Data Administration & State Reporting

BOG Reporting Systems

The Florida Board of Governors has developed multiple database systems to request, receive, review, and accept data from the state's 12 public universities. The Office of Data Administration & State Reporting is responsible for managing the systems below for the University of South Florida System.  These systems are utilized by university Data Stewards, Sub Certifiers, and others who have administrative and/or operational responsibility over institutional data.  Please visit our Forms page to request access to specific systems.  Questions regarding reporting requirements or technical issues should be submitted to the USF System Data Administrator at Data-Admin@usf.edu.

Academic Program Review

The Academic Program Review application is utilized to maintain the most current Program Review Policies, Procedures, and Schedules to assure compliance with Program Review requirements identified in regulation F.S. 1001.03(13).  The Academic Program Review application allows users to easily and accurately compare data between Universities, schools, program areas, and specific programs by strengths, challenges, and recommendations.

Reporting Area: Institutional Effectiveness & Planning
Reporting Schedule: Annual

Accreditation Review System

The Accreditation Review System allows universities to confirm and update accreditation information for the USF System pursuant to Board of Governors Regulation 3.006 that requires that each university provide annual updates to the State University System (SUS) Accreditation Survey.  The update is a snapshot of the accreditation status effective Fall of the current academic year.  This information serves as the basis for maintaining an inventory of the accreditation status for academic programs in the SUS and is used in the Annual Report.

Reporting Area: Institutional Effectiveness & Planning
Reporting Schedule: Annual

Academic Program Pre-proposal Recognition System (APPRiSe)

The Academic Program Pre-proposal Recognition System (APPRiSe) was developed to serve as a method for allowing institutions to share information regarding program development early in the process to avoid unnecessary duplication of other college and university academic degree programs and to promote collaboration. The intent of the APPRISE system is to allow the Florida College System and the State University System to discuss their plans to offer new programs one year prior implementation or approval of the program.

Reporting Area: Institutional Effectiveness & Planning
Reporting Schedule: Ad-Hoc

Board Application Portal

The Board Application Portal lists all of the applications in which a user has been granted access.  Additionally, users can change their password (for all applications) and maintain their user account information through the Board Application Portal.

Chief Audit Executives Reports System (CAERS)

The Chief Audit Executives Reports System (CAERS) is utilized to review and submit State University internal audit reports, work plans, and other documents, as requested by ad hoc or routine information requests, by the Board of Governors Office of Inspector General and Director of Compliance (OIGC), in accordance with Board of Governors Regulation 1.001(6)(g). Additionally, CAERS is the official repository and serves as means for collegial sharing of reports and documents among the state's 12 public universities via staff authorized to view and access this information in CAERS.

Reporting Area: University Audit & Compliance
Reporting Schedule: Annual; Ad-Hoc

Data Request System

The Data Request System (DRS) is utilized by the Florida Board of Governors to request, receive, review, and accept data requests from the 12 state universities.  A portion of this system is open to the public enabling users to view all data request, requirements, and templates.  The DRS serves as an official repository maintaining information on ad hoc and recurring requests and their submission and accepted status. Access the Data Request System.

Due Date Master Calendar

The Due Date Master Calendar consolidates all of the due date information from applications used by the Florida Board of Governors and Universities into a central location.  This allows both the Florida Board of Governors staff and University staff to view all items and statuses at a glance. Access the Due Date Master Calendar.

Educational Sites Inventory

The Educational Sites Inventory application is used by the Board's Academic and Student Affairs staff to manage sites that have been approved by the Board of Governors per BOG regulation 8.009 (Educational Sites).   In addition, the application provides reports that join site data with student/courses data that can be used to review site usage. If any sites are non-compliant, the sites will show on the non-compliant sites reports. The users can update the status of these non-compliant sites.

Reporting Area: Office of Facilities Planning & Construction
Reporting Schedule: Annual

Graduate Candidate Identification System (GCIS)

The Graduate Candidate Identification System (GCIS) , also referred to as the Graduate Recruitment Database, is a database of undergraduates in the State University System (SUS) that are eligible for recruitment into graduate programs.  The intent of the GCIS is to encourage Florida's universities to recruit eligible students to enroll in graduate education in Florida making recruitments of all students more efficient and effective as well as enhancing diversity in the graduate programs in the SUS.  *This application resides outside of the Board Application Portal.

Reporting Area: Office of the Registrar
Reporting Schedule: Annual

Institutes and Centers Online Reporting System

The Institutes and Centers Online Reporting System is utilized to submit an annual evaluation and budget reporting requirements of each university institute and center requested by the Board of Governors Office of Academic and Student Affairs pursuant to Board of Governors Regulation 10.015.   *This application resides outside of the Board Application Portal.

Reporting Area: Institutional Effectiveness & Planning
Reporting Schedule: Annual

Non Profit Document Submittal System

The Non-Profit Document Submittal System is utilized to review and submit State University System non-profit organizations, Direct Support Organizations (DSO) and Health Services Support Organizations (HSSO), Form 1023, Form 990, audited financial statement, and management letter as requested by the Board of Governors Office of Inspector General pursuant to Board of Governors Regulation 9.011.

Reporting Area: Office of the Treasurer
Reporting Schedule: Annual

Space Data Management System

The Space Data Management System (SDMS) is used to collect Physical Facilities data from the State University System Universities. The SDMS replaces the State University Database System Physical Facilities Space File.  The Physical Facilities Space data consists of information about sites, buildings, and rooms.  The purpose of this dataset is to collect information that is used to satisfy the reporting requirements of the Department of Education Facilities Planning Office and the Board of Governors Office of Capital Budgets.

Reporting Area: Office of Facilities Planning & Construction
Reporting Schedule: Spring, Summer, Fall

State University Database Systems (SUDS)

The State University Database System (SUDS) contains over 400 institutional data elements about students, faculty and programs at SUS institutions.  SUDS allows each university to process data for their file submissions.  There are currently 13 SUDS files that are either required on an annual, bi-annual, or tri-annual basis, totaling 22 submissions.  Visit the SUDS Files page for additional information.

SUDS Data Dictionary

The SUDS Data Dictionary contains a complete listing of all the data elements for the State University Database System (SUDS) file submissions. Users can view submissions by term, tables by submission, or submissions by table and drill down view information for a single data element.  The SUDS Data Dictionary includes information such as the data element name, column name, element number, position, description, coding instructions, associated submissions, tables, and columns, edit values, and allowed values. Access the SUDS Data Dictionary.

Workiva Wdesk

The Workiva's Wdesk submission system is utilized to submit University Tuition and Fees/Distance Learning Fees and Consolidated Financial Reports to the Florida Board of Governors.
*This application resides outside of the Board Application Portal.  For an overview of the application please visit Workiva.

Reporting Area: Office of Decision Support, University Controller's Office
Reporting Schedule: Annual