Student Management Information System (SMIS)
Data Dictionary
SMS to SMIS
The Student Management System (SMS) is a server based application used to facilitate the data collection of
students and classes in the community and technical colleges in the state of Washington. Each quarter the
colleges run their data through a program which translates the data into the Student Management Information
System (SMIS).
The SMIS data is then sent as a quarterly extract by each of the community and technical colleges to the State
Board for Community and Technical Colleges (SBCTC) during finals as per the MIS Reporting calendar. SBCTC
then engineers the data to add reporting indicators. This information is subsequently made available to the
community and technical colleges.
The STUCLASS table is used primarily for calculating the enrollment based FTE (full-time equivalent) by
funding source and kind of enrollment.
This data dictionary is meant to assist users in identifying field: format, definition, and values of the SMIS
system.
SMIS ~ StuClass Table
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Student Management Information System (SMIS)
Data Dictionary
Data Warehouse StuClass Table
This table contains one record for each student for each course (Item Number) that a student is enrolled in for
each quarter of the year. Each year is a separate table.
For analysis based on students by fund source, this is the key table as funding is based not on the student nor
on the course, but on each enrollment. A single course can have students whose counts represent different
funding sources. In a given quarter, a single student’s credits can be counted as state, contract, student funded,
or may not be countable at all. This table sorts out all of those possibilities. Remember that counts from this
table will need to be unduplicated, since there are multiple records per DW_KEY in STUCLASS.
There is no FTE data element in this table. However it is the source the SBCTC typically uses for sums of FTE.
The SBCTC calculates an FTE using the credit equivalent field. To get a quarterly FTE, sum the credit
equivalents for the selected group and divide by 15. To get an annual FTE, sum the credit equivalents for the
selected group and divide by 45
There is only one credit equivalent per course even though, in the case of variable credit courses, individual
students may be enrolled for various credit values. In the case of variable credit classes, this one value is the
average credit equivalency in the course. The use of this average may result in a somewhat distorted credit or
FTE value for subgroups of students.
Clock hours may be converted to CR_EQUIV for Technical colleges by using this conversion: As of the 95-96
academic year, 743 clock hours in one year = 1 FTE which computes to 16.5 clock hours = 1 quarter credit. Prior
to the 95-96 academic year 1 FTE = 900 clock hours in one year.
Cascadia College was added to the Data Warehouse starting in Fall Quarter, 2000. They also are present in Fall
Quarter 1999 with student funded enrollments only.
Pierce was split into two colleges, Fort Steilacoom and Puyallup, in the Data Warehouse in Summer Quarter
2001.
DW_KEY (PK)
YEAR (PK)
Data Type: Text
Size: 10
Allow Null: No
Definition: A unique identifier assigned to each student upon first contact with the community and
technical college system. The identifier is retained by the person throughout their association with the
system and is uniform across all student related tables in the SBCTC Data Warehouse. DW_KEY is based
on social security number. If the social security number is not present, then DW_KEY is based on SID.
Data Type: Text
Size: 3
Allow Null: No
Definition: A three-character field identifying the academic year of the enrollment. The academic year
begins with Summer Quarter and ends with Spring Quarter.
Examples of Valid Values:
990
1999-2000
A67
2006-2007
A01
2000-2001
A78
2007-2008
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Student Management Information System (SMIS)
Data Dictionary
QUARTER
(PK)
COLLEGE
(PK)
ITEM
(PK)
RECORD_
CODE
BASIC_
SKILL_CAT
Data Type: Text
Size: 1
Allow Null: No
Definition: A one-character code identifying the specific quarter of the enrollment.
Valid Values:
1
Summer
3 Winter
2
Fall
4 Spring
Data Type: Text
Size: 3
Definition: A three-digit code used to identify each community or technical college in the state of
Washington. College codes begin with the two-digit district code.
Valid Values:
280 Bates
090 Highline
065 Seattle Voc Institute
080
Bellevue
260 Lake Washington
070 Shoreline
250
Bellingham
130 Lower Columbia
040 Skagit Valley
180
Big Bend
030 Olympic
240 South Puget Sound
300
Cascadia
010 Peninsula
171 Spokane
120
Centralia
110 Pierce District
170 Spokane District
140
Clark
111 Pierce Fort Steilacoom
172 Spokane Falls
290
Clover Park
112 Pierce Puyallup
220 Tacoma
190
Columbia Basin
270 Renton
200 Walla Walla
230
Edmonds
062 Seattle Central
150 Wenatchee Valley
050
Everett
060 Seattle District
210 Whatcom
020
Grays Harbor
063 Seattle North
160 Yakima Valley
100 Green River
064 Seattle South
Data Type: Text
Size: 4
Allow Null: No
Definition: A four character code which is unique to the course during a given quarter.
