Student Assistant Enrollment Status IDE
| This Page Last Updated |
|---|
| 10/28/2025 |
| Description |
|
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 |
| https://tableau.wisconsin.edu/#/views/StudentAssistantEnrollmentStatusIDE_15701200869060/StudentAssistantEnrollmentStatusIDE?:iid=2 |
| Data Cookbook URL (requires authorization) |
| https://uwmadison.datacookbook.com/institution/reports/33765/versions/81150 |
| Data Domain(s) |
| Employee Record, Student Record |
| Access Restrictions |
| Employee Record Data Internal, Student Record Data Restricted |
| Data Source Information |
| InfoAccess, Workday |
| Data View Information |
| Data come from the following views in the InfoAccess data warehouse and UW-Madison EAP/Workday: Stdnt Multiterm; Stdnt Plan Multiterm; wd_employee_profile. |
| 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 first filter the data to the required department(s) and supervisory org(s). 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, subplan, and appointment 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 https://grad.wisc.edu/documents/enrollment-requirements/. 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. |
Definitions
| 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 (OPT), honors (HON), or a track (TRK) associated in a plan code. |
Academic Planning, Student Record |
| Appointment | 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 |
| 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 |
| ID (SIS) | 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 |
| 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. |
Academic Planning, Student Record |
| Supervisory Organization (Workday) | Supervisory organizations (Sup Orgs) group workers based on organizational reporting relationships. Supervisory organizations report to one another to form the Supervisory Organization Hierarchy. Each Supervisory Organization has exactly one superior (parent) organization and exactly one supervisor role. |
Employee Record |
| Supervisory Organization Name (Workday) | A non-unique long name that describes one or more supervisory organizations. Examples: “Pathology and Laboratory Medicine”, “Administration”. |
Employee Record |
| Term | A period of instruction: Fall, Spring, or Summer. |
University of Wisconsin - Madison, UW Madison Enterprise |
| UDDS | 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 |