What is SIMS?
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The Student Information Management System (SIMS) is a data
warehouse of student and course information for the University
of Hawai‘i. The University is a system of 10 campuses,
the University of Hawai‘i at Manoa, University of
Hawai‘i at Hilo, University of Hawai‘i-West
O‘ahu, and 7 community colleges: Hawai‘i Community
College, Honolulu Community College, Kapi‘olani Community
College, Kaua‘i Community College, Leeward Community
College, Maui Community College, Windward Community
College.
SIMS provides the University of Hawai‘i administration
with the information needed for planning, policy making and
decision support. SIMS is a management information system
intended to serve the ten campuses of the University of
Hawai‘i as a whole, rather than individual campuses. It
is not intended to serve the day-to-day operational needs of
individual campuses. The University of Hawai‘i
Institutional Research Office
(IRO),
under the Office of the Vice-President for Planning and Policy
(OVPPP),
manages SIMS.
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What is the SIMS Codeset?
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The SIMS Codeset is made up of 58 individual codesets or code
tables. Each code table represents a particular data item, and
contains valid numeric or alpha codes which can be used for
reporting and analysis. Twenty-seven code tables are used to
validate campus files/data for the purpose of generating
routinized system-wide reports. Users may browse the codesets
for the most current codes.
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| A |
ACADEMIC-LEVEL (10)
ACADEMIC-STATUS (11)
ADMISSION-ACTION1 (12)
ADMISSION-TYPE (13)
ASSOCIATED-CLASS-ASSOCIATION (21)
ATHLETIC-CODE (80)
ATHLETIC-FINANCIAL-AID (81)
|
| B |
BECOMES-GRADE (110)
|
| C |
CAMPUS (82)
CIP-CODE (32)
CITIZENSHIP (70)
CITIZENSHIP-REGION (71)
CLASS-TYPE (23)
CLASSIFICATION-LEVEL (14)
COURSE-ALPHA (20)
COURSE-ORGANIZATIONAL-STRUCTURE (43)
COURSE-ORG-STRUCTURE-CAMPUS-SPECIFIC (44)
CREDIT-TYPE (15)
|
| D |
DAYS-1 (111)
DEGREE (61)
DEGREE-EDUCATIONAL-LEVEL (51)
DEGREE-MAJOR (31)
DEGREE-ORGANIZATIONAL-STRUCTURE (41)
|
| E |
EDUCATIONAL-LEVEL1 (50)
EDUCATIONAL-OBJECTIVE1 (60)
ENROLLMENT-STATUS (16)
ETHNICITY (83)
ETHNICITY-GROUPING (84)
|
| F |
FULL-PART-TIME-STATUS (17)
|
| G |
GENDER (85)
GEOGRAPHIC-REGION-HAWAII (72)
GEOGRAPHIC-REGION-ISLAND (73)
GEOGRAPHIC-REGION-US (74)
GEOGRAPHIC-REGION-WORLD (75)
GRADE (112)
|
| H |
HIGH-SCHOOL (100)
HIGH-SCHOOL-DOE-DISTRICT (101)
HIGH-SCHOOL-TYPE (102)
|
| M |
MAJOR1 (30)
MAJOR-PRE-PROFESSIONAL (33)
MAJOR-PROGRAM-OPTION (34)
MAJOR-STANDBY (35)
METHOD-OF-INSTRUCTION (22)
MINOR1 (36) *Currently no codes exist*
|
| O |
ORGANIZATIONAL-STRUCTURE1 (40)
ORGANIZATIONAL-STRUCTURE-CAMPUS-SPECIFIC (42)
|
| P |
PREVIOUS-COLLEGE1 (103)
PREVIOUS-COLLEGE1-DEGREE (104)
PREVIOUS-COLLEGE1-TYPE (105)
|
| R |
REGISTRATION-STATUS (18)
|
| S |
SEMESTER-YEAR (86)
STATE-AND-FOREIGN-COUNTRY (77)
|
| T |
TEST-TYPE (87)
TUITION-STATUS (88)
|
| U |
UNIVERSITY-CENTER (89)
|
| V |
VISA-STATUS (90)
|
| Z |
ZIP-CODES (78)
ZIP-CODES-HAWAII (79)
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File Definitions
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| ACF |
classes which are concurrently taught, cross-listed or
modular. 1 record per association, per semester.
|
| ADDR |
student address file. 1 record per enrolled student, per
semester.
|
| APP |
applicant data file. 1 record per applicant per semester
|
| BASE |
student demographic data file. 1 record per enrolled
student, per semester
|
| DEG |
degrees awarded data file. 1 record per major per degree,
per semester
|
| DISAB |
disabled student data file. 1 record per disabled student,
per semester
|
| FTAH |
file which records when the student's first term of
academic history in the UH system began. currently not
available. 1 record per student per first term academic
history in UH system
|
| REG |
student class registration file. excludes dropped, erased
classes. includes class records with "W" grades. 1 record
for each student for each class taken, per semester
|
| SOCAD |
schedule of classes file, adjusted for concurrent,
cross-listed, modular classes. 1 record per primary class
offered, per semester
|
| SOCEX |
schedule of classes file, campus extract. not adjusted for
concurrent, cross-listed or modular classes. 1 record per
class offered, per semester
|
| TEST |
test score data file. 1 record per test score for each
enrolled student and each applicant, per semester
|
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File Relationship Diagram
Files and Data Elements
File Layouts
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File layouts are available from:
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University of Hawai‘i
Institutional Research Office
1633 Bachman Place
Sinclair Annex 2, Room 4
Honolulu, Hawaii 96822
phone: (808) 956-7532 or e-mail: iro-mail@hawaii.edu
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SIMS Access
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Policy Statement
Access to SIMS data is granted only to University of
Hawai‘i regular employees who demonstrate that in the
course of exercising their officially assigned
responsibilities, they have a need for specific information.
