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I N S T I T U T I O N A L R E S E A R C H ( I R ) D E S K R E F E R E N C E
MISSION (PURPOSE & RESPONSIBILITIES)
The Office of Institutional Research collects, archives, and maintains institutional data for the purpose of analyzing, distributing and presenting summary information. This information is used to support the decision-making process and the planning needs of all academic and administrative units within The University of Southern Mississippi. The Office of Institutional Research is responsible for reporting official data to the Board of Trustees for Institutions of Higher Learning for the State of Mississippi (IHL) and the Federal Government (Integrated Postsecondary Education Data System - IPEDS).
CONTACT INFORMATIONLocation: International Center Room 512Phone: (601) 266-4059 Box number: 5167 URL: http://www.usm.edu/ir e-mail: [email protected] (Request for Data Information)
STAFFDirector for Institutional Research ● Megan McCay ● [email protected]
Administrative Assistant ● Katie Dykes ● [email protected]
Programmer Analyst ● Ceci Land ● [email protected] Programmer Analyst ● Larry Bailey ● [email protected] Research Analyst ● Vanessa Bledsoe ● [email protected]
Assistant Director for IR, System Analyst ● Rex Bomhold ● [email protected]
Assistant Director for IR, Statistical Data Analyst ● Vacant ●
Technical Analyst for Academic Advisement ● Eric Hatcher ● [email protected]
CONTENTSThings You Should Know about IR
IR Desk Reference Updated – June 2019 IR Website Requests for Information Data Quality and Control Official Enrollment vs Current Enrollment; Unduplicated Enrollment vs Duplicated
Enrollment Primary Student Major vs All Student Majors
IR FunctionsIR Website
Academic Programs Forms and Resources
o Mode of Instruction for Class Schedule Entryo USM Organizational Charto Request Information
Comparison Data to Other Institutionso MS Community College Reportso USM Peer Institutionso Student Achievement Measure (SAM)
Useful Linkso IHL Strategic Research Websiteo Institutional Policies
IR Campus Access to Data and Reportso Course/Student Credit Hr Reportso Dashboardso Degreeso Enrollment Reportso Official Datao Retention and Graduation Rateso Surveys and Studieso Course Completion Rate Reportso National Survey of Student Engagement Reports
IR Reports Within SOAR Course Evaluations Survey Reports IR Reports: Grades, Student Credit Hours, etc
IR Queries Within SOAR
THINGS YOU SHOULD KNOW ABOUT IR:
1. IR Website Contains a Wealth of InformationPage 2 of 20
IR Desk Reference Updated – June 2019The Institutional Research Website is located at http://www.usm.edu/ir.
Information available outside the university community is accessible from the main IR website. Other reports and information available to administration, faculty, and staff are located behind the secure site login. Click on the ‘Faculty and Staff Access’ link located on the main page of the website and enter your SOAR login and password.
If there is a report on the website that you need updated, please contact us. If you need assistance with navigating the dashboards located behind the ‘Faculty and Staff
Access’, just give us a call.
2. Requests for information Please complete the form located on the IR Website at the ‘Request Information’ link located on the right side of the IR website under Forms and Resources. Please include a due date and purpose so we can prioritize our requests. The requests are assigned and completed based on priority.
WHEN SUBMITTING A REQUEST FOR INFORMATION ALLOW FOR A 2 WEEKS NOTICE.
3. Data Quality and Control: Information that comes out is only as good as the data that has been entered by functional areas
Institutional Research uses many of the data entered into SOAR entered by other functional areas on campus. A large amount of the data is frozen and sent on to IHL by Institutional Research. If your area is responsible for entering data into SOAR, please proof the data entry for accuracy. Examples of data that IR uses on a daily basis are class location, mode of instruction, and class attributes. Institutional Research has developed edit reports to assist offices on campus in cleaning up their data. If you need an edit report, please contact us. WE LOVE ACCURATE DATA.
