How to find/match student records in a post-SSN age?
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How to find/match student records in a post-SSN age?
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How to find/match student records in a post-SSN age?. PCAT. SAT. GMAT. ESL. GRE. ACT. College Transcripts. TSI. High School Transcripts. Visiting Scholars. Law School Apps. Prospective Students. Undergraduate Apps. Graduate Apps. PCAT. SAT. GMAT. ESL. GRE. ACT. - PowerPoint PPT Presentation
Transcript of How to find/match student records in a post-SSN age?
How to find/match student records in a post-SSN age?
Visiting
Scholars
GMATACT
PCAT SATGRE
TSIHigh School Transcripts
ESL
Prospective
Students
Graduate
Apps
Law School AppsCollege
Transcripts
UndergraduateApps
Visiting
Scholars
GMATACT
PCAT SATGRE
TSIHigh School Transcripts
ESL
Prospective
Students
Graduate
Apps
Law School AppsCollege
Transcripts
UndergraduateApps
Last First Middle
Address DOB SSN Sex
SMITH JOHN 2 E 13TH ST CHICAGO, IL 60601 03/25/83
Visiting
Scholars
GMATACT
PCAT SATGRE
TSIHigh School Transcripts
ESL
Prospective
Students
Graduate
Apps
Law School AppsCollege
Transcripts
UndergraduateApps
Last First Middle
Address DOB SSN Sex
SMITH JOHN 2 E 13TH ST CHICAGO, IL 60601 03/25/83
SMITH JOHN R. 2 E 13TH ST CHICAGO, IL 60601 03/25/83 123-45-6789 M
Visiting
Scholars
GMATACT
PCAT SATGRE
TSIHigh School Transcripts
ESL
Prospective
Students
Graduate
Apps
Law School AppsCollege
Transcripts
UndergraduateApps
Last First Middle
Address DOB SSN Sex
SMITH JOHN 2 E 13TH ST CHICAGO, IL 60601 03/25/83
SMITH JOHN R. 2 E 13TH ST CHICAGO, IL 60601 03/25/83 123-45-6789 M
SMITH JOHN ROBERT 2ND EAST 13TH STREET CHICAGO ILLINOIS 60601
03/25/1983 6789 M
Visiting
Scholars
GMATACT
PCAT SATGRE
TSIHigh School Transcripts
ESL
Prospective
Students
Graduate
Apps
Law School AppsCollege
Transcripts
UndergraduateApps
Last First Middle
Address DOB SSN Sex
SMITH JOHN 2 E 13TH ST CHICAGO, IL 60601 03/25/83
SMITH JOHN R. 2 E 13TH ST CHICAGO, IL 60601 03/25/83 123-45-6789 M
SMITH JOHN ROBERT 2ND EAST 13TH STREET CHICAGO ILLINOIS 60601
03/25/1983 6789 M
SMITH JOHNNY 03/25/1983 M
Last First Middle
Address DOB SSN Sex
SMITH JOHN 2 E 13TH ST CHICAGO, IL 60601 03/25/83
SMITH JOHN R. 2 E 13TH ST CHICAGO, IL 60601 03/25/83 123-45-6789 M
SMITH JOHN ROBERT 2ND EAST 13TH STREET CHICAGO ILLINOIS 60601
03/25/1983 6789 M
SMITH JOHNNY 03/25/1983 M
SMITH JOHNATHON ROBERT 2ND EAST 13TH STREET CHICAGO ILLINOIS 60601
03/25 123-45-6789 M
Visiting
Scholars
GMATACT
PCAT SATGRE
TSIHigh School Transcripts
ESL
Prospective
Students
Graduate
Apps
Law School AppsCollege
Transcripts
UndergraduateApps
Receiving less information◦ SSN no longer used in many cases◦ DOB no longer used or only partially provided ◦ Privacy Concerns : both individual and FERPA
Foreign student population increasing Mobile society = more fluid data
◦ Frequent address changes◦ Multiple email addresses◦ Multiple phone numbers
What has led to this situation?
