How to request access to student records reporting resources
Two resources are currently available for student records reporting, both using the data domain named Student – Records, Enrollment and Curriculum. Access to either resource is done via a form on the OCIO ServiceNow self-service site. Whether you request direct access or reporting access to that specific domain depends on the extent to which you want control over the query process.
SSRS (SQL Server Reporting Services) reports
SSRS is the entry-level resource for users who are not familiar with querying. These reports use a variety of standard queries to return student- or class-level data based on areas of popular interest such as student enrollment, advisors, grades, prospective and awarded degrees, and course scheduling details. The reports are very easy to use, requiring only that you make selections from a series of drop-down parameters to limit the data to the records of interest.
Our SSRS reports use standard queries written by data analysts in EARI. You can limit the data in the reports to the records of interest, but you cannot modify the query logic. Therefore, you need to request the domain Student – Records, Enrollment and Curriculum: Reporting when seeking access to our SSRS reports.
Follow these instructions to request reporting access to SSRS reports. As noted in the introduction to running SSRS reports, you must be connected via the OSULAN VPN prior to logging into SSRS. Once you are logged in, you’ll find useful information in the “Start Here” pdf in this folder: Home > Enterprise > Student > Student Records and Enrollment > General Job Aids and Messages. No formal training is offered for SSRS reports, but please contact eari@osu.edu with any questions.
Note that SSRS reports are siloed, so you cannot use them to answer every possible question about student data. For example, one SSRS report can list Honors students for a term, and another report can list the grades earned by students for a set of courses, but there is no SSRS report that combines the two so that you can find grades just for Honors students. For that kind of flexibility, you need to query using the RAE, the other student records reporting resource.
Reporting and Analytics Environment (RAE)
The RAE is for direct access to student records data tables. You can create your own queries or modify query sets created by the developers in the EARI office. Read more about the RAE in the Administrative Resource Center.
Analyses done with direct access to the RAE are limited only by the user’s ability and knowledge. It can take extensive time and practice to produce accurate, complete results, but EARI supplies training materials and vetted query sets that can help.
Follow these instructions to request access to the domain Student – Records, Enrollment and Curriculum: Direct. Also include in your request the domain Student – Student Core: Direct. To prevent rejection of your request, be sure to provide all the information requested on the form, especially the specific types of analysis you expect to do with the data. Consider also requesting access to Student – Records, Enrollment and Curriculum: Reporting so that you that you can run SSRS reports. Those reports are often helpful as a check on the queries you create yourself.
If you are granted direct access to the Student – Records, Enrollment and Curriculum and Student – Student Core domains, email eari@osu.edu to request training. You will be added to the MS Team named Querying Student Data in the RAE that holds training materials including MS Access databases you can download and modify to get your own data. The team also serves to store reference materials and to share discussions among analysts who use student data.