Data Type: Text
Size: 2
Allow Null: Yes
Definition: A one character code describing the type of course record. This is a critical data element.
Queries which have links from the STUCLASS Table to the CLASS Table require its use.
Valid codes:
1
Lead Section with No Alternate
2
Lead Section with an Alternate Section
3
Alternate Course with Alternate Instructor
4
Alternate Course with Lead Instructor
Data Type: Text
Size: 5
Allow Null: Yes
Definition: A five character field used to group Basic Skills CIP codes into program areas.
Valid Codes:
ABE
GED
GOALS
ESL
HS
OTHER
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Student Management Information System (SMIS)
Data Dictionary
CIP
CLOCK_HR_
EQUIV
COURSE_
CREDITS
CREDITS_
ENROLLED
CR_EQUIV
Data Type: Text
Size: 6
Allow Null: Yes
Definition: A six character code representing the Classification of Instructional Programs (CIP). Every
course has a CIP code which places it into a subject area with other similar courses. The federal
government issues CIP codes. They do make periodic changes. A subject may have a different code in
past years than today. See the Course Coding Manual, the TBL3 data set CIP-M, or the data warehouse
table DW_REF_ENR_CIP for a listing of codes. It is a good idea to keep a copy of the old codes when the
Course Coding Manual is updated.
History: There was a major change in coding beginning in academic year 1996-97, including changes
related to basic skills and developmental course coding. Basic skills codes for ABE and ESL were again
changed in academic year 1998-99. The CIP was updated to the CIP 2000 version in 2002-03.
Examples of Use: It is often desirable to look at courses by groupings of CIP codes rather than each
unique code. The SBCTC uses eight different groupings for various purposes. Reporting by grouping
can be done by linking CIP Code in this table to CIP Code in the Warehouse CIP Table described in the
CIP document.
Data Type: Decimal
Precision: 4
Scale: 1
Allow Null: Yes
Definition: The average hours for which the students was enrolled. The fact that these are averages, not
actual hours per student, leads to a difference in the FTE calculation based on the CLASS versus the
STUDENT table. Used by the technical colleges only.
Data Type: Decimal
Precision: 3
Scale: 1
Allow Null: Yes
Definition: The transcript credit value of the course. For a variable credit class, this value is based on the
entry and exit of the student and may be different then the credits_enrolled value. This is the actual
credits earned value.
History: Added to the Data Warehouse in Summer A45.
Data Type: Decimal
Precision: 3
Scale: 1
Allow Null: Yes
Definition: Credit amount for which the student enrolled. Students in a variable credit course will have
differing credits_enrolled values. This value does not change as a result of grade processing. If the
student drops or withdraws from the course after the count day, this value does not change.
History: Added to the Data Warehouse in Summer A45.
Data Type: Decimal
Precision: 4
Scale: 1
Allow Null: Yes
Definition: The average credit hours for students counted in the count day enrollment. The fact that
these are averages, not actual credit hours per student, leads to a difference in the FTE calculation based
on the CLASS table versus the STUDENT table.
SMIS ~ StuClass Table
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Student Management Information System (SMIS)
Data Dictionary
DIST_ED
Data Type: Text
Size: 2
Allow Null: Yes
Definition: A two character field used to indicate whether a course is taught via distance education.
Note: As of A90, if the code comes to SBCTC with only 1 character, we add “X” to the end so that it is
always a two character field. We also set invalid dist_ed codes to null.
Valid codes:
1n
Tele-course: A course which uses videotapes, CD’s, DVD’s or other portable
modalities of video / audio delivery to deliver the course content. Limited or no face-toface time with instructor.
2n
Correspondence: A course which uses mailed information between instructor and
student. Limited or no face-to-face time with instructor.
3n
4n
On-line: A course that uses web-based tools and where 100% of the instruction and
interaction between instructor and student is done online. (Proctored exams still
allowed for this classification).
