February 2017

SAKE on February 27th

At this month’s Student Analytics Knowledge Exchange, in addition to the usual updates, we will show off some of the new reports that will be available in the Report Library!

Time: 11am Monday, February 27 Place: Room 243 Littlefield Center

Exploring the Ad Hoc Fields: Units Towards Graduation

One of the most daunting things about using SIRIS, particularly in the ad hoc environment, is understanding the many fields available for reporting. In this article—the first of a series—we’ll highlight one or two ad hoc fields which you may not know about. The goal is to help you understand what data are already in the system, including where they come from and how to use them.

Today’s two fields can be found in the “Student Academic Characteristics” folder, in the “Academic Activity and Status” subfolder.

UG Units to Graduate Qty: This field is a count of the number of units a student has available towards graduation (for the Undergraduate career only). This custom calculation differs from the total number of undergraduate units a student may have accumulated, since Stanford has special rules which limits certain types of units. For example, a student admitted as a freshman (not a transfer) can apply no more than 45 units of transfer or Advanced Placement credit towards their undergraduate degree. The “UG Units to Graduate Qty” field is calculated using logic which takes all these rules into effect and thus provides the ability to report on undergraduate progress towards a degree.

One important thing to note about the “UG Units to Graduate Qty” is that it is always point-in-time, meaning as of yesterday (since SIRIS is processed overnight). This means that you cannot look up values for a student for a previous term, or at any point in the past. Additionally, this quantity is subject to change from one day to the next, even within a term, for a number of reasons. Students may resolve incompletes in classes, for example; or coterminal Master’s students might adjust which courses they apply to their undergraduate or graduate degrees. For those familiar with PeopleSoft, this value is equivalent to the STF_UTG field found in the STF_R_SR_SUM table, a custom table built for Stanford.

Stanford UG Units to Graduate Qty: This field is similar to the “UG Units to Graduate Qty; however, it only includes those units earned at Stanford, not transfer or test credit units.

Both of these fields apply only to undergraduate students since there are no comparable calculations for graduate students. Students who do not have an open undergraduate career will have values of 0.00 in both of these fields.

Stanford’s complete policies regarding undergraduate units towards graduation can be found in the online bulletin at ExploreDegrees. Also, don’t forget that the entire ad hoc field structure and definitions for all the terms can be found in the Data Governance Center.

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Confused? Curious? Concerned? Send us an email at siris-support-team@lists.stanford.edu or attend an upcoming SAKE meeting (see above for the schedule).

Capturing Waitlist Data in SIRIS 2

The much-anticipated next phase of the SIRIS, which will be focused on course offerings and class enrollment, is currently under development. One of the value-added features that will be implemented in this new release is a snapshot of waitlist data as students attempt to enroll in courses. This will allow departments and programs to see not only who is able to ultimately enroll in a course, but also who was unable to make it in. It will also provide a picture of how waitlists and enrollments change on a daily basis during the sign-up period.

The current plan is to take a daily snapshot of enrollment and waitlist data from the day that course enrollment opens for a particular term through the add-drop deadline for that term. Users will be able to see the individual student IDs, the date that they were added to the waitlist for a course, and the date that they were able to successfully enroll (if they made it off the waitlist).

It is our hope that this will allow a more complete picture of enrollment trends at Stanford, as well as answer questions about whether course capacities are meeting student demand. If you would like to provide any feedback on the implementation of this feature, please feel free to send us a note.

 Feedback on STARS Module

As many of you know, users of SIRIS are required to take an online module, “Appropriate Use and Protection of Student Data”, before they can access the system. We are in the process of updating the module in order to improve compatibility with a number of web browsers, and in doing so, we have an opportunity to adjust the content of the module as well. We would love to hear any feedback about the module that our users have to share—Is it useful? Is it clear? Are the examples relevant?

If you have any comments or suggestions, or would like to be invited to a meeting to discuss potential changes to the module, please send us an email!

SIRIS (Student Integrated Reporting and Information System) is a tool designed to allow customized and in-depth reporting on students at Stanford. SIRIS is sponsored by the University Budget Office and Business Affairs, and is the product of a collaborative effort between Institutional Research and Decision Support  and Administrative Systems, in consultation with the Registrar’s Office and representatives from the Schools and VP areas.

Email siris-support-team@lists.stanford.edu or visit siris.stanford.edu to learn more.


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