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Visiting Scholars GMAT ACT PCAT SAT GRE TSI High School Transcripts ESL Prospective Students Graduate Apps Law School Apps College Transcripts Undergraduate.

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Presentation on theme: "Visiting Scholars GMAT ACT PCAT SAT GRE TSI High School Transcripts ESL Prospective Students Graduate Apps Law School Apps College Transcripts Undergraduate."— Presentation transcript:

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2 Visiting Scholars GMAT ACT PCAT SAT GRE TSI High School Transcripts ESL Prospective Students Graduate Apps Law School Apps College Transcripts Undergraduate Apps

3 Visiting Scholars GMAT ACT PCAT SAT GRE TSI High School Transcripts ESL Prospective Students Graduate Apps Law School Apps College Transcripts Undergraduate Apps LastFirstMiddleAddressDOBSSN Sex SMITHJOHN2 E 13TH ST CHICAGO, IL 6060103/25/83

4 Visiting Scholars GMAT ACT PCAT SAT GRE TSI High School Transcripts ESL Prospective Students Graduate Apps Law School Apps College Transcripts Undergraduate Apps LastFirstMiddleAddressDOBSSN Sex SMITHJOHN2 E 13TH ST CHICAGO, IL 6060103/25/83 SMITHJOHNR.2 E 13TH ST CHICAGO, IL 6060103/25/83123-45-6789M

5 Visiting Scholars GMAT ACT PCAT SAT GRE TSI High School Transcripts High School Transcripts ESL Prospective Students Graduate Apps Law School Apps College Transcripts Undergraduate Apps LastFirstMiddleAddressDOBSSN Sex SMITHJOHN2 E 13TH ST CHICAGO, IL 6060103/25/83 SMITHJOHNR.2 E 13TH ST CHICAGO, IL 6060103/25/83123-45-6789M SMITHJOHNROBERT2 ND EAST 13 TH STREET CHICAGO ILLINOIS 60601 03/25/19836789M

6 Visiting Scholars GMAT ACT PCAT SAT GRE TSI High School Transcripts ESL Prospective Students Prospective Students Graduate Apps Law School Apps College Transcripts Undergraduate Apps LastFirstMiddleAddressDOBSSN Sex SMITHJOHN2 E 13TH ST CHICAGO, IL 6060103/25/83 SMITHJOHNR.2 E 13TH ST CHICAGO, IL 6060103/25/83123-45-6789M SMITHJOHNROBERT2 ND EAST 13 TH STREET CHICAGO ILLINOIS 60601 03/25/19836789M SMITHJOHNNY03/25/1983M

7 LastFirstMiddleAddressDOBSSN Sex SMITHJOHN2 E 13TH ST CHICAGO, IL 6060103/25/83 SMITHJOHNR.2 E 13TH ST CHICAGO, IL 6060103/25/83123-45-6789M SMITHJOHNROBERT2 ND EAST 13 TH STREET CHICAGO ILLINOIS 60601 03/25/19836789M SMITHJOHNNY03/25/1983M SMITHJOHNATHONROBERT2 ND EAST 13 TH STREET CHICAGO ILLINOIS 60601 03/25123-45-6789M Visiting Scholars GMAT ACT PCAT SAT GRE TSI High School Transcripts ESL Prospective Students Graduate Apps Law School Apps College Transcripts Undergraduate Apps Undergraduate Apps

8  Receiving less information ◦ SSN no longer used in many cases ◦ DOB no longer used or only partially provided ◦ Privacy Concerns : both individual and FERPA  Foreign student population increasing  Mobile society = more fluid data ◦ Frequent address changes ◦ Multiple email addresses ◦ Multiple phone numbers

9  Confusion when we have duplicate records  Time spent matching records when it becomes a manual process  Time spent merging records  Risk of overlay or mashing of student records ◦ Violation of FERPA ◦ Angry/upset student – legal consequences  Time spent “unmashing” student records

