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Vanderbilt University
University Registrar
Institutional Research
Presenters
Bart Quinet, University Registrar
Roberta Bell, Executive Director
Vanderbilt Institutional Research Group
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Overview
Why this presentation?
About Vanderbilt University
Enrollment Management at Vanderbilt
Vanderbilt Institutional Research Group (VIRG)
Reporting in the Office of the University Registrar (URO)
Understanding Our Roles
Recent Collaboration
Ongoing Collaboration
Future Collaboration
Questions?
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Why this Presentation?
Basics of the Registrar/IR relationship:
Shared need for data
Different responsibilities for the data
Registrar: Data custodian with operational responsibilities
IR: Convert data into information
How we differ at Vanderbilt:
Registrar and IR located in the Office of Enrollment
Management organization
University Registrar and Executive Director for IR report to
the same boss (Vice Provost for Enrollment and Dean of
Admission)
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About Vanderbilt University
Located in Nashville, Tennessee
Founded in 1873 after a gift from Cornelius
Vanderbilt of $1 million to “contribute to
strengthening the ties that should exist between all
sections of our common country”
12,795 students enrolled in 2013-14
6,835 undergraduate students
5,960 post-baccalaureate students
Students from all 50 states and 102 countries
127,000 living alumni
4,102 faculty members
4,202 university central staff
16,722 medical center staff
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About Vanderbilt University
10 colleges and schools
Over 130 degree programs
3,758 total degrees conferred in 2013
Baccalaureate: 1,675
Master’s: 1,421
Ph.D.: 286
M.D.: 111
Other doctoral: 265
86% of our undergraduates live on campus
University is co-located with its medical center
Charter member of the Southeastern Athletic Conference (SEC) – Go Commodores!
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College of Arts and Science Peabody College of Education and Human Development
Divinity School Owen Graduate School of Management
Graduate School Law School
School of Medicine School of Engineering
School of Nursing Blair School of Music
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Enrollment Management Org Structure
Vice Provost,
Enrollment Mgmt.
University Registrar
VIRG
Undergraduate Admissions
Financial Aid & Scholarships
Center for Data Management
EM - Health Sciences
EM Operations Support
EM Admin/Finance
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Highly collaborative structure with great
leadership at senior levels across all
offices
What is Institutional Research?
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VIRG…. reports, analyzes and informs
participates in shared goals/setting the direction forward
helps provide a widespread understanding of where we have been, where we are, and where we are going
MissionVIRG provides empirically based, decision-making support to University Offices through the collection, organization, analysis, and distribution of information concerning Vanderbilt and the higher education community.
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VIRG Guiding Principles
Be Problem Driven, Not Data Driven
Transform Data into Information and Knowledge
Facilitate Access
Structure Resources to Meet Unanticipated Needs
Rapidly Respond to Informational Needs
Enhance Administrative Decision Making
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VIRG Team Focus
Research and Analytics Surveys, analytics, budget projections, market research, admission, records, and financial aid support
Institutional Reporting and Data Warehousing
Official Vanderbilt census data and reports, data warehouse and data integrity, distributed reporting, customized web tools
AAUDE Comparative benchmarking, data visualization
Data Governance We lead the data governance effort across the institution
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A integrated approach to data analytics
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Lots of
shared
work here
Oracle PeopleSoft Campus Solutions• Student Records – All Schools• Financial Aid – All Schools• Student Financials – All Schools• Admissions - Undergraduate
Oracle PeopleSoft CRM
• Prospecting• Event Management• Alumni Interviewing
Nolij• Document Management• Workflow• Evaluation
Oracle PeopleSoft EPM
Data Warehousing
Business Objects
Distributed Reporting
VIRG Analytics
Student Self-Service (YES)• Course Catalog• Class Schedule• Registration• Financial Aid• Degree Audit• Graduation• Transcript Request• Address Change
Blackboard
AAWS
Student Systems Overview
Sallie Mae• Student Financials
Self-Service
Slate
LSAC
Hobsons
SOPHAS
AMCAS/Janus
EMS(Room Scheduling)
Common Application
Application Systems
Cradle to Grave Strategic Core Assessments - Undergraduate
• College Choice
Admitted Student Questionnaire
• Entering Profile
Entering Student Survey (CIRP)
• First Semester Engagement
Fall Benchmark Survey
• Freshman, Sophomore, Junior Engagement
Spring Survey
• Senior Engagement, Satisfaction & Outcomes
Graduating Student Survey
• Value of Degree
• Outcomes
Alumni Survey, 5 & 10 years out
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Cradle to Grave Strategic Assessments -PhD
• Engagement, Career Preparation
Mid-Career Engagement Survey
• Career Preparation, Satisfaction
• Outcomes
Exit Survey
• Value of Degree
• Outcomes
Career Trajectory Survey, 10 years out
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With some of these same surveys and other data, we benchmark against our peers
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Executive Sponsorship Level
(Process Priority and Institutional Data Governance)
Director, Institutional Data Governance (IDG)
This is a NEWrole.