4. There is a difference between Official Enrollment and Current Enrollment, Unduplicated Enrollment and Duplicated Enrollment
Official enrollment is collected on the census day of the fall and spring semesters, usually the 10 th class day and middle of semester. For the summer semester, the official enrollment is collected for each individual session within summer and reported at the end of summer. Unless otherwise stated, official enrollment data will be used for reports whenever possible. The admissions and registrar’s offices are then given a couple of weeks to clean up the data before it is reported to IHL.
Current enrollment is enrollment as of today or a particular requested day.
Unduplicated enrollment is enrollment with each student only counted one time.
Duplicated enrollment is enrollment with a student counted at each IHL location where the student is enrolled. A student enrolled at the Gulf Park and GCRL teaching sites would be counted twice. A student enrolled at the Gulf Park and Keesler teaching sites would be counted only once.
IHL sites: Hattiesburg, Gulf Park, Stennis, GCRL, and Other (high schools)
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IR Desk Reference Updated – June 20195. Primary Student Major vs All Student MajorsReports of majors are usually done based on a student’s primary major so that the student is reported only once. If you need a report to consider a student’s other majors, please indicate that on the request. We understand that for program review purposes, all active majors need to be reported. IR tries to indicate on the report whether it is primary major or all majors.
IR FUNCTIONS Collecting and reporting data to IHL, often called ‘official’ or ‘census’ data Collecting and analyzing data from SOAR based on students, faculty, courses, financials, and
financial aid. Responding to required surveys from the federal government Collecting and analyzing data through surveys:
o Exit Surveyo Withdrawing Surveyo Persistenceo Course Evaluationso Snapshot – Enrolled Student Surveyo Alumni Survey
Gathering peer comparison data: IPEDS, Delaware Instructional Cost Survey, Common Data Set Accreditation Surveys: SACS, ABET, AACSB, HEADS, SLIS
IR WEBSITE
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IR Desk Reference Updated – June 2019
IR Campus Access to Data and Reports
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IR Desk Reference Updated – June 2019
https://intir.usm.edu/campus/dashboards.html
DashboardsIR Dashboards are used as a means for Institutional Research to provide Southern Miss better access to their data and greater insight into their key performance indicators (KPIs). Dashboards can be utilized to monitor Higher Education KPIs such as Admissions, Enrollment & Headcount, FTE, Characteristics of New Student, Retention and Degrees Awarded. IR Dashboards provide the most up-to-date information and can be customized for each college, or academic organization. Dashboards also allow an individual to download the data into PDF or image format. Please let us know if you have any suggestions for data on the dashboard.
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IR Desk Reference Updated – June 2019
https://intir.usm.edu/campus/acad_progs_and_minors.html
Academic ProgramsThis is a group of documents that provide a quick listing of the programs that are currently available at Southern Miss. Once you click on Academic Programs, select your choice of Excel Files “Majors or Minors”
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IR Desk Reference Updated – June 2019
https://intir.usm.edu/campus/course_completion.html
Course Completion Rate ReportsThe completion rates represent the percent of students who successfully completed courses (A, B, or C) Select “Course Completion” and select the desired report.
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IR Desk Reference Updated – June 2019
https://intir.usm.edu/campus/forms_and_resources.html
Forms and ResourcesThe Forms and Resources section of the IR main page contains the Request Form, Instructions for Course Evaluations, Instruction Mode Code definitions, and several forms.
Mode of Instruction for Class Schedule Entry
Mode of Instruction for class schedule entry is used to determine the delivery of courses. This information is used on a daily basis and is very important information. This data field is used when selecting a list of online classes, distance learning classes, etc. These data are also transferred to the IHL office for their reporting. Please ask your schedule entry specialist to pay close attention to this field and review it for accuracy.
https://intir.usm.edu/campus/comparison_data.html
Comparison Data to Other InstitutionsThe Comparison Data section of the IR main page contains sources of comparison data of other institutions.
