Overview

The Student Information System (SIS) includes a search-and-report tool called Data Center, created by the Office of the Registrar.

Faculty and staff with certain roles have access to Data Center, which is located under “Reporting Tools” in the main menu of SIS. If you are faculty or staff with permission to use SIS and don’t have access to Data Center, you can request access. To do so, please complete the SIS Authorization Form. On the form, fill in the top section; under Additional Roles, write “(A) UW_SR_DEPARTMENT_CENTER” to add the Data Center role; obtain the necessary signatures; then submit as directed on the form. For more information, see SIS - Getting Started - Security Request.

Table of Contents

• Running a Report — Students tab
• Running a Report – Courses tab
• Sample Searches

Running a Report — Students tab

To run a report to find a list of active students using the Data Center, follow the steps below:

1. From Home, select Student Records WorkCenter |Dean/Dept Processing| Data Center. The Data Center will be displayed.
   • Menu Navigation: > Reporting Tools > Data Center
2. Verify/select the |Students| tab. 
3. Enter the desired report criteria, then select Search.
   • Tip: Enter criteria in any or all sections (you must enter at least one field).
   • Tip: Only searches active students.
     
     
     
     
4. View report results at the bottom of the page by selecting Tabs or the Show All Columns () button. Select the column headings to sort results.
5. Data can be copied from the grid. If you want to download data to Excel, select the spreadsheet button with a red arrow in the lower right corner ().
   • Note: The results that are downloaded are based on the selected tab. Use the Show All Columns () button to download all fields.
     
     
     
     
6. To run another report, select Clear, then return to Step 3.
   • Note: Selecting Clear will erase all previous criteria, but the results of the last search will remain displayed until you run another search.

Data Center Page – Students tab

Navigation Path: Student Records WorkCenter, |Dean/Dept Processing|, Data Center, |Students| Curric & Enroll Rep WorkCenter, |Resources|, Data Center, |Students| > Reporting Tools > Data Center, |Students|.

Data Center Field Descriptions – Students tab

The list below describes the fields and buttons found on the Data Center:

• Career: The type of degree a student is pursuing. All students belong to an academic career: Undergraduate, Graduate, Law, Medical, Pharmacy, Vetmed, Univ Specials Students, Univ Guest Students, Nonstandard.
• Academic Program: For undergraduate students, academic program indicates the degree the student is working toward (e.g. L&S has acad programs of BA or BS). For graduate students, academic program indicates their field of study.
• Academic Plan: For undergraduate students, academic plan indicates Major, Certificate, or Minor. For graduate students, plan indicates the Degree level they are working toward (Masters or PhD). Select Codes to view your options.
• Primary Acad Group: School/College (e.g., ALS, BUS, EDU, EGR, HEC, L&S, NUR…)
• Sub-Plan: A special area of study under the specified major usually called an option or an emphasis. (Note: Requires academic plan entry above.)
• Student Group: The student group code.
• Level at Beginning of Current Term: The student’s level at the beginning of the current term (e.g. 10=Freshman, 30=Junior, GR=Grad).
• Projected Level for Next Term: The student’s projected level at the beginning of the next term (e.g. 20=Sophomore, 40=Senior).
• Declared Graduation Term: The term of graduation that has been declared by the student. A value will only be returned if a student has applied to graduate.
• Advised By: The SIS Empl ID # of an advisor. Use Look up to Search by Name.
• Cumulative GPA from ___ to ____: Select a range of cumulative GPA at the beginning of the current term.
• Cumulative Credits from ___ to ____: Select a range of cumulative credits at the beginning of the current term.
• Admit Type: CON=Continuing, FYR=First Year Student, NEW=New Student, RAD=Readmit, RET=Reentry Transfer, TRF=Transfer
• Common Negative Service Indicator: Select from high level service indicator codes.
• Academic Standing Status: GST=Good Standing, DIS=Dismissed, PRO=Probation, SUB=Subject to Dismissal.
• Academic Standing Action: A code that identifies the action (CLR, CLRB, CLRP, DROP, GOOD, MNC, MOP, PRO, PROR, SPR, WRN, WRNG). (Note: this field requires an entry in the career field.)

