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Overview of Student Records Resources Presented by Alexis Smith Information Technologist Administrative Information Services Client Advocacy Office Office of Planning and Budgets Registrar’s Office Revised: 04/04/06 General Outline of This Presentation Introduction

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Overview of

Student Records Resources

Presented by Alexis Smith

Information Technologist Administrative Information Services

Client Advocacy Office

Office of Planning and Budgets

Registrar’s Office

Revised: 04/04/06


General Outline of This Presentation

    • Introduction
    • Privacy and Confidentiality
    • Means of Access
    • Access Administration
    • Training
    • Student Records Systems

What are the functions involved in offering courses and majors, having students enroll in those courses, grading the students, offering advising to the students, and maintaining records of all of these activities?

In this class we will identify the computer applications involved in these activities, the sorts of records generated by these systems, and what is necessary to obtain access to the applications relevant to carrying out your job functions.


Systems associated with student records are of a variety of types:

  • Infrastructure systems – ones to create courses, create schedules, etc., but which do not contain any student records themselves
  • (2) Statistical reporting systems – ones that utilize student records to do counts and make calculations, e.g., averages, but do not contain individual student records
  • (3) Individual student records reporting systems –ones that have data for a particular student or lists of students (cont.)

Systems associated with student records are of a variety of types: (cont.)

(4) Advising & Placement systems –systems that allow a student to make an appointment with an advisor or an advisor to have the relevant information about the student or student’s major.

(5) Enrollment systems – systems that permit a student to enroll for classes or a major.

(6) Databases which store the information from these other activities and make it accessible.


Examples of questions we might want to ask or actions we might want to take.

What was the number of students in a particular major in SS04?

What was the average GPA of individuals graduating with a degree in a particular major over the last five years?

Who was enrolled in a particular class in FS03?

How is a student, with permission of the instructor, enrolled in class already over its enrollment limit? What requirements does a student need to satisfy in order to graduate with a particular major?


What are the exit expectations after taking this course?

  • Know of the available MSU computer systems relating to student data
  • Basic functions of each of the resources
  • Authorization requirements and procedures
  • Sources of information on available training.
  • Privacy and confidential restrictions on data use.

Privacy and Confidentiality

    • Pursuant to the federal Family Educational Rights and Privacy Act (FERPA), the University has established policies governing privacy and release of student records. The University has designated certain personally identifiable information as directory information, which may be released at the discretion of the University to anyone who makes a request.

Directory Information

  • Directory information is defined as:a. nameb. local address and telephone numberc. MSU Net IDd. permanent address and telephone numbere. current enrollment status or dates of attendancef. program level, class, majorg. current term candidacy for degree and/or teacher certificationh. information pertaining to awards and honors achievementsi. MSU degree(s) earned and dates (Cont.)

Directory Information (cont.)

  • j. recommendation to the State of Michigan for teaching certificate and effective datesk. participation in officially recognized MSU activities and sports--including weight and height of athletic team membersl. recognition documents of student organizationsm. employment status as a graduate teaching assistant or research assistantn. office address and office phone number.


All personally identifiable information that is not directory information is confidential and shall only be disclosed according to University policy. That information includes, but is not limited to:

a. academic evaluations and grades,b. counseling and advising records,c. disciplinary records,d. financial aid records,e. letters of recommendation,f. medical and psychological records,g. police records,h. transcripts and other academic records,i. scores on tests required for new students,j. billing and fee payment record.


MSU'sGuidelines Governing Privacy and Release of Student RecordsWhat Every University Employee Should Know:FERPA 101 (PowerPoint) (PDF)Student Records: Institutional Responsibility and Student Rights FERPA 101 Self-diagnostic quiz (PowerPoint) (PDF)Test your knowledge of: Student Records and the Family Educational Rights and Privacy Act (FERPA) and MSU�s Guidelines Governing Privacy and Release of Student Records


Especially for Administrators, Security Contacts and Support Staff:FERPA 102 (PowerPoint) (PDF)Student Records: Institutional Responsibility and Student Rights. Helpful Guide for Administrators, Security Contacts, and Support StaffFERPA 102 Self-diagnostic quiz (PowerPoint) (PDF)For Administrators, Security Contacts, and Support Staff Test your knowledge of: Student Records and the Family Educational Rights and Privacy Act (FERPA) and MSU’s Guidelines Governing Privacy and Release of Student Records


As a faculty or staff member you have access to student educational information only for legitimate use in the completion of your responsibilities as a university employee. Need-to-know is the basic principle. Having a need-to-know, is determined by the head administrator of the unit retaining the information.

