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Student Recruiting Admissions Detailed Universe Guide Last Updated: March 2011

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Student Recruiting Admissions Detailed Universe Guide Last Updated: March 2011

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    3. Introduce all DS staff present, explain their roles Introduce myself, my role, and why my background has suited me for this role. Thank you for coming to help us today. Your help and feedback will allow us to fine tune our data products before go-live. I’ll do my best to make this session interesting. I have a lot of information for you. Periodically I hope to throw in some fun to keep you on your toes. Please join in! Introduce all DS staff present, explain their roles Introduce myself, my role, and why my background has suited me for this role. Thank you for coming to help us today. Your help and feedback will allow us to fine tune our data products before go-live. I’ll do my best to make this session interesting. I have a lot of information for you. Periodically I hope to throw in some fun to keep you on your toes. Please join in!

    4. 4 Resources and Contacts Need Help? File Issue via email or on-line at: servicedeskaits@uillinois.edu https://sd.uillinois.edu/CAisd/pdmweb.exe Want to see if someone has created a query you could use, or share one you’ve created? Browse and post queries in the QCH at https://www.ds.uillinois.edu/reports/qch/ Want to know what standard reports are available? Try the Standard Report Directory at https://www.ds.uillinois.edu/Reports/Directory/Browse.aspx How can I get access to standard reports? Follow the instructions at http://www.ds.uillinois.edu/web/Home/GetAccess/StdReports.aspx

    5. 5 More Resources and Contacts Need help creating a report, or having a problem, try these 5 solutions? Drop in at regularly scheduled “practice labs” to get one-on-one help from the experts in an open lab setting. See the Events for times and locations: http://www.ds.uillinois.edu/events.asp Come to scheduled “Custom Labs” to get assistance writing reports for your needs Call AITS Help Desk: 312-996-4806 (UIC) or 217-333-3102 (UIS or UIUC) Send E-mail to: servicedeskaits@uillinois.edu If you have access to Clarify, send a Clarify Ticket directly to the Decision Support Queue – we’ll take it from there; the appropriate person will respond to you. How can I get access to create my own reports using the Data Warehouse? Follow the instructions at http://www.ds.uillinois.edu/web/Home/GetAccess/RequestProcess.aspx Want to talk about collaborating with DS or about our planned projects or services? Call your Student DS Coordinator – Michelle Bergman at 217-265-6541 or e-mail bergman@illinois.edu

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    13. 13 Access the R&A Contact Analysis Universe

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    20. 20 R&A Contact Analysis Universe

    21. 21 For example, the Payroll ‘Class’ is the largest in the Time and Attendance – Payroll Universe For example, the Payroll ‘Class’ is the largest in the Time and Attendance – Payroll Universe

    22. 22 Contact Analysis BO CLASSES and OBJECTS (page 1) Recruit Applicant: UIN, EDW Person Id, Non-UIN Unique Identifier, UIN-Combined, FERPA Indicator, Name, DOB, Age, Citizenship Code, Gender, Name, Email, Count (Unduplicated & Distinct by EDW Person Id) Race/Ethnic: Race Ethnic and IPEDS Race/Ethnic Codes Citizenship and Visa: Citizenship Code/Group, Visa Number, Passport Info, Visa Nation Addresses: Home Address, Mailing Address High School: HS Code, Name, Graduation Date, HS Percentile, Class Size, HS Address. Prior College: College Code, Name, Full Time Ind, College GPA, College Hours, College Address

    23. 23 Contact Analysis BO CLASSES and OBJECTS (page 2) Test Scores: Test Codes, Test Scores Application Detail: Application #, Completion/Received Dates, Application Original Address Organization: Campus, College, Department, School Academic Program Code/Desc Student Level Code/Desc Student Type Code/Desc Residency Code/Desc, Group, In-State Tuition Ind Recruiting Contact: Date, Contact Type Code/Desc, First Contact Ind Time: Calendar Date, Day, Month, Year, Week Term Code, Academic Year Student Registration: Recruit/Applicant Registration Ind, Initial Registration Term

    24. 24 Contact Analysis BO CLASSES and OBJECTS (page 3)

    25. 25 Contact Analysis BO CLASSES and OBJECTS (page 4)

    26. 26 Contact Analysis BO CLASSES and OBJECTS (page 5)

    27. 27 Contact Analysis BO CLASSES and OBJECTS (page 6)

    28. 28 Contact Analysis BO CLASSES and OBJECTS (page 7)

    29. 29 Contact Analysis BO CLASSES and OBJECTS (page 8)

