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State University of New York. The New Institutional Research Systems AIRPO June 19, 2006. BIRDS Project (2003-2008). Initial Design (2002-03) Campus Review (2004) Re-Design (2005) Design Approved (2005) Development (2006-2007) Pilot (2006-07) Implementation (2007-08).

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State university of new york

State University of New York

The New Institutional Research Systems

AIRPO

June 19, 2006


Birds project 2003 2008

BIRDS Project (2003-2008)

  • Initial Design (2002-03)

  • Campus Review (2004)

  • Re-Design (2005)

  • Design Approved (2005)

  • Development (2006-2007)

  • Pilot (2006-07)

  • Implementation (2007-08)


The three goals

The Three Goals

  • Capture instructional activity throughout the academic year (college credit courses plus approved developmental/remedial)

  • Associate students with their instructional activity and degrees/certificates

  • Implement more flexible technologies and data architecture.


Major changes features

Major Changes/Features

  • Data captured after the course is completed

  • Assigns a SUNY student identifier

  • Census date associated with course section, not necessarily the semester/term

  • Captures the student’s final status in a course, e.g., earned credits, withdrawals, etc.

  • Captures new transfer and graduate student information (prior degree, GPA, relevant test scores)

  • Captures basic instructor information from CCs

  • Captures applicant information


State university of new york

Space Inventory

Human Resources

Course

New IR System

Term/Section

Finance

Degree

Applicant

Student


Primary business rules upon full implementation

Primary Business Rules (upon full implementation)

  • New students in matriculated programs must have an applicant record

  • Continuing and returning students must have a SUNY ID

  • Sections must be associated with a valid course

  • Sections must have an instructor record

  • Degree/certificates must be awarded to a person with a SUNY ID

    Otherwise no FTE!


Suny id

SUNY ID

  • System Admin applies matching algorithm to determine whether a student is new to SUNY, e.g., SSN, name, DOB, gender

  • If the student is new, a SUNY ID is assigned

  • During the pilot test, SUNY will assign IDs to students from the past ten years

  • Campuses store the SUNY ID with the student’s record and uses it when reporting data to SUNY

  • Registrars add the ID to the student’s transcript when transferring to another SUNY

  • Receiving campuses captures the SUNY ID from the sending institution


Course

Course

Captures information about the courses a campus offers, e.g., Course Catalog.

  • Title, credits, general education, etc.

  • Campuses submit a course file as frequently as necessary (batch upload or periodic updates)

  • Campuses report courses which may be used to earn a college degree/certificate


Applicant student

Applicant/Student

Captures information about applicants (and applications) and students.

  • Demographics, prior academic record, geographic origin, etc. of matriculated first-time, transfer, graduate and first professional applicants

  • Campus’ decision code (accept, deny, not acted upon)

  • Updated demographics of enrolled students; also the number of registered hours enrolled, etc.)

  • Includes information to assign SUNY ID if not previously assigned


Term section

Term/Section

Captures information about the sections campuses teach after the course is completed

  • Campuses must report sections that are required or may be used to earn an approved degree/certificate

    • Includes Remedial/Development courses that lead to college credit courses

  • Term/Section integrates the course, student, and instructor

  • Term/Section is used for official representations of enrollment and state aidable FTE

  • For State Ops: used in calculating instructional costs per credit hour (former CASA)

  • For both CCs and State Ops: used to calculate faculty workload


Degree certificate

Degree/Certificate

Captures information about degrees/certificates awarded by the campus.

  • Similar to current ADF

  • Last opportunity to update student’s demographics

  • Submitted after each commencement or at the end of the academic year

  • SUNY encourages campus participation in the National Student Clearinghouse’s Degree Verification Program, so the layout of this submission will track closely with what they require


Major benefits of the new systems

Major Benefits of the New Systems

  • Easier submission and correction process

  • Better,

    • Student tracking

    • Academic program cost

    • Transfer and graduate student information

    • Course articulation

    • Understanding of retention & graduation

  • Greater data accuracy and integration

  • Better campus access to data

  • More flexible technologies, e.g., XML


File submission cycle

File Submission Cycle

  • Course submitted at the beginning of the FY (updated as often as needed)

  • Preliminary Applicant/Student

    • As of 3rd week of Fall semester (or 2nd week of quarter)

    • As of 3rd week of Spring semester (or 2nd week of quarter)

  • Updated Applicant/Student and Term/Section

    • FY Sept 1 to Aug 31 campuses:

      • Fall/winter terms due mid January

      • Spring/summer terms due mid September

    • FY July 1 to June 30 campuses:

      • Summer/fall terms due mid January

      • Winter/Spring terms due mid June

  • Degree/Certificate submitted at the end of the FY


Project status

Project Status

  • All but 3 campuses have identified implementation teams

  • Initiated Pilot Test phase

  • Functional specifications almost complete

  • Data submission module under construction

  • Data element dictionaries

    • Course complete

    • Term/Section complete

    • Applicant/Student nearing completion

    • Degree/Certificate TBD


Pilot campus responsibilities

Pilot Campus Responsibilities

  • Provide data to test the new system programs and validate the design

  • Provide campus input on the development of the new system (BIRDS)

  • Serve as a resource for other campuses during deployment phase


Pilot campuses

Pilot Campuses


Project schedule

Project Schedule


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