How to request access to student records reporting resources

Two resources are currently available for student records reporting:

SSRS (SQL Server Reporting Services) 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 users make selections from a series of drop-down parameters to limit the data to the records of interest.

Follow these instructions to request access to SSRS reports via the OCIO’s Service Now portal. 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.

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 SIS reporting databases, discussed below.

SIS Reporting Databases allow users to write queries using the tables that comprise the Operational Data Store (database = DWHCRPT) and the Snapshots (database = DWDMOSU). Many users write or run queries in Microsoft Access. The entire student records database is available to such users, and the queries that can be written are limited only by the user’s ability and knowledge. The disadvantage of doing such analysis is that it takes extensive time and practice to do it correctly. Our office supplies training materials that can help.

To request access to student records SIS Reporting Databases, visit OTDI’s Student Operational Data Store page. Locate the ODS access request form, complete it, and submit it to cio-access@osu.edu. You will be contacted about the status of your request shortly. If your access request is approved, you will be sent materials to help you set up your data connections and prepare you for training.