Interactive Television: A course which uses the K-20 or network-based video
conferencing tools to distribute the course materials in real (synchronous) time.
5n
Tele-Class: (will discontinue use) A distance class which uses satellite, cable,
streaming video over the internet, or other broadcast technology to distribute a
predominant portion of course material in real (synchronous) time.
6n
Other: A course that uses other modes of delivery that do not fit within the listed
categories.
Optional: A course in which the student can choose to attend class face-to-face or take
the class online (both options are within one item number).
7n
8n
Hybrid: A course that displaces some, but not all face-to-face class time with webbased tools.
9n
Web Enhanced: A face-to-face course that does not replace any face-to-face seat
time, and access to web-based tools is required.
History: Added in 1997-98 with the valid codes being Y or N. In 1998-99, the codes were expanded to
allow for coding of different kinds of distance education courses, though only about half of the colleges
used the new schema.
NOTE: South Puget Sound CC did not code any distance education courses for fall 1998. When
summarizing distance education courses for Fall 1998, use special database ORAGEN\LookUp\Dist_ed.mdb.
In 2003-04, a coding modification was made in order to distinguish how much of the online course is
taught online. If the online code is “3C”, then the course is taught completely (100%) online. If the online
code is “3?”, then the course is taught 51%-99% online. A code of “H” or “H?” designates a hybrid
online course. If "H" is in the second character, it will not be counted as a hybrid course. If the code is
“H?”, then the course uses online technologies for less than 51%, AND for which the interactive online
learning environment displaces some face-to-face classroom time.
In 2010-11, a new set of codes were established that expanded the selection to include Web Enhanced
courses. All 2003-04 codes were retained and additional codes were added. The only modification was
for Hybrid courses which changed from “H?” to “8?”and “nC” codes were retired. For a detailed list of
coding changes beginning in 2010-11, see the eLearningCodeSchemaChangeMatrix.xls workbook.
SMIS ~ StuClass Table
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Student Management Information System (SMIS)
Data Dictionary
DOC_SITE
FEE_PAY_
STATUS
Data Type: Text
Size: 2
Allow Null: Yes
Definition: The DOC_SITE field is used to identify the corrections program site name where the DOC
course is taught.
Valid Codes:
Coll
170
121
010
200
Site
01
02
03
04
121
140
110
110
010
170
05
06
07
08
09
10
Name
Airway Heights Corrections Center
Cedar Creek Corrections Center
Clallam Bay Corrections Center
Coyote Ridge Corrections Center
Coll
230
110
230
220
Site
11
12
13
14
Washington Corrections Center
Larch Corrections Center
McNeil Island Corrections Center
McNeil Island Work Ethics Program
Olympic Corrections Center
Pine Lodge Corrections Center
200
230
200
020
230
220
15
16
17
18
19
20
Name
Monroe Correctional Complex
Tacoma Pre-Release Center
Monroe Correctional Complex
Washington Corrections Ctr for
Women
Washington State Penitentiary
Monroe Correctional Complex
Ahtanum View Correction Complex
Stafford Creek Corrections Center
Monroe Correctional Complex
Mission Creek Corrections Center
History: Prior to Summer Quarter 2003, Coyote Ridge was part of Columbia Basin College and
Ahtanum View Correction Complex was part of Yakima Valley College. As of Summer Quarter 2003,
these two sites are part of Walla Walla Community College. As of B121, Cedar Creek Corrections Center
was moved from Pierce to Centralia.
Data Type: Text
Size: 2
Allow Null: Yes
Definition: A two character code which identifies the types of fees a student is paying in each class
that they take.
The Fee Pay Status codes most frequently used by the SBCTC are:
Type
Community College
RS – Fee Paying
50 or 54
Apprentice
91
TRB Waiver
58,59
Welfare
60,61
Summer Self Support
79
Excess Enrollment
89
International contract
35
High School Academies
none
Parent Ed (Not Early Childhood
95
Education)
Technical College
B6
D7,D8,D9
D5,D6
60,61
none
none
none
B7,B8,B9
B1
Note: Per legislative directive--Students enrolled in the following fee pay status codes are not included in SMIS
based reports. These students are included in the SMIS database and the Warehouse with a MIS_STAT of 0.
