Data Administration & State Reporting

Executive Review

An Executive Review is a process in which institutional data is reviewed and approved prior to submission to the Florida Board of Governors (BOG).  State University Database System (SUDS) submissions and other select recurring state reports require an Executive Review.  The Executive Review serves as an important check and balance in the institutional data submission process.  University Audit and Compliance performs an annual audit of the university's processes and internal controls which ensure the completeness, accuracy, and timeliness of data submissions to the BOG, which are relied upon by the Board in preparing the measures used in the Performance-Based Funding (PBF) process.  Please visit the Performance-Based Funding page for additional information.

Participants

An Executive Leadership Team in addition to the Institutional Data Administrator, Sub-Certifier and Data Stewards participate in the Executive Review process.  Please visit the Roles & Responsibilities page for additional information.  Executive Review meetings will not be conducted without the Executive Reviewer, Institutional Data Administrator and Sub-Certifier or their appointed designees.  Executive Reviewers may request an additional Executive Review meeting prior to a data resubmission. Please visit the SUDS Resubmission Policy page for additional information.

Executive Review Report

Data Stewards and Sub-Certifiers are expected to provide an Executive Report which includes a summary of the key data elements as well as those used in the PBF metrics.  Data Stewards and Sub-Certifiers should present a data comparison of at least three to five previous reporting periods and address any exceptions/trends between reporting periods, system errors and current/previous submission issues.  In compiling data for the submission, Sub-Certifiers certify that proper procedures were followed and the file has been processed against the edit criteria on SUDS and upon review, presents an accurate and true representation of facts for the period reported.

The Executive Reviewers & Data Administrator evaluate the validity of the submission data, trends between reporting periods, and the submission's alignment with the vision, values, and goals expressed in the USF Strategic Plan.  Executive Reviewers may request additional information to satisfy an inquiry before approving a data submission to the BOG.  Upon approval, Executive Reviewers certify that the submission data resides within their area of responsibility and has been discussed and upon review, presents an accurate and true representation of facts for the period reported.

Executive Reports should be submitted to the Office of Data Administration & State Reporting at Data-Admin@usf.edu on or before the USF Due Date to allow time for the Executive Reviewers to review the report.  SUDS submissions should be error free and in "Ready to Submit" status before submitting the Executive Report.  Please visit the Forms page for additional information.

Executive Leadership Team

An Executive Reviewer is an Executive-Level employee of the University who has been given the responsibility to review and approve an institutional data submission prior to the official submission to the BOG.  Primary Executive Reviewers are appointed by the Provost or the Chief Operating Officer based on their area of responsibility in relationship to the data source.

Dr. Paul Atchley, Senior Associate Vice President and Dean, Office of Undergraduate Studies

Submission: Student Instruction File - Preliminary (SIFP)
Reporting Area: Office of the Registrar

Submission: Teacher Education Information (TEI)
Reporting Area: Office of the Dean, College of Education

Dr. Glen Besterfield, Dean of Admissions and Associate Vice President, Student Success and Student Affairs

Submission: Admissions (ADM)
Reporting Area: Office of Admissions

Dr. Theresa Chisolm, Vice Provost, Strategic Planning, Performance & Accountability

Submission: Accountability Plan
Reporting Area: Office of Decision Support

Submission: Retention (RET)
Reporting Area: Office of Decision Support

Dr. Paul Dosal, Vice President, Student Affairs & Student Success

Submission: Hours to Degree (HTD)
Reporting Area: Undergraduate Studies

Submission: Student Financial Aid (SFA)
Reporting Area: Office of University Scholarships & Financial Aid Services

Submission: Student Instruction File – Preliminary (SIFP)
Reporting Area: Office of the Registrar

Dr. Valeria Garcia, Associate Vice President, Office of Decision Support

Submission: Instruction & Research (IRD)
Reporting Area: Office of Decision Support

Billie Jo Hamilton, Assistant Vice President, Enrollment Planning & Management

Submission: Student Instruction File (SIF)
Reporting Area: Office of the Registrar

Cecil E. Howard, Interim Chief Diversity Officer, Office of Diversity, Inclusion & Equal Opportunity

Submission: Florida Equity Act Report
Reporting Area: Office of Diversity, Inclusion and Equal Opportunity

Dr. Dwayne Smith, Senior Vice Provost & Dean, Office of Graduate Studies

Submission: NSF/ NIH Survey of Graduate Students and Postdoctorates in Science and Engineering (GSS)
Reporting Area: Postdoctoral Affairs and Graduate Research

Nick Trivunovich, Vice President, Business & Finance and Chief Financial Officer

Submission: Expenditure Analysis (EA)
Reporting Area: Office of University Budgets & Reporting

Submission: Operating Budget (OB)
Reporting Area: Office of University Budgets & Reporting

Submission: Physical Facilities Space (SPA)
Reporting Area: Facilities Management

Submission: Salary Category Detail (SCD)
Reporting Area: Office of University Budgets & Reporting

Calvin Williams, Vice President, Administrative Services

Submission: University Employee/OPS (EMPL)
Reporting Area: Office of Human Resources