Student & Enrollment Reports — Field Specification

The field-level specification for the enrollment, status, attendance, and grade reports the Registrar's office needs CampusOS SIS to produce — transcribed from the UMF team's request for review before it goes to CampusOS.

§Purpose & Scope

This document specifies, field by field, what the Registrar's office needs from a set of enrollment, status, attendance, and grade reports in CampusOS SIS. Reports fall into two groups with two different field sets: enrollment & status reports, which report at the student/program level, and course & grade reports, which report at the student/course level.

Audience: CampusOS engineering (build or confirm each report and field) and the Registrar's office (confirm this matches what's actually needed before it's submitted). This is a companion request to the Suggested Student Status Taxonomy — several fields below (Student Status, Program Status, SAP Status) depend on that taxonomy being in place.

Source: transcribed from the UMF team's original request document — download the source file (.docx).

Track this request: live build status for all 14 reports is in the Google Sheet task tracker and the Status Dashboard.

1Enrollment & Status Reports

Master Student Listing, LOA, Withdrawal & Term Registration Summary

Four reports, captured at the student/program level, tracking enrollment data by start date — New Starts, Reentries, and Cancels, by program:

Master Student Listing — Detail and Summary versions
Leave of Absence Report
Withdrawal Report
Term Registration Summaries

All four should include the following fields:

Field	Notes
Student ID	—
Student Full Name	—
Contact Information	Add another column where a student has multiple contacts on file.
Address	—
Date of Birth	—
SSN#	Student's Social Security Number — used for federal/compliance reporting (e.g. 1098-T, NSLDS/Title IV). PII — see access-control note below.
Graduation Date	—
Withdrawal Date	—
Date of Determination	—
Student Status	Per the Student Status Taxonomy.
Program Status	—
Original Start Date	—
Reentry Start Date	Field should show "N/A" when it doesn't apply, not blank.
Expected Graduation Date	—
Program Name	—
Program Code	Where applicable.
Total Program Credits	—
Credits Attempted	—
Credits Earned	—
SAP Status	Met / Not Met. Per the Retention & SAP SOP.
SAP Not Met Status	N/A, Warning, Probation, or Dismissed — see note below; the live Retention & SAP SOP defines a 2-tier model (Academic Warning → SAP Failure), not this 4-value list.
Most Recent LOA Date	Most recent Leave of Absence date on file.
Admissions Representative	—
Email Address (Personal)	—
Email Address (Institutional)	—

SSN# is included in this field set. Confirm the report is gated to registrar-level access only, and that SSN is masked or excluded from any export that isn't specifically for federal/compliance reporting.

2Course & Grade Reports

Attendance, grading, SAP, and graduation-readiness reports

Reported at the student/course level:

Attendance by Consecutive Days — flags at-risk students who failed to attend for a specific period during the semester (e.g. 14 consecutive days). The live Academic Calendar & Attendance SOP defines attendance verification as three per-term checkpoints (drop/add, mid-term, pre-finals), not a rolling consecutive-day count — confirm whether this is a separate report or should follow the checkpoint model.
Posted/Unposted Attendance — per the Academic Calendar & Attendance SOP.
Midterm Grades/Worksheets
Final Grade Report/Worksheets
Posted/Unposted Grades
Grade Change Audit Tracker — needs more detail; should align with the grade change policy.
Select a Letter Grade Report — e.g. A, B, C, D, F, W, WF, I, R, TR (transfer credit). Used to reschedule failed courses and identify students with an Incomplete (I) grade that needs attention after a set period. Needs more detail; should align with the grade change policy and the live Grading Scale & GPA Policy — which uses a different code set (W, I, P/NP, AU, TR, IP; no WF or R).
Satisfactory Academic Progress (SAP) Report/Audit and/or SAP Detailed Report — should align with the grade change policy and the SAP SOP.
Potential Graduate Report — based on credits attempted vs. credits earned. Per the completion rules and graduation-eligibility definitions in the Degree Audit Policy.

All nine should include the following columns:

Field	Notes
Student ID	—
Student Full Name	—
Course Description	—
Course Start Date	—
Course End Date	—
Instructor	—
Student Contact Information	—
Student Status	Per the Student Status Taxonomy.
Original Start Date	—
Program Name	—
Email Address (Personal)	—
Email Address (Institutional)	—

§Reports Checklist

All 14 reports requested

Report	Group	Status
Master Student Listing (Detail)	Enrollment & Status	Not started
Master Student Listing (Summary)	Enrollment & Status	Not started
Leave of Absence Report	Enrollment & Status	Not started
Withdrawal Report	Enrollment & Status	Not started
Term Registration Summaries	Enrollment & Status	Not started
Attendance by Consecutive Days	Course & Grade	Not started
Posted/Unposted Attendance	Course & Grade	Not started
Midterm Grades/Worksheets	Course & Grade	Not started
Final Grade Report/Worksheets	Course & Grade	Not started
Posted/Unposted Grades	Course & Grade	Not started
Grade Change Audit Tracker	Course & Grade	Not started
Select a Letter Grade Report	Course & Grade	Not started
SAP Report/Audit (Detailed)	Course & Grade	Not started
Potential Graduate Report	Course & Grade	Not started

§Implementation Notes

Open items to resolve before this goes to CampusOS

Grade Change Audit Tracker and Select a Letter Grade Report are flagged by the UMF team as needing more detail before they're build-ready — both should be aligned with the grade change policy once it's finalized.
The source request also lists the SAP Report/Audit as needing alignment "with the grade change policy" — worth confirming with the team whether that's intentional or should instead reference the SAP SOP, since SAP status and grade changes are governed by different policies.
Student Status, Program Status, and SAP Not Met Status fields should pull their controlled values from the Student Status Taxonomy rather than being freeform text, so report values stay consistent with the rest of the SIS.
Two field values in this request don't match the live registrar SOPs, cross-checked while linking this doc to its sources: the SAP Not Met Status field above lists four values (N/A, Warning, Probation, Dismissed), but the Retention & SAP SOP defines only two (Academic Warning, SAP Failure); and the Select a Letter Grade Report code list includes WF and R, which don't appear in the live Grading Scale & GPA Policy. Worth reconciling with the team before this goes to CampusOS.
Withdrawal Date and any withdrawal-related report should use the controlled reason list in the companion Withdrawal Reason Codes document.