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Graduate Application and Admission Database Online Help - Extract Data Screen
The Extract Data screen in the Graduate Application and Admission Database allows you to download graduate applicant data from the database directly to your computer.
- Your Responsibilities as a User of Extracted Data
- General Information about Data Extracts
- Types of Data Extract – Description and Usage
- Applicant General Data
- Applicant Contacts
- Applicant Previous Schools
- Applicant Self Reported Scores
- Applicant Languages
- Applicant Fellowship and Financial Data
- Applicant Official Scores
- FW-Department Complete
- FW-Official Scores
- FW-Statement of Purpose
- FW-Personal History Statement
- General Instructions for Extracting Data
Your Responsibilities as a User of Extracted Data
When working with student information from the Graduate Division (whether online via screens, files saved to your computer, or printed information including screenshots), you are expected to follow the guidelines established in the federal Family Educational Rights and Privacy Act (FERPA) and the California Information Practices Act (IPA) to protect restricted student information. Users of this system are expected to read and follow the Graduate Division Data Access and Use Requirements statement. When you save restricted student data to your computer, you take on additional responsibilities to protect that information. In addition, printed information poses significant risks, and adequate care must be taken to prevent printouts from unauthorized access.
General Information about Data Extracts
Data extracts from the Graduate Application and Admission Database were first made available to departments during 2002-03 admissions cycle. There are several points worth mentioning:
- The data extracts are cumulative files, meaning they will include all submitted applicant records for the time period specified. Because departments receive paper applications directly, the data extracts do not include information from those applicants using the paper application. The current versions of the data extract files do not contain a first row identifying the names of the fields. The file layouts listed below document which fields are included in each type of data extract.
- Four of the first extracts that were made available were designed for departments that had programmers who could work with fixed width files. On the Extract Data screen, these are named 1) FW-Department Complete, 2) FW-Official Scores, 3) FW-Statement of Purpose, and 4) FW-Personal History Statement). These extracts are maintained for historical purposes and to support those departments that have developed systems that rely on these formats.
- In support of the 2007-2008 cycle, other extracts (the "parsed" extracts) have been made available, and these are significantly easier to use. In addition, an option to include a header row that contains field names has been added. On the Extract Data screen, these extracts are named 1) Applicant General Data, 2) Applicant Contacts, 3) Applicant Previous Schools, 4) Applicant Self Reported Scores, 5) Applicant Languages, 6) Applicant Fellowship and Financial Data, and 7) Applicant Official Scores. The Graduate Division recommends that when extracting these files, the user should select the tab delimited format and click the "Include Header Row" checkbox. The resulting file will be the easiest to use, especially if the extracted file needs to be imported into another database.
- The contents of data extracts are described in the department extracts layout file (.xls). The contents of each extract are documented in a separate worksheet in that file. Click the tab at the bottom of the .xls page (e.g. "Applicant General", "Contacts", etc.) to open the specific worksheet.
Types of Data Extract – Description and Usage
The Applicant General Data extract includes core information needed to identify the applicant, plus recommenders, faculty preferences, and employment experience. The fields in this file are described in the "Applicant General" (tab at the bottom of the .xls page) worksheet of the department extracts layout file (.xls). Usage: Tab delimited, Include Header Row.
The Applicant Contacts extract includes contact information provided by the applicant. The fields in this file are described in the "Contacts" (tab at the bottom of the .xls page) worksheet of the department extracts layout file (.xls). Usage: Tab delimited, Include Header Row.
The Applicant Previous Schools extract includes the previous schools information provided by the applicant. The fields in this file are described in the "Prev Schools" (tab at the bottom of the .xls page) worksheet of the department extracts layout file (.xls). Usage: Tab delimited, Include Header Row.
Applicant Self Reported Scores
The Applicant Self Reported Scores extract includes the GRE and TOEFL test scores that were provided by the applicant. The fields in this file are described in the "Self Scores" (tab at the bottom of the .xls page) worksheet of the department extracts layout file (.xls). Usage: Tab delimited, Include Header Row.
The Applicant Languages extract includes the foreign language proficiency and course information that was provided by the applicant. The fields in this file are described in the "Languages" (tab at the bottom of the .xls page) worksheet of the department extracts layout file (.xls). Usage: Tab delimited, Include Header Row.
Applicant Fellowship and Financial Data
The Applicant Fellowship and Financial Data extract contains fellowship and financial information from Form C (US citizen and permanent residents), Form D (FLAS), and Form E (international applicants). The fields in this file are described in the "Fellowship-Financial" (tab at the bottom of the .xls page) worksheet of the department extracts layout file (.xls). Usage: Tab delimited, Include Header Row.
The Applicant Official Scores extract contains official GRE and TOEFL test scores from ETS that have been matched to an applicant record. It is important to note that the process of matching official scores to applicant records is not perfect. The fields in this file are described in the "Official Scores" (tab at the bottom of the .xls page) worksheet of the department extracts layout file (.xls). Usage: Tab delimited, Include Header Row.
The FW-Department Complete extract includes student data from application forms A and B on contact information, previous schools, recommenders, self-reported test scores, languages, self-reported GPA, professional experience, and faculty preference. This very wide extract is intended for departments who have access to significant programming expertise and is maintained for historical purposes. The fields in this file are described in the "FW-Department Complete" (tab at the bottom of the .xls page) worksheet of the department extracts layout file (.xls). Usage: Fixed width, programmers-only.
The FW-Official Scores extract is the earlier version of the extract that contains official GRE and TOEFL test scores from ETS that have been matched to an applicant record. It is important to note that the process of matching official scores to applicant records is not perfect. This extract is intended for departments who have access to significant programming expertise and is maintained for historical purposes. The fields in this file are described in the "FW-Official Scores" (tab at the bottom of the .xls page) worksheet of the department extracts layout file (.xls). Usage: Fixed width, programmers-only.
The FW-Statement of Purpose extract contains the statement of purpose text (if provided by the applicant) on Form F1. When the applicant types in this information, s/he can include double-quotes and other special characters (including foreign language characters). Therefore, this file presents additional usage challenges. Because of how the long text of the statement is stored in the database, the delimited formats do not work well. Often the best way to use this information is to download it in fixed width format and view it in a basic text editor or word processing program. The fields in this file are described in the "FW-Purpose" (tab at the bottom of the .xls page) worksheet of the department extracts layout file (.xls). Usage: Fixed width.
The FW-Personal History Statement extract contains the personal history statement (if provided by the applicant) on Form F2. When the applicant types in this information, s/he can include double-quotes and other special characters (including foreign language characters). Therefore, this file presents additional usage challenges. Because of how the long text of the statement is stored in the database, the delimited formats do not work well. Often the best way to use this information is to download it in fixed width format and view it in a basic text editor or word processing program. The fields in this file are described in the "FW-Personal History" (tab at the bottom of the .xls page) worksheet of the department extracts layout file (.xls). Usage: Fixed width.
General Instructions for Extracting Data
Step-by-step instructions for using the Extract Data screen are available in ga-extract-instructions.pdf (PDF).
Last Updated: November 1, 2007 2:54 PM