Student educational records are confidential and may generally not be released without written consent of the student.

You have a responsibility to protect educational records in your possession.


Gaining Access to Systems Requiring Authorization

  • Gaining access may entail some or all of the following:
  • Having a need to know established by a supervisor and approved by a security contact/administrator.
  • Obtaining any required training.
  • Having the appropriate software available on your office computer.
  • 4. Having the actual transactions made to grant access.

Tools for gaining access

  • Terminal emulation access to mainframe
  • Utilizing a Web browser
    • Hummingbird Host Explorer for access to the AIS 3270 mainframe
  • MS Access, Crystal Reports and other query and reporting tools to access databases on MSUDATA

AIS Mainframe Access – 3270 Emulation and FTP

Effective 10/31/05:

  • usage SSL-enabled 3270 emulation software to be used to connect to the AIS mainframe.
  • Removal of NC-Pass and the SecurID card
  • extension of the mainframe password from 4 to 8 characters
  • SSL-enabled FTP software

Authorization Administration

1. AIS Administration – generally requires that an Access Request Memorandum (ARM) be filled out by the individual’s security contact, the relevant signatures obtained and sent to Administrative Information Services to provide access.

2. Distributed & Delegated Administration – the unit security administrator can grant the access. Procedures necessary to obtain authorization will vary by unit.

3. Application Steward Administration – conditions to obtain access and the process are determined by the application steward.


Levels of Authorization

  • In some applications the level of authorization can vary from authorized individual to authorized individual.
    • According to what can be viewed – may be restricted to data on individuals in one’s own unit, may be university wide, may be restricted as to what data elements may be viewed irrespective of population to which access has been given.
    • 2. According to the permissible actions that can be taken – view only, view and update, the range of the updates possible, etc.

SISARM: SIS Basics – General Navigation –Part A SIS Basics – Student Academic History and Data Organization – Part B

This is the mainframe application dealing with student records. It is the primary source of official records and the real time live source of student data. Many of the various web applications and the student records databases on MSUDATA obtain data from or are sources of data for SIS. Within SIS one can obtain information regarding a particular student or class and conduct certain transactions.


Course Management Systems –ANGELhttps://angel.msu.eduTraining: ANGEL A; ANGEL B; Gradebook; Groups; Quizzes

ANGEL is a Learning Management System (LMS) created by Cyber Learning Labs. ANGEL is also an acronym which stands for "A New Global Environment for Learning". Everyone with a current MSUNet ID and password automatically has an ANGEL account. Faculty teaching courses have courses as part of their ANGEL site as a result of being linked to the course in CLIFMs.


Course Management Systems – LON/CAPA Authoring; Basics; Advanced Course Coordination; Exams

LON-CAPA is an open-source freeware Learning Content Management System, which started in the College of Natural Science and Michigan State University.

Instructors may request creation of a LON-CAPA course using the online request form. A request should be made for creation of a LON-CAPA course for each semester for which LON-CAPA is to be used, as a separate course (and unique courseID) will exist for each semester


CLIFMS - Course Load, Instruction, Funding and Modeling System Request authorization from OPB. Training:Introduction to CLIFMS (Course Load, Instruction, Funding and Modeling System)Application is used by units to enter:Instructors' effort distributions, The course and instructor linkages (LINK), and apportion effort distribution across the courses. Professional accomplishments data Non-credit instructional outreach activities


Spartan Bookstore Textbook Requisition SystemEntry to system at; under Faculty/Staff; select Instructor Systems Menu.Authorization: MSUNet ID and password

System for on line ordering the textbooks to be used in a class.

