Information in ADVISE is updated twice a week. Access is granted by the ADVISE authorizer in your college/unit.

What is Degree Auditor?

Degree Auditor is a subset of DIVA (Distributed Interactive Visual Adviser) which is a system that is currently in the developmental stages and will one day replace ADVISE. Degree Auditor is currently a pilot project which allows users to audit an individual student record against distributive CORE requirements as well as growing number of individual major requirements from colleges across campus. It is in the testing stage at the present time.

The Degree Auditor capabilities include:

• Access to student's course details for past, current and future terms
• Access to student's transferred courses
• Access to student's CORE/USP courses
• Access to University Requirements Information
• Academic Auditing

Information in Degree Auditor is updated twice a week. Access is granted by the ADVISE authorizer in your college/unit.
 
What is SIS? 

The Student Information System (SIS) is a tool that helps administrative units, colleges, and departments manage student records and assist in admission, records and registration, and student services (Resident Life, International Education Services, and the Graduate School). Written and supported by OIT, some of the components of this system include:

• On-line registration
• Lookup of public information
• Lookup of individual student information
• Admission processing
• Course management
• Dormitory assignment
• Grade and transcript processing
• Electronic rubber stamping
• Diploma clearance

 Information in SIS is current.
 
  Advise vs. Degree Auditor vs. SIS -- Which Account Is Right For You?  

Often, users are unsure of which account will best fit their needs. By following the general guidelines below, users should be able to determine the system which will help them perform their tasks in the most efficient and appropriate manner.
 
ADVISE should be used if you need to: 

• Advise students
• Search academic records of students in your College or Department
• Generate reports/mailing labels and statistical reports
• View class list information
• Perform academic (major, CORE/USP) audits on student records

Degree Auditor should be used if you need to:

• Perform academic (Major, CORE/USP) audits on student records
• Look up past, current and future course details as well as transferred courses for an individual student

SIS should be used if you need to:

• Administer student data
• Provide on-line course registration approval (i.e. electronic rubber stamping)
• Provide diploma clearance
• Lookup of individual students outside your college/unit

 You can get more information on SIS by calling Records and Registrations at (301) 314-8225.

How Do You Get Access to Administrative Information ?
( Leave Processing, FAS, Procurement, Travel Requests)

The Office of Information Technology provides access to a variety of systems that support administrative functions on campus including leave processing, academic resource system, and electronic mail. Access for HRS, ARS, FRS, Procurement and other applications can be requested by completing the UM Account Request. These systems are described below. Access varies by system. See the contact person listed below each section for additional information.
 

ARES

The Administrative Resource Enterprise Services (ARES) web-page provides:

• Access to FAS & Procurement
• Access to Travel Services by connecting to the CARS system via the Department of Business Services link
• Access to the University of Maryland Electronic Grading System
• Access to update Personal Data (i.e your name, email address, etc.)
• Access to other campus computer systems
• Access to PHR Home Page

The ARES web page can be found at www.ares.umd.edu and is accessed by logging into the system using your Directory ID. Any questions or problems concerning the ARES web page can be directed to the OIT Help Desk (301) 405-1500.

 ARS

The Academic Resource System (ARS) is an on-line computer system designed by Academic Data Systems to electronically execute all aspects of the academic appointment process, produce the faculty sections of the graduate and undergraduate catalogs, process graduate faculty status and process visiting scholar visas. In addition to appointment information, ARS also provides the following information on all faculty and associate staff members within the Academic Affairs division: 

• Personal information
• Degree Information
• Appointment history for tenured/tenure track faculty
• Graduate faculty listing

Information in ARS is current. For more information, call the ARS Help Desk at (301) 405-3405.

PHR

The PHR system is a web-based application developed in-house (by UMCP) that provides the campus with an electronic system to capture payroll, human resources, and time/attendance information. This system contains current and historical employee/appointment, position, and time entry records for five (5) USM campuses including University of MD, College Park (UMCP), University of Maryland Biotechnology Institution (UMBI), University of Maryland Center for Environmental Science (UMCES), University of Maryland Systems Office (USMO), and University of Maryland, Eastern Shore (UMES). Each institution maintains their own data. The UMCP position data is maintained by the Classifications section within the University Human Resources Department (for Exempt, Non-Exempt and Contingent positions) and the Office of Data Administration (for Faculty positions). The employee and appointment data entry is entered decentralized by the campus units, while various Service Offices maintain the PHR Business Rules Tables centrally. A PHR Customer Service Center provides on-going end-user support. Payroll Services manages all aspects of the UM System-wide payroll function. PHR includes an electronic transmission of Gross Pay and Pay Adjustments to CPB, Central Processing Bureau.

