Graduate Student Data and Reporting

The Graduate School provides a number of regularly scheduled reports helpful for managing graduate student enrollment and Graduate Assistants (e.g., stipend level and hire eligibility, level increases), which are delivered via email. These also include:

  • Grad Milestones Report
    • This monthly report is informational and no action is necessary, but it may be helpful to departments in tracking student progress. The report captures both the milestones currently on a student’s account (e.g., General Exam, Related Area Requirement), as well as total credits earned and cumulative GPA for all active grads in the program.
    • Please note, the General Exam and Dissertation Proposal are separate milestones (the full policy can be found in The Graduate Catalog). In instances where a program considers the successful defense of the dissertation proposal to act as an oral General Exam, the Report on the General Exam form, in addition to the Dissertation Proposal form, must be submitted to Degree Audit. Failure to submit both forms can result in degree auditing delays, impact dissertation fellowship eligibility, and delay eligibility for an increase to the Level 3 stipend if the doctoral student is also a Graduate Assistant.
    • This guide may help departments interpret the report’s data.
  • Grad Enrollment by Student Report
    • This monthly report is informational and no action is necessary, but it may be helpful to departments in tracking which students have not yet registered for the upcoming semester. Graduate students who are not enrolled by the tenth day of the semester are automatically discontinued from their program.
    • This guide may help departments interpret the report’s data.

 

The University provides faculty and staff access to several online databases and the information compiled can assist departments in successfully tracking and managing their current students’ progress as well as accessing historical data about their program and graduates. Please keep FERPA guidelines in mind when accessing or using information about your grads. 

  • Office of the Registrar: Student Data Reports 
    • The Office of the Registrar is the best resource for current student data, however the reports provided go back to Fall 2012. 
    • The Student Data Reports provided by the Office of the Registrar include the Current Students Report (refreshed nightly), Graduate Graduation Reports, and the Day 10 and End of Term Censuses. 
    • Some of the fields included on these reports are: academic career, level, plan, program, and sub plan, advisor name and ID, admit term, campus, expected graduation term, FERPA code, graduation checkout status, home mail address, phone number, student email address, student name and ID.
    • Special Data Requests: The Office of the Registrar can also provide custom reports upon request. 
    • Request access.  

 

  • Institutional Research (within BPIR): 
    • Institutional Research is the best resource for historical data. Dashboards are accessible by request to users with a business need for the data. 
    • Information is shared with the federal government by the 10th day of each term.
    • Information included: enrollments, progress measures, faculty productivity, applications, admissions, graduation, alumni data. 
    • Graduate Student Lifecycle Dashboard

 

  • Information Technology Services (ITS): WebFOCUS
    • Logging into WebFOCUS provides faculty and staff with access to the Student Administration Data Mart (SADM) and the Kuali Financial Datamart (KFDM). The Student Administration Data Mart (SADM) is used for reporting purposes and is refreshed nightly with data recorded in Student Admin. The Graduate School maintains a catalog of standard reports on enrollment, admissions status, and degrees awarded, which may be run by individuals as needed. 
    • Current reports generated and available to faculty/staff:
      • Grad_Applied_To_Graduate_Public
      • Grad_Completed_Program_Public
      • Grad_Enroll_By_Student_Public
      • Grad_Milestones_With_In_Progress_Credits_Public
      • Grads_on_LOA_All_Public
    • Request access to WebFOCUS and the “Grad School” folder. 

 

  • Grad Slate CRM System
    • The Graduate School’s online application and CRM system collects data throughout the recruitment and admissions cycle. At several points during the admissions process including and after application submission, much of this data is imported into Student Administration/PeopleSoft/SIS as the system of record and for official reporting.
    • The GradSlate system also provides resources for pulling applicant and inquiry data. Queries are available for extracting a list of records by status, and the Reports show aggregate data. You may want to use Queries and Reports for: tracking trends; taking action on active applications; gathering prospect and inquiry data; gathering data on unsubmitted applications; and gathering data collected during the application process and which does not exist in Peoplesoft.

     

    • Student Admin is the data repository and system of record for student information, including those enrolled in graduate programs. Modules within Student Admin record students’ academic, financial, and personal information. There are step-by-step guides for accessing and navigating the system available. Administrative access to Student Admin must be requested.