Graduate Admissions Data Collection

The Graduate Admissions Collection contains data from the CollegeNet (CN) system and from spreadsheets uploaded using the Admissions Supplement web application. From 2011-2015, data came from  Apply Yourself (AY) . The collection consists of two universes, based on the source system: Grad Admissions CN Reporting, which contains data from CollegeNet plus converted legacy data from AY ; and  Grad Admissions Reporting (Legacy data collection), which is no longer recommeded, and contains applications prior to 2015 from AY.  For a brief overview of the collection, see Graduate Admissions Quick Reference . 

Additional documentation: Admissions Supplement - menu options  & Standard Definitions of terminology used on reports 

Tables and Data Elements

Tables are listed in alphabetical order. Select Table to obtain the explantion, common uses, primary keys, indexed data elements, and related tables for a table. Select Elements to obtain the definition, list of values, formats, and not null values for each data element in the table. A description of table and data element terminology is in the document What the Warehouse Contains.

Looking for a specific element or caution? Try the searching the collection documentation for particular keywords (search page will open in a new tab).

Academic History
Table     Elements		 Form Program Codes
Table     Elements
Academic History HS
Table     Elements		 IPEDS Flat
Table     Elements
Address
Table     Elements		 Native Language XRef
Table     Elements
Application
Table     Elements		 Programs
Table     Elements
Application Personal
Table     Elements		 Recommender
Table     Elements
Employment
Table     Elements		 SRS Data view
Table     Elements
Enrollment
Table     Elements		  

Test Scores Tables:

CN_ACT_SCORES
Table    Elements		 CN_MCAT_SCORES
Table    Elements
CN_DAT_SCORES
Table    Elements		 CN_PPI_SCORES
Table    Elements
CN_GMAT_SCORES
Table    Elements		 CN_PSAT_SCORES
Table    Elements
CN_GRE_SCORES
Table    Elements		 CN_PTE_SCORES
Table    Elements
CN_GRE_SUBJECT_SCORES
Table    Elements		 CN_SAT_SCORES
Table    Elements
CN_IELTS_SCORES
Table    Elements		 CN_TOEFL_SCORES
Table    Elements
CN_LSAT_SCORES
Table    Elements		  

Apply Yourself:

Address
Table Elements		 Other Scores
Table Elements
Applicants
Table Elements		 Programs
Table Elements
Application
Table Elements		 Recommenders
Table Elements
Ethnicity Codes
Table Elements		 Schools
Table Elements
GRE Scores
Table Elements		 SRS Data view
Table Elements
IPEDS Flat
Table Elements		  

Source of the Data

  • CollegeNet (CN) online application system.
    • Applications submitted the prior day are loaded daily in the morning
    • Updated information from the Admit module (enrollment reports) are loaded every afternoon.
  • Spreadsheet uploads using the Admissions Supplement, by programs not using CollegeNet . These are done on an ad-hoc basis, and may happen one or more times per application cycle.
  • Educational Testing Services (ETS) for official GRE , SAT, and TOEFL scores.

Time Span Covered
The Graduate Admission data collection begain with Fiscal Year 2009. Apply Yourself was used through the Spring semeseter of 2015. CollegeNet applications began in Spring of 2015.

Be aware of data incompleteness or differences when reporting on data before 2011. 

The Grad Admissions CN Reporting universe is described in the Grad Admissions CN Reporting diagram.   

NOTE: The legacy Grad Admissions Reporting universe is not recommended. It is described in this diagram. 

To request access to Graduate Admissions data collection, you must submit the Data Warehouse Graduate Admissions e-Form.

Regulations and Policies on Student Data
Federal regulations regarding access to student data are spelled out in the Family Educational Right to Privacy Act (Buckley Amendment), commonly known as FERPA. For more information, see http://www.upenn.edu/computing/da/dw/student/ferpa.html.

The University's policy on the Confidentiality of Student Records is available at http://www.upenn.edu/privacy/policies_publications.htm

Releasing Data Outside the University
Only the Office of Institutional Research should release Graduate Admissions data to external requests.

Query Results
If you save your query results in Excel, pdf, or any other local file type, you must see to it that any sensitive data stored on your peronal computer is safeguarded through physical security, access control software, or encryption. When a computer is left signed to an account, it is easy for someone to gain unauthorized access. Either sign off from your account before you leave your computer or restrict access by some other means (physical security or access control software).

For more information on security and privacy, contact the Office of Information Security.

There is no formal training for the Graduate Admissions data collection. 

If you have a question about the Graduate Admissions data collection, or if you notice some documentation that needs updating, please contact Enterprise Information & Analytics. For documentation published on the Web, please specify the URL for the page that needs to be updated.