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The Canadian G13: The Case of a Multi-University
Data Exchange
Lucie DurandLucie DurandG13DE CoordinatorG13DE Coordinator
30th Annual EAIR Conference Copenhagen30th Annual EAIR Conference CopenhagenAugust 24-27, 2008August 24-27, 2008
Group of Thirteen Data ExchangeGroup of Thirteen Data Exchange(G13DE) (G13DE)
Today’s presentation will focus on the…Today’s presentation will focus on the… G13DE backgroundG13DE background G13DE organization and structureG13DE organization and structure G13DE data items and projectsG13DE data items and projects
• Divisional Costs Data – Examples of applicationDivisional Costs Data – Examples of application G13DE interim evaluationG13DE interim evaluation G13DE future directionG13DE future direction
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G13DE BackgroundG13DE Background
Prior to the G13DEPrior to the G13DE MandateMandate MeanMean Implementation processImplementation process
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G13DE Organization & StructureG13DE Organization & Structure
ConstitutionConstitution Data Access ProtocolData Access Protocol Information Disclosure ProtocolInformation Disclosure Protocol Operations resourcesOperations resources Chair & Vice-ChairChair & Vice-Chair CoordinatorCoordinator Steering CommitteeSteering Committee RepresentativesRepresentatives CaretakersCaretakers Means of communications and actual data and Means of communications and actual data and
information sharinginformation sharing44
G13DE Data Items and G13DE Data Items and ProjectsProjects
Data items and projects exchanged fall into 3 Data items and projects exchanged fall into 3 categories (apart from ad hoc projects)categories (apart from ad hoc projects)::
Inaugural projectsInaugural projectsthose that were assigned by the Executive Heads on those that were assigned by the Executive Heads on the creation of the data exchangethe creation of the data exchange
Foundation datasetsFoundation datasetsdata that all institutions submit to various government data that all institutions submit to various government agencies or that are collected already by third partiesagencies or that are collected already by third parties
Self-generated projectsSelf-generated projectsself-initiated projects taken on as the exchange has self-initiated projects taken on as the exchange has
maturedmatured 55
G13DE Data Items and G13DE Data Items and ProjectsProjectsInaugural projectsInaugural projects1.1. Senior Administrative SalariesSenior Administrative Salaries
(Compensation Survey(Compensation Survey))2.2. Presidents’ Presidents’ Fact BookFact Book3.3. Divisional Costs Data Divisional Costs Data 4.4. Graduate Time to CompletionGraduate Time to Completion
Foundation datasetsFoundation datasets1.1. CAUBO Financial DataCAUBO Financial Data2.2. Enrolment DataEnrolment Data3.3. Degrees Awarded DataDegrees Awarded Data4.4. Faculty DataFaculty Data5.5. ARL DataARL Data6.6. AUTM DataAUTM Data7.7. SSpace Datapace Data
The G13DE database now has data on most of all these The G13DE database now has data on most of all these items/projects going back to 1999items/projects going back to 1999
Self-generated projectsSelf-generated projects1.1. Tuition and FeesTuition and Fees2.2. Clinical Faculty Proxy CountClinical Faculty Proxy Count3.3. CIP Coding (discipline cross-CIP Coding (discipline cross-
index)index)4.4. Graduate Graduate Student Financial Student Financial
Support Support 5.5. Federal Granting Council Data Federal Granting Council Data
(research data warehouse and (research data warehouse and web portal)web portal)
6.6. BibliometricsBibliometrics7.7. Graduate & Professional Graduate & Professional
Student Survey (CGPSS)Student Survey (CGPSS)8.8. National Survey of Student National Survey of Student
Engagement (NSSE)Engagement (NSSE)9.9. CSRDE (undergraduate CSRDE (undergraduate
retention & degree retention & degree completion) completion)
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Divisional Costs Data:Divisional Costs Data:Examples of Application Examples of Application
Project Main ObjectiveProject Main ObjectiveTo have a tool for benchmarking and To have a tool for benchmarking and planning (planning (no university had ever had no university had ever had such a tool prior to this onesuch a tool prior to this one), ), characterizing the direction of the G13DE characterizing the direction of the G13DE (then G10DE) → provide for micro-level (then G10DE) → provide for micro-level analyses of individual departments analyses of individual departments ((NoteNote: : “divisional” naming adopted to incorporate “divisional” naming adopted to incorporate both departments and schools) both departments and schools)
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Divisional Costs Data:Divisional Costs Data:Examples of Application Examples of Application
Project DevelopmentProject Development
(over a span of almost 6 years)(over a span of almost 6 years)Started with a pilot test of 6 departments (2000-Started with a pilot test of 6 departments (2000-2001 data);2001 data);Completed for 2002-2003 for 12 departments - set Completed for 2002-2003 for 12 departments - set of 23 data elements;of 23 data elements;The exercise was expanded to more departments The exercise was expanded to more departments → starting with 2003-2004, have been collecting on → starting with 2003-2004, have been collecting on more than 30 departments, each yearmore than 30 departments, each year
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Divisional Costs Data:Divisional Costs Data:Examples of Application Examples of Application
Project Benefits and Data ApplicationProject Benefits and Data Application(examples as shared by G13 institutions)(examples as shared by G13 institutions)It produces, in a consistent format across all G13 It produces, in a consistent format across all G13 institutions, departmental-level summaries of: institutions, departmental-level summaries of: teaching activity, research output, enrolment, teaching activity, research output, enrolment, expenditures;expenditures; It is immediately useful to an institution (data can be It is immediately useful to an institution (data can be