Type
Community College
Technical College
Senior Citizens - Audit
10
none
Full-Time Employees
11
none
Unemployed Waiver
21
none
Underemployed Waiver
22
none
Washington National Guard
28
none
Not Paid
34
none
Classified State Employees
51
none
WSU Employees
53
none
Senior Citizens - Credit
56
none
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Student Management Information System (SMIS)
Data Dictionary
Some Fee Pay Status codes come from the Tuition Fee code on the course as follows:
Code in
Course
TA
TB
TG
TK
TL
TM
TU
TC
ZZ
- - - - - Becomes Fee-Pay-Status - - - - Code
Description
91
92
93
94
95
96
97
98
99
Apprenticeship
ABE/ESL
EMT
Industrial First Aid
Parent Education
Farm/Small Bus Mgmt
Senior Citizen
Community Service
Non-Tuition
For a complete listing of Fee Pay Status codes see the TBL3 data set FEE-PAY-STAT-M or the data warehouse table
DW_REF_ENR_FEE_PAY.
FTE
FUND_SOURCE
Data Type: Decimal
Precision: 4
Scale: 1
Allow Null: Yes
Definition: The quarterly FTE for the student in the course. The FTE is calculated by dividing the
CR_EQUIV value by 15.
History: Added in A561 and updated historically.
Data Type: Text
Size: 1
Allow Null: Yes
Definition: This is the description of the funding for the class. The same fund source may not apply to
all students in the class. For example, a running start student or international contract student may be
enrolled in a state supported course, but those students are reported as contract. Also, one student
may have several different funding sources.
Fund Source and Fund Source Category were once very useful data elements, but as the funding of
enrollments has become more complex, they are less and less helpful. It is more accurate to use the
FTE_STATE data element in the Data Warehouse (where FTE_STATE > 0, for example) to identify
state funded courses than to use Fund Source or Fund Source Category. The SBCTC also relies on the
FUND_SOURCE_ENROLLMENT data element in STUCLASS to report by fund source.
Valid codes:
1 Fully State Funded
2 Partially State Funded, Supplemental
3 Partially State Funded, Shared
4 Grant and Contract Funded
5 Student Funded/Community Service
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Student Management Information System (SMIS)
Data Dictionary
FUND_SOURCE
_CAT
FUND_
SOURCE_
ENROLLMENT
Data Type: Text
Size: 1
Allow Null: Yes
Definition: This is a collapsing of the above funding source codes as follows:
Valid Codes:
Funding Source
Funding Source Category
1,2,3
1—State Funded
4
2—Contract Funded
5
3—Community Service
History: When the SMIS is created, FTES for funding source 3 (state, shared) are split between state
and contract (funding source categories
1 and 2).
Data Type: Text
Size: 2
Allow Null: Yes
Definition: This is an alpha code used to describe the fund source for the enrollment (student in a
class). The same fund source enrollment may not apply to all students in the same class. For example,
a running start student or international student may be enrolled in a state supported class, but those
students are reported as contract. Also, a student may not have the same fund source enrollment in all
of their classes.
This field is based on the funding source of the class (FUND_SOURCE_CAT) and the status of the
enrollment (STU_CLASS_STAT).
Valid Codes:
S
C
State count (includes worker retraining and natural resource Waivers)
Contract (includes contracts with other agencies and firms as well as Running Start and
International Contract
U
W
O
Student Funded
Waiver student
Errors. Prior to 1996-97 some enrollments were miscoded in SMIS. These appear as O in
the Warehouse.
The relationship between FUND_SOURCE_CAT and STU_CLASS_STAT is as follows:
FUND_SOURCE_CAT
STU_CLASS_STAT
1
2
3
IBEST
1
S
C
U
2
C
C
U
0
W
W
W
Data Type: Text
Size: 1
Allow Null: Yes
Definition: This flag is set to “Y” if this is an I-BEST enrollment.
Source: Derived during SBCTC Data Warehouse re-engineering based on the Stuclass table
Fee_Pay_Status and Class table Instit_Int.
Valid Values:
Y
Yes, this is an I-BEST enrollment (Fee_Pay_Status = 42 or 46 in the Stuclass table or
Instit_Int = 14 or 24 in the Class table)
Blank No, this is not an I-BEST Enrollment
Note: When reporting I-BEST, you should also consider using Fund_Source_Enrollment criteria if
SMIS ~ StuClass Table
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Student Management Information System (SMIS)
Data Dictionary
IEL
INSTIT_
INTENT_
CAT
needed.