For more information contact PHR Customer Service Center at (301) 405-7575.
 

Financial Accounting System (FAS) and Procurement Information System (PRO)
 
FRS, Procurement, OIT/NTS Billing Management, Department of Business Services, Advisor Services, and other on-line web services are available at: http://ares.umd.edu. Additional information about the above applications is available by contacting the Office of Information Technology at (301) 405-1500.

  How Do You Get Access to the UM Data Warehouse?  

The UM Data Warehouse is a collection of data subsets which contain data elements that were extracted from various campus databases into one integrated Oracle relational database. The database can be used for ad hoc querying, downloading of data into other applications, and as the foundation for web-based reporting applications. Access to the various data subsets is granted by the data steward of each data subset. Refer to the following web page for a list of the campus data stewards: http://www.oit.umd.edu/DataAdmin/

The warehouse enables authorized business managers and administrators to access their own unit's data from their desktop. It also enables application developers to build specialized applications from the campus data infrastructure.
 

Types of Data Warehouse Access 

Access is assigned to the data warehouse based on a person's functional role in his/her unit as authorized by the unit head. In addition, data are also secured by unit, college and division. Depending on their function and authorization, users have access to some or all of the data for a defined data subset. In general, a departmental user may only have access to his/her own data (department, college, or division as appropriate), similar to viewing of transaction system data. There are five basic functional roles which can be assigned to a person. A person can have one or several functional roles. The functional roles are described below:

• Administrative (for non-academic units) - Users will have access to databases which encompass the core business functions of the university -- personnel, financial, etc.
• Administrative (for academic units) - Users will have access to databases which encompass the core business functions of the university -- personnel, financial, etc. PLUS faculty and research databases.
• Academic - Users will have access to databases which encompass the teaching functions of the university -- scheduling, student, etc.
• Service - Users will have access to a particular data subset in order to maintain data for a service department (e.g. an authorized Records & Registration employee would have access the student data subset).
• DW Technical - The Data Warehouse Project Team will have access to all databases for the purpose of maintaining the data warehouse.
   

For more information about the UM Data Warehouse, contact Lori Kasamatsu lkasamat@umd.edu or http://www.oit.umd.edu/DataAdmin/
 

How Do You Apply for a UM Data Warehouse Account?

Access the form UM Data Warehouse Account Request Form or by calling the OIT Help Desk at (301) 405-1500 to request a form be sent to you. 

Please read the form carefully and be sure to provide all necessary information and signatures for the access you are requesting. 

Once you have completed the form, send it to your Dean, Chairperson or Director for approval and processing. You will be notified via campus mail when your account or accounts have been created. You will be provided with information on available training sessions at that time.

Additional Contact Information  

Office of Information Technology Help Desk
(301) 405-1500

College Contact Numbers:
 

Appendix A   UNIVERSITY POLICY ON DISCLOSURE OF STUDENT RECORDS (Buckley Amendment)  
 
 
 

The University of Maryland adheres to a policy of compliance with the Family Education Rights and Privacy Act of 1974 (the Buckley Amendment). With certain limitations, this act requires and it is the policy of the University:
 

(1) To permit students to inspect their educational records.
 

(2) To limit disclosure to others of personally-identifiable information from education records without the student's prior written consent.
 

(3) To provide students the opportunity to seek correction of their education records where appropriate.
 

Prior consent will not be required for disclosure of educational records to school officials of the University of Maryland who have been determined to have legitimate educational interests.
 

Certain information has been designated "Directory Information" and will be disclosed without prior consent unless a student files written notice. Directory information consists of:
 

• Name

• Address

• Telephone Listing

• Date and Place of Birth

• Photograph

• Major Field of Study

• Participation in Officially Recognized Activities and Sports

• Weight and Height of Members of Athletic Teams

• Dates of Attendance

• Degrees and Awards Received

• Most Recent Previous Educational Institution Attended

For complete University policy on access to and release of student data information, see the current edition of the Undergraduate Catalogue.

  Appendix B   University of Maryland Policy on the Acceptable Use of Information Technology Resources  

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