General

What is institutional research?

Institutional research involves the collection, organization, and analysis of institutional and other data to support institutional management, operations, decision-making, and planning functions. For more information on the Office of Institutional Research's mission, visit oir.uga.edu/mission.

Which types of reports are available through OIR?

There are a variety of reports available through the OIR website. Report topics include students, faculty, facilities, credit hours, institutional peers, and rankings. External reports, such as the US News Main Statistical Survey and the Common Data Set (CDS), are also available. Answers to the most common questions about the institution are available through the UGA Fact Book or FACTS & Figures. For additional inquiries, please submit a data request.

When are reports updated?

Most of the reports available via the OIR website are updated based on data captured at set time points each semester known as census dates. Reports available via FACTS & Figures are generally updated within 2-3 weeks after the census date for the term (see this update schedule for more information). The UGA Fact Book is available in PDF and interactive format in early January of each year.

How do I submit a data request?

Please submit a data request at oir.uga.edu/datarequest. The typical turnaround time for data requests is 1-2 weeks. This may fluctuate due to the nature of the request and the office workload. If an immediate response is needed, call the office at 706-425-3183.

What is the average turnaround on a data request?

The typical turnaround time for data requests is 1-2 weeks. This may fluctuate due to the nature of the request and the office workload. If an immediate response is needed, call the office at 706-425-3183.

How do I receive training on using the website?

Training is provided on a semesterly basis and can be requested here.

What is the difference between the UGA Fact Book and FACTS & Figures?

The UGA Fact Book is a publicly available resource which uses aggregate data to display information about the institution; FACTS & Figures uses non-aggregated data to allow a user to drill further down into the data, and as such, is only available to UGA Faculty and Staff.

What is a census date and why is it important?

The Office of Institutional Research creates census files by freezing, i.e. taking a snapshot of, key data elements at prescribed times (census dates) each semester. Capturing data on census dates ensures that essential institutional data are captured consistently, with the same definitions and at the same time in the academic and administrative cycle. The census files serve as OIR’s permanent record of information regarding admissions, student enrollment, instructional activity, degree completion, facilities and employees. Census data are used when OIR, on behalf of UGA, reports information to state, federal and other external agencies, and are particularly important in ensuring accurate comparative and trend analyses. Certain census dates are set by the University System of Georgia.

Who has access to view reports available through OIR?

All aggregated reports such as the UGA Fact Book and peer comparisons are available to the public. FACTS & Figures reports are available to all UGA faculty and staff through a secure login. If you experience login issues call our office at 706-425-3183.

What are the data sources used for reporting?

Many different sources are used for reporting. Data are used from institutional management systems, state data collections, federal and national data repositories, and data supplied from other sources.

What is the Integrated Postsecondary Education Data System (IPEDS)?

IPEDS is the Integrated Postsecondary Education Data System. It is a system of interrelated surveys conducted annually by the U.S. Department of Education’s National Center for Education Statistics (NCES). IPEDS gathers information from every college, university, and technical and vocational institution that participates in the federal student financial aid programs. The Higher Education Act of 1965, as amended, requires that institutions that participate in federal student aid programs report data on enrollments, program completions, graduation rates, faculty and staff, finances, institutional prices, and student financial aid. These data are made available to students and parents through the College Navigator college search Web site and to researchers and others through the IPEDS Data Center.

What is the Academic Data Collection (ADC)?

The University System of Georgia Board of Regents collects and maintains data on students and courses once a term during a census period for all institutions within the University System. This process is known as the Academic Data Collection (ADC). Student data are collected for students currently enrolled and for all students who graduate. Certain data elements are collected for students who enrolled the previous term, but are not enrolled this term. Course data and other related information are collected on all credit courses offered during a term. Student related data are used to analyze enrollment patterns over time, as well as admissions qualifications, academic progression, and student success. Course related data are used to generate the annual USG budget request and also support research in such areas as course-taking patterns by level and discipline, off-campus and distance education instructional activity by institution and sector, and scheduled facilities use by institution.

What is the Common Data Set (CDS)?

The 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 and 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.

Are aggregate reports available for download?

Aggregate reports such as the UGA Fact Book and Peer Comparison Reports are available for download in PDF format. To download an interactive report press the download button in the bottom right corner and select PDF.

What are tooltips and why are they used?

Tooltips are a fantastic way to add additional context or information to a report. They are displayed automatically when users hover the pointer over a specific area of a report and are removed when users move the mouse.

Can I reset a report back to default?

If you make changes to filters, you can reset all changes by selecting the Revert/Reset button on the toolbar. This will reset all changes you have made in the report.

FACTS & Figures

What is the difference between unduplicated and duplicated headcount?

In the unduplicated headcount a student is counted one time regardless of the number of majors in which the student is enrolled. In the duplicated headcount a student is counted once for each major in which the student is enrolled. For example, if a student is an English and Spanish major, the student is counted once in the unduplicated headcount. However, the student is counted twice (once for each major) in the duplicated headcount.

What is an academic award?

An academic award is a degree or certificate awarded by a school or college. This includes bachelor's, master's, educational specialist, doctoral and first professional degrees as well as less than one-year, one-year, and advanced certificates.

