Data Administration & State Reporting

SUDS Submissions

The files below are submitted to the Florida Board of Governors (BOG) via the State University Database System (SUDS).  SUDS is utilized to collect longitudinal data from the State University System (SUS).  Each University has its own Enterprise Resource Planning (ERP) system and all data is extracted, transformed, and loaded (ETL) from these systems into SUDS. The intent of SUDS is to provide accurate, consistent, and timely data from the SUS to the BOG pursuant to Board of Governors Regulation 3.007.  SUDS data elements are utilized in the Performance-Based Funding (PBF) Model.  Please visit the Performance-Based Funding page for additional information.  There are currently 13 SUDS submissions that are either required on an annual, bi-annual, or tri-annual basis, for a total of 22 submissions.  Please visit the SUDS Submission Schedule page for additional information.

Admissions (ADM)

Reporting Area: Office of Admissions
Reporting Schedule: Spring, Summer, Fall

The Admissions file consists of demographic data of individuals applying for admission to the university as well as information concerning the applicants' academic and scholastic history.

The purpose of this file is threefold: 1) provides an accurate record of the applications for admission to the university; 2) serves as the official report of the actions concerning those applications; and 3) serves as the historical record for planning purposes.

Expenditure Analysis (EA)

Reporting Area: Office of University Budgets & Reporting
Reporting Schedule: Annually

The Expenditure Analysis file consists of the prior fiscal year cost from the Operating Budget and the Instruction and Research Data file extract of instruction related expenditures.

The purpose of this file is to collect information on the use of position/person-year and expenditure resources throughout the State University System.

Hours to Degree (HTD)

Reporting Area: Office of the Registrar
Reporting Schedule: Annually

The Hours to Degree file consists of information about students who are rewarded a first baccalaureate degree with a single major within the academic year and reported during the term it is awarded.

The purpose of this file is to assist in accountability reporting, performance based program budgeting and assessment of acceleration mechanisms.  This file will be used to answer questions about the graduates concerning cost, retention, time to completion for each degree program (CIP) and to assess the usefulness of acceleration mechanisms, such as International Baccalaureate, Departmental Exams, and Advanced Placement credit, in attaining a degree with fewer classroom hours.

This file is utilized as a data source to produce Performance Based Funding Metric # 3, 9.

Instruction & Research (IRD)

Reporting Area: Office of Decision Support
Reporting Schedule: Annually

The Instruction & Research file consists of instruction and research activities for each institution.  The file is designed to report the specific activities in which an employee is engaged and the resources (FTE and salary dollars) allocated to that activity for the term.

The purpose of this file is to collect information regarding instruction and research activities from the institutions within the State University System.  This information will provide data for the review and management of personnel assignments and the development of State University System request budgets related to faculty activities.  This submission also populates the Expenditure Analysis file with instructional expenditures.

Operating Budget (OB)

Reporting Area: Office of University Budgets & Reporting
Reporting Schedule: Annually

The Operating Budget file consists of actual and estimated year information on positions and expenditures.

The purpose of this file is to collect information regarding the university's plan for utilizing the resources available through tuition, direct appropriation by the Legislature, State University System allocation or from local sources and the prior year's actual use. The Operating Budget prior year expenditures are also used in the Expenditure Analysis submission.

Retention (RET)

Reporting Area: Office of Decision Support
Reporting Schedule: Annually

The Retention file consists of student information to track the retention and progression of students in a cohort group across tracking years. Submitted data includes adjustments to the established cohort and degrees that had not been previously reported with the Degrees Awarded submission.

The purpose of this file is to verify the Graduation Retention cohorts established by the Board of Governors based on data submitted through the Student Information File. Retention and progression of students in a cohort group are tracked from the time the student enters a cohort until the student receives their first bachelor's or higher degree.

This file is utilized as a data source to produce Performance Based Funding Metric # 4, 5.

Salary Category Detail (SCD)

Reporting Area: Office of University Budgets & Reporting
Reporting Schedule: Spring, Summer, Fall

The Salary Category Detail file consists of information identifying the funding, assignment, and demographics associated with employee resources at each institution.

The purpose of this file is to collect information regarding the number of person years and employment cost to the state from the institutions within the State University System.  The equally important purpose is to serve as the repository for employee classification and demographic information across the State University System.

Student Financial Aid (SFA)

Reporting Area: Office of University Scholarships & Financial Aid Services
Reporting Schedule: Annually

The Student Financial Aid file consists of information concerning the student and the financial aid received by the student each term.  The Student Financial Aid File includes all students who received financial aid paid during the fiscal year.

The purpose of this file is to gather relevant financial aid information on students across the State University System.  The information is to be utilized in financial aid policy planning and decision making at the system and state levels.

This file is utilized as a data source to produce Performance Based Funding Metric # 3, 7.

Student Instruction File (SIF)

Reporting Area: Office of the Registrar
Reporting Schedule: Spring, Summer, Fall

The Student Instruction file consists of student related data in the following general areas: demographic data, academic and scholastic history, current term course work, stipend, fellowship, and waiver data.  This file also contains an inventory of instructional resources and course sections.

The purpose of this file is to provide an accurate record of student workload, student enrollment, and to serve as a historical record for forecasting purposes.  In addition, this file supports analyses in the areas of academic space utilization, program review, instruction hours, class sizes, accessibility, as well as tuition collections and waiver authority expended.

This file is utilized as a data source to produce Performance Based Funding Metric # 3, 4, 5, 7.

Student Instruction File - Degrees Awarded (SIFD)

Reporting Area: Office of the Registrar
Reporting Schedule: Spring, Summer, Fall

The Degrees Awarded file consists of student related degree data from all State University System institutions in the following areas: Demographic data of an individual student; information concerning a student's enrollment; and information concerning degrees awarded.

The purpose of this file is to serve as an official report of degree productivity to the state.  Additionally, the state utilizes this file as a historical record for forecasting purposes.

This file is utilized as a data source to produce Performance Based Funding Metric # 1, 2, 4, 5, 6, 8.

Student Instruction File Preliminary (SIFP)

Reporting Area: Office of the Registrar
Reporting Schedule: Annually

The Student Instruction file - Preliminary consists of a preliminary collection of student related data that includes demographic data of students, their academic and scholastic history, as well as information concerning current term course work, and stipend, fellowship and waiver data.

The purpose of this file is to provide a preliminary record of student workloads for student enrollment reporting.

Teacher Education Information (TEI)

Reporting Area: Office of the Dean, College of Education
Reporting Schedule: Annually

The Teacher Education Information file consists of information on all milestones for a student in a specific State Approved Teacher education program.

The purpose of this submission is to collect data for Florida Department of Education (FLDOE) to meet Federal Title II reporting requirements and for FLDOE to use as part of the Teacher Program Approval process.

University Employee/OPS (EMPL)

Reporting Area: Office of Human Resources
Reporting Schedule: Spring, Fall

The University Employee/OPS file consists of information identifying the funding, assignment, and demographics associated with employee resources at each institution.

The purpose of this file is to collect information regarding the number of person years and employment costs to the state from the institutions within the State University System.  The equally important purpose is to serve as the repository for employee classification and demographic information across the State University System.