    30. 30 Contact Analysis BO CLASSES and OBJECTS (page 9)

    31. 31 Contact Analysis BO CLASSES and OBJECTS (page 10)

    32. 32 Current Recruit Universe

    33. 33 For example, the Payroll ‘Class’ is the largest in the Time and Attendance – Payroll Universe For example, the Payroll ‘Class’ is the largest in the Time and Attendance – Payroll Universe

    34. 34 Current Recruit BO CLASSES and OBJECTS (page 1) Admissions Applications: Application (Appl) Term Code/Desc, Appl #/Date/Type/Status, Student Type/Level, Campus, Academic Program Code, Administrative College Code, Residency Code/Group, Tuition Ind, Full-Part Time Ind, Educational Goal, Recruiter Code, Primary/Secondary College Info, Appl Source, Decision Status, Withdraw, Appl Question and Answer Recruiting Data: Recruit Term Code/Desc, Recruit Student Type/Status/Level/Campus/Academic Program/Degree/Major/Residency, etc. Recruit Personal Data: UIN, EDW Person Id, Non-UIN Unique Identifier, UIN-Combined, FERPA Indicator, Name, DOB, Age, Citizenship Code, Gender, Name, Email, Count (Unduplicated & Distinct by EDW Person Id) Recruit Race/Ethnic History: Race Ethnic and IPEDS Race/Ethnic Codes Recruit Address and Recruit Telephone: Address Type, Street Address 1-3, City, State, Nation Zip Code, Mailing/Permanent Report Ind, Telephone # Recruit Email: Email Type, Email Address, Email Report Ind Recruit Test Results History: Test Codes, Test Scores, Max (ACT, SAT) Test Scores

    35. 35 Current Recruit BO CLASSES and OBJECTS (page 2) High School Data: HS SGBI Code/Name, HS Name, HS GPA/Class Rank/Class Size/Percentile Rank, HS Diploma Type, College Prep Ind, Transcript Receive Date, HS Characteristic, HS Address/Contact, HS Subjects Admission Standardized HS Info: Standard HS Grad Date, GPA, Class Rank/Size/Percentile, Std Diploma Type, College Prep Ind, Transcript Receive Date, Std HS Subjects Prior College (PC): PC Name, SBGI Code, PC Transcripts, PC Characteristics, PC Address/Contact/Telephone, Prior Degree/Major/Minor Prior Cumulative Degree (PCD): PCD Type, Degree Code/Date/Year, Seq #, Level, Start/End Date, PCD Earned Transfer Hours, PCD Transfer GPA, PCD Terminal Degree Ind Prior Major History: Prior Major Code, FICE Code, Degree, CIP Code Prior Minor History: Prior Minor Code, FICE Code, Degree, CIP Code Recruit Source: Recruit SBGI Source Name/Code, Recruit Term Seq Number

    36. 36 Current Recruit BO CLASSES and OBJECTS (page 3) Recruit Outside Interests: Outside Interest Code/Desc, Insterest Seq # Recruit Attributes: Student Attributes Code/Desc Institution Contact History: Institution Contact Type, Contact Date, Contact Sequence # Recruit Appointment History: Appointment Dates, Start/End Times, Contact Type Code, Recruiter Code, Appointment SBGI Code, Result Code, Contact Material Ind, Leader EDW Pers Id How Recruit Learned of U of I: Recruit Learn of UI Code/Desc Sponsored Events and Functions: Event Id, Event Code, Event Campus/College/Department, Function Code, Function Status Code, RSVP Code, Actual RSVP, Plan to Attend/Actual Attendance Ind, Name Tag/Place Card Name, Involvement Ind, Ticket Req Count, Comments by Application Recruit Mail: Mailing System Ind, System Module Code, Mail Term Code/Desc, Letter Code, Material Code, Mail Create/Generate Date, Mail Origin Ind

    37. 37 Current Recruit BO CLASSES and OBJECTS (page 4)

    38. 38 Current Recruit BO CLASSES and OBJECTS (page 5)

    39. 39 Current Recruit BO CLASSES and OBJECTS (page 6)

    40. 40 Current Recruit BO CLASSES and OBJECTS (page 7)

    41. 41 Current Recruit BO CLASSES and OBJECTS (page 8)

    42. 42 Current Recruit BO CLASSES and OBJECTS (page 9)

    43. 43 Current Recruit BO CLASSES and OBJECTS (page 10)

    44. 44 Current Recruit BO CLASSES and OBJECTS (page 11)

    45. 45 Current Recruit BO CLASSES and OBJECTS (page 12)

