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STUDENT DATA WAREHOUSE (SDW) Understanding Data Understanding the data in SDW (Supplement) April 2012 3/29/2012 1
STUDENT DATA WAREHOUSE (SDW)
Understanding Data
Understanding the data in SDW (Supplement)
April 2012
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Table of Contents
What does SDW contain?
What is the Data Source of SDW?
What is the Data Refresh Schedule?
Overall data structure in SDW
Rollout 1: Enrollment Data
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What does SDW Contain?
◦ Current Rollouts Graduate Teaching Data
Enrollment and Registration (Enrollment Data)
◦ Next Rollouts Enrollment and Registration (Demographic/Contact
Information)
Enrollment and Registration (Registration/Course Data)
Enrollment and Registration (Graduation/Cohort Data)
Financial Aid
Undergraduate Admissions
Billing
Graduate Admissions
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What does SDW Contain?
Access to SDW data is secured in three areas; ◦ Student data By Unit & POS for different details of Student personal
data and Student Teaching data
◦ Course data By either course unit & subject, student unit & POS
dept. or faculty division & dept
◦ Faculty data By Faculty division & dept for different details of
faculty data
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What is the source of SDW?
Gargoyle Application is the primary source of student data for SDW
Faculty data comes from HR extract file
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What is the Data Refresh Schedule?
The student data is updated daily Monday through Friday and available by 7 AM the next morning. The data in SDW reflects the Gargoyle data as of the previous night (e.g. the data available in SDW on Tuesday morning is Gargoyle’s data as of Monday night).
HR Faculty data is updated quarterly
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Overall Data Structure in SDW
Student Data ◦ Student data is stored per academic quarter
◦ Each quarter contains all active students during the quarter
◦ Each student per quarter have their own attributes
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Winter 2012
Autumn 2011
Summer 2011
Student 1
Student 2
Student 3
Academic Unit Program of Study Degree Major Minor Option Term Record Academic Status Entry Status Adviser Start Quarters - Other attributes -
Retroactive Updates in Gargoyle
What happens if data for previous quarter is updated in Gargoyle?
The data for the previous quarter will also be updated in SDW.
In the future, SDW is planning to keep data snapshots to preserve the data as of a particular point in time.
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SDW Enroll/Reg Rollout 1: Enrollment Data Scope
All active students in Gargoyle and their attributes ◦ Person Data such as IDs, Names, Birth Details, Immunization Details
◦ College Adviser Data
◦ Enrollment Data such as Term Record, Academic Unit, Academic Program, Degree, Major, Minor, Options, Residence Track, Year of Study
◦ Student status such as academic status, entry status, first time enrollee, NSC status
◦ Start quarters such as University Start Quarter, Program Start Quarter, Bachelor Start Quarter, Master Start Quarter, Doctoral Start Quarter, Anticipated Graduation Quarter, First Term Record Quarter, Last or Most Recent Term Record Quarter
List of
◦ Academic Quarters
◦ Academic units
◦ Academic programs
◦ Degrees
◦ Majors
◦ Minors
◦ Options
◦ College Advisers
◦ Status such as Entry Status, Year of Study, Residence Track, Term Record status
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SDW Enroll/Reg SDW Universe
SDW Universe – this is the universe for SDW Enrollment and Registration Data. This universe is used by the Enroll/Reg reports. This universe is also available for ad-hoc use. Report ad-hoc capability is limited to Analyst and Power users.
