State University of New York

1. State University of New York The New Institutional Research Systems AIRPO June 19, 2006

2. 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)

3. 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.

4. 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

5. Space Inventory Human Resources Course New IR System Term/Section Finance Degree Applicant Student

6. 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!

7. 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

8. 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

9. 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

10. 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

11. 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

12. 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

13. 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

14. 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

15. 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

16. Pilot Campuses

17. Project Schedule