History: Added to the Data Warehouse in B014. Data was historically updated back to A563.
Data Type: Text
Size: 1
Allow Null: Yes
Definition: This flag is set to “Y” if this enrollment is associated to the Institute for Extended Learning
course. This flag is only pertinent to Spokane Falls enrollments.
Source: Spokane District sends SBCTC a listing of IEL courses by ITEM number.
Valid Codes:
Y
Yes, this enrollment is an IEL course
Blank
No, this enrollment is not an IEL course
History: Added to the Data Warehouse in Summer Quarter 2004-05
Data Type: Text
Size: 2
Allow Null: Yes
Definition: This is a code based on the courses in which a student is enrolled. Beginning in Fall 1996,
this code is the same as INSTIT_INTENT_RECAT.
History: The split of basic skills and developmental had meaning in the mid-1980’s.
Prior to Fall 1996, the codes were as follows:
Inst Int
1A
INSTIT_
INTENT_
RECAT
1B
Category
Academic, Trans Voc
Support, Gen
Basic Skills/ Developmental
2A
Vocational, General
2B
Basic Skills/
Developmental
Community Service
Includes Inst Intent
11, 12, 13 or 14
minus CIP 32XXXX
11, 12 or 13
and CIP = 32XXXX
21,22,23 or 24
minus CIP 32XXXX
21,22,23
and CIP=32XXXX
31
3
Data Type: Text
Size: 1
Allow Null: Yes
Definition: This code was created in the Data Warehouse as an easy way to look at courses by area.
Valid codes:
A
Academic (Instit Int 1A)
B
Basic Skills (Instit Int 1B and CIP 32 series)
D
Pre-College (Instit Int 1B and CIP 33 series)
C
Community Service (Instit Int 3)
V
Workforce (Instit Int 2A and 2B)
Codes prior to Fall 1996:
A
Academic course
B
Basic Skills and Developmental course combined (use CIP Group to
distinguish between the two)
C
Community Service
V
Vocational
NOTE: Summer self-support classes are coded A, B or V, not C even though they are student funded.
Source: Set during the Data Warehouse Reengineering process.
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Student Management Information System (SMIS)
Data Dictionary
KIND_OF_
ENROLLMENT
Data Type: Text
Size: 2
Allow Null: Yes
Definition: A two character code designed in the Data Warehouse for quick and accurate counting of
headcount and FTE by various categories. The SBCTC uses this code for all reporting by the categories
listed here.
Valid Codes:
State funded
11
Regular State Allocation
12
Excess Enrollment
13
14
15
Special State Allocation: Worker
Retraining (formerly HB1988)
Exclusively
Special State Allocation: Natural
Resource Waiver (TRB) Exclusively
Special State Allocation: Both TRB and
Worker Retraining
16
Special State Allocation: Both Worker
Retraining and Excess Enrollment
Contract Funded
31
Running Start
32
33
International Contract
Alternative High School
35
34
College in the High School
Other MIS Reportable Contract (nonapproved at this time)
Department of Corrections contract
38
39
All Other Contract (employer
contracts, military contracts)
Student Funded
51
Summer Self-Support
52
Vocational or Academic Self-Support
53
Community Service Self-Support
Other
90
Other
91
SMIS ~ StuClass Table
FSE = S and not already coded below
FSE = S and FPS = 89 (discontinued in 200910)
FSE = S and WORKER_RETRAINING = Y
FSE = S and FPS D5, D6, 58, or 59 ,
WORKER_RETRAINING <> Y (discontinued
in 2003-04)
FSE = S and FPS = D5, D6, 58, or 59,
WORKER_RETRAINING = Y (discontinued
in 2003-04)
FSE = S and WORKER_RETRAINING = Y
and FPS = 89 (discontinued in 2009-10)
FSE = C, SCS = 2, FPS = 50, 54, B6, M0,M1,
M2,M3,M4,M5,N3,N4,N5,N6,N7,N8,N9,R0,
R1, R2, R3, R4, R5, S3, S4, S5, S6, S7, S8, or S9
(M*, N*, R* and S* codes added in 2011-12)
FSE = C, SCS = 2, FPS = 35
FSE = C, FPS = 55, E2, B7, B8 or G9
(G9 added in B123)
FSE = C, FPS = 62
FSE = C, SCS = 2, and not coded above
FSE = C, SCS = 1, CLASS.DOC = Y (added
1/00 and applied to Stuclass978, 989, and
990)
FSE = C, SCS = 1
FSE = U, FPS = 79, Quarter = 1
FSE = U, CIP_GRP < 31
FSE = U and not already coded above
FSE = W (These are space available waivers
which are not included in any SBCTC
published counts.)
