Graduate School Timely Topics Series - Data Resources Presentation
The Graduate School's Timely Topics Series presentation covered various data resources and information relevant to graduate students. Topics included FERPA regulations, registrar data reports, BPIR dashboards, and future data initiatives. The event highlighted the importance of privacy and data stewardship in handling student information, along with providing access to secure datasets for analysis and decision-making. The presentation showcased the collaborative efforts of different departments to support the university community in leveraging student record data effectively.
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Presentation Transcript
The Graduate Schools Timely Topics Series Graduate Student Data Resources Presented by: The Graduate School, Office of the Registrar, and Institutional Research October 19, 2023
Agenda FERPA Reminder Registrar Data Reports BPIR Dashboards TGS WebFOCUS Canned Reports Slate Queries and Reports Live Demo of BPIR Grad Dashboard Q&A
FERPA Reminder Overview Directory Information Legitimate Educational Interest FERPA Flag Resources: Privacy at UConn (privacy.uconn.edu) FERPA Information for Employees (ferpa.uconn.edu/employees)
Office of the Registrar Louise Larson Assistant Registrar Lenora Barnes Data Analyst 1
Registrar Student Record Stewards As part of our role as stewards of student record data we: maintain publicly available data sets at data.registrar.uconn.edu. provide support to the University community to facilitate the understanding and use of student record data. support ad-hoc data needs by providing raw data sets.
Registrar Student Data Secure datasets provided on the Registrar Student Data website include, Active student list Graduation Graduation Candidates Graduation Lists by Term Census Data Day 10 End-of-Term Request access to secure datasets University Scheduling & CourseLeaf Section Scheduler (CLSS) Student Administration Data Mart (SADM) - refreshed daily
Registrar Special Data Requests Registrar reporting can provide raw data sets for self-serve analysis Special data requests structured around Graduation & Retention are prioritized Three-to-four-week turnaround time for data requests not related to Graduation & Retention Link to the Registrar's Special Data Request
Registrar Future Initiatives in Data Partnering with the Privacy Office to expand availability of commonly requested sensitive student data Transitioning to PowerBI Dashboards Partnering with the ITS Data & Reporting Team to create datasets to support course forecasting and student progress We will communicate our new features using the Daily Digest and Listserv
Institutional Research How to Access Data to Support Decision- Making Joe Daniels, Senior Data Warehouse Developer Sam Post, Data Warehouse Developer Budget, Planning and Institutional Research (BPIR)
Budget, Planning & Institutional Research Reka Wrynn Who We Are Academic Finance Operating Budget Capital Business Analytics Institutional Research Budget & Projects Lauren Jorgensen Dan Sokol Joe Daniels Sam Post Vitaly Glybin Laura Yahn Cheslea Wright Faeze Safari Jeremy Campbell Olivia Pleszko Marlen Paszkowski Kate Clark Amanda Pleasant Mary Greenwell Kelly Wihbey Linda Anievas Katherine Wilson Heather Ryan Theo Djaba Yizhi Zhu Resource Management Performance Management
What We Do Budget, Planning and Institutional Research Mission: Produce, maintain, analyze, and forecast accurate, impartial, and comprehensive information about the University s past, present, and future. Provide official university data and analysis and utilize a performance-based approach to inform resource allocation. Respond to Federal, State and University leadership requests for institutional data Provide financial management and budget training Manage SET, HuskyDM, Qualtrics, SERU & other surveys Maintain long- range financial planning models Enforce policy decisions regarding use of funds and data Develop annual operating and capital budgets Responsibilities
Data-Driven (Informed) Decision-Making Data is filled with potential if you know how to access it There is nothing as persuasive as having hard data for back up Caution: Data does not always present the full story and needs to be put into context Too much or too little data may distort the picture Data can inform the decision if used appropriately
Defining a Single Source of Truth Definitions driven by Federal and State Government Reporting. 10th Day After Add/Drop Period Semester End Dashboards are built to meet the communicated needs from data requests. They are constantly under development.