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SDW Enroll/Reg SDW Universe Conventions
Dates
MM/DD/YYYY – basic format, ex. 03/31/2012
MM – numeric format for month, ex. ’01’ for January, ’02’ for February, ’03’ for March, …
MMM – short format for month, ex. ‘Jan’ for January, ‘Feb’ for February, ‘Mar’ for March
MMMM – long format for month, ex. January
YYYY – format for year, ex. 2012
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SDW Enroll/Reg SDW Universe Conventions
Academic Quarters
QQQQ YYYY – basic format for quarter, ex. Autumn 2012
QQQ YYYY – short format for quarter with the year, ex. ‘Sum 2012’ for Summer 2012, ‘Aut 2012’ for Autumn 2012
QQQQ – long format for quarter without the year, ex. ‘Summer’, ‘Autumn’, ‘Winter’, ‘Spring’
YYYY-YYYY – academic year, ex. 2012-2013
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SDW Enroll/Reg SDW Universe Conventions
Academic Quarter Versus Calendar Quarter
Academic Quarter begins with Summer ◦ Acad Qtr QQ – numeric format for quarter, beginning with
Summer, ‘01’ Summer, ‘02’ Autumn, ‘03’ Winter’, ‘04’ Spring
◦ Acad Qtr YYYY/QQ – numeric format with the year, starting with Summer, ex: ‘2012/01’ for Summer 2012
Calendar Quarter begins with Winter ◦ Cal Qtr QQ – numeric format for quarter, beginning with
Winter, ‘01’ Winter, ‘02’ Spring, ‘03’ Summer’, ‘04’ Autumn
◦ Cal Qtr YYYY/QQ – numeric format with the year, starting with Winter, ex: ‘2012/01’ for Winter 2012
◦ Cal Yr YYYY – calendar year, ex: 2012 for Winter 2012
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SDW Enroll/Reg SDW Universe Conventions
Hovering over object gives you description of the object
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SDW Enroll/Reg Rollout 1: Enrollment Data
Person Data
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SDW Enroll/Reg Rollout 1: Enrollment Data
Person Data (Immunization, Other Person Info)
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SDW Enroll/Reg Rollout 1: Enrollment Data
College Adviser
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SDW Enroll/Reg Rollout 1: Enrollment Data
Time Period
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SDW Enroll/Reg Rollout 1: Enrollment Data
Academic Quarter ties all the other quarter information for a student. It is based on Term Record Quarter
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Academic Quarter
Term Record Quarter
Registration Quarter
Section Quarter
Instruction Quarter
Academic Quarter = Term Record Quarter = Registration Quarter = Section Quarter = Instruction Quarter
How does SDW determine the current quarter?
Current quarter is defined in Gargoyle (Current flag is checked)
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SDW Enroll/Reg Rollout 1: Enrollment Data
Student Enrollment
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SDW Enroll/Reg Rollout 1: Enrollment Data
Term Record
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SDW Enroll/Reg Rollout 1: Enrollment Data
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SDW Enroll/Reg Rollout 1: Enrollment Data
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SDW Enroll/Reg Rollout 1: Enrollment Data
Additional Student info
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SDW Enroll/Reg Rollout 1: Enrollment Data
Student status
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SDW Enroll/Reg Rollout 1: Enrollment Data
Start Quarters ◦ University Start Quarter – the quarter when
student entered university for the first time. Student will only have one university start quarter
◦ Program Start Quarter – the quarter when the student started the program in the university. If a student took multiple programs, then he/she will have the more than one program start quarter - it will be one program start quarter for every program he/she took.
◦ Bachelor Start Quarter – the first quarter when the student took a Bachelor/Undergraduate program in the university
◦ Master Start Quarter – the first quarter when the student took a Master/Prof program in the university
◦ Doctoral Start Quarter – the first quarter when the student took a PhD program in the university
Note: These are not graduation quarters
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SDW Enroll/Reg Rollout 1: Enrollment Data
Start Quarters (Sample Student)
Autumn 1994 – entered university, took B.A. Economics
Winter 1995 – left university Autumn 1996 – came back to
university, took B.A. History Autumn 2004 – took M.A.
Business Autumn 2007 – changed
program to M.A. Public Policy Studies
Autumn 2010 – took Ph.D. Biochemistry
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University Start Quarter is Autumn 1994 Program Start Quarters
1) Autumn 1994 2) Autumn 1996 3) Autumn 2004 4) Autumn 2007 5) Autumn 2010
Bachelor Start Quarter is Autumn 1994 Master Start Quarter is Autumn 2004 Doctoral Start Quarter is Autumn 2010
Conclusion
We have learned the following: ◦ Data in SDW ◦ Classes/Objects/Filters in SDW Universe
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Questions?
IT Services/Business Information Services Support (BIS)
Email: [email protected]
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