There are four choices:

1. Begin a new requisition.2. Modify an existing requisition. 3. Provide a list of courses with or without requisitions. 4. Allows duplication of a previous requisition.

For help call the MSU Bookstore. Bookstore has responsibility for this application. Phone: 517-355-3450 or toll-free 1-877-267-4700


WORKCOPY for Schedule of CoursesAccessed at:; under Faculty/Staff; select Online Forms Menu. Authorization: Via your unit security contact.

This workcopy is a reflection of the previous year’s authorized courses/sections and what is authorized for the upcoming year. Instructions can be accessed from the main menu of the workcopy. This system is only available September through November


Classroom Events Calendar and Request System None to view. Requires MSUNet ID and password to make room request.

Regularly scheduled classes are listed by course, subject and section code. Events are listed by description and are highlighted in red. Not all final exams are listed on the calendar. Contact Classroom Scheduling at 355-4522 for scheduling during finals week. One can Search for an Event or Search for/request an open room as well as get a listing of events in a room for a specific month.


COURSES – Course Request SystemNew Courses web at Authorization: MSUNetID and password plus authorization ARM: http://aissecurity

The COURSES system provides the capability for departments and colleges to propose new, changed, or deleted undergraduate and graduate courses which are routed to the University Committee on Curriculum and through academic governance.  Use COURSES to search for approved, interim, pending, and old courses.


Graduate Assistant Appointment SystemARM:

Initial information is entered in this system which then produces a paper copy of the appointment form for signatures. This is terminal emulation access.


Descriptions of Courses Catalog No authorization required.

Search course listings by subject code, course number or key word.


Schedule of Courses No authorization required for viewing.Provides multiple year listings of course offerings. Courses are grouped by subject code. Also allows a student to plan a schedule.


SIRS/SOCT – “Rate Your Class” web system allows current students to fill out SIRS (student instructional rating system) and SOCT (student opinion of courses and teaching) forms for courses in which they are enrolled and for which the online collection mode is active. Students may only fill out these forms during a specified period in the semester and may only do so one time.

SOCT questionnaires are only available on line. SIRS questionnaire may be available on line at the discretion of the department offering the class.


SOCT -Student Opinion of Courses and Teaching Requires MSUNet ID and password

The SOCT web-site provides a way for students to see in graphical format the aggregate SOCT ratings of an individual instructor versus other instructors in a given undergraduate course or level. The system is updated each fall and spring semester after all SOCT ratings are received (SOCT is not collected during summer per policy).


IMMUNIZE for students only

Immunization Self-Report Website application for students with a backend database


OISS/INFOOnly limited offices are granted access.

Maintains information on MSU's international student and scholar population. The system displays data on this population from SISINFO, and provides authorized update of OISS/Info data through a secured web interface, including data needed to issue I‑20 and DS‑2019 forms. Data is exchanged in secured batch mode with the Department of Homeland Security's Student and Exchange Visitor Tracking System (SEVIS) in order to report data on this population, effect the actual issuance of immigration forms, and provide compliance with immigration regulations for F and J students and scholars.


Instructor Systems Menuhttp://www.reg.msu.eduThis is an option under the Faculty/Staff heading. Authorization: Requires authorization from your college security administrator for administrative access. Faculty access is obtained by the appropriate unit entry in CLIFMs.

This section contains Class Lists, OnLine Grades, Academic Progress Reports, and a link to the Textbook Order System.


OnLine Forms Menu http://www.reg.msu.eduThis is an option under the Faculty/Staff heading. Authorization: Requires authorization from your college (MAU) security administrator.

This section contains the Student Information Generator -- Query Builder which can be used to generate various lists of majors satisfying numerous selected characteristics. It also contains Student Report which allows the generation of a detailed academic history report for an individual student.

OnLine Forms (cont.)

Additionally it can be used to view the report of courses approved for the use of ET-Extension grading.


