Data Administration & State Reporting

BOG Reporting Systems

The Florida Board of Governors has developed multiple database systems to manage the flow of data to and from the State University System. The Office of Data Administration & State Reporting manages the database systems below and certifies the submission of data on behalf of the University of South Florida System pursuant to Board of Governors Regulation 3.007.  These database systems are utilized by university Data Stewards, Sub Certifiers, and others who have administrative and/or operational responsibility over institutional data.  Please visit the Forms page to request access to specific systems.  Questions/comments regarding reporting requirements and/or technical issues should be submitted to the Office of Data Administration & State Reporting at Data-Admin@usf.edu.

Note: Patching of the production-tier server infrastructure is scheduled for the third Thursday of every month.  Applications are taken offline beginning at 3 PM and the BOG will try to have all applications back up by 8 PM.

Academic Program Pre-proposal Recognition System (APPRiSe)

The Academic Program Pre-proposal Recognition System (APPRiSe) is utilized by the State University System 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 APPRiSe 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

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 is utilized by the State University System to confirm and update accreditation information pursuant to Board of Governors Regulation 3.006 that requires that each university provide annual updates to the State University System Accreditation Survey.  The intent of the Accreditation Review System is to maintain an inventory of the accreditation status for academic programs in the State University System which is used in the Annual Report.

Reporting Area: Institutional Effectiveness & Planning
Reporting Schedule: Annual

Board Application Portal

The Board Application Portal is a customized website that lists all of the applications in which a user has been granted access to.  Users can maintain their account information through the Board Application Portal.

Chief Audit Executives Reports System (CAERS)

The Chief Audit Executives Reports System (CAERS) is utilized to submit and review State University System 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), pursuant to Board of Governors Regulation 1.001(6)(g).  The intent of CAERS is to serve as the official repository and as a means for collegial sharing of reports and documents among the State University System.

Reporting Area: USF System Audit
Reporting Schedule: Annual; Ad-Hoc

Data Request System (DRS)

The Data Request System (DRS) is utilized by the State University System to submit recurring and ad hoc data requests to the Board of Governors.  A portion of the DRS is open to the public enabling users to view all data request, deadlines, requirements, and templates.  The intent of the DRS serves as an official repository maintaining information on recurring and ad hoc data requests and their submission status. Access the Data Request System.

Due Date Master Calendar

The Due Date Master Calendar consolidates all of the due date information from the various reporting systems utilized by the Board of Governors and State University System into a central location.  The Due Date Master Calendar allows the Board of Governors and State University System to view all data requests, applications, deadlines, and submission statuses at a glance. Access the Due Date Master Calendar.

Educational Sites Inventory

The Educational Sites Inventory application is utilized by the Board of Governors Office Academic and Student Affairs to manage sites that have been approved pursuant to Board of Governors Regulation 8.009.  The application utilizes site and student/courses data to provide reports on site usage and non-compliant sites. Universities are afforded an opportunity to update the status of non-compliant sites.

Reporting Area: Facilities Management
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 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 State University System.  Note: 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.  Note: 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

Online Program/Major Inventory System

The Online Program/Major Inventory System provides a central location where information about online programs are displayed and can be used for planning purposes both internally and across the State University System by Provosts, distance learning leaders, and other academic and administrative staff, including those at the Board of Governors Office.

Reporting Area: Innovative Education
Reporting Schedule: Spring, Summer, Fall

Space Data Management System (SDMS)

The Space Data Management System (SDMS) is utilized to collect Physical Facilities data from the State University System. The SDMS replaces the State University Database System Physical Facilities Space File.  The Physical Facilities Space data consists of information on university sites, buildings, and rooms.  The intent of the SDMS 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: Facilities Management
Reporting Schedule: Spring, Summer, Fall

State University Database Systems (SUDS)

The State University Database System (SUDS) is utilized to collect longitudinal data from the State University System.  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 State University System to the Board of Governors pursuant to Board of Governors Regulation 3.007.  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 Submissions page for additional information.

SUDS Data Dictionary

The SUDS Data Dictionary is a collection of all of the data elements captured in the State University Database System (SUDS).  SUDS contains over 400 institutional data elements in reference to students, faculty and programs.  The SUDS Data Dictionary includes detailed information such as data element definitions, purpose, allowable values, coding instructions, associated submissions, and error checks. The intent of the SUDS Data Dictionary is to provide a framework for the State University System to supply accurate and consistent data to the Board of Governors. 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.  Note: This application resides outside of the Board Application Portal.  Please visit Workiva for additional information.

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