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ONLINE AUSTRALIAN GRADUATE SURVEY
(oAGS) MANUAL 2013
INFORMATION MANUAL FOR
INSTITUTIONAL USE
Graduate Careers Australia
April 2013
oAGS Manual
April 2013
2
ACKNOWLEDGMENTS The oAGS package was developed in collaboration with Design IT who provided the technical expertise to guide the design and functionality of the online AGS form The oAGS package was trialled during the April 2003 survey round with Deakin Macquarie and Adelaide universities GCA gratefully acknowledges the dedication of the Survey Managers at these universities and the important feedback they provided Thank you for using the oAGS Your feedback on both the oAGS and on this manual will be appreciated Please advise us of any difficulties you encounter areas where this instruction manual is unclear or can be improved or of any suggestions to assist further development of the oAGS
oAGS Manual
April 2013
3
CONTENTS ACRONYMS 4 oAGS URLs 5 QUICK DEMONSTRATION 6 OVERVIEW 7 TECHNICAL REQUIREMENTS 9 STEP-BY-STEP GUIDE 10
A SETTING UP ACCESS 11 STEP 1 Institutions supply GCA with details of relevant administrative users of the oAGS so that access can be arranged 11
B ONLINE SURVEY FORM GENERATED 12 STEP 2 Relevant information is collected from Survey Managers 12 STEP 3 Online survey form generated and verified by GCA 12
C SETTING UP AND NOTIFYING GRADUATES 13 STEP 4 GCA provides institutions with a list of unique oAGS IDs 13 STEP 5 Survey Managers allocate oAGS IDs to the graduate population 14 STEP 6 Institutions deploy the oAGS 14
D COMPLETING THE FORM 17 STEP 7 Graduates log onto the survey site 17 STEP 8 Graduates complete the survey form 18
E SURVEY MANAGER ADMINISTRATION 19 STEP 9 Survey Managers log-in at any time and see how many responses have been received online 20 STEP 10 Survey Managers obtain the oAGS IDs of the online respondents as the survey period progresses 20 STEP 11 Survey Managers export data when required 20
ATTACHMENT A GENERATION OF oAGS IDENTIFIERS 22 ATTACHMENT B oAGS OVERVIEW 24 ATTACHMENT C SAMPLE oAGS ID DOWNLOAD 25 ATTACHMENT D SAMPLE DATA EXPORT FILE 26
oAGS Manual
April 2013
4
ACRONYMS
AGS Australian Graduate Survey
GCA Graduate Careers Australia
CEQ Course Experience Questionnaire
PREQ Postgraduate Research Experience Questionnaire
GDS Graduate Destination Survey
oAGS online Australian Graduate Survey
oCEQ online Course Experience Questionnaire
oPREQ online Postgraduate Research Experience Questionnaire
oAGS Manual
April 2013
5
oAGS URLs Online Questionnaire oAGS Site httpoagsgraduatecareerscomau CEQPREQ only site httpoceqgraduatecareerscomau Survey Manager Administration oAGS Site httpadminoagsgraduatecareerscomau CEQPREQ only site httpadminoceqgraduatecareerscomau
oAGS Manual
April 2013
6
QUICK DEMONSTRATION This quick guide is intended to allow you to work through the entire online Australian Graduate Survey (oAGS) process from filling in the form to exporting your own results using our demonstration site First complete the survey
1 Request demonstration oAGS IDs from GCA surveyhelpgraduatecareerscomau 2 Go to httpoagsgraduatecareerscomau 3 Log-in as a graduate using one of the oAGS IDs provided
Note You will receive oAGS IDs for log-in via email In the case of the actual site once these oAGS IDs have been used they become defunct unless the oAGS is sent live after these were used When the oAGS is sent live for a particular survey round all data including which oAGS IDs have been used are deleted Separate oAGS IDs will be provided for the Graduate Destination Survey + Course Experience Questionnaire (GDS+CEQ) and Graduate Destination Survey + Postgraduate Research Experience Questionnaire (GDS+PREQ) versions of the oAGS
4 Complete the survey following the prompts and submit your responses
Note This demonstration version will not necessarily contain your institutionrsquos selected CEQ scales Now use the oAGS Administration area to see your responses hellip
5 Go to httpadminoagsgraduatecareerscomau 6 Type in your username and password
Contact GCA if you require a username and password or if you have forgotten your details (see lsquoSetting up Accessrsquo page 10) Using the drop down boxes
7 Select the required Survey Year - 2013 8 Select the required Survey round ndash October or April
9 Choose the required task
Check the number of responses to the online survey
Download the used oAGS IDs
Export data
Note In most cases the exported data file contains numeric codes not the actual responses (See Attachment D Sample Data Export File)
oAGS Manual
April 2013
7
OVERVIEW In 2003 Graduate Careers Australia launched the oAGS
1 ndash an online version of the standard GDS+CEQ
and GDS+PREQ forms available to Australian higher education institutions The oAGS is intended to supplement the hardcopy version of the form and is not designed to replace the existing process The oAGS was developed in order to
offer institutions another avenue for collecting AGS data from both local and overseas graduates
provide graduates with an easy online method of completing the AGS thereby helping to improve response rates and