Degree Navigator

Authorization: MSUNetID and password plus authorization.

ARM : Degree Navigator (Audit System for Student Records)

Degree Navigator is a web application that allows a student or the student's adviser to compare the student's academic record with degree requirements for the student's major or any other undergraduate program offered at Michigan State University.


Adviser Scheduling System Authorization: MSUNet ID and passwordARM:

The appointment system allows current MSU students and/or staff to schedule an appointment with an adviser provided their college is a participant.


Language Placement MSUNet ID and password. Available only to students.

The foreign language placement test helps students to register for the appropriate level course for a foreign language.

The unproctored placement test does NOT exempt a student from any language requirements.


Course Transfer Equivalences No authorization required.

Find transfer equivalences by choosing institution and subject code.

e saf electronic student academic folder
e-SAF (Electronic Student Academic Folder)
  • Authorization: College security administrators authorize and administer access via the RO Web Forms Security System
  • Training: University Advisers In-Service offerings
  • Allows
    • Elimination of paper files
    • Provides accurate student academic folder; including major changes
  • Provides
    • Permanent advising notes
    • Preparatory advising notes
    • Copy to student
    • Student academic report – award history, major history, AOP placement scores, course details, and term summary
    • Credits and GPA summary
    • Links to other online forms
    • Archived images – historical “paper” documents (e.g., Administrative Action forms and Withdrawals), transfer credit evaluations, transcripts

MSU Mathematics Placement Services Requires an APID.

The Mathematics Placement Service is for new freshmen and new transfer students who have been accepted to Michigan State University. Its purpose is to place these students into the mathematics courses that are most appropriate for them. The results of the answers to the questions produced by the Service will not affect the status of a student's admission to Michigan State University.


ATHLINFO ARM Required Use Generic Form

System that permits units involved with athletic responsibilities, coaching staff, the NCAA, and the Associate Deans of various colleges to accurately and timely manage data regarding MSU student athletes. The Athlete Info system is designed as a resource to record, track, and review recruitment, admissions, eligibility, roster, book loan information for student athletes. 


MSU Scholarship & Endowment System Search: Search -- MSUNetID and password. Administration – also requires authorizationARM: system provides a central repository for information on scholarships and endowments. It has both administrative and scholarship search components. In the administrative component for each scholarship and endowment that has been established with a written agreement with a donor, the system contains all the conditions of the agreement. The system also allows units offering scholarships to manage and track the award process for their scholarships through the system.



System for students to enroll in classes and build their schedule.

Instructions and screen shots are available at:


AOP Major Changes

This small web-based system provides a way to capture last-minute major changes into a database for AOP-related processing that, due to timing considerations, cannot wait until this data shows up in MSUData. It is used only during AOP.


AOP Sign Up

DOMESTIC or INTERNATIONAL students can sign up for (or change) an Academic Orientation Program (AOP) that best suits their schedule. Academic Orientation Programs are filled on a first-come first-served basis.


MSU Study Abroad Application

Only MSU students who are at least 18 years of age or older can apply online. There are time limitations for inputting your information. The following information is required:

Name and/or location(s) of the program for which you are applying

One-page essay, if required by your program; you will need to cut and paste your essay into the application

Emergency contact information (name, address, phones, e-mail)

Two references--not friends or family (name, phone, e-mail)


Student Information Generator/Data Requests

Accessed at:; under Faculty/Staff; select Online Forms Menu. Authorization: Via your college (MAU) security administrator.

Allows one to generate various reports or send emails to selections of majors. Also allows the generation of an internal transcript for an individual student major.


Class List Information Authorization: MSUNetID and password plus authorization which is given by the department making the appropriate course link in CLIFMs. Administrative access is also possible via the college (MAU) security administrator.Within “Faculty/Staff” on the left hand side of the page select “Instructor Systems Menu” and after logging in you will have the opportunity to select various versions of class lists.


STUINFO MSUNetID and password plus authorizationARM:

Provides students and authorized faculty or administrative staff access to student and enrollment information. Student specific information includes: Schedule/enrollment, Grades, Academic, Student account, Holds, Address, and Financial Assistance data. Students may also provide guest access.