How can I gain more information by drilling down in a report?

Some reports have additional detail available that is not seen in the initial view. If more detail is available, you can hover over the header and click on the [+] sign to drill down to more granular detail. Some reports may have multiple levels of granularity available. Not all reports will have this functionality.

Are reports available for download?

Different reports have different levels of download access. All users can download a .png image of any report. An excel or pdf version of the selected report can be downloaded in many (most) cases. The raw data behind the report can be downloaded for select reports in a .csv file. To download a report click the download button in the top right corner and select the file format needed.

How can I navigate within a report?

If you are in a report with multiple pages, you can navigate to other pages by clicking on the appropriate tabs located at the top of the report. Another way to navigate is by using the dropdown to the left of the tabs, which will show you a list of all of the pages within a report.

How can I access reports from off campus?

To view the content available through FACTS & Figures, the user must either be on campus connected to the UGA network via wired or wireless connection or connected via the UGA campus remote access VPN. For more information on connecting to the UGA network via the VPN, follow these instructions.

I frequently need to look at a report in a certain way. Can I save a default view of the report so that I don't need to make the same selections each time?

In certain reports you have the ability to create a View. After you have filtered the report to include the information you want, click on the View button on the toolbar and save the Custom View. You also have the ability to make any custom view your default view.

For more detailed instructions, click here.

Can I have a report sent to me periodically?

You have the ability to subscribe to certain reports or pages within a report by clicking the subscribe button in the toolbar. Fill out the subscribe form and you will begin receiving emails of the selected views based on the parameters you enter in your subscription.

For more detailed instructions, click here.

Why am I not seeing data where I expect to see data?

There are a number of reasons why you may not be seeing the data that you expect to see in a report. The most common reason is that data may not be available for the combination of filters that you have applied to the report. Similarly, FACTS is designed to present information for the most current time period (term or fiscal year) available as the default view. Data for certain time periods, summer term for example, may be sparser than other time periods. In situations like this it may be necessary to filter to an earlier term if no data is available for the default term. Note that in the case of Preliminary Reports, once the report is made “Final” following census, the preliminary report will be de-activated until the start of the next reporting period.

Who do I contact if I have questions about a report?

If you have questions about anything you see in these reports, please contact us at oir@uga.edu.

Data Warehouse

I believe there is an issue with the data in a report

If you notice an issue occuring with the data, submit a question to the help desk of the corresponding data domain

How do I request access to reports in the data warehouse?

Each data domain has a process for requesting access. For more information on the steps required, review the Data Availability tab

I'd like to request a new report, or a change to an existing report

Please visit Available Reports to determine if a report exists that meets your reporting needs.

Report Enhancement

If you'd like to request a minor change to an existing reporting, submit a ticket.

New Report

If you don't see a suitable report and would like to request something new, submit a new report request.

"Site can't be reached" error message

Site can't be reached error message

You may not be connected to the 02 Restricted VPN. Close out of your browser, connect to the VPN, and try logging in again

If you do not have access to log into to the 02 Restricted VPN, you can use this link to request access

"Could not load folder contents" error message

Could not load folder contents error message

If you receive this message after logging in to the data warehouse, you do not have permission to access yet. You will first need to complete the request using the link below.

If you have already submitted this request, please allow time for access to be transferred to data warehouse.

Request Access

"This page cannot be displayed" error message

This page cant be displayed error message

If you receive this message, you may be logging in while connected to Group 01 Default VPN. Close out of the browser, connect to the Group 02 Restricted VPN, and try logging in again

If you do not have access to log into to the 02 Restricted VPN, you can use this link to request access

Request Access

I log in to the data warehouse, but a blank screen shows up

If you log in to the data warehouse and show a blank screen, you are likely logged in on a machine set up with a local domain (rather than UGA MYID domain). Close out of the browser, attempt to log in again, and enter “myid\username” along with your UGA password in the login screen.

If issues persist, or you know your computer is set up using a local IT domain, please submit a ticket for steps to remedy the issues

"Errors in the OLE DB provider", or similar worded message when using the cubes

OLE DB error message

If you receive an error message similar to the example above, this issue occurs on machines not connected to the UGA MYID Active Directory.

You can confirm if your machine is connected to the msmyid domain using these instructions

You may be able to fix this by logging out of your machine and when logging back in include myid\(username) to direct your machine to connect to the MYID active directory.

If this does not resolve your issue, or you already know your department uses a local active directory, it will require your local IT department to convert your machine to the MYID domain. To address this issue, you can submit a ticket for further instruction.

How do I use the data warehouse as a Mac OS user?
Using a cube on Mac OS

The Mac operating system does not support the cube technology. SQL Server Analysis Servers (SSAS), which drive the cube functionality, work only using Windows authentication.

Mac users can use UGA vLab to access a cube. Instructions for connecting are available here.

 

Using the Data Warehouse Reporting Portal

Mac users can connect to the UGA Data Warehouse Reporting Portal and view paginated reports, Power BI reports, and KPI's on the Mac OS after connecting to 02 restricted VPN.