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What happens to old enrollment data?

  • July 31, 2024
  • 3 replies
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SlyNick
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We are setting up our first course evaluation project and are wondering what happens to the old enrollment data. In our old software, we would overwrite the course/instructor/student files (there were 7 separate files) with the current term’s data (a new project was created each term). Now that we will be using the same project each academic year, does all the enrollment data keep compiling within the project (we load via SFTP) and we simply filter on term to choose the correct ones to evaluate each term?

Best answer by ashleigh_quaill

Hi @SlyNick yes that’s the case. You can technically delete past course enrolment information and distributions from within Course Evaluations, however I would NOT recommend this. When we did so, it caused issues with the directory because students were removed from the directory for Course Evaluations which then caused issues with our next launches.

We have been running Course Evaluations for 3 years now and still have a few years worth of backlog data in there (from after our attempt at deleting history!) and we simply use the term to filter accordingly. Our termId and termName both include the year to make for easy reference. We also have over 50 terms in a calendar year so have plenty of overlap between them and by having distinct termId we have had no problems with that overlap and we simply filter in the results based on the term as needed.

3 replies

ashleigh_quaill
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  • ashleigh_quaill
  • Level 3 ●●●
  • Answer
  • July 31, 2024

Hi @SlyNick yes that’s the case. You can technically delete past course enrolment information and distributions from within Course Evaluations, however I would NOT recommend this. When we did so, it caused issues with the directory because students were removed from the directory for Course Evaluations which then caused issues with our next launches.

We have been running Course Evaluations for 3 years now and still have a few years worth of backlog data in there (from after our attempt at deleting history!) and we simply use the term to filter accordingly. Our termId and termName both include the year to make for easy reference. We also have over 50 terms in a calendar year so have plenty of overlap between them and by having distinct termId we have had no problems with that overlap and we simply filter in the results based on the term as needed.

brookel
SlyNick
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  • SlyNick
  • Author
  • Level 4 ●●●●
  • August 1, 2024

Thank you @ashleigh_quaill! This is what I was thinking we’d do but worried that the amount of data we keep importing will bog down the system. So, each time a new term’s course eval is going to be run, you change the invite/reminder dates and the term filter?

brookel
ashleigh_quaill
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@SlyNick we use the One Time Evaluations for the most part, with one evaluation per term. That way the evaluation is created for the specific courses filtered for that termId, and then we create invites and reminders accordingly.

We have almost 6,000 courses and around 350 one time evaluations still in the system from our time using Course Evaluations. We are starting to see performance slow which we’ve flagged with our CSM and the engineering teams for investigation, but as far as I know we are one of the larger users of Course Evaluations at the moment.

brookel
SlyNick
AlonsoC
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