• Convener of Data
Standards & Reporting
(DSR) and, Data
Architecture (DA)
Committees
• Reports to Executive
Director, VIRG
Data Governance Committee
(DG)
Data Architecture Committee
(DA)
• Data stewards from operational
units + IDG
• Sub-Groups within Units
• Key reporting staff from
operational units + IDG
• IDG permanent chair
• Sub-Groups within Units
• Key staff from IT & operational
units
• IT & IDG co-chair
Executive Director, VIRG
Data Standards & Reporting Committee
(DSR)
VUIT Business Intelligence Team
Reporting in the Office of the University Registrar
Managed by the Senior Associate University Registrar and the Manager of Reporting and Data Management, both of whom report directly to the University Registrar. Both work closely with VIRG on matters pertaining to student records data.
URO takes primary responsibility for: National Student Clearinghouse submissions
NCAA reporting
Veteran’s benefits
Military branch reports
Mid-term deficiency reports
Pre-electronic data
Commencement reporting
Data coordination with International Student and Scholar Services
Significant data validation through queries and reports that are internal to the URO
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Understanding Our Roles
URO is responsible for Student Data integrity; VIRG is responsible for most data reporting both internal and external to the institution
This creates a division of labor that relies on each unit to do their part
VIRG has no update access in the student information system (view-only)
VIRG creates IPEDS Reports; URO reviews the data
VIRG creates Institutional Enrollment Reports with input from URO; URO reviews the data
VIRG creates most census reports; URO and other staff review the data
VIRG creates departmental and school reports in partnership with the URO
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Examples of Recent Collaboration
Course Renumbering Committee University Registrar - Co-Chair, Executive Director of VIRG - sitting member
MOOCS/Digital Learning Working Group Group from faculty, Vanderbilt Institute for Digital Learning, Registrar, Financial Aid,
VIRG, Provost’s Office, Vice Provost for Enrollment, Undergraduate Admissions
Room Scheduling Steering Committee All 10 schools, Dean of Students, Registrar, VIRG, Facilities Management, EMOS
Student Records Reorganization Centralization of registrar functionality
New Data Warehouse and New Reporting Environment VIRG and Registrar assessing student records reporting environment
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Ongoing Collaboration
University Registrar and Executive Director of VIRG have a monthly 1:1 meeting
University Registrar and Executive Director of VIRG serve as members of the Enrollment Management leadership team
VIRG ensures all requests for access to student records (external and internal) are vetted through the URO
URO ensures all requests for student records reports are vetted through the appropriate governance channels in VIRG
Student Data Governance team includes staff from URO, VIRG, Admissions, Center for Data Management and Enrollment Management Operations Support
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Plans for Future Collaboration
Developing a new Terms of Use agreement
Outlines the specifics of how the data to be released are to be used
Clarifies the limitations of use
Clarifies the requirements for other utilization of the data
Specifies consequences for abuse of agreed terms
Captures consent to terms by authorizing signatures
Formalized Business Intelligence Roles, Responsibilities and Access
Report Reviewers
Review all reports to be published to ensure they adhere to report and data standards
Report Writers
Report writing responsibility but must submit reports to report reviewers prior to publication
Data Users
Ability to refresh published reports and to export data from reports
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Plans for Future Collaboration
Student Records Reporting Group
A more structured group with SR reporting and functional staff
Charged with assessing SR reporting environment for
Duplication
Identify stale reports and determine their continuing utility
Identify new reports that are needed
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Questions?
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