increase the efficiency and cost-effectiveness of the survey The oAGS recognises that todayrsquos graduates are competent computer users and often highly transient - hence the need to offer alternate methods of collecting data from them The benefits of the oAGS package include
the protection of graduate confidentiality
secure and authenticated access
ease of use for administrators and
the availability of support from GCA in the use of the oAGS As with all computer-based systems oAGS users should regularly download and back-up their data files There are three components to the oAGS package
1 Online survey form The online AGS form is available for both the October and April survey rounds As in the case of the hard-copy survey each institution needs to nominate the relevant CEQ scales it wishes to use For institutions that are also using hard-copy survey forms the selection of scales will be the same At the time of each particular survey round Survey Managers will need to determine the number of oAGS log-in IDs required for both CEQ and PREQ recipients based on their survey population Institutions will then receive a series of unique oAGS IDs for distribution to their graduate population Additional IDs can be provided by GCA if required The survey form will then provide graduates with the GDS questions along with the relevant CEQ scales for that institution or the PREQ depending on the graduatersquos oAGS ID The ID is designed to differentiate between those requiring the GDS+CEQ and GDS+PREQ forms More detail is provided in Part C of this manual Institutions should note that the oAGS in its current format is a generic survey tool (except for the selection of CEQ scales and PeopleSoft text changes) and does NOT contain the facility for institution-specific questions It should also be used as supplied ndash adjustments such as initial log-in pages have been known to cause problems
1 Originally launched as the oGDS this name changed to oAGS with the introduction of the umbrella acronym
AGS (Australian Graduate Survey) to refer to the GDS CEQ and PREQ collectively in 2006
oAGS Manual
April 2013
8
2 Survey Manager administration area Nominated survey personnel will have access to the Survey Manager administration area which has the capacity to
show the number of responses for the selected survey
download the oAGS IDs of graduates who have completed the selected survey and
export the responses of graduates who have completed the selected survey
3 GCA administration area
This is a GCA ACCESS ONLY area and is designed to monitor and manage the online survey cycle
oAGS Manual
April 2013
9
TECHNICAL REQUIREMENTS The oAGS is a web based application designed to cater for most operating systems and internet browsers however optimal functionality requires
Windows 98NT2000XPVistaGoogle Chrome with Internet Explorer version 55 or above
The oAGS has also been tested with Apple products and the Firefox browser Minimum requirements to be able to use the oAGS are
an internet browser an internet connection
Survey Managers wishing to download IDs and results will need the above minimum requirements as well as a spreadsheet application that can view csv files (comma-delimited files) such as Excel Administrative users should have reasonable internet knowledge and a good working knowledge of Excel
oAGS Manual
April 2013
10
STEP-BY-STEP GUIDE
A SETTING UP ACCESS 11
STEP 1 Institutions supply GCA with details of relevant administrative users of the oAGS so that access can be arranged 11
B ONLINE SURVEY FORM GENERATED 12
STEP 2 Relevant information is collected from Survey Managers 12
STEP 3 Online survey form generated and verified by GCA 12
C SETTING UP AND NOTIFYING GRADUATES 13
STEP 4 GCA provides Institutions with a list of unique graduate identifiers 13
STEP 5 Survey Managers allocate IDrsquos to the graduate population 14
STEP 6 Institutions notify graduates of the availability of an online option 14
D COMPLETING THE FORM 17
STEP 7 Graduates log onto the survey site 17
STEP 8 Graduates complete the survey form 18
E SURVEY MANAGER ADMINISTRATION 19
STEP 9 Survey Managers log-in at any time and see how many responses have been received online 20
STEP 10 Survey Managers obtain the identification numbers of the online respondents as the survey period progresses and conduct follow-ups 20
STEP 11 Survey Managers export data when required 20
oAGS Manual
April 2013
11
A SETTING UP ACCESS
STEP 1 Institutions supply GCA with details of relevant administrative users of the oAGS so that access can be arranged
Institutions can have more than one Survey Manager registered for the oAGS For each relevant user institutions need to supply
i Username(s)
ii Password Usernames and passwords can only be changed by GCA Note Passwords are case sensitive however usernames are not case sensitive
iii Email address
iv Institution logo (exactly 126 x 52 pixels in size at 72dpi)
For each institution GCA also requires an email address which can be added as a link on that institutionrsquos oAGS so that graduate queries can be directed back to the institutionrsquos survey contact This is preferably a generic address that can be directed to the relevant personnel eg SurveyInstitutionXeduau Usernames and passwords are case sensitive and you should therefore choose ones that are easy to remember Both usernames and passwords can only be changed through the GCA administration module and you will need to contact GCA if these details are lost
