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Repository for Administrative Data and Reports

GRS Community Funding IDE

Last Updated

This workbook exports a file of individual student record data used in the 'Characteristics by Funding Level' tabs of the 'GRS Community Annual Reports' visualization. This workbook is intended to provide operational information to departments and programs preparing annual reports for Graduate Research Scholars Communities. It is not intended to provide official counts, trends, or summary information.

Report URL
Data Cookbook URL (requires authorization)
Data Domain(s)
Financial Aid, Student Record
Access Restrictions
Student Record Data Restricted
Data Source Information
Data View Information
Support tables on the Grad School Server (A34PROD) were also used for Grad School Academic Plan Attribute Overrides and calculations for first term in program, AOF Eligibility, and graduate student funding appointment type, FTE calcs, and title overrides.
Update Schedule
Yearly with annual GRS Community Profiles visualization updates for the previous Academic Year. Usually in September after the date of frozen enrollment.
Responsible Office
Graduate School Office of Academic Analysis, Planning, & Assessment


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 Year (Su,Fa,Sp)

An academic year consists of sequential summer, fall, and spring terms. For example, the 2021-22 academic years includes summer 2021, fall 2021, and spring 2022.

Academic Planning
Advanced Opportunity Fellowship (AOF)

Advanced Opportunity Fellowships (AOF) are intended to support the recruitment and retention of highly qualified underrepresented students in UW–Madison graduate programs. Graduate program applicants who are U.S. citizens or permanent residents and who meet at least one of the following basic criteria are flagged in the Graduate Application system as eligible to receive the AOF:

  1. McNair students: students who participated in a Ronald E. McNair Post-Baccalaureate Achievement Program; OR
  2. Students from the following racial/ethnic groups: a) African American or Black; b) American Indian or Alaskan Native; c) Hispanic/Latino; d) Cambodian, Vietnamese, Laotian, or Hmong; e) Native Hawaiian or Other Pacific Islander; OR
  3. Economically disadvantaged students: a) first-generation college students who participated in one of the following TRIO programs: Upward Bound, Talent Search, Educational Opportunities Centers, or Student Support Services; b) first-generation college students who graduated from the PEOPLE Program; or c) UW–Madison bachelor's degree recipients who were in the FASTrack or BANNER programs.

Students who do not meet any of the above criteria may still be nominated for the fellowship by their academic program. Nominations are judged on a case by case basis.

Financial Aid
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
Degree Level

The type of award granted to a student who graduates in a given plan code.

Valid Values:


Research Doctorate
Clinical Doctorate

Academic Planning, University of Wisconsin - Madison
Department (Academic Structure)

An entity approved by academic governance to serve at least one of three academic purposes: serve as the academic home for a plan, serve as the academic home of a subject, or serve as a faculty tenure home. The status of an academic organization as academic owner is established through faculty/shared governance approval process; each plan and subject has one academic organization designated as an academic owner. Academic organizations are tied to the budgetary UDD (A####).

Academic Planning, Employee Record
Dissertator Status

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

Academic Planning, Student Record
Full Funding Appointment

Graduate research assistant, teaching assistant, project assistant, fellow and trainee appointments equivalent to 33% time or higher are considered 'Full Funding' as they typically qualify the student for tuition remission and other benefits such as health insurance. Students with multiple concurrent appointments with a combined FTE (Full Time Equivalent) of 33% or higher are also categorized as receiving full funding.

Employee Record, Financial Aid, Student Record
Graduate Research Scholar (GRS) Group

A code assigned by The Graduate School to plans (type MAJ) under its purview to indicate with which Graduate Research Scholars group the plan is associated. The Graduate Research Scholar (GRS) communities augment the standard curriculum with academic, social and professional development programming.

Academic Planning

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
International Students

Non-immigrant visitors who come to the United States temporarily to take classes.

University of Wisconsin - Madison

A binary "Male" or "Female" gender, based on what the individual has reported to the University.

Core Person, University of Wisconsin - Madison
Named Option

A named option is a formally documented sub-major within an academic major program.

Academic Planning, Student Record
Non-pooled Tuition

Tuition that directly supports an organizational unit instead of being combined with other revenues for general support of the institution.

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
Primary Funding Category

The title category of a graduate student assistant with a tuition remission-eligible appointment. Title categories include Fellow, Trainee, Research Assistant, Teaching Assistant, & Project Assistant. For students with multiple eligible appointments, the appointment with the highest FTE is considered the primary funding category. For students with multiple appointments at the same FTE, the primary funding category is based on the following order: Fellow, Trainee, Research Assistant, Teaching Assistant, Project Assistant. 

Employee Record, Financial Aid, Student Record
Program (Academic Structure)

A group of academic plans that share characteristics within an academic group. Academic program code controls administrative functions such as min credits, max credits, tuition rates, academic standing, grading schemes, full-time/part-time standing, financial aid primacy number.

Academic Planning, Student Record
Student Name

Student's preferred name (Last, First, Middle). Prior to the fall of 2014 it shows the primary/legal name.

Academic Planning, Student Record

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

University of Wisconsin - Madison
Underrepresented Student of Color

A domestic (non-international) student who identifies, alone or in combination with other racial/ethnic categories, as African American/Black, American Indian/Alaska Native, Hispanic/Latino(a), Native Hawaiian/Pacific Islander, or one or more of the following Asian subcategories (Cambodian, Hmong, Laotian, or Vietnamese).

Student Record