IHL Education Achievement Council Report Cards
The Mississippi Education Achievement Council was established by the Mississippi Legislature during the 2010 regular session to establish education achievement goals for the state, monitor and report on the state’s progress toward these goals, and prepare an annual report card compiled from the annual reports submitted by each state institution of higher learning and community and junior college in the state. The council consists of representatives of the Mississippi Legislature, the Governor’s Office, the State Institutions of Higher Learning, Mississippi’s Community and Junior Colleges, the Mississippi State Board of Education, the Mississippi Department of Mental Health and the Mississippi Economic Council. Located under the Comparison Data to Other Institutions section of the IR home page.
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IR Desk Reference Updated – June 2019IPEDS Reports
The Integrated Postsecondary Education Data System (IPEDS) is a system of interrelated surveys conducted annually by the National Center for Education Statistics (NCES), a part of the Institute for Education Sciences within the United States Department of Education.
Common Data SetsThe Common Data Set (CDS) initiative is a collaborative effort among data providers in the higher education community and publishers as represented by the College Board, Peterson's, and U.S. News & World Report. The combined goal of this collaboration is to improve the quality and accuracy of information provided to all involved in a student's transition into higher education, as well as to reduce the reporting burden on data providers. Located under the Comparison Data to Other Institutions section of the IR home page.
Student Achievement Measure (SAM)This is a link to the Student Achievement Measure website. It is supported by six sponsoring associations, working together to provide a more comprehensive and accurate picture of student progress and completion as students move across institutions and state boundaries.
National Survey of Student Engagement ReportsThrough its student survey, The College Student Report, NSSE annually collects information at hundreds of four-year colleges and universities about first-year and senior students' participation in programs and activities that institutions provide for their learning and personal development. The results provide an estimate of how undergraduates spend their time and what they gain from attending college.
USM Peer Institutions
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IR Desk Reference Updated – June 2019
Student Tracker Postsecondary Completions: Institutional Benchmark Report Fall 2009 CohortThis annual report on national college completion rates offers a look at the six-year outcomes for students who began postsecondary education in fall 2009, the cohort that entered college as the Great Recession was ending. It looks at the various pathways students took toward degree completion, as well as the completion rates through May 2015 for the different student types who followed each pathway. The report also provides discussion comparing the fall 2009 cohort’s outcomes to those of the fall 2008 cohort.
https://intir.usm.edu/campus/MM_Retention.html
Retention & Graduation RatesThe Retention and Graduation Rates provide information on Retention and Graduation Rates on different scales, like One Year Return, Fall to Spring, Characteristics of Retention, and 6 year graduation rates.
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IR Desk Reference Updated – June 2019
https://intir.usm.edu/campus/MM_Course_Student_Credit_Hour_Reports.html
Course and Student Credit Hour ReportsThese reports provide reported information on Course Load Reports, Grade Distribution, General Education Core (GEC) Grade Distribution and Enrollment Reports, Online Course Reports, Student Credit Hour Reports and more course related reports.
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IR Desk Reference Updated – June 2019
https://intir.usm.edu/campus/degrees.html
Degrees AwardedThese degrees reports provide the Official Degrees Awarded information that we provide within our Fact Books in addition to reports on Degrees Awarded by Academic Year by Academic Program and other breakdowns.
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IR Desk Reference Updated – June 2019
h tt p s : / / i n ti r . u s m . e d u/ c a m p u s / M M _ s u r v e y s _ a n d _ s t u d i e s . h t m l
Surveys & StudiesSurveys and Studies are a culmination of summaries and studies that have been conducted and reported by IR.
(Currently no Link – No Work in Progress)
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IR Desk Reference Updated – June 2019
https://intir.usm.edu/campus/desk_reference/IR_Desk_Reference_2018.pdf
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IR Desk Reference Updated – June 2019
https://intir.usm.edu/restricted/
IR REPORTS WITHIN SOARInstitutional Research has built a number of reports that are available to chairs and deans. Many of these reports have been run and placed on the IR website.
Course Evaluations
Course Evaluations are completed each fall, spring and summer semester. Two weeks prior to Final exam week, course evaluations are generated for each student for each course they are presently taking and each instructor of that course. Students dropped from the course after this date will still be asked to evaluate the course. Students added to a course after this date will not be asked to evaluate the course. Students must complete all evaluations to have the privilege of viewing their grades as soon as the grades are posted. Otherwise, students will have to wait an additional week to view their grades. Faculty may begin printing their course evaluations one week after grades are posted. Comments entered by students are only available to instructors. To view comments, instructors must print their own course evaluations.
