Overview of

1
Overview of Student Records Resources
Presented by Alexis Smith Information
Technologist Administrative Information
Services Client Advocacy Office Office of
Planning and Budgets Registrars Office
Revised 04/04/06
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General Outline of This Presentation Introduction
Privacy and Confidentiality Means of
Access Access Administration Training Student
Records Systems
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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.
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• 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.)

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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 students 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.
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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?
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• 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.

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Privacy and Confidentiality FERPA 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. http//www.reg.msu.edu/ROInfo/Notices
/PrivacyGuidelines.asp
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Directory Information Directory information is
defined asa. 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.)
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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.
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CONFIDENTIAL RECORDS 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.
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MSU's Guidelines Governing Privacy and Release of
Student Records What Every University Employee
Should KnowFERPA 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
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Especially for Administrators, Security Contacts
and Support StaffFERPA 102 (PowerPoint)   
(PDF) Student Records Institutional
Responsibility and Student Rights. Helpful
Guide for Administrators, Security Contacts, and
Support Staff FERPA 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
MSUs Guidelines Governing Privacy and Release of
Student Records
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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.
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• 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.

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• 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

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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

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Terminal Emulation Logon Screens
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Typical Web Logon Screen
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MSUDATA Logon Screen
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Authorization Administration 1. AIS
Administration generally requires that an
Access Request Memorandum (ARM) be filled out by
the individuals 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.
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• 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 ones 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.

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http//aissecuritycontact.ais.msu.edu/arms/For
help call 353-4420 Ext.311
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SISARM http//aissecuritycontact.ais.msu.edu/arm
s/sis.docTraining 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.
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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.
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Course Management Systems LON/CAPAhttp//www.lo
n-capa.msu.edu/Training 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
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CLIFMS - Course Load, Instruction, Funding and
Modeling Systemhttp//clifms.ais.msu.edu/Authori
zation Request authorization from OPB.
TrainingIntroduction to CLIFMS (Course Load,
Instruction, Funding and Modeling
System)Application is used by units to
enterInstructors' effort distributions, The
course and instructor linkages (LINK), and
apportion effort distribution across the courses.
Professional accomplishments data Non-credit
instructional outreach activities
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Spartan Bookstore Textbook Requisition System
Entry to system at http//www.reg.msu.edu 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
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WORKCOPY for Schedule of CoursesAccessed at
http//www.reg.msu.edu under Faculty/Staff
select Online Forms Menu. Authorization Via your
unit security contact. This workcopy is a
reflection of the previous years 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
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Classroom Events Calendar and Request
Systemhttps//www.reg.msu.edu/Forms/EventSched/Pu
blicCalendarView.aspAuthorization 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.
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COURSES Course Request SystemNew Courses web
at www.reg.msu.edu/courses/coursesmenu.asp. 
Authorization MSUNetID and password plus
authorization ARM http//aissecurity
contact.ais.msu.edu/arms/courses.pdf 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.
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Graduate Assistant Appointment SystemARM
http//aissecuritycontact.ais.msu.edu/arms/e03.pdf
Initial information is entered in this system
which then produces a paper copy of the
appointment form for signatures. This is
terminal emulation access.
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Descriptions of Courses Catalog
http//www.reg.msu.edu/Courses/Search.asp
Authorization No authorization required. Search
course listings by subject code, course number or
key word.
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Schedule of Courseshttp//ntweb8.ais.msu.edu/Sche
duleBook/schedule.aspAuthorization 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.
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SIRS/SOCT Rate Your Classhttps//rateyourclas
s.msu.edu/This 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.
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SOCT -Student Opinion of Courses and
Teachinghttps//soct.msu.edu/Authorization
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).
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IMMUNIZE https//immunize.msu.edu/Available for
students only Immunization Self-Report Website
application for students with a backend database
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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.
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Instructor Systems Menuhttp//www.reg.msu.edu
This 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.
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OnLine Forms Menu http//www.reg.msu.edu This
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.
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• OnLine Forms (cont.)

Additionally it can be used to view the report of
courses approved for the use of ET-Extension
grading. www.reg.msu.edu/Courses/UCC/ETReport.asp
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Degree Navigatorhttps//degnav.msu.edu/AppLogin.A
sp Authorization MSUNetID and password plus
authorization. ARM http//aissecuritycontact.ais
.msu.edu/arms/degnav.pdfTraining 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.
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Adviser Scheduling System https//ntweb11.ais.msu.
edu/AAS/AppLogin.AspStudent Authorization
MSUNet ID and passwordARMhttp//aissecurityconta
ct.ais.msu.edu/arms/l1101add.pdf The appointment
system allows current MSU students and/or staff
to schedule an appointment with an adviser
provided their college is a participant.
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Language Placementhttps//ntweb11.ais.msu.edu/FLP
lacement/Authorization 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.
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Course Transfer Equivalenceshttp//transfer.msu.e
du/ Authorization No authorization
required. Find transfer equivalences by choosing
institution and subject code.
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e-SAF (Electronic Student Academic Folder)