oAGS Manual
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B ONLINE SURVEY FORM GENERATED This step is undertaken at GCA The oAGS survey form is a generic tool and there is no facility for questions unique to any particular institution to be added to the form However each institutionrsquos version of the oAGS may be customised with respect to the selection of CEQ scales and the substitution of the word lsquocoursersquo with lsquoprogramrsquo where relevant
STEP 2 Relevant information is collected from Survey Managers
As part of the routine process of producing hard-copy survey forms Survey Managers will be contacted (as per standard practice) and asked to provide details of their survey form requirements relating to the selection of relevant CEQ scales In order to utilise the oAGS institutions will also need to provide GCA with the numbers of coursework graduates (for the GDS+CEQ) and research postgraduates (for the GDS+PREQ) so that sufficient unique oAGS IDs can be allocated for distribution
STEP 3 Online survey form generated and verified by GCA
For each survey round the introductory blurb is standard for all institutions as is the colour and font presentation An email link unique to each institution will be added so that graduate queries are directed to the relevant personnel at that institution Also the online form will feature the individual institutionrsquos logo on each survey page along with the GCA logo
oAGS Manual
April 2013
13
C SETTING UP AND NOTIFYING GRADUATES
STEP 4 GCA provides institutions with a list of unique oAGS IDs
Once all required information has been supplied to GCA and survey forms have been approved you will be allocated a set of unique oAGS ID numbers to provide to graduates These are generated by GCA and provided to you in a text format (csv) file The IDs consists of a 12 digit alphanumeric code such as E7D5 285F 89EF In order to avoid possible confusion these IDs do not include the numbers one (1) or zero (0) nor the letters O or capital i (I) (See Attachment A Generation of oAGS Identifiers) Note It is imperative that the oAGS ID remains matched to the graduate throughout the survey process The ID number will
restrict access to the survey to only the intended graduate population
safeguard against multiple responses from any one graduate
enable institutions to protect graduate identities
direct graduates to either the CEQ or PREQ form When using a graduate oAGS ID to complete the online survey the survey will appear with the generic GDS questions together with the selected CEQ scales When using a postgraduate (research degree graduates only) oAGS ID to complete the online survey the survey should appear with the generic GDS questions together with the PREQ questions In respect of research graduates (who are directed to the GDS+PREQ oAGS via their oAGS ID) please note that questions relating to supervision mode change of supervision and location of study appear at the end of the PREQ NOT within the GDS section of the online survey Once the initial set of oAGS IDs is generated for any institution you will need to contact GCA if you require additional IDs Any additional IDs will be appended to the original ID file and the entire file will be re-sent to the institution It is the institutionrsquos responsibility to note how many of this updated list of oAGS IDs have been used already Each oAGS ID can only be used once Once the graduate has completed the survey and hit the SUBMIT button the ID becomes defunct and the information cannot be overwritten If the form is not complete and the graduate wishes to cease filling out the questionnaire that graduate can retain their responses by clicking the lsquoEXITrsquo button and if they wish use the same ID to re-enter the survey and complete it at a later date Please note that at this stage these partial responses are not available in your data file If the browser window in which the oAGS is displayed is closed without the exit button being clicked in the event of a computer crash or that the graduate simply clicks on the close window symbol for example no information will be stored If a respondent makes an error on a previous page or has a change of mind regarding a response on an earlier page prior to completing the oAGS there is a PREVIOUS button which acts as a lsquoBACKrsquo button to return the graduate to the previous desired page (the oAGS opens a browser window that does not have the normal browser controls such as lsquoBACKrsquo and lsquoREFRESHrsquo)
oAGS Manual
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14
STEP 5 Survey Managers allocate oAGS IDs to the graduate population
The graduate oAGS ID will direct the graduate to the appropriate form (OctApril GDS+CEQ or GDS+PREQ) Therefore a different set of IDs will be provided for each of these population groups It is imperative that you correctly allocate the relevant oAGS ID against the correct graduate (ie OctoberApril GDS+CEQ or OctoberApril GDS+PREQ subject) and that these records are maintained for the duration of the survey cycle (see Appendix B oAGS Overview) Note Graduates who have completed a bachelor degree graduate postgraduate diploma graduate certificate or masters degree by coursework will receive the GDS+CEQ Graduates who have completed a masters degree by research or PhD by research receive the GDS+PREQ