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IR Desk Reference Updated – June 2019Course Exclusions:
Courses can be excluded from course evaluations. Permanent exclusions are those that you want excluded semester after semester. You only have to submit a course one time. Please note that these will be for every section of that course. At any time, you can contact IR to have a course removed from the permanent exclusion list. The school Director should email the IR Director with the list of courses he/she wishes to exclude from course evaluations.
Printing Course Evaluations:
Course evaluations are printed from SOAR. Each instructor must print their own evaluation. An electronic version in pdf format will be generated for the chairs by IR. Instructions for printing course evaluations can be located on the IR website at https://www.usm.edu/sites/default/files/groups/office-institutional-research/images/facultyprintingcourseevaluations.doc .
Student Instructions for Completing Course Evaluations:
Instructions for students are located on the IR website at https://www.usm.edu/sites/default/files/groups/office-institutional-research/images/studentcourseevaluations2007.doc .
Surveys
Navigation: USM Institutional Research -> Process -> Surveys
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IR Desk Reference Updated – June 2019
Reports
Navigation: USM Institutional Research -> Process -> IR
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IR Desk Reference Updated – June 2019
Report Name DescriptionACA Potential Graduates File Creates a .CSV file of new freshmen based on entered threshold
hours so ACAs can determine what students have accumulated a threshold number of hours or more. This can be run for all cohort students or for a particular semester cohort.
Applied, Admitted, Enrolled Report
Number of Applicants that were admitted and enrolled.
Class Enrollment Comparison Compares the class enrollment for two dates entered.Course Work Rpt (Post Fall 2007)
Course Enrollment and SCH by Campus, by Dept., by Instructor (Different process than past because of a major change in the information collected.
Course Credit Report Student credit hours by department and course levelCrse Maj/Non-Maj ENRL Rpt This report provides enrollment by course and the acad plan of the
students in the class. Major indicates the number of students majoring in an acad plan with the same department as the course. Non-major indicates the number of students majoring in an acad plan that does not match the department of the course.
Crse Maj/Non-Maj SCH Rept This report provides SCH by course and the acad plan of the students in the class. Major indicates the SCH of students majoring in an acad plan with the same department as the course. Non-major indicates the SCH of students majoring in an acad plan that does not match the department of the course.
Faculty Cred Roster Report Courses and Degree Information for each Instructor by Instructor department.
Faculty Load Report Enrollment, Student Credit Hours, Class Count by InstructorFlash – Flash Report Admitted and Enrolled Students up to the 10 Day of Classes.Grades - Report Grade Distribution Report by DepartmentGrades - by Faculty Grade Distribution by Department and InstructorGrades – Data and Rpt Grade Distribution Data used for ad hoc reportingNon-Persist Student File Creates a list of students enrolled in a base term that have not
enrolled in a persisted term.SD1 Enrl Level/Load Report Official Enrollment Data report by Campus (Duplicated Enrollment)
Prior Semesters are posted on IR Website under Enrollment. For a current semester, do not run until mid-semester and all data errors have been corrected.
SD2 Enrl Level/Admit Status Official Enrollment Data report by Campus (Duplicated Enrollment)Prior Semesters are posted on IR Website under Enrollment. For a current semester, do not run until mid-semester and all data errors have been corrected.
SD3 Enrl Plan / Race Level Sex Official Enrollment Data report by Campus, Department, Acad. Plan (Duplicated Enrollment). For a current semester, do not run until mid-semester and all data errors have been corrected.
Student Records File Creates a list of enrolled students as of date and time run.Withdrawing Student Svy Report
Summary report of data collected from the Withdrawal Survey.
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IR Desk Reference Updated – June 2019
IR QUERIES WITHIN SOARInstitutional Research has built a number of queries that are available to employees with Query-Run access. In most cases, the query names begin with DPTIR_ unless IR designed the query for a special purpose.
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