Graduate School Explorer FAQ
This KB is provided to guide faculty and staff in how to best utilize the new internal-facing Graduate School Explorer. It provides guidance in regards to changes surrounding access, functional use, and contact information for the new GSE. It is NOT an exhaustive list of all of the features, definitions, or query structures behind the visualization. The document below assumes a minimal working knowledge of the old Graduate School Explorer as well as some minimal experiential knowledge interacting with Tableau Visualizations.
The following questions pertain to the internally-accessible Graduate School Explorer. Recognizing the need for Graduate School data to still be available externally, we also created a series of publicly available data visualizations by topic that are published on the Graduate School Data website (https://grad.wisc.edu/data/).
The Graduate School Explorer presents the following features:
· Multiple metrics on one screen at once
· Filters such as Plan, GRS Community, Plan Funding Type, Student AOF eligibility, etc.
· Ability to cross-filter (apply multiple filters at once) to drill down on specific student populations and/or terms.
· New metrics including New in Plan Enrollment, Student Home State/Country, Median Years to Degree, Completion Rates based on Number of Years Since Entrance, etc.
Access & Permissions
Q: Where do I access the Graduate School Explorer?
A: The Graduate School Explorer can be accessed through RADAR or directly via: https://tableau.wisconsin.edu/#/views/GraduateSchoolExplorer/AdmissionsEnrollmentFunding
Q: Who can access the Graduate School Explorer?
A: Due to FERPA restrictions and relevant data policies the Graduate School Explorer has been classified by Campus Data Governance as requiring "Student Restricted" data access. Anyone with existing "Student Restricted" data access can already use the Graduate School Explorer simply by logging in with their NetID. Those who do not already have "Student Restricted" data access can request it here (https://data.wisc.edu/request-access/). Make sure to choose "Student Record Data - Restricted" from the drop-down in question 3. For more information on university data classifications you can visit ODMAS' website (https://data.wisc.edu/data-governance/data-classification/). Access is granted on an individual NetID basis.
Navigating the Graduate School Explorer
Q: Why are some filters at the top of the dashboard while other filters are located within specific charts/graphs?
A: Filters in the "Dashboard Filters" section at the top of the dashboard apply to all charts and graphs on the dashboard. One exception to this is the Named Option filter, which does not apply to the Completion-related charts and graphs. In contrast, filters located within a specific chart or graph only apply to that chart or graph, not the entire dashboard.
Q: Do my filters stay the same when moving between dashboards?
A: Yes, all "Dashboard Filters" at the top of the dashboard will stay filtered until cleared by the user, even if you change dashboards.
Q: Can I download data from the Graduate School Explorer?
A: Currently users are not allowed to download individual level data from the Graduate School Explorer. However, users can download all aggregate data presented in the visualization as an Excel or CSV file. To do so, click on the download button in the top right of the dashboard and choose "Crosstab". Then select the relevant chart or graph that you would like to download.
Q: Can I download images from the Graduate School Explorer?
A: Users can download an image of the entire dashboard or individual charts or graphs from the dashboard. To do so, click on the download button in the top right of the dashboard and choose "PDF". To download the entire dashboard select "This View". Alternatively choose "Specific sheets from this dashboard" and select the of the specific charts/graphs that you would like to include in the download.
Common Data Questions
Q: When I try to filter the data, the dashboard tends to load slowly. Am I doing something wrong or is there a way to speed up the load time?
A: Unfortunately, because the dashboard pulls in large amounts of data from multiple data sources, data may need a few seconds to load. When applying filters please be patient, the data is worth it.
Q: Why is there no "Apply" button for the "Select Period" filter?
A: Because for "Select Period" only one time period can be selected at a time. By default this is set to the Fall Term.
Q: Why is data sometimes "missing" or why are certain time periods sometimes not reported in a chart or graph?
A: If no data is available for a particular time period, the time period and its label will not be reported in the chart or graph. A common example is when there are no applicants at all for a given time period, the time period will not appear in the chart or graph. Similarly, if there is a time period where there are applicants but no admits or new enrollments, the related calculation of Yield Rate will be blank for that time period as the calculation cannot be made. Another example is in the case of funding data, which is only available for Fall and Spring Terms. If a user chooses the Summer Term or Academic Year from the "Select Period" filter, no data will be shown, as none exists for the specified time period.
Q: Why does the data for my program look different than it did when I checked it last week?
A: Displayed data is updated nightly and reflects data that is currently available at the time at which the dashboard is viewed. If a time period or piece of data is not reported, it is because it is currently unavailable. Once data becomes available it is added to the dashboard. Historically reported terms such as degrees and completion are updated shortly after the start of the new term. Current term metrics may change throughout the term and users should be aware of day-to-day or week-to-week changes in data.
Q: What are the definitions for the terms used in the dashboard?
A: All definitions for terms used in the dashboard (e.g. Targeted Minority, Admits, Other Funding, etc.) can be found by clicking the ("i") icon in the top-right of the dashboard.
Q: What if I need additional data not included in the Graduate School Explorer?
A: Please complete the Office of Academic Analysis, Planning and Assessment's Ad-Hoc Data Request form: data request intake form
Q: Who should I contact if I have questions about the reported data or would like to request changes or additions to the visualization?
A: Please email the Office of Academic Analysis, Planning and Assessment at (firstname.lastname@example.org) with any questions, feedback, or requests.