GRAD Lifecycle Other Reports Aggregated reports Grad Data included in some dashboards Enrollment (Deduped) Degrees Awarded Student Credit Hours Etc. Summary Data Deduped by Field of Study Only 1 record counted if same field of study 2 records counted if different. Cannot be used for Research - Must Consult IRB
Requesting Access Navigate to the desired dashboard and click Sign-In Enter your email and state your business-need for this Dashboard Please enter your UConn business need in the 'Add a note' box when placing a request To Request Access: https://bpir.uconn.edu/home/institutional-research/dashboards/
BPIR Dashboards Link to BPIR Dashboards
Requesting Data not in Dashboards Dashboards are specifically designed to respond to recurring needs Exporting data behind the dashboard lets you create your own charts or analyses. If the dashboard data is not what you need, submit a data request to BPIR (allow ~2 weeks for a response).
The Graduate School WebFOCUS Canned Reports Megan Petsa, Director of Graduate Student Administration The Graduate School
TGS WebFOCUS Reports Reports TGS sends automatically: Milestones, Grad Enrollment by Student VDIS, GA Hire Eligibility and Stipend Level, Stipend Level Increase info Tools for departments to use; informational Can supplement other information Things to consider: A snapshot of where your active grads are right now regarding registration or milestones Data is one day old Report parameters
TGS WebFOCUS Reports Reading and accessing the reports: Graduate Student Data and Reporting page (Fac/Staff Resources: Managing Your Graduate Program) Guides to interpreting the results Link to request access Distributed by burst to designated members of each department (e.g., dept head, DGS, admin); if you do not receive the reports and need to, please reach out Can be run ad hoc for specific academic plan(s) How do these reports differ from the Registrar's Student Data reports: Includes some grad-specific fields: Admit term, assistantship status, select student groups, continuous registration TGS excludes some fields Registrar's Current Student Data includes: Gender, date of birth, ethnicity, citizenship status
Milestones vs. Grad Enroll by Student Milestones Snapshot of progress Monthly distribution GPA & all milestones currently on a grad's record General Exam, Related Area Req, Dissertation Proposal, Foreign Language Req, Dissertation Does the record reflect where the grad actually is in terms of progress? Grad Enrollment by Student Snapshot of enrollment as of the day before Distributed in the lead up to the semester through Day 10 Number of credits, continuous registration, other info relevant to registration status (international grad, GA) Who needs a nudge?
The Graduate School Slate Queries and Reports Lisa Pane, Director of CRM and Data Management Paula Steele, Assistant Director for CRM and Data Management The Graduate School
Application Cycle Reporting Slate (CRM) collects data throughout the recruitment and admissions cycle and provides departments the ability to communicate with their prospective students. Applicant data is imported regularly into Student Administration/PeopleSoft/SIS as the system of record and for official reporting. Data for grants, accreditation, News and World Reports, etc should be collected via WebFocus, BPIR, and the Registrar's offices.
Queries & Reports in Slate Queries and Reports: gathering data on unsubmitted applications gathering data collected during the application process taking action on active applications gathering prospect and inquiry data Pinned filters allow you to customize your results in both queries and reports.
Slate Queries The Who Unsubmitted: Applications in Awaiting Submission/Payment Submitted: Bulk Data: Submitted applications with 156 possible data points Submitted: Quick Data: Submitted applications with 37 possible data points Past Applications: Applications from previous entry terms Please note a link to the Graduate Student Data and Reporting webpage is provided for your reference.
Slate Reports The How Many Totals by Term: Compares application numbers over the last five years either by program type or by program. Status Report: Applications Status: Compares application numbers for currently open terms either by program type or by program. Query Report: Provides a list of applications in a currently open entry term by Application Status. Configurable Report: A report template that is configurable to return overall aggregate data on graduate applications, based on a configuration set by the User
Contact Info and Q&A Budget, Planning and Institutional Reseach Institutional Research | BPIR@uconn.edu Registrar Reporting Registrar Student Data | RegistrarReporting@uconn.edu The Graduate School Faculty/Staff Resources | gradslate@uconn.edu | gradschool@uconn.edu Questions?
