To: Valerie Smothers


From: Paul Jolly


Subject: Professional Profile Schema


Date: March 2, 2006


As to the use cases, the schema would be adequate for verifying medical education or training and generating outcome reports for medical students,

For updating the student record system, we need detail on each transaction that changes the status of a student.

For updating the faculty roster, we need data on faculty appointment history and rank history.  The occupationinfo container does not appear to be rich enough for this.  In particular, we need to deal with departments and divisions.  However, I have asked Hershel Alexander, director of our Faculty Roster System, to take a look at it.  When I have his input, I will formulate a more complete reply to your question about faculty data.


I will repeat your questions, followed by my responses.


1.           On page 18, we’ve added an Education Status element that has a list of possible values. Does the list meet your needs?


Page 18, Education Status element.

The status codes you list seem reasonable.  We don’t usually try to establish year, because it is not always clear with students in decelerated programs, students repeating part of a year, etc.  When we do, we use M1, M2, M3 and M4.  Year X would be an acceptable substitute.  I personally think it would make more sense if we would permit as an alternative ‘Active’ for all of the year values. 


We actually track status changes , and we have a set of codes for that.  If  you are interested, here they are:



-- -------------------------

01 Reentered (Same School)

02 First Year Matriculant

03 Adv-Std From Dental

04 Adv-Std From Osteopathic

05 Adv-Std From Graduate

06 Adv-Std From Other

07 Adv-Std From Sophie Davis

08 Adv-Std San Juan Bautista

09 Adv-Std From Chiropractic

10 Second time Enrollment

11 Transfer In From U.S. Med

12 Transfer Between Campuses

13 Trans from Foreign

14 Adv-Std From Foreign

15 Adv-Std From Podiatry

16 Adv-Std From Veterinary

21 Transfer Out To U.S. Medi

22 Transfer Out To Other Edu

30 Never enrolled

31 Deceased

32 Withdrawal - Academic Rea

33 Withdrawal - Financial Re

34 Withdrawal - Health Reaso

35 Withdrawal - Other Reason

41 Part nonresearch Spe Stud

42 LOA - Financial Reasons

43 LOA - Health Reasons

44 LOA - Other Reasons

45 LOA - Academic Remediatio

46 Partic. in Research-nonJt

47 Partic. in Joint Degree

48 Completed SpecStu,Res,JtD

50 No longer in Joint Degree

51 Dismissed - Academic Reas

52 Dismissed - Non Academic

54 Accelerated Grad Date

55 Delay Grad - Acad Difficu

56 Delay Grad - Part in Rese

57 Delay Grad - Joint Degree

58 Delay Grad - Health Reaso

59 Delay Grad - Other Reason

60 Actively Enrolled

61 Exp Grad Date

62 Graduated

63 Degree/s Revoked

88 Tulane - Visiting Student


We keep track of the history of status changes, each of which has an effective date.  If we want to know who has graduated, we look for people whose final status change was code 62.  The graduation date is the effective date of the type 62 status change.


When we provide status to others, the status is active, graduated, withdrawn, dismissed, deceased or on leave.  Completed would be a more general term for graduated.

2.           On page 19 we’ve added Graduation Date and modified End Date. One of the discussion items that came up in the last call was the relationship between end date and graduation date. I wanted to check with you on this: the end date is the date the learner completed or ended the program. So if end date and graduation date match, they completed the program successfully. Is that how you’re currently using these data fields? And graduation date is scheduled graduation date, so it could be in the future?

Page 19, Graduation date.  If graduation date can be either expected graduation date or actual graduation date, status would indicate the difference.  End date would also equal graduation date in that case.


3.           On page 21, we’ve added a Training Status element that has a list of possible values. Does this list meet your needs? Also one of the valid values of Training Status is “completed preliminary training,” and the group wasn’t sure what that meant. Could you offer some insight?


Page 21, Status.  We don’t use the term completed alone, we use completed preliminary training and completed specialty training.  Residencies are undertaken to qualify the physician to practice a specialty and are a prerequisite for board certification in that specialty.  Some residencies such as ophthalmology require a preliminary general year before beginning the specialty residency.  Such preliminary programs are generally in general internal medicine for medical specialties and in general surgery for surgical subspecialties.  The preliminary training requirement may also be satisfied with a transitional residency, a one-year program whose only purpose is to provide preliminary training.  In GMETrack, we distinguish completion of preliminary training from completion of specialty training.  For types of training other than medical residency, this distinction would not be necessary.


4.           On page 22, we’ve added completion date. I’m thinking this will work the same way graduation date does: it’s the scheduled completion date and if completion date and end date match, this individual completed the program successfully. Does this match how you’re currently using and capturing this data?


For residencies, we don’t distinguish between end date and completion date.  The end date is the expected completion date, if it is in the future, and it is the actual completion date if it is in the past.  (If it is today, I guess we offer congratulations! :)


If we treated end date the same way for students, we wouldn’t need a graduation date there, either.  If the status is graduated, then the end date is the graduation date.  If you don’t do it this way, then is end date null for active students?  You don’t have to handle students and residents the same way, but it is a question.