Term-Specific Criteria:

• Term ___ to ___: A four-digit code representing century, year, and semester. Semesters are as follows: Fall=2, Spring=4, and Summer=6. e.g. 1202=Fall 2019-2020, 1194=Spring 2018-2019. A value in this field is required to search on any criteria in this lower section.
• Session Code: Represents the length and weeks a class meets. Regular sessions of full Fall and Spring terms are coded as A1. Courses meeting less than the full semester and summer term have a three-letter code representing the Begin week, Span, and weeks of Instruction. Links to fall, spring, and summer session code lists are also available. (Note that these lists may not be all-inclusive depending on when they were published.)
• Enrollment Status: The enrollment status of a group of students for the selected courses of a term. The three values included Dropped, Enrolled, and Waiting.
• Academic Organization: A code that identifies schools, colleges, and/or individual departments. A single-digit alpha character or a three-digit alpha/numeric identifies a school or college. An alpha character followed by four numbers identifies a department(s) within those schools and colleges.
• Student Career: The type of degree a student is pursuing. All students belong to an academic career: Undergraduate, Graduate, Law, Medical, Pharmacy, Vetmed, Univ Specials Students, Nonstandard.
• Subject Area: Identifies an instructional unit that has a discrete grouping of courses. It is usually a three-digit numeric value.
• Catalog Number: The course number in a subject area as described in the Course Catalog.
• Class Number: A five-digit unique number assigned by SIS to each section.
• Section Number: Every class is identified with a three-digit Class Section number.
• Course ID: A unique six-digit number assigned when a course is added to Course Catalog.
• Instructor: The instructor's SIS Empl ID (not their campus or HRIS ID number).
• Instruction Mode: Method of instruction. This field is usually "P" for Classroom Instruction; other values include WO=Online Only, WC=Online (some classroom).

Additional fields from the search results:

• Campus ID: Campus ID of the student.
• Name: Student’s preferred name if provided, otherwise primary name.
• Matric Term: The first matriculation term at UW–Madison.
• Email Address: Displays student’s preferred email address.
• Exp Grad: Expected graduation term.
• GPA: The student’s GPA at the beginning of the current term.
• Total Credits: The student’s total credits at the beginning of the current term.
• Level (BOT): The student’s level at the beginning of the current term (BOT).
• In Pr GPA: Number of in-progress credits that count towards the student’s GPA.
• In Pr NoGPA: Appears when a student has pending study abroad coursework.
• Level (Projected): The student’s projected level at the next future term.
• Academic Standing Action: The term for which the most recent academic standing on the student’s record was applied.
• Action: The most recent academic standing action on the student’s record.

Running a Report – Courses tab

To run a report to find a list of courses or course and section-level data using the Data Center, follow the steps below:

1. From Home, select Curric & Enroll Rep WorkCenter |Resources|, Data Center. The Data Center will be displayed.
   • Menu Navigation: > Reporting Tools > Data Center
2. Select the |Courses| tab (Note: The default active page is Students).
3. Enter your desired report criteria, then select Search.
   • Tip: You must enter data in at least one field in the top section.
   • Tip: Section data (the bottom section) is not required; however, if you enter criteria in the bottom section, you must enter term criteria.
     
     
     
     
4. View report results at the bottom of the page by selecting Tabs or the Show All Columns () button. Your report displays within a consistent template of tabs and columns depending on whether you are searching on course-level criteria only or including section-level criteria. Select the column headings to sort results.
   • Course-level criteria only:
     
     
     
     
   • Course- and section-level criteria:
     
     
     
     
5. Data can be copied from the grid. If you want to download data to Excel, select the spreadsheet button with a red arrow in the lower right corner ().
6. To run another report, select Clear, then return to Step 3.
   • Note: Selecting Clear will erase all previous criteria, but the results of the last search will remain displayed until you run another search.

Data Center Page – Courses tab

Navigation Path: Curric & Enroll Rep WorkCenter, |Resources|, Data Center, |Courses| Student Records WorkCenter, |Dean/Dept Processing|, Data Center |Courses| > Reporting Tools > Data Center |Courses|.

Data Center Field Descriptions – Courses tab

The list below describes the fields and buttons found on the Data Center:

• Academic Group: Three-digit value representing a specific school/college.
• Subject Area: Identifies an instructional unit that has a discrete grouping of courses. It is usually a three-digit numeric value.
• Catalog Number: The course number in a subject area as described in the Course Catalog.
• Course ID: A unique six-digit number assigned by the system when a course is first added to the Course Catalog.
• General Education Requirements:
  • Communication - Returns courses with the course attribute of General Education Communication Requirements Part A or Part B.
  • Quantitative Reasoning - Returns courses with the course attribute of General Education Quantitative Reasoning Part A or Part B.
  • Ethnic Studies - Returns courses with the course attribute of Ethnic Studies.
• Counts in 50% Grad Coursework: Returns courses that are countable toward the graduate coursework (50%) requirement.
• Counts as LAS Credit (L&S): Course counts towards LAS credit.
• Workplace Experience: Course has workplace experience.
• Foreign Language: Identifies the semester of foreign language (1-5).
• Course Requirement Group: The requirement group (requisite) placed at the Course Catalog.
• Level: The course level as coded using the LEVL attribute at the Course Catalog. Returns courses matching any of the levels selected. The results may also display a value of “D”, which applies to any course that is considered both Intermediate and Advanced.
• Breadth: Returns courses with the course attribute of Breadth and the chosen attribute value. You can select multiple breadth values, and the search will return courses matching any of the selected values.