• http//www.reg.msu.edu/Forms/FormsMenu.asp
• 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

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MSU Mathematics Placement Services
http//www.math.msu.edu/mps/Authorization
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.
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ATHLINFOhttps//ntweb11.ais.msu.edu/AthleteInfo/S
taff/AppLogin.Asp Authorization 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. 
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MSU Scholarship Endowment System Search
https//scholendow.ais.msu.edu/student/scholsearch
.aspAdminister https//scholendow.ais.msu.edu/st
aff/AppLogin.asp Authorization Search --
MSUNetID and password. Administration also
requires authorizationARM http//aissecuritycont
act.ais.msu.edu/arms/l1104.pdfThis 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.
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Enrollmenthttp//webenroll.msu.edu System for
students to enroll in classes and build their
schedule. Instructions and screen shots are
available at http//www.reg.msu.edu/roinfo/enroll
ment.asp
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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.
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AOP Sign Uphttp//admissions.msu.edu/aop/signup.a
sp 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.
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MSU Study Abroad Applicationhttp//ntweb11.ais.ms
u.edu/osa_db/overview.htm 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 Emergenc
y contact information (name, address, phones,
e-mail) Two references--not friends or family
(name, phone, e-mail)
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Student Information Generator/Data Requests
Accessed at http//www.reg.msu.edu 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.
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Class List Informationhttp//www.reg.msu.edu/Fac
ulty 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.
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STUINFOhttps//stuinfo.msu.edu/Authorization
MSUNetID and password plus authorizationARM
http//aissecuritycontact.ais.msu.edu/arms/stuinfo
.pdf 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.
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DEAN'S LISThttp//www.reg.msu.edu/ROInfo/GradHono
r/DeanList/DeanList.aspAuthorization 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.
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GRASP - Graduate Admissions Search and
Processinghttps//ntweb11.ais.msu.edu/J9400/
Authorization MSUNetID and password plus
authorization. Form available from
cao_at_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.
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Enrollment and Term End Reportshttp//www.reg.msu
.edu/ROInfo/EnrTermEndRpts.aspAuthorization 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. (cont.)
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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 ConferredDelivery
Method, Delivery Method Student Credit Hours
Delivery Method Student Enrollment
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Common Data Set (Statistics)http//opbweb.opb.msu
.edu/docs/CommonDataSet/cdsmain.htmAuthorization
No Authorization Required September 2003 (PDF
format) View MSU's Answers to The College Board's
Common Data Set.
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InfoPages (Statistics)http//opbweb.msu.edu/infop
ages/Authorization 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.
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PPS Reports (Statistics)http//opbweb.msu.edu/Inf
oPages/MenuPPSFrame.htmAuthorization 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.
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Data Reports http//opbweb.msu.edu/DataMart/Front
End.aspAuthorization 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.
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• Tips and Tricks
• Copy and paste may not always work. Sometimes
  utilizing Netscape and then attempting to paste
  into EXCEL doesnt work as well as using IE. A
  disadvantage is that everything needs to be done
  over if the web page is updated.

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2. Within EXCEL there are several additional
options for placing data in a spreadsheet besides
direct entry and pasting.
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Commonly Utilized ODBC Front Ends Microsoft
ACCESS SAS Instructions for creating an ODBC data
source are available at http//dataadmin.ais.msu.
edu/odbcsetup.htm
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http//ntweb11.ais.msu.edu/J9700/dbdoc/
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SISINFOARM http//aissecuritycontact.ais.msu.edu
/arms/sisinfo.docTraining SISINFOReporting
Tables and Data Overview
SISINFOQuerying 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 units majors whereas access to SISFRZN
and SISFULL is university wide.
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SISFRZNARM http//aissecuritycontact.ais.msu.edu
/arms/sisfrzn.pdf 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.
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SISFULLARM http//aissecuritycontact.ais.msu.edu
/arms/msudata1.pdf 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.
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SISArchiveARM http//aissecuritycontact.ais.msu.
edu/arms/generic.pdf Used to hold data which has
been archived from the SIS database. Student
address and student financial information is
currently stored here.
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SISFINARM http//aissecuritycontact.ais.msu.edu/
arms/sisfin.pdfAccess to this database is
extremely limited. This database contains the
following types of student financial
dataAccounts 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.
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Simple Query Current Majors in Arts Letters
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Simple Query Results
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More Complex Query
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Form with tabbed subforms
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Pivot Table
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Switchboard
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• Some Resources
• MSU Systems Inventory URLhttp//ntweb11.ais.msu.e
  du/metagate/prototype/UniversitySystemsInventory.h
  tmAlpha
• EXCEL for Data AnalysisStephen L. Nelson. Excel
  Data Analysis for Dummies.Wiley Publishing,
  2002.
• ADUG Administrative Data Users GroupOpen
  subscription website available on ANGEL
  http//angel.msu.edu
• This Power Point Presentation with hot
  linkshttp//train.msu.edu/classinfo/downloads/stu
  dentrecordsoverview.exe