used with the knowledge they are reliable given the used with the knowledge they are reliable given the comprehensive data definition dictionary);comprehensive data definition dictionary);
It provides interinstitutional comparisons;It provides interinstitutional comparisons;
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Divisional Costs Data:Divisional Costs Data:Examples of Application Examples of Application
Results can be used to track internal departmental Results can be used to track internal departmental changes over time;changes over time;
Useful for academic and program reviews;Useful for academic and program reviews; Useful for workload discussions;Useful for workload discussions; Useful for resource allocation;Useful for resource allocation; Use of these data prevents unnecessary questioning Use of these data prevents unnecessary questioning
when having to redevelop a budget process;when having to redevelop a budget process; Use to explore different questions at the unit level Use to explore different questions at the unit level
(e.g. ratios of staff to teaching personnel and staff (e.g. ratios of staff to teaching personnel and staff to student FTEs; ratio of graduate students to to student FTEs; ratio of graduate students to tenure/tenure track faculty, etc.)tenure/tenure track faculty, etc.)
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G13DE Interim EvaluationG13DE Interim Evaluation
After 7 years since its creation, a current After 7 years since its creation, a current account of the G13DE… account of the G13DE…
creates a useful network for informal discussions; creates a useful network for informal discussions; collective work of IR offices can result in large savings collective work of IR offices can result in large savings
(at data collection and analysis levels – (at data collection and analysis levels – methodological issues); methodological issues);
dialogue and serious partnerships with important dialogue and serious partnerships with important agencies – adds value (credibility/influence);agencies – adds value (credibility/influence);
rapid turnaround has been very successful on some rapid turnaround has been very successful on some data sets; data sets;
improved definitions on some data sets (ongoing improved definitions on some data sets (ongoing process); process);
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G13DE Interim EvaluationG13DE Interim Evaluation
now occupies a central position in IR work, providing now occupies a central position in IR work, providing for reliable comparator data; for reliable comparator data;
current need to consolidate projects into single current need to consolidate projects into single analysis and/or to introduce the data/reports in a analysis and/or to introduce the data/reports in a more formal manner to institutional strategic more formal manner to institutional strategic planning; planning;
need to share on strategies enabling better need to share on strategies enabling better information dissemination (internal and public)information dissemination (internal and public)
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G13DE Future Direction G13DE Future Direction
international collaboration possibilities have been international collaboration possibilities have been explored with existing similar data exchange groups explored with existing similar data exchange groups with positive feedback;with positive feedback;
such collaborations could involve issues of common such collaborations could involve issues of common interests and of mutual benefits (e.g. quality interests and of mutual benefits (e.g. quality comparisons (benchmarking), public policy context comparisons (benchmarking), public policy context (research funding), best practices (methodologies), (research funding), best practices (methodologies), etc.);etc.);
some constraints of course would need to be overcome some constraints of course would need to be overcome (e.g. resources, legal aspects (international boundaries), (e.g. resources, legal aspects (international boundaries), privacy issues) though the G13DE remains very privacy issues) though the G13DE remains very interested by such opportunities and plans on pursuing interested by such opportunities and plans on pursuing the exploration process at this levelthe exploration process at this level
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As a final word…As a final word…
The process of creating a data exchange program The process of creating a data exchange program involving multiple universities can be achieved with involving multiple universities can be achieved with clear mandates and objectives;clear mandates and objectives;
Some critical success factors are however to be Some critical success factors are however to be considered in order to sustain it and making it viable:considered in order to sustain it and making it viable:
needless to say, institutions must be reasonably similar (e.g. needless to say, institutions must be reasonably similar (e.g. G13 universities) for purposes of interinstitutional comparisons G13 universities) for purposes of interinstitutional comparisons (peer based vs. issue oriented);(peer based vs. issue oriented);
institutional support is mandatory from each member;institutional support is mandatory from each member; representation from each institution is crucial;representation from each institution is crucial; support from Executive Heads and senior administrators is support from Executive Heads and senior administrators is
unquestionable;unquestionable; maximizing the communication amongst institutions maximizing the communication amongst institutions is is
necessary as well as exercising full trust and judgement necessary as well as exercising full trust and judgement
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The G13 institutions are:The G13 institutions are:University of AlbertaUniversity of British ColumbiaUniversity of CalgaryDalhousie UniversityUniversité LavalMcGill UniversityMcMaster UniversityUniversité de MontréalUniversity of OttawaQueen's UniversityUniversity of TorontoUniversity of WaterlooUniversity of Western Ontario
