offices.