    46. 46 Current Recruit BO CLASSES and OBJECTS (page 13)

    47. 47 Current Applicant Universe

    48. 48 For example, the Payroll ‘Class’ is the largest in the Time and Attendance – Payroll Universe For example, the Payroll ‘Class’ is the largest in the Time and Attendance – Payroll Universe

    49. 49 Current Applicant BO CLASSES and OBJECTS (page 1) Applicant Personal Data: UIN, EDW Person Id, Non-UIN Unique Identifier, UIN-Combined, FERPA Indicator, Name, DOB, Age, Citizenship Code, Gender, Name, Email, Count (Unduplicated & Distinct by EDW Person Id) Race/Ethnic: Race Ethnic and IPEDS Race/Ethnic Codes Visa: Visa Number, Passport Info, Visa Nation Address: Address Type, Street Address 1-3, City, State, Nation Zip Code, Mailing/Permanent Report Ind, Telephone # Email: Email Type, Email Address, Email Report Ind Current Application: Application (Appl) Term Code/Desc, Appl #/Date/Type/Status, Student Type/Level, Campus, Academic Program Code, Administrative College Code, Residency Code/Group, Tuition Ind, Full-Part Time Ind, Educational Goal, Recruiter Code, Primary/Secondary College Info, Appl Source, Decision Status, Withdraw, Appl ? and Answer Admissions Ratings: Administrator Name & Role, Rating & Rating Type

    50. 50 Current Applicant BO CLASSES and OBJECTS (page 2) Admissions Decisions: Decision Seq #, Decision Code, Decision Inds Test Results: Test Codes, Test Scores, Max (ACT, SAT) Test Scores Application Checklist: Checklist Item Code/Desc, Update Date, Mandatory Ind, Request Dates, # of Requests, Deadline/Receive Date, Institution Source, Addition Date, Print Ind High School: HS SGBI Code/Name, HS Name, HS GPA/Class Rank/Class Size/Percentile Rank, HS Diploma Type, College Prep Ind, Transcript Receive Date, HS Characteristic, HS Address/Contact, HS Subjects Standardized HS Information: Standard HS Grad Date, GPA, Class Rank/Size/Percentile, Std Diploma Type, College Prep Ind, Transcript Receive Date, Std HS Subjects Prior College (PC): PC Name, SBGI Code, PC Transcripts, PC Characteristics, PC Address/Contact/Telephone, Prior Degree/Major/Minor

    51. 51 Current Applicant BO CLASSES and OBJECTS (page 3) Prior Cumulative Degree (PCD): PCD Type, Degree Code/Date/Year, Seq #, Level, Start/End Date, PCD Earned Transfer Hours, PCD Transfer GPA, PCD Terminal Degree Ind Outside Interests: Outside Interest Code/Desc, Insterest Seq # Attributes: Student Attributes Code/Desc Institution Contact: Institution Contact Type, Contact Date, Contact Sequence # Appointments: Appointment Dates, Start/End Times, Contact Type Code, Recruiter Code, Appointment SBGI Code, Result Code, Contact Material Ind, Leader EDW Pers Id Sponsored Events and Functions: Event Id, Event Code, Event Campus/College/Department, Function Code, Function Status Code, RSVP Code, Actual RSVP, Plan to Attend/Actual Attendance Ind, Name Tag/Place Card Name, Involvement Ind, Ticket Req Count, Comments by Application Mailings: Mailing System Ind, System Module Code, Mail Term Code/Desc, Letter Code, Material Code, Mail Create/Generate Date, Mail Origin Ind

    52. 52 Current Applicant BO CLASSES and OBJECTS (page 4)

    53. 53 Current Applicant BO CLASSES and OBJECTS (page 5)

    54. 54 Current Applicant BO CLASSES and OBJECTS (page 6)

    55. 55 Current Applicant BO CLASSES and OBJECTS (page 7)

    56. 56 Current Applicant BO CLASSES and OBJECTS (page 8)

    57. 57 Current Applicant BO CLASSES and OBJECTS (page 9)

    58. 58 Current Applicant BO CLASSES and OBJECTS (page 10)

    59. 59 Current Applicant BO CLASSES and OBJECTS (page 11)

    60. 60 Current Applicant BO CLASSES and OBJECTS (page 12)

    61. 61 Current Applicant BO CLASSES and OBJECTS (page 13)

    62. 62 Current Applicant BO CLASSES and OBJECTS (page 14)

    63. 63 Current Applicant BO CLASSES and OBJECTS (page 15)