These are records whose FSE is “O”.
These are errors.
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Student Management Information System (SMIS)
Data Dictionary
PCT_EXTERN
ALLY_
FUNDED
STU_CLASS_
STATUS
WORK_
BASED_IND
Data Type: Decimal
Precision: 3
Scale: 3
Allow Null: Yes
Definition: The percentage of the costs of a specific partially state-supported course (funding source 3)
that are paid by an outside source. This is seldom used, but available for a class with extraordinary
expenses that are paid, in part by an external agency. This applies only to state supported classes and
allows some of the FTE to count as a state FTE and some as contract (based on the percent).
Data Type: Decimal
Precision: 2
Scale: 0
Allow Null: Yes
Definition: A one character indicator used to distinguish whether an enrollment is eligible for state
funding. State, contract and student funded courses are coded with a STU_CLASS_STAT of 1.
Enrollments in state classes which can be counted as contract (running start and international contract
students) are coded with STU_CLASS_STAT = 2. Students who are not MIS Reportable (Fee Pay Status
codes of 10, 11, 21, 22, 28, 34, 51, 53, and 56) are coded with a STU_CLASS_STAT = 0. A student in
STUCLASS may have enrollments with different STU_CLASS_STAT codes.
Valid codes:
0
Not MIS reportable (not counted at all)
1
MIS reportable (state, contract or student funded)
2
Reportable as Contract (students in state classes who are running start or international
students)
History: As of 1994-95, international students and high school academy students (Fee Pay Status Codes
35, B7, B8, and B9) enrolled in state supported courses are included in the Warehouse and classified as
contract enrollments (STU_CLASS_STAT=2). They are not in the Warehouse prior to that time.
Data Type: Text
Size: 1
Allow Null: Yes
Definition: Added in 9901 and indicates that the course is part of a technical core that is provided in the
work place under the coordination of the college.
Valid Codes:
Y
Indicates that the course is a part of the technical core that is provided in the work
place under the coordination of the college.
N
Not part of the work place core
It includes:
 Cooperative work experience that has a required seminar;
 Clinical courses such as nursing, radiologic technology, respiratory therapy, medical laboratory
technology, etc.
 Vocational specialty program portions provided by business, industry or labor. Little or no
technical instruction is provided by the college. Workplace basic skills training is provided or
evaluated by the college as part of this program.
 Specific contracts or arrangements with local business, industry, or labor to provide all or part
of a technical skill competency or competencies.
 Both paid and unpaid training.
It does not include:
 Apprenticeship program on-the-job work experience. (The courses for apprenticeship are
identified by Fee Pay code.)
 Any cooperative training program that does not have a required seminar.
 College based laboratory/shop courses.
Source: This field comes from the Course Inventory table and is entered by the college.
SMIS ~ StuClass Table
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Student Management Information System (SMIS)
Data Dictionary
WAOL
YRQ
Data Type: Text
Size: 4
Allow Null: Yes
Definition: The item number assigned to DIST_ED (30 Series) courses provided by Washington Online.
This data element assigns the distance education courses offered across colleges (having different
Course & Item Numbers) a Washington Online Item number.
Data Type: Text
Size: 4
Allow Null: Yes
Definition: A year and quarter of the employee record. The first three characters are the year, and the
last character is the quarter.
Examples of Valid Values:
Academic Year
1989-90
1990-91
1999-00
2000-01
2009-10
2010-11
Quarter
(890)
(901)
(990)
(A01)
(A90)
(B01)
Summer
8901
9011
9901
A011
A901
B011
Fall
8902
9012
9902
A012
A902
B012
Winter
8903
9013
9903
A013
A903
B013
Spring
8904
9014
9904
A014
A904
B014
SMIS ~ StuClass Table
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