STEP 6 Institutions deploy the oAGS
This can be done in several ways and your local knowledge of graduates at your institution as well as the resources and expertise you have available will dictate the most suitable method However you may wish to try either or both of the following
SEND oAGS DETAILS WITH THE HARD-COPY FORM Include the URL and the graduatersquos unique oAGS ID on the covering letter which goes out with the AGS hardcopy form
CREATE A UNIQUE oAGS LINK Institutions are able to provide a CLICKABLE web link to graduates containing their individual login oAGS IDs This will allow graduates to click on their link and be automatically logged directly into the survey under the ID included in the link rather than having to type in the ID at the oAGS login page
The link is as follows (where the represent the oAGS ID code WITH HYPHENS REMOVED) httpoagsgraduatecareerscomausurveyphpstudent_id= Note that in order for the link to function the hyphens included in oAGS IDs MUST be removed For example a link using the ID CF2F-65BG-83AD would be as follows httpoagsgraduatecareerscomausurveyphpstudent_id=CF2F65BG83AD The URL can be set as a hyperlink again facilitating ease of access However it is recommended that the full URL is displayed in the link so that in cases where a graduatersquos browser does not allow the opening of hyperlinks the respondent can still type or paste the URL into their browser Alternatively include instructions in the case of link failure below the link including the login page URL httpoagsgraduatecareerscomau and the respondents unique ID
oAGS Manual
April 2013
15
The accompanying text should point out that if the graduate exits the oAGS using the lsquoEXITrsquo button they are able to return and complete the form from the point they exited by using the same link IMPORTANT This option requires a system of distributing the unique links directly to the targeted individuals The oAGS does not include a function to do so This can be done by sending a unique email to each respondent either via a dedicated mass emailing tool (such as mass sender software or an online newsletter manager like PHP List) or by conducting a mail merge (this can be done in Microsoft Office for example) It can also be done by using an intermediary webpage that students have to access using a unique identifier such as their student ID which then displays their unique link and covering text Note that if a URL runs over two lines some email systems will only recognise the first line as a hyperlink and the link will open an error page While this should only occur in a limited number of cases it is important to include text instructing the respondent to lsquocopy and pastersquo or type the full URL into their internet browser address bar if the link doesnrsquot work Institutions wishing to distribute unique oAGS links to their target population should consult with technical personnel as to the options available to them For those with limited IT support it is possible to send unique links via the mail merge function in Microsoft Office Note however that MS Office mail merge will send an email from the default MS Outlook account of the workstation from which it is carried-out That is if your default Outlook email account has the email address JohnSmithUniversitycomau then all recipients of the mail merge will receive an email from this email address It is crucial that Survey Managers test their system of distributing the links prior to launching their oAGS survey Any errors in the link will make this dysfunctional and may result in significant non-response even if the links are subsequently fixed and re-issued OTHER ISSUES TO CONSIDER Institutions sending a large number of oAGS emails may wish to stagger the sending of emails so as to avoid some of the potential pit-falls of bulk emailing Some email providers (for example Googles GMail) have anti-spam measures which restrict the number of emails originating from one email address over a period of time This is sometimes called a sending quota If the number of emails received by that provider originating from the same email address exceeds this limit the emails may be rejected or classified as junk mail or spam It is also advisable that Survey Managers check with technical personnel regarding the upper limit for simultaneous emails for example in the case that the number of emails exceeds server capacity Some bulk emailing software includes the ability to specify the number of emails to be sent at a time and at what time interval so that anti-spam measures can be counter-acted If using email as the mode of distribution try sending the email to graduates a few weeks prior to the distribution of the hard-copy form Point out that they will help the environment by completing the form online (saving trees) and that they will not be ldquohassledrdquo with follow-up requests by completing the survey immediately
oAGS Manual
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16