    64. 64 Current Applicant BO CLASSES and OBJECTS (page 16)

    65. 65 Current Applicant BO CLASSES and OBJECTS (page 17)

    66. 66 Undergraduate Admissions Data Mart

    67. 67 For example, the Payroll ‘Class’ is the largest in the Time and Attendance – Payroll Universe For example, the Payroll ‘Class’ is the largest in the Time and Attendance – Payroll Universe

    68. 68 Undergraduate Admissions BO CLASSES and OBJECTS (page 1) Recruit Applicant: UIN, EDW Person Id, Non-UIN Unique Identifier, UIN-Combined, FERPA Indicator, Name, DOB, Age, Gender, Name, Email, Counts (Unduplicated & Distinct by EDW Person Id) Race/Ethnic: Race Ethnic and IPEDS Race/Ethnic Codes Citizenship: Citizenship Code, Description, Group Visa: Visa Number, Passport Info, Visa Nation Other Personal: Email Address, Legacy Code, Description Home and Mailing Addresses: Address Type, Street Address 1-3, City, State, Nation Zip Code, Mailing/Permanent Report Ind, Telephone # High School: HS Code, Graduation Date, %, Class Size, HS Address (City, State, Zip, County, Nation) Prior College: Prior College Code, FT/PT Indicator, Prior College Address (City, State, Zip, County, Nation) Scores: HS GPA, HS Rank, HS College Hours, SAT/ACT Scores, TOEFL, Campus & College PGPA

    69. 69 Undergraduate Admissions BO CLASSES and OBJECTS (page 2) Application Detail: Application Number, Completion Date, Received Date, Application Original Address Decision Status: First Contact Indicator, Decision Date, Decision Status, Complete/Incomplete Status, Decision Group Organization: Department, School, College and Campus Codes/Descriptions Academic Program: Academic Program Code, Major, CIP Code, Degree Code and Degree Level Code/Descriptions Student Level: Student Level Code/Description, Degree/Credit/Level Groups Student Type: Student Type Code/Description, Group Residency: Residency Code/Description, In State Tuition Indicator Time: Calendar Date/Year, Month, Day, Week Term Code: Term Code/Description, Term Type, Academic Year, Term Code Campus Code, Term Start/End Dates, Term Housing Start/End Date System Objects: Sysdate, Constant Asterik (*)

    70. 70 Undergraduate Admissions BO CLASSES and OBJECTS (page 3)

    71. 71 Undergraduate Admissions BO CLASSES and OBJECTS (page 4)

    72. 72 Undergraduate Admissions BO CLASSES and OBJECTS (page 5)

    73. 73 Undergraduate Admissions BO CLASSES and OBJECTS (page 6)

    74. 74 Undergraduate Admissions BO CLASSES and OBJECTS (page 7)

    75. 75 Undergraduate Admissions BO CLASSES and OBJECTS (page 8)

    76. 76 Graduate Admissions Data Mart

    77. 77 For example, the Payroll ‘Class’ is the largest in the Time and Attendance – Payroll Universe For example, the Payroll ‘Class’ is the largest in the Time and Attendance – Payroll Universe

    78. 78 Graduate Admissions BO CLASSES and OBJECTS (page 1) Recruit Applicant: UIN, EDW Person Id, Non-UIN Unique Identifier, UIN-Combined, FERPA Indicator, Name, DOB, Age, Gender, Name, Email, Counts (Unduplicated & Distinct by EDW Person Id) Race/Ethnic: Race Ethnic and IPEDS Race/Ethnic Codes Citizenship: Citizenship Code, Description, Group Visa: Visa Number, Passport Info, Visa Nation Other Personal: Email Address, Legacy Code, Description Home and Mailing Addresses: Address Type, Street Address 1-3, City, State, Nation Zip Code, Mailing/Permanent Report Ind, Telephone # High School: HS Code, Graduation Date, %, Class Size, HS Address (City, State, Zip, County, Nation) Prior College: Prior College Code, FT/PT Indicator, Prior College Address (City, State, Zip, County, Nation) Scores: HS GPA, HS Rank, HS College Hours, GRE/LSAT/GMAT/MCAT Scores