Confusion when we have duplicate records Time spent matching records when it
becomes a manual process Time spent merging records Risk of overlay or mashing of student
records◦ Violation of FERPA◦ Angry/upset student – legal consequences
Time spent “unmashing” student records
Impact of this environment
Capture as much information as possible as soon as possible
Steps to ensure best possible matching success
Name – first, middle(not initial), last, suffix Address – differentiate between permanent, local,
foreign, mailing, separate components Phone Email address Date of Birth – complete if possible (privacy concerns) SSN – if available (privacy concerns) Gender (privacy concerns) Citizenship Birth city/Birth Country High School College
What information should we capture
Capture as much information as possible as soon as possible
Normalize or Standardize your data as much as possible(preferably on input)
Steps to ensure best possible matching success
Name Address City St ZIP Phone ------ ----------------- ------------ -- ---------- --------------1 SMITH 2 E 13TH ST CHICAGO IL 60601-2407 (312) 458 99922 2 13 ST EAST CHICAGO IL 60601 SMITH3 SMTH 2 EAST 13TH CHICAGO LAWN IL 312-458-99924 SMITH 2 E THIRTEENTH ST CHICAGO IL 60601 458-99925 SMITH TWO EAST 13TH ST CHICAGO IL 60601 312-458-9991
Name Address City St ZIP Phone ----- ----------- ------- -- ---------- ------------1 SMITH 2 E 13TH ST CHICAGO IL 60601-2407 312-458-99922 SMITH 2 E 13TH ST CHICAGO IL 60601-24073 SMTH 2 E 13TH ST CHICAGO IL 60601-2407 312-458-99924 SMITH 2 E 13TH ST CHICAGO IL 60601-2407 XXX-458-99925 SMITH 2 E 13TH ST CHICAGO IL 60601-2407 312-458-9991
Normalizing or Standardizing your data
Capture as much information as possible as soon as possible
Normalize or Standardize your data as much as possible(preferably on input)
Perform your search in an ever tightening approach but at a high level
Steps to ensure best possible matching success
Capture as much information as possible as soon as possible
Normalize or Standardize your data as much as possible(preferably on input)
Perform your search in an ever tightening approach but at a high level
Compare results on as many attributes as possible and rank based on experience
Steps to ensure best possible matching success
ATTRIBUTE INCOMING RECORD #1 POINTS
LAST NAME SMITH SMITH 10 FIRST NAME JON JONATHON 10 MIDDLE NAME ROBERT ROBERT 10SSN 123-45-6789 123-45-6789 80DATE OF BIRTH 12/21/1993 12/12/1993 -5GENDER M M 5EMAIL ADDRESS [email protected] [email protected] 50HIGH SCHOOL(NASC)
2446178 2446178 15
TOTAL 165 points
Attribute Comparison
Name SSN DOB Sex
Email HS PTS
INCOMING:
SMITH, JON ROBERT
123-45-6789 12/21/93 M [email protected] 2446178
ON FILE:
SMITH, JONATHON 123-45-6789 12/21/93 M [email protected] 2446178 165SMITH, JOHN 428-95-7895 04/23/85 M [email protected] 6589411 40SMITH, JUAN 12/12/93 M [email protected] 60SMITH, JON 12/21/93 70
Record Comparison
Capture as much information as possible as soon as possible
Normalize or Standardize your data as much as possible(preferably on input)
Perform your search in an ever tightening approach but at a high level
Compare results on as many attributes as possible and rank based on experience
When match is found then update where appropriate
Steps to ensure best possible matching success
Capture as much information as possible as soon as possible
Normalize or Standardize your data as much as possible(preferably on input)
Perform your search in an ever tightening approach but at a high level
Compare results on as many attributes as possible and rank based on experience
When match is found then update where appropriate
Normalize and de-duplicate your data periodically
Steps to ensure best possible matching success
New System Integrations Cloud computing Smartphone payment systems National/State Identification
◦ Health◦ Voter◦ Financial Aid◦ Visa/Immigration
Sharing login credentials (Social Networks)
The Future
Barry McClendonSenior Software Developer/Analyst
Office of Admissions – Information TechnologyThe University of Texas at Austin
Questions?
Barry McClendonSenior Software Developer/Analyst
Office of Admissions – Information TechnologyThe University of Texas at Austin
Questions?https://joind.in/event/sacrao2012
M2.08 - How to Find/Match Student Records in the Post-SSN Age
