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1 Vanderbilt University University Registrar Institutional Research
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Page 1: University Registrar Institutional Research · University Registrar Institutional Research. ... Founded in 1873 after a gift from Cornelius Vanderbilt of $1 million ... Vanderbilt

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Vanderbilt University

University Registrar

Institutional Research

Page 2: University Registrar Institutional Research · University Registrar Institutional Research. ... Founded in 1873 after a gift from Cornelius Vanderbilt of $1 million ... Vanderbilt

Presenters

Bart Quinet, University Registrar

Roberta Bell, Executive Director

Vanderbilt Institutional Research Group

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Page 3: University Registrar Institutional Research · University Registrar Institutional Research. ... Founded in 1873 after a gift from Cornelius Vanderbilt of $1 million ... Vanderbilt

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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Page 4: University Registrar Institutional Research · University Registrar Institutional Research. ... Founded in 1873 after a gift from Cornelius Vanderbilt of $1 million ... Vanderbilt

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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Page 5: University Registrar Institutional Research · University Registrar Institutional Research. ... Founded in 1873 after a gift from Cornelius Vanderbilt of $1 million ... Vanderbilt

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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Page 6: University Registrar Institutional Research · University Registrar Institutional Research. ... Founded in 1873 after a gift from Cornelius Vanderbilt of $1 million ... Vanderbilt

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

Page 7: University Registrar Institutional Research · University Registrar Institutional Research. ... Founded in 1873 after a gift from Cornelius Vanderbilt of $1 million ... Vanderbilt

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Page 8: University Registrar Institutional Research · University Registrar Institutional Research. ... Founded in 1873 after a gift from Cornelius Vanderbilt of $1 million ... Vanderbilt

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

Page 9: University Registrar Institutional Research · University Registrar Institutional Research. ... Founded in 1873 after a gift from Cornelius Vanderbilt of $1 million ... Vanderbilt

What is Institutional Research?

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Page 10: University Registrar Institutional Research · University Registrar Institutional Research. ... Founded in 1873 after a gift from Cornelius Vanderbilt of $1 million ... Vanderbilt

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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

Page 11: University Registrar Institutional Research · University Registrar Institutional Research. ... Founded in 1873 after a gift from Cornelius Vanderbilt of $1 million ... Vanderbilt

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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Page 12: University Registrar Institutional Research · University Registrar Institutional Research. ... Founded in 1873 after a gift from Cornelius Vanderbilt of $1 million ... Vanderbilt

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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Page 13: University Registrar Institutional Research · University Registrar Institutional Research. ... Founded in 1873 after a gift from Cornelius Vanderbilt of $1 million ... Vanderbilt

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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Page 14: University Registrar Institutional Research · University Registrar Institutional Research. ... Founded in 1873 after a gift from Cornelius Vanderbilt of $1 million ... Vanderbilt

A integrated approach to data analytics

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Lots of

shared

work here

Page 15: University Registrar Institutional Research · University Registrar Institutional Research. ... Founded in 1873 after a gift from Cornelius Vanderbilt of $1 million ... Vanderbilt

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

Page 16: University Registrar Institutional Research · University Registrar Institutional Research. ... Founded in 1873 after a gift from Cornelius Vanderbilt of $1 million ... Vanderbilt

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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Page 17: University Registrar Institutional Research · University Registrar Institutional Research. ... Founded in 1873 after a gift from Cornelius Vanderbilt of $1 million ... Vanderbilt

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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Page 18: University Registrar Institutional Research · University Registrar Institutional Research. ... Founded in 1873 after a gift from Cornelius Vanderbilt of $1 million ... Vanderbilt

With some of these same surveys and other data, we benchmark against our peers

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Page 19: University Registrar Institutional Research · University Registrar Institutional Research. ... Founded in 1873 after a gift from Cornelius Vanderbilt of $1 million ... Vanderbilt

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

Page 20: University Registrar Institutional Research · University Registrar Institutional Research. ... Founded in 1873 after a gift from Cornelius Vanderbilt of $1 million ... Vanderbilt

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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Page 21: University Registrar Institutional Research · University Registrar Institutional Research. ... Founded in 1873 after a gift from Cornelius Vanderbilt of $1 million ... Vanderbilt

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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Page 22: University Registrar Institutional Research · University Registrar Institutional Research. ... Founded in 1873 after a gift from Cornelius Vanderbilt of $1 million ... Vanderbilt

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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Page 23: University Registrar Institutional Research · University Registrar Institutional Research. ... Founded in 1873 after a gift from Cornelius Vanderbilt of $1 million ... Vanderbilt

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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Page 24: University Registrar Institutional Research · University Registrar Institutional Research. ... Founded in 1873 after a gift from Cornelius Vanderbilt of $1 million ... Vanderbilt

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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Page 25: University Registrar Institutional Research · University Registrar Institutional Research. ... Founded in 1873 after a gift from Cornelius Vanderbilt of $1 million ... Vanderbilt

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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Page 26: University Registrar Institutional Research · University Registrar Institutional Research. ... Founded in 1873 after a gift from Cornelius Vanderbilt of $1 million ... Vanderbilt

Questions?

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