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Evaluation Kit Data Processing: Data Processing

Course Filtering - Eliminating courses that don't participate in evaluation surveys

Data imported from LORA/SIS contains a full list of courses, some of which do not participate in the EK surveys. The list of courses must be reduced by filtering out those with certain characteristics. The logic that determines which courses are include and which are excluded takes place within a query named COURSES, which flags data rows as "Excluded" if they meet certain criteria.  The criteria for exclusion are:

College Codes CE, SP, and CN

These are Continuing Education, Special Programs, and Consortium. Continuing Ed contains Translation, Interpreting, and credit transfer courses. Special Programs contains LIEP courses. The Consortium contains courses with IDs like -TULN-, -XAVR-, -AERO-, and others.

Department LIMX

Department LIMX has courses with IDs like -LIMX- and -LMCE-.

Course Department NURS or STAB

The course prefix (second element of a Course ID, following the Term) excludes a course if it indicates the course is Study Abroad or Nursing.

Section Numbers -000, -098, and -099

These are administrative courses, such as credit by exam.

Activity Types IND and VIS

These are Independent Studies and Visiting, respectively.

Low Enrollment

The minimum enrollment for a course is is looked up first by department, and if nothing is found, is looked up by college. If no value is found either by department or college, a default minimum of one is assumed. If the enrollment for a course is less than the minimum, the course is excluded. Initial lookup of minimum enrollments by department and college is done in the query named FIXEDCOURSES. The comparison of course enrollment with the minimum values is done in the query named COURSES.

Assigning Project IDs

A Project ID identifies a particular version of an evaluation survey in the Evaluation Kit system, together with its start and end dates and other default characteristics. Each Course ID must be related to a Project ID for evaulation surveys to be completed successfully. 

For each course, a Project ID is first looked up by Course ID in a table named PROJBYCOURSE. If nothing is found, an attempt is made to look up a Project ID by college code in a table called PROJBYCOLL. For most courses, the college code determines the Project ID, with the lookup by Course ID providing an override for a minority of courses.

Lookup logic is carried out in the query named COURSES.

Assigning Start and End Dates

Each project in the Evaluation Kit system has a set of start and end dates for survey availability to students, instructors, and administrators. However, the dates defined in the project are only default values. Start and end dates for specific courses can vary within a project, depending on each course's Session. Each Session, such as Normal Semester, First 8-Week Session, or Second 6-Week Session implies its own start and end dates.

The Session ID in a course is looked up in a table called SESSIONS, in which the start and end dates for students, instructors, and administrators can be found. The lookup takes place in the query named COURSES.  

Primary Data Flow


Information about courses is imported into the MS Access database as the RAWCOURSES table. RAWCOURSES is input to the FIXEDCOURSES query, which reformats some of the data and adds minimum enrollment information for each course. FIXEDCOURSES is input to the COURSES query, which looks up information from multiple other sources, so that each row has complete information about a single course. COURSES is input to the TOSURVEY query, which includes only those rows that have no exclusion flag set. The TOSURVEY query is a complete list of all the courses that are subject to end-of-semester survey.


Information about all the courses that are subject to survey is combined with student and instructor enrollments in the UPLOADABLE query, which lists the detailed information that can be uploaded to the Evaluation Kit system. The UPLOADABLE query has to be exported as a spreadsheet and converted to a comma-delimited file (.csv) before uploading.