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Information Systems. Who to Call Data and Reports Helen Chang, Graduate Education Researcher David Lock, Student & Administrative Systems Support.

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Presentation on theme: "Information Systems. Who to Call Data and Reports Helen Chang, Graduate Education Researcher David Lock, Student & Administrative Systems Support."— Presentation transcript:

1 Information Systems

2 Who to Call Data and Reports Helen Chang, Graduate Education Researcher David Lock, Student & Administrative Systems Support

3 Who to Call Website content SGS Directors or staff by topic SGS directories; Graduate Faculty data entry Yi Yang, Systems Administration Associate

4 Who to Call Rodney Branch, Director of Information Systems  “Business Analysis” – applying systems to processes and processes to systems  ROSI settings – new programs and program changes  Systems projects (including online admissions application)  Data

5 Online Admissions Application  Accessible only through graduate unit websites  Online payment  Upload to ROSI  Online references  Electronic document submission

6 Online References  Implemented September 2007  invitation to referees  Referee accounts  Letters submitted via web form  Forms submitted via upload or new web form

7 Scanned transcript requirement  Implemented after a 2 year pilot  Required of all applicants in the SGS application  Scanned transcript with legend  Capture from web service for CDN institutions

8 Transcripts  For most programs, the only remaining paper document in the application file  Require additional administrative time to sort, track and confirm  Impediment to adopting electronic assessment systems  Challenge for collaborative programs

9 Options for transcript confirmation  Grades confirmed against official transcript before offer  Must be confirmed against official transcript before registration

10 File Assessment Systems  Local secondary databases (OISE, APSE, FI, CSC, ECO)  Secure file servers  Secure websites (CHASS)  Blackboard (Medicine)  SGS – for pilot group January 2010

11 Online Application – Future Plans  Initial online file assessment tool (2010)  Greater inclusion of collaborative programs  ‘Live’ update to/from ROSI  Electronic offers

12 FIPPA and Data Security  Most FIPPA related matters handled by Faculty FOILs (Freedom of Information Liaison)  For SGS records and processes Heather Kelly – FOIL Rodney Branch – deputy FOIL

13 File Retention  Graduate units still responsible for the applicant and student file  Retention schedule requires medium and long term storage  Long term data integrity of electronic files is a challenge

14 Data Security  SGS responsible for School wide systems and databases, advising units  Units responsible for data downloaded from central systems  Parallels to responsibility for paper files

15 Security Issues to consider  Storage: secure servers, locked offices, encrypted media (128 bit)  Access: unique password an authentication, “need to know” access  Training & advice to staff and faculty: secure work from home arrangements, the Starbucks factor, secure & encryption


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