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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 /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 /25/83 SMITHJOHNR.2 E 13TH ST CHICAGO, IL /25/ M

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 /25/83 SMITHJOHNR.2 E 13TH ST CHICAGO, IL /25/ M SMITHJOHNROBERT2 ND EAST 13 TH STREET CHICAGO ILLINOIS /25/ M

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 /25/83 SMITHJOHNR.2 E 13TH ST CHICAGO, IL /25/ M SMITHJOHNROBERT2 ND EAST 13 TH STREET CHICAGO ILLINOIS /25/ M SMITHJOHNNY03/25/1983M

7 LastFirstMiddleAddressDOBSSN Sex SMITHJOHN2 E 13TH ST CHICAGO, IL /25/83 SMITHJOHNR.2 E 13TH ST CHICAGO, IL /25/ M SMITHJOHNROBERT2 ND EAST 13 TH STREET CHICAGO ILLINOIS /25/ M SMITHJOHNNY03/25/1983M SMITHJOHNATHONROBERT2 ND EAST 13 TH STREET CHICAGO ILLINOIS / M 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 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  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 SMITH 2 E 13TH ST CHICAGO IL (312) ST EAST CHICAGO IL SMITH 3 SMTH 2 EAST 13TH CHICAGO LAWN IL SMITH 2 E THIRTEENTH ST CHICAGO IL SMITH TWO EAST 13TH ST CHICAGO IL Name Address City St ZIP Phone SMITH 2 E 13TH ST CHICAGO IL SMITH 2 E 13TH ST CHICAGO IL SMTH 2 E 13TH ST CHICAGO IL SMITH 2 E 13TH ST CHICAGO IL XXX SMITH 2 E 13TH ST CHICAGO IL

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 SSN DATE OF BIRTH12/21/199312/12/ GENDERMM5 ADDRESS 50 HIGH SCHOOL (NASC) TOTAL165 points

17 NameSSNDOBSex HSPTS INCOMING: SMITH, JON ROBERT /21/93M ON FILE: SMITH, JONATHON /21/93M SMITH, JOHN /23/85M SMITH, JUAN12/12/93M 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

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


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