Historical Comments & Notes and Duplicate Transfer Credits in SISC

When students were matriculated from Admissions into Classic SIS for 23W and 24S, all existing historical Comments and Notes for that student were inadvertently deleted. In addition, some transfer credits could appear twice. 

Known Issue Updated – February 27 with updated resolution status 

What is the Issue?  

On January 25, 2024, an issue became apparent with 23W and/or 24S historical student’s "Comments and Notes." When matriculating students were copied into Classic SIS, comments and notes for 23W and/or 24S coming from the Admissions system were saved, however, historical comments and notes were inadvertently deleted. In addition, some transfer credits could appear twice. The underlying cause is a defect in the solution that copies data from the Admissions system into Classic SIS.  

Who is impacted?  

SISC Users  

What is the impact?  

Although all sessions were there, historical comments and notes prior to 23W were no longer visible in the SISC. Some historical information used for Academic Advising may be missing and/or transfer credits may display duplicates.  

On January 17, approximately 20,000 students were affected. The current estimate is that the issue affects approximately 20-30 newly matriculated students per day. The number of students affected will likely decrease significantly after incoming students for 24S are processed. Unless resolved, the underlying cause will remain until the end of the Classic SIS/Workday Student co-existence period in the fall of 2024. Learn more about matriculation here.  

What student data is impacted?  

Data for returning students who applied through the Admissions system and accepted an offer for 24S. This is important because a record is needed for them in SISC to enable the student to register for 24S.

What is the issue status?  

A script has been successfully developed and run to restore historical comments and notes and to remove duplicate transfer credits for affected students in Classic SIS. Re-creation of missing Comments and Notes and deletion of duplicate transfer credits for students newly matriculated into SIS each day, will be done daily by 9:30 am. Starting the week of February 5, scripts will be run earlier in the day (at around 6am) daily (including weekends). 

This script will continue to be run daily until a longer-term fix can be deployed. A longer-term fix is under active investigation. 

If users suspect there is an issue with data, a support request can be submitted via https://ubc.service-now.com/selfservice.  

When will it be resolved?  

A permanent fix is in place. Any remaining deleted Comments will be restored by March 1, 2024.