DEAN'S LIST No authorization required.

Searchable by college, semester, and for an individual student. If a student has requested certain directory restrictions, they will not be included in this listing.


GRASP - Graduate Admissions Search and Processing Authorization: MSUNetID and password plus authorization. Form available from cao@msu.eduThe Graduate Admissions Search and Processing System (GRASP) permits graduate units to manage data regarding MSU graduate admissions applications. The GRASP system is designed as a resource for colleges and departments to record, track, and review their graduate admission progress semester by semester.


Enrollment and Term End Reports No authorization required. Begins with Fall 1994.Older reports are available in PDF.Enrollment Reports --Trend Of Student Credit Hours; Students Enrolled - Percentages Of Change; Trend Of Student Enrollments By Preferred College; Undergraduate Students By Major; Graduate Students By Major.



Enrollment and Term End Reports (cont.)

Term End Reports -- Trend of Term Grade-Point Averages By Class and Level of Primary Major; Trend of Degrees Conferred By College; Ranking of Cumulative Grade-Point Averages By Class and Level of Primary Major. Degrees -- Degrees Conferred; Trend of Degrees Conferred;Delivery Method, Delivery Method – Student Credit Hours; Delivery Method – Student Enrollment


Common Data Set (Statistics) No Authorization Required

September 2003 (PDF format) View MSU's Answers to The College Board's Common Data Set.


InfoPages (Statistics) No Authorization Required

View a variety of standard reports or create your own reports. Look here for new data reporting options and new data resources.


PPS Reports (Statistics) No Authorization Required

Planning Profile Summary Reports. Used in the University's planning process to show planning data element percent changes and values for five years for a selected unit or sub-unit.


Data Reports No Authorization Required

Users can: Create reports. Limit access to their created reports. Create personalized groups in which access to their reports can be given. Publish their reports. Make their reports Public. View private reports that others give access to. Receive email pertaining to enhancements in the system.


Tips and Tricks

  • Copy and paste may not always work. Sometimes utilizing Netscape and then attempting to paste into EXCEL doesn’t work as well as using IE. A disadvantage is that everything needs to be done over if the web page is updated.

2. Within EXCEL there are several additional options for placing data in a spreadsheet besides direct entry and pasting.


Commonly Utilized ODBC Front Ends

    • Microsoft ACCESS
    • SAS
  • Instructions for creating an ODBC data source are available at:

SISINFOARM: SISINFO–Reporting Tables and Data Overview SISINFO–Querying Reporting Tables with MSAccess

This Database contains information in SIS for students who have enrolled as of summer term 1995 as of last night. Currently, SIS Admissions, Enrollment and Academic History information is available. Access to SISINFO is more widespread than SISFRZN or SISFULL as the the security allows for access to students only within a unit’s majors whereas access to SISFRZN and SISFULL is university wide.



At specific business cycle points, student data is captured and retained for use where point- in- time data is required. The database contents are captured for the following business cycle points: early enrollment, end of AOP, first day of semester, quarter of the semester, middle of the semester, and end of the semester.



SIS Big Sweep Extracts in MSUData. Twice per year, Big Sweeps run on the mainframe to create FullDB (full database) versions of the SIS Academic History extracts. This database holds SQL Server versions of those files.



Used to hold data which has been archived from the SIS database. Student address and student financial information is currently stored here.


SISFINARM: to this database is extremely limited.

This database contains the following types of student financial data:Accounts Receivable data.Financial Aid data.Return Check data.Short Term Loan student account data.Sigma system security entries.Student Assessment data.

Data is updated on a daily cycle.


Some Resources

  • MSU Systems Inventory URL
  • EXCEL for Data AnalysisStephen L. Nelson. Excel Data Analysis for Dummies.Wiley Publishing, 2002.
  • ADUG – Administrative Data Users GroupOpen subscription website available on ANGEL –
  • This Power Point Presentation with hot links