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Graduate Student Tracking Council of Graduate Schools December 2011 Nancy Marcus Dean, The Graduate School Florida State University

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Page 1: AM2011 Marcus

Graduate Student Tracking

Council of Graduate Schools December 2011

Nancy Marcus

Dean, The Graduate School

Florida State University

Page 2: AM2011 Marcus

Acknowledgements

• David Yancey ([email protected])

• Chris Simonavice

Page 3: AM2011 Marcus

Why?

Page 4: AM2011 Marcus

Graduate Student Tracking • Web-based system w/secure access • Integrates information from several student

databases – Financial aid, waiver appointments, directory,

student data records • Allows for other information to be entered

– Progress towards degree, committee composition

– Customize tracks for particular degree, majors etc.

• Multiple user roles: add data and view only

Page 5: AM2011 Marcus

Graduate Student Tracking

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Development & Implementation

• Top priority – Ph.D. Completion Project – 8 target Ph.D. programs in Arts &

Sciences • Secondary priority

– All other graduate programs • 15 colleges • Master’s, specialist & doctoral

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Defining System Needs • Advisory committee - Gather information pertinent

to policies and procedures, benchmarks, etc. – University (required/default) – College – Department – Program

• Security and access – Accessible electronically from anywhere – Authorized access – Password protected

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University

• Program of study • Annual review • Committee composition • Prelims and admission to candidacy • 24 dissertation hours • Defense

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Queries and Reports

• Custom report examples – Student graduation counts by major, degree,

year – Student committee counts for faculty by degree

level, by role – Enrollment analyses (5 year rule, 7 year rule,

time to degree) – Test score summaries – Student counts by term – Student directory information

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Selecting a Student(s)

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Student Track Tab

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Student Progression Tab

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Student Facts Tab

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Student Committee Tab

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Student Data Tab

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Test Scores Tab

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Student Transcript Tab

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Financial Aid Tab

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Waiver Appointments Tab

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Report Generator

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Sample Report

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Custom Reports

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Custom Reports (cont.)

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Grad Counts by Major/Year

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Committee Counts for Departmental Faculty

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Faculty Info

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Drill Down to Student

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Committee Summary Report

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Other Reports

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Student Messaging

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Department & College

• Enter progress information – University requirements

• Annual reviews • Committee information • Prelims

– Department requirements • Program of study • Presentations & publications • Teaching

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Graduate School • Reports as described • Validate student committees for thesis, treatise, and

dissertations • Graduate School enters information:

– Fellowships – Workshops attended – Scores on SPEAK test

• Check student record when requests are made for extensions and exceptions

• Evaluate retention and completion as they relate to fellowship support, professional development workshops attended

• Departments and Colleges can check student committee service of faculty

Page 35: AM2011 Marcus

Status and the Future

• Staffing – 1 person on borrowed time is the brains

• 1 person assists technically and trains the community; staff turnover

• 1 graduate assistant helped with technical aspects in early development

• Widespread implementation • Continue to improve and enhance