Managing Admissions Data

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Managing Admissions Data

• AGCA
• August 20, 2003

2
General

• Future Meeting
• September 10, 2003 Navigating SIS and SRS
  Screens and SRS Web
• Listserv on my.ucla.edu (password)
• See board
• Mentors/Mentees list

3
Group Introductions

• Name
• Department
• Question 1 What Computer System do you use?
• PC
• Mac
• None
• Other
• Questions 2 Do you use the 2GD screen on OASIS
  to contact your applicants?

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Summary of this talk

• Discussion will focus on how different
  Departments 1) get and 2) use admissions data
• Alternatives of what can be done
• Interactive meeting with numerous questions
• Im not technically savvy
• No method shown is being advocated as best
• This is not a comprehensive list of options

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So we have Questions

• Question 3 What database do you use?
• Microsoft Access
• Filemaker Pro
• Microsoft Excel
• None
• Other
• Question 4 How do you get admissions information
  into your computer?
• Download Directly
• Download via web (jasmine.gdnet.ucla.edu)
• You type it in
• Dont use a computer
• other

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Example 1 Download Directly (Psychology
Department)

• Uses their own web online form to attain
  information from students
• www.psych.ucla.edu/grads/gradsuppapp.php
• Not available until September 1st
• From web to Access Database
• Students enter information on web twice
• Question 5 Who uses a supplementary departmental
  application?

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Example 2 Download Directly (Computer Sciences
Department)

• When students apply on to the Grad Divisions
  gdnet web application, information goes to the
  Computer Sciences database
• No double entry for students or staff
• Information downloaded on a daily basis

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Download using jasmine Steps

• Click on Admissions Profiles
• Choose Applications you want to get
• Use web system to tailor your search
• Choose Download
• Choose the Choose/Edit Field Lists link
• Does not work for people using Macs
• Click on the fields that you plan to download
• Type in a Shortcut name in the box
• Click the Add button

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Download using jasmine Step Continued

• Choose the ink to go back
• In the drop down bar that says all fields, drop
  to the customized forms you just made
• Choose a File Type (I use CSV)
• If you are computer literate, Help on Downloads
  link may be helpful on deciding which to use
• Click on Download file
• Remember File Title
• Remember your download location
• Retrieve file using Excel or Access
• Use get external data in Access
• If using FilemakerPro will need to download to
  Excel then import to FilemakerPro

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Using Jasmine Questions

• Question 6 What date (time in the application
  period) do you download?
• Question 7 If you download more than once, how
  do you find/deal with duplicates when
  downloading?
• Question 8How do you deal with the names and
  addresses being in ALL CAPS?
• (It appears they now have first and last name
  fields so no need to fix this former problem)

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Example 4 Download using Jasmine (Statistics
Department)

• Download from csv to Excel
• Remove unneeded columns on excel
• Move from Excel to Filemaker Pro
• Using Import Records
• Need to make fields if it is the first time you
  make database
• Clone database used from previous year
• Filemaker Pros features
• Define Fields
• Layouts
• Find

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Example 5 Download using Jasmine (Mathematics
Department)

• Jasmine download goes to a Department SQL server
• From SQL to Access
• SQL makes some fixes before the download
• Date format
• ALL CAPS
• Microsoft Access features
• Queries
• Forms Reports
• Switchboard (Psych Department)
• Database within database

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Data Example 1 Policy Studies
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Example 1 Policy Studies (cont.)
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More Policy Studies
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Data Example 2 Applied Linguistics and TESL

• ACCESS database
• e-mail, address for mailing purposes phoning and
  faxing
• general mailing labels
• generating letter of admission, support, etc. via
  mail merge
• Enter all individual admissions committee members
  ratings and decisions for each applicant
• create summary stats and rank ordered lists for
  guiding our Admissions Decision meetings.
• track applicant dossier contents (though now I
  prefer to use just 2GD for that).
• Admitted students, including offers of support),
  demographic info for in house admissions status,
  whether or not an applicant is coming, etc.)
• I have a separate database I use once they are
  here,

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Manipulating the data (For Admissions Purposes)

• Manage completeness of applications data
• Develop reports of different sorts for admissions
  decisions committees
• Make a summary sheet of applicants
  characteristics
• Monitor admissions decisions

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Manipulating the data (For Offer Purposes)

• Make labels for folders, address and action forms
• Write Acceptance Letters and Funding offer
  Letters
• Manage and maintain funding offers
• Makes unrestricted fund offers easier to deal
  with
• Maintain updated information on acceptance
  progress
• What has been sent

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Manipulating the data (For Data Maintenance
Purposes)

• Students contact information
• Data on applicant numbers, scores, and averages
  throughout the year and years
• Financial offers throughout the years
• Can lead to other databases
• For offered students
• For students who accepted offer

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Thanks to all the Departments who helped out!

• Hope you have a better view of options you can use