Term-Specific Criteria:

• Term ___ to ___: A four-digit code representing century, year, and semester. Semesters are as follows: Fall=2, Spring=4, and Summer=6. e.g. 1182=Fall 2017-2018, 1174=Spring 2016-2017.
• Session Code: Represents the length and weeks a class meets. Regular sessions of full Fall and Spring terms are coded as A1. Courses meeting less than the full semester and summer term have a three-letter code representing the Begin week, Span, and weeks of Instruction.
• Class Components: Class component assigned to the section.
• Class Status: Classes are either Active or Canceled. The search defaults to a value of Active.
• Credits: Returns courses equal to the credit chosen or within the chosen range. Credit values are assigned at the class association for a section.
• Honors: Honors values include accelerated honors (HOP), honors optional (HIA), honors only (HON) or not honors.
• Class Requirement Group: The requirement group (requisite) placed at the class/section level on the class association.
• Days of Week: Choose a modifier (Include All (&Only) These Days, Exclude All These Days, include any of these days). Select using checkboxes.
• Meeting Time: This data should include AM or PM. Ex: 11:00AM
• Enrollment Capacity: The enrollment capacity set at the section. Selecting “zero enrl cap only” will only return sections with an enrollment capacity of zero.
• Enrollment Total: The total enrollment at the section. Selecting “zero enrollment only” will only return sections with an enrollment total of zero.
• Wait List Capacity: The wait list capacity for the section. Selecting “zero wait list capacity only” will only return sections with a wait list capacity of zero.
• Wait List Total: The wait list total at a section. Note that wait list totals are purged around the fifth week of classes for the fall and spring terms. Selecting “zero wait list only” will only return sections with a wait list total of zero.
• Instructor: The instructor’s SIS Empl ID (not their campus or HRS ID number).
• Instruction Mode: Mode of instruction. This field is usually "P" for Classroom Instruction; other values include: WO=Online Only, WC=Online (some classroom).

Additional fields from the search results:

• Title: Official Title of the course.
• Topic Title: Assigned Topic Title to a topic title approved course.
• Minimum Credits: Minimum number of credits/units for this class section.
• Maximum Credits: Maximum number of credits/units for this class section.
• Course Attribute Value - TOPC: Displays "TOPIC" is course is topic title approved.
• Course Attribute Value - COMB: Displays "COM B" when a section-level COM B course is offered and the COM B attribute has been coded at the section level.
• Session Begin Date: Session begin date for this class section.
• Session End Date: Session end date for this class section.
• Exam Date: Date of the Final Exam assigned to this section.
• Exam Starting Time: Start time of the Final Exam.
• Final Exam Room: Room assigned to this section for the Final Exam. Note that final exam rooms are typically assigned around the 12th week of the term.
• Combined Section: Displays “Combined” if the section is combined. This includes crosslisted and meets-with sections.

Sample Searches

Find all students in the Social Welfare major

Use the academic plan field to contain the code for Social Work (916). The results will include BS and BA and PhD students.

Find Social Welfare students intending to graduate this term

In addition to the academic plan of 916 for Social Welfare, specify a career of undergraduate (UGRD) and the desired four-digit graduation term (e.g., 1244). These results will include only students who have indicated plans to graduate during the specified term.

You can also leave the declared graduation term field blank and, once you receive the results of that search, filter by graduation term(s).

Note: The "Graduation Status" filter was removed in May 2024.

Find students with 100 or more credits who are still Intended:Art Education (not fully admitted to the Art Education major)

Specify a range of credits from 100 to something higher (e.g., 999) and the academic plan code of PAED for Intended:Art Education.

Find students within a specific option within a major

To find students within a specific option within a major, set the academic plan field to “is exactly” (for the sub-plan field to work, the academic plan field must be set to “is exactly”), enter an academic plan code, then either enter or search for/chose the code for the sub-plan.

Find email addresses of undeclared students who are enrolled in courses in my department (Sociology) this term (Spring 2024)

Use the academic plan code of “000” for undeclared majors. The bottom section of Data Center’s fields are criteria related to specific terms. Choose a four-digit term code (e.g., 1244) and the three-digit subject area code (900 for Sociology).

Note: Cross-listed courses are still a known issue for Data Center. It will only query under the subject area that the student enrolled in for cross-listed courses.

If you want to find — in this example — all undeclared students enrolled in a cross-listed course, use the six-digit course ID field instead of the subject area field.