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Repository for Administrative Data and Reports

Student Assistant Enrollment Status IDE

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This Tableau workbook exports an Excel file listing currently active UW-Madison student assistantship appointments, as well information on each student's eligibility for their appointment(s) based on enrollment information from the current academic term.

Report URL
Data Cookbook URL (requires authorization)
Data Domain(s)
Employee Record, Student Record
Access Restrictions
Employee Record Data Internal, Student Record Data Restricted
Data Source Information
HRS/EPM, InfoAccess
Data View Information
Data come from the following views in the InfoAccess data warehouse and UW-Madison EPM: Stdnt Multiterm; Stdnt Plan Multiterm; Ps Uw Hr Curjob Vw.
Update Schedule
Student enrollment and appointment data are refreshed nightly for the current term.
Responsible Office
Graduate School Office of Academic Analysis, Planning, & Assessment
Important Notes

To ensure accurate information the workbook should be run after the course add/drop deadline each term. This deadline is typically two weeks after the first day of classes.

Users should enter a full or partial department ID (UDDS) to view all student assistantship appointments within a specific campus unit. If the department ID field is left blank, the query will return all current assistantship appointments at the university, as well as current term enrollment information. Users may also apply filters for the student's academic career, academic plan and subplan. Once a filter choice has been specified, the other filters will automatically adjust to only display relevant selections. The data file produced by this query contains a separate row for each unique combination of student academic plan, assistantship appointment, and funding account code in the current term.

Student assistantships include all appointments with the following university employment classes: SA1, SA2, SA3, SA4, SA5 & SA6.

Enrollment eligibility for graduate-level assistantships is based on the total number credits taken by a student in a term that will potentially apply toward a graduate degree and count in Graduate School requirements for full-time status. The total includes both graded (whether passed or not) and in-progress credits. Excluded are pass/fail, audit, and courses below the 300 level. Credit and enrollment policy governing eligibility for different types of graduate-level assistantships is detailed on The Graduate School website at

Basic eligibility for undergraduate-level assistantships is determined based on whether the student is enrolled for credits in a term. However, users should confirm with the Office of Human Resources whether additional credit requirements may apply for specific undergraduate assistantships.

The Excel file produced by this workbook summarizes a student's assistantship eligibility in an 'Eligibility Status' field. Students may be 'Eligible', 'Not Eligible', or 'Possible Follow-Up' may be recommended. The file also includes an 'Eligibility Notes' field which provides a brief explanation of the student’s eligibility status summary.


Name Functional Definition Data Domains
Academic Plan

An area of study--such as a major, minor, or certificate--that is within an academic career.

Academic Planning, Student Record
Academic Subplan

An academic subplan distinguishes a strand of activity within an academic plan or type of major. Can be a named option or honors in a major.

Academic Planning, Student Record
Account Code

A code assigned to classify each transaction on the general ledger (e.g., asset, liability, revenue, expense).


The action of an appointing authority to place a person in a position within the agency (UW-Madison) in accordance with the law and the Rules of the Administrator, Division of Merit Recruitment and Selection (DMRS). An appointment is effective when the employee reports for work or is in paid leave status on the agreed starting date and time.

Employee Record
Campus ID

This is simply a unique student identifier (10 digits). It may occasionally change at the student's request. It is not the same as ID in the Student Information System (SIS) or ID in the Human Resources System (HRS).

Student Record
Career (Academic Structure)

A broad grouping of students related to their degree objectives and admitting office. Used for tuition charges, awarding financial aid, grading scales and other operational functions.

Academic Planning, Student Record
Compensation Rate

The full-time annual pay rate, full-time academic-year pay rate or hourly pay rate.

Employee Record
Department (UDDS)

A two-character numeric designation for each department (academic or budgetary) within a Division (UDDS). Department is the fourth and fifth characters of a UDDS.

University of Wisconsin - Madison
Dissertator Status

Indicates whether the student is eligible for dissertator fee status in the given term.

Academic Planning, Student Record
Earnings Percent of Distribution

Denotes the percentage of 100% assigned to a combination code or funding for earnings.

Employee Record
Effective Date (HRS)

Date on which an action such as job, funding, or termination becomes effective.

Employee Record
Employee Record Number

Identifies each job at a particular point in time. For most employees, the number will be zero. Employees with multiple concurrent jobs will have a unique record number for each job, assigned sequentially based on date of hire for each job. For most employees, the number will be zero. Per UW policy,after a job ends, the employee record number will be reused for future jobs.

Employee Record
Employment Class

A classification system used to group employees with common attributes; examples: FA = Faculty, SH = Student Hourly, CP = University Staff, etc.

Employee Record
Expected End Date (HRS)

Anticipated last day the employee will be in the job. Only applies for fixed-term positions.

Employee Record

Full time job equivalent. Calculated as the number of expected work hours per week divided by 40. In HRS, FTE has a value of .00025 if the true FTE is 0.

Employee Record

A unique number assigned to each person in the Human Resource System.

Employee Record

SIS personal identifier. It is also called a "student Empl ID." The ID will never be changed throughout the individual's relationship with the University. This is not the same as Campus ID. This is not the same as HR ID or the ID field from HRS or the Empl ID from HRS.

Student Record
Job Code

A five-character code that identifies the employee's job classification/title. For University Staff and student hourly positions it's a numeric code. Unclassified positions have alpha-numeric codes.

Employee Record
Job Status

Indicates whether a job in HRS is active or inactive based on the job's start and end dates relative to a point in time or time period. An inactive job may have been terminated or may be planned for the future.

Employee Record
Pay Basis

Defines how compensation is structured. Values may be: Annual (A); Academic (C); Hourly (H); Lump (L); No Pay Basis (N); Summer Session (S); Summer Service (V).

Employee Record
Plan Code (Academic)

A code representing an approved academic offering such as a major, minor, or certificate within an academic career and program.

Academic Planning, Student Record
Plan Type (Academic Structure)

A code indicating the type of academic plan, related to to the degree or credential awarded to students who complete it.
CAP = Capstone
CRT = Certificate
MAJ = Major
MIN = Minor (Graduate School or Education)
TCH = Educator Certification
NON = Non-degree
HON = Honors
SP = Specialization
PRP = Pre College Program

Academic Planning, Student Record
Position Number (HRS)

A unique number assigned by HRS that identifies a position. Position numbers are used to track reporting relationships in HRS.

Employee Record

A period of instruction: Fall, Spring, or Summer.

University of Wisconsin - Madison

A UW System-wide, seven-character organizational code used to identify the Unit, Division, Department, Sub-department associated with a particular personnel, research, financial, or other activity or transaction.

University of Wisconsin - Madison