10  Capture as much information as possible as soon as possible

11  Name – first, middle(not initial), last, suffix  Address – differentiate between permanent, local, foreign, mailing, separate components  Phone  Email address  Date of Birth – complete if possible (privacy concerns)  SSN – if available (privacy concerns)  Gender (privacy concerns)  Citizenship  Birth city/Birth Country  High School  College

12  Capture as much information as possible as soon as possible  Normalize or Standardize your data as much as possible(preferably on input)

13 Name Address City St ZIP Phone ------ ----------------- ------------ -- ---------- -------------- 1 SMITH 2 E 13TH ST CHICAGO IL 60601-2407 (312) 458 9992 2 2 13 ST EAST CHICAGO IL 60601 SMITH 3 SMTH 2 EAST 13TH CHICAGO LAWN IL 312-458-9992 4 SMITH 2 E THIRTEENTH ST CHICAGO IL 60601 458-9992 5 SMITH TWO EAST 13TH ST CHICAGO IL 60601 312-458-9991 Name Address City St ZIP Phone ----- ----------- ------- -- ---------- ------------ 1 SMITH 2 E 13TH ST CHICAGO IL 60601-2407 312-458-9992 2 SMITH 2 E 13TH ST CHICAGO IL 60601-2407 3 SMTH 2 E 13TH ST CHICAGO IL 60601-2407 312-458-9992 4 SMITH 2 E 13TH ST CHICAGO IL 60601-2407 XXX-458-9992 5 SMITH 2 E 13TH ST CHICAGO IL 60601-2407 312-458-9991

14  Capture as much information as possible as soon as possible  Normalize or Standardize your data as much as possible(preferably on input)  Perform your search in an ever tightening approach but at a high level

15  Capture as much information as possible as soon as possible  Normalize or Standardize your data as much as possible(preferably on input)  Perform your search in an ever tightening approach but at a high level  Compare results on as many attributes as possible and rank based on experience

16 ATTRIBUTEINCOMINGRECORD #1POINTS LAST NAMESMITH 10 FIRST NAMEJONJONATHON10 MIDDLE NAMEROBERT 10 SSN123-45-6789 80 DATE OF BIRTH12/21/199312/12/1993-5 GENDERMM5 EMAIL ADDRESS JSMITH@MAC.COM 50 HIGH SCHOOL (NASC) 2446178 15 TOTAL165 points

17 NameSSNDOBSexEmailHSPTS INCOMING: SMITH, JON ROBERT123-45-678912/21/93M JSMITH@MAC.COM 2446178 ON FILE: SMITH, JONATHON123-45-678912/21/93M JSMITH@MAC.COM 2446178165 SMITH, JOHN428-95-789504/23/85M JSMITH@MAC.NET 658941140 SMITH, JUAN12/12/93M JUANSMITH@MAC.COM 60 SMITH, JON12/21/9370

18  Capture as much information as possible as soon as possible  Normalize or Standardize your data as much as possible(preferably on input)  Perform your search in an ever tightening approach but at a high level  Compare results on as many attributes as possible and rank based on experience  When match is found then update where appropriate

19  Capture as much information as possible as soon as possible  Normalize or Standardize your data as much as possible(preferably on input)  Perform your search in an ever tightening approach but at a high level  Compare results on as many attributes as possible and rank based on experience  When match is found then update where appropriate  Normalize and de-duplicate your data periodically

20  New System Integrations  Cloud computing  Smartphone payment systems  National/State Identification ◦ Health ◦ Voter ◦ Financial Aid ◦ Visa/Immigration  Sharing login credentials (Social Networks)

21 Barry McClendon Senior Software Developer/Analyst Office of Admissions – Information Technology The University of Texas at Austin bmcclendon@austin.utexas.edu

22 Barry McClendon Senior Software Developer/Analyst Office of Admissions – Information Technology The University of Texas at Austin bmcclendon@austin.utexas.edu https://joind.in/event/sacrao2012 M2.08 - How to Find/Match Student Records in the Post-SSN Age


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