Information Systems

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

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

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

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

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

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

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

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

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

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

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

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

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

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