With special permission, a student researcher may be granted
access. Restrictions will apply to all SIMS data stored on the
UH administrative mainframe and SIMS downloaded data stored in
mini-computers and micro-computers.
Security/Non-Disclosure Statement
Access to personally identifiable information from student
education records maintained as part of SIMS is subject to the
requirements of the Family Education Rights and Privacy Act
(codified in 20 U.S.C., section 1232g), as amended; federal
regulations as adopted by the U.S. Department of Education to
implement this act (codified in 34 C.F.R., section 99.1-
99.67), as amended; Chapter 20-20, Hawaii Administrative
Rules, entitled "Protection of Educational Rights and Privacy
of Students;" and UH administrative Procedure A7.022.
Information related to student academic performance may be
accessed by approved users of SIMS in accordance with the
following stipulations:
- This information will be used solely for curriculum
analysis and educational improvement.
- Personally identifiable information may not be
re-disclosed to any other person except authorized education
officials with a legitimate educational interest. (See UH
Administrative Procedure A7.022 for the definition of
authorized education officials.)
- The mention of any personally identifiable information in
all written reports, proceedings, memoranda, and minutes is
prohibited.
- Personally identifiable information contained in printed
form shall be stored in a secure location.
- When personally identifiable information is no longer
needed, it shall be destroyed in a manner that is consistent
with the confidential nature of its content.
- Each user is responsible for maintaining the integrity and
security of his or her individually assigned account,
ID/password, or other user identifier. Such individually
assigned identifiers shall not be communicated by any means to
any other person and should be deleted upon termination of
employment with the University of Hawai‘i or completion
of time-specific research projects.
-
User Responsibilities
- Users are responsible for safeguarding their
identification (ID) codes and passwords, and for using them
for the period of time allowed and for stated purposes only.
Each authorized user is responsible for all transactions
made under the authorization of his or her ID, and for all
network activity originating from his or her data jack.
- Users are responsible for determining what data are
appropriate for distribution, the audience for
distribution, and the methods and timing of distribution. In
all cases, the provisions of FERPA apply.
- Every user shall ensure compliance with any regulatory
requirement of UH policy and provide necessary assurances
that the provisions of FERPA are observed. Requirements
relating to the maintenance of FERPA are contained in 34
C.F.R., section 99.1-99.67; Chapter 20-20, Hawai‘i
Administrative Rules; and University of Hawai‘i
Administrative Procedure A7.022. Failure to abide by these
provision will, at a minimum, result in termination of
access and denial of further access to the SIMS database.
- Users will not engage in the following activities.
Information and/or evidence to the contrary will, at a
minimum, result in termination of access and denial of
further access to the SIMS database:
- Alter host or campus system software or hardware
configurations, or disrupt or interfere with the access or
administration of SIMS.
- Access or attempt to access another user's account,
private files, or e-mail without the owner's permission;
or misrepresent oneself as another individual in
electronic communication.
- Install, copy, distribute or use software in violation
of applicable copyright and/or software agreement, or
applicable state and/or federal law.
- Use computing resources to engage in conduct which
interferes with others' use of shared computer resources
and/or the activities of other users.
- Use SIMS and associated computing resources for
commercial or profit-making purposes without written
authorization from the University.
- Fail to adhere to host or campus computer system
policies, procedures, and protocols.
- Allow access to SIMS by unauthorized users.
- Use SIMS and associated computing resources for
illegal activities. Criminal and illegal use may include
threats, harassment, theft, and unauthorized access.
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Enforcement
Suspected or known violations of any provision of the
administrative procedure should be reported immediately to the
computing unit of the respective UH campus, the SIMS Data
Administrator and the applicable Dean, Director, Provost,
Chancellor or Vice President who authorized access to SIMS.
All actions necessary to secure the SIMS database will be
taken.
Violations will result in: suspension or revocation of current
and future access privileges and associated computer
resources; faculty, staff or student disciplinary action;
and/or legal action.
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SIMS Access Forms
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Student researchers applying for access to SIMS data must
complete and submit all four forms; all other applicants
should complete forms A, B and C.
- Access Request Form
- Security/Non-Disclosure Agreement
- Administrative Systems Sign On Request Form (Complete section I as much as possible.)
- Student Research Form
Submit forms to:
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Institutional Research Office
University of Hawai‘i
1633 Bachman Place
Sinclair Annex 2, Room 4
Honolulu, Hawai‘i 96822
or fax to: (808) 956-9870
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OVPPP •
IRO •
University of Hawai‘i
Last update: April 9, 1999
Maintained by IRO Web Team
Copyright © April 1999
All rights reserved
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