Subset Definitions

Important

Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.

Overview

Subsets allow you to group students into categories based on shared parameters, primarily for capturing Snapshot data for Institutional reporting. Here are a few examples of possible Subset definitions:

FIRST - First-time students
TRANSFER - Students transferring in
NONDEGREE - Non-degree-seeking students
UNDERGRAD - Degree-seeking students

Desktop Location

Subset definitions can also be created and maintained in J1 Desktop, on the Subset Definitions window.

Database Location

Subset definitions are stored in the ir_subset_def table.

Where Subset Definitions Are Used

Subset definitions are primarily used for capturing Snapshot data for Institutional reporting. For example, when collecting Undergraduate and Degree Completion students for one Snapshot, each group can be defined with a subset code, using different parameters to collect the data for each group (subset). Multiple subset codes can be combined in one Snapshot under the same Year, Purpose, and Date; but data is collected per subset (group of students). Subsets are chosen in the Data Collection Subset window in Desktop.

Permissions Required

The permission to define and edit Subset definitions is in the Registration Module Manager and Registrar default roles.

How To

View Subset Definitions

From the Registration Administration hub, click Hub options.
Click Manage Definitions, and select Subset definitions.
Enter characters, words, or phrases in the Quick Filters to limit the list of definitions.
Click a heading to sort the list by that column.

Create Subset Definitions

Click the Create definitions button.
Enter a unique Code, required, up to 15 characters.
Enter a Description up to 80 characters, optional.
Set the Active option to active or inactive (required). Inactive definitions will not be available for users to choose from in the Data Collection Subset window (Desktop).
Click either Save and create another or Create and close.

Edit Subset Definitions

Click the Edit icon on the row of a definition. The edit pop-up opens.
The Description and Active status may be edited, but not the Code. Edit the available fields as needed.
Click the Update button.

Delete Subset Definitions

Select the checkbox next to each definition you want to delete.
Select Delete from the Options drop-down. The Delete Definitions? pop-up opens.
The Delete Definitions? pop-up lists the selected definitions in two categories:
- Ready to Delete: Definitions that can be deleted.
- Unable to Delete: Definitions that can't be deleted, either because they're in use or are protected by the system.
If you decide not to delete one or more of the definitions listed under Ready to Delete, click the Remove icon to remove them from the list.
When you're sure you want to delete all the rows listed under Ready to Delete, click Yes, delete.

Download Subset Definitions

Download to Excel

Select the checkboxes next to the rows you want to export.
From the Options drop-down, select Download to Excel. The Download to Excel pop-up opens.
Select options for the Excel format and data columns.
sidebar. Download to Excel Options
Workbook Creation Options: This option lets you choose how you want the data to be organized when it's exported. If you are exporting a large number of rows, you may want to separate the data into different worksheets or even workbooks. Once you select this option, the Separate (Sheets or Workbooks) By drop-down becomes available so you can choose the groupings for each worksheet or workbook.
Separate (Sheets or Workbooks) By: This field becomes available when you choose to organize your export into multiple worksheets or workbooks. In general, you'll have the option to separate the data based on the columns. You will only see options for the visible columns.
Notice
For example, if you are exporting a set of definitions, you might choose to organize the data into two workbooks: one for active definitions, and one for inactive definitions. Do this by selecting the "Active" column in this drop-down. All of your rows designated as active will be in one workbook, and the inactive ones in a separate workbook.
Workbook Format: This section lets you set some Excel display options for your data. For more information about each of these features, consult Microsoft Excel help.
Autofit columns: Fits column width to the data so that fields are not truncated.
Turn on filtering: Turns on the AutoFilter feature, which allows you to show only rows that meet your selected criteria.
Freeze Top Row: Your worksheet displays the column title in the first row by default. Selecting this option keeps the top row at the top so that as you scroll down through your data, the column headings remain displayed.
Show totals for numeric columns: This option will include the sum of a column of numbers at the bottom of that column.
Columns to Include: These options are specific to the page you are viewing, so they will vary. You will only see options for columns that you can see on the page. All of the columns are selected by default, but you can deselect any of the columns you don't want to include.
Click Download. Your .xlsx or .zip file is saved in the file location that you have set in your browser settings.