Voluntary Framework of Accountabiltiy (VFA)

Important Things to Know BEFORE Beginning

  • PELL recipients include anyone receiving PELL in the reporting period. For instance, for the six year cohort beginning in Fall-2011, anyone receiving PELL between 201108 and 201705 is considered a PELL recipient.
  • Information is stored in VFA-Jims.accdb (file:///M:\IAssess\VFA\VFA-Jims.accdb), an Access database. Some older information is stored in file:///M:\IAssess\VFA\VFA-Jims - 080118.accdb.
  • User manuals with detailed information about metrics - who and what to include in submissions - are stored in M:\IAssess\VFA\Manuals.
  • All cohorts are stored in tblCohorts in the VFA database. Make a copy of the table BEFORE appending any new records.


High school graduates that are first time at MVCC, excluding ESL Students (students taking exclusively ESL classes). Dual enrollment students are any high school taking a course, regardless of locations - that is, dual enrollment does not mirror dual credit, which is located in the high schools only.


These instructions are not even close to being complete

Appending New Records to tblCohorts

BACKUP UP THE TABLE by copying the table and appending the date to the name - tblCohorts_080118
1. Run qryCohorts_Append to append new records to tblCohorts.
2. Determine which students are high school grads or have a GED before they enrolled at MVCC, which is an inexact science, and update HS_Grad with Y/N as appropriate. Most off the information is stored in tblCohorts, but some may need to be verified in BANNER SAAADMS. Transcripts may have been received and recorded there, but not in SOAHSCH.
  • Ideally graduates have an appropriate diploma code in SORHSCH_DPLM_CODE and a transcript date (SORHSCH_TRANS_RECV_DATE) greater than or equal to their graduation date (SORHSCH_GRADUATION_DATE), which must be before they began classes.
  • Others include a graduation date before classes begin and the student is matriculated at MVCC.
  • Sometimes a GED diploma is dated shortly after classes begin, which probably means we didn't receive the paperwork on time.
  • Look for students with a prior advanced degree (Associates, Bachelors, Masters, Doctorate) in SORHSCH_ADMR_CODE or SORHSCH_DPLM_CODE.
  • Students without an appropriate diploma code and not transcript received date are not graduates and should not be included.
  • Others are up to your discretion
  • Delete any students that are not high school graduates/have not completed their GED.
3. Verify that TransferHours_1-2 and TransferHours_3-6 are correct. Use the functions TransferHours_1ot2 and TransferHours_3to6.
4. You must update dual credit hours - run qryDual_Credit_hrs to create table tblDual_Credit_Hours. Use the information in that table to update the hours in tblCohorts. Dual credits should only include courses with a grade of D or better.

Generate Files to Upload

Always check the results before submitting files for upload - look for strange values and other anomalies.

1. Student Demographics - Run qryDemographics_Output and export to an Excel workbook. Convert the workbook to a comma separated (CSV) file, and upload it to VFA.

2. Student Course - Run qryCourses_Output to generate an Excel workbook.
  • Before converting it to CSV, check Course_Subject. Currently two SL courses are English and two are Remedial.
  • Also, look at the courses to see if Course_Level is rational. Currently four SL courses are "Coreq".

3. Student Completion - Run qryStudent_Completion to generate and Excel workbook.
  • Before converting and uploading the file, verify the dates included are within the period covered.

4. Student Developmental Need -

5. Student Transfer -

Information is submitted online through the VFA home page , which requires username credentials.