    79. 79 Graduate Admissions BO CLASSES and OBJECTS (page 2) Application Detail: Application Number, Completion Date, Received Date, Application Original Address Decision Status: First Contact Indicator, Decision Date, Decision Status, Complete/Incomplete Status, Decision Group Organization: Department, School, College and Campus Codes/Descriptions Academic Program: Academic Program Code, Major, CIP Code, Degree Code and Degree Level Code/Descriptions Student Level: Student Level Code/Description, Degree/Credit/Level Groups Student Type: Student Type Code/Description, Group Residency: Residency Code/Description, In State Tuition Indicator Time: Calendar Date/Year, Month, Day, Week Term Code: Term Code/Description, Term Type, Academic Year, Term Code Campus Code, Term Start/End Dates, Term Housing Start/End Date System Objects: Sysdate, Constant Asterik (*)

    80. 80 Graduate Admissions BO CLASSES and OBJECTS (page 3)

    81. 81 Graduate Admissions BO CLASSES and OBJECTS (page 4)

    82. 82 Graduate Admissions BO CLASSES and OBJECTS (page 5)

    83. 83 Graduate Admissions BO CLASSES and OBJECTS (page 6)

    84. 84 Graduate Admissions BO CLASSES and OBJECTS (page 7)

    85. 85 Graduate Admissions BO CLASSES and OBJECTS (page 8)

    86. 86 Graduate Admissions BO CLASSES and OBJECTS (page 9)

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    88. 88 When Creating a Report, REMEMBER……. FERPA Indicator: When reporting Lists of Students ALWAYS include this object. Time: ALWAYS designate a TERM or List of Terms as a condition in your reports Applicant Student Level: Specify a level (i.e., 1U, 2U, 4U, 1G, 2G, 1L) since the Current Applicant Universe does not limit by level. Current Recruit does NOT contain Graduate Student information. Application Number: A student can have multiple applications by level per term which will have a separate Decision for each Application number. Student Address: Current Recruit and Current Applicant do not limit the type of Address information on a student by Mailing or Permanent. ALL address types are available to be used (MA, PR, BI, PA, C1, C2, etc.) Academic vs. Administrative College Academic College is the college associated with the student's department of instruction or the college that the student will receive their degree. Administrative College is the college where the applicant/student applied. For undergraduates the Academic College is the same as the Administrative College. For graduate students the Administrative College is the Graduate College (i.e. KS for Urbana, FS for Chicago) but the Academic College is the college that the student will receive their degree.

    89. 89 When Creating a Report, REMEMBER……. Use the Predefined Address/Telephone objects in this Universes. When reporting student addresses, use the PREDEFINED FIELDS in the Universe to pull one address for your student. If the student does not have a MA, PR or RH Address Type Code then the columns will appear BLANK in your report. With the implementation of the Directory Project, the existing Address/Telephone indicators were changed to provide three different options (Mailing Address Indicator, Permanent Address Indicator and Residence Hall Indicator). These indicators provide a hierarchy to allow users to pull one address per person. The address that will be reported using this structure will provide one current address and telephone number per student. If you use the below indicators then you may “loose” students if they do not have a MA, PR or RH address type. Mailing Address Indicator – This indicator if equal to Y in the report will return the most current MA address but if NO current MA address is available, the most current PR (permanent) address will be returned. If NO MA or PR address is available, the most current RH (residence hall) will be returned. Permanent Address Indicator - This indicator if equal to Y in the report will return the most current PR address but if NO current PR address is available, the most current MA (mailing) address will be returned. If NO PR or MA address is available, the most current RH (residence hall) will be returned. Residence Hall Address Indicator - This indicator if equal to Y in the report will return the most current RH address but if NO current RH address is available, the most current MA (mailing) address will be returned. If NO RH or MA address is available, the most current PR (permanent) will be returned.

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    93. 93 4 Options for Saving Option 1: File > Save > .rep This is the Business Objects default. This saves the document to your hard drive. The location is under: My Documents > My Business Objects Documents > User Docs Option 2: File > Save As > .xls This allows you to choose the location to save the document and change the file type to Excel (.xls). This location could be on your hard drive, on a CD or USB drive or on a network share, for example. Saving document as .xls may cause formatting issues after opening in Excel. Option 3: File > Save As > .txt This allows you to choose the location to save the document and change the file type to Text (.txt). This location could be on your hard drive, on a CD or USB drive or on a network share, for example. Saving the document as .txt will remove any formatting to the report once it has been opened via Excel using the File Format Wizard. Option 4: File > Export/Import To Repository… This sends the document to be stored on the Decision Support server. You can then retrieve the document from any location or computer. This option is very useful when you have created the document at a workstation that is not your own and you want to be able to retrieve it back at your desk or you create the document at your desk and want to be able to retrieve it in a lab setting.

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    98. 98 Good Luck & Have Fun Creating YOUR OWN Reports ?

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