GCA strongly recommends that Survey Managers use the oAGS as the method of first contact with graduates as a relatively large proportion of responses can be gathered quickly in this manner reducing the cost of supplying mailing and processing printed forms oAGS users should regularly download and back-up their data files
oAGS Manual
April 2013
17
D COMPLETING THE FORM
STEP 7 Graduates log onto the survey site
If graduates are not accessing the oAGS via a unique link (see Step 6) then they will need to log on to
httpoagsgraduatecareerscomau When they access this site they will first see the following screen (The live site will feature your Institution logo in the space on the left hand side of the screen)
Graduates then need to click on the button labelled lsquoProceed to Surveyrsquo and type in their oAGS ID to access the survey Their allocated IDs will direct the graduate to the correct form ie GDSCEQ or GDSPREQ
oAGS Manual
April 2013
18
In order to avoid problems logging into the site the oAGS ID is not case sensitive and therefore the alphanumeric characters do not need to be in uppercase in order to enter the site
STEP 8 Graduates complete the survey form
The survey form is easy to use and employs question logic so that responses lead to relevant questions and those questions which are not applicable to the graduate are omitted from view If the graduate doesnrsquot answer a question they will still be able to proceed However they will receive one of the following messages
You did not respond to this question Or You have left some responses blank or some of your responses are invalid You may address these issues or progress to the next page of questions by clicking ldquoskiprdquo button below
If an incorrect format is entered for the salary figure then respondents will be prompted to enter this again Once the graduate has completed the survey form it is necessary for them to click the SUBMIT button The graduate will then receive the following message and direct link
Survey Completed Thanks for your time and cooperation in completing this survey Would you like to see the results of last yearrsquos survey If so visit Grads Jobs and Dollars (link)
If a graduate has any problems or queries with the survey form they are able to email the institution directly via the on-screen link (to the email address provided by institution) If you are unable to answer the graduatersquos query internally please contact GCA for assistance
oAGS Manual
April 2013
19
E SURVEY MANAGER ADMINISTRATION
The oAGS offers access to various administrative tools for Survey Managers They are able to
Show the number of responses for a survey
Download the oAGS IDs for those who have responded online so that they can be excluded from follow-up mail-outs
Export responses to completed surveys Completed survey data is stored on an external and secure website and backed-up on a regular basis To access the Survey Managerrsquos administration area authorised users will need to log in to
httpsadminoagsgraduatecareerscomau Once Survey Managers have logged in they will be presented with a screen for their institution which allows them to choose the desired activity
oAGS Manual
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STEP 9 Survey Managers log-in at any time and see how many responses have been received online
This is done by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoShow Number of Responsesrdquo task
STEP 10 Survey Managers obtain the oAGS IDs of the online respondents as the survey period progresses
Survey Managers can download a list of used oAGS IDs for those graduates who have completed the survey form online (see Attachment C Sample oAGS ID Download) This is done by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoDownload graduate IDs for completed surveysrdquo task
Survey Managers should then mark off online respondents against their master record so that they are excluded from the follow-upreminder process Follow up of non-respondents will need to occur at this stage Note It is imperative that internal records are maintained which match graduatesrsquo allocated oAGS IDs to a record or institutional ID number that can be used to verify which individuals have responded
STEP 11 Survey Managers export data when required
Data is exported in a Microsoft Excel compatible comma separated values (csv) file (see Attachment D) The sequence of the columns in this file is formatted to correspond as closely as possible to the specifications in the AGS data specifications (released annually with the main AGS Manual) oAGS users are advised to regularly download and back-up their data files Data is exported by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoExport responsesrdquo task
Data in Excel format can be imported into other statistical packages such as SPSS
oAGS Manual
April 2013
21
As each download of results is completed Survey Managers are advised to label and name the downloaded file carefully to avoid confusion As the survey period progresses additional entries are added to the oAGS data file and version control when downloading interim data files is therefore of paramount importance oAGS IDs and dates are recorded in the export data file to assist in this process Note The program automatically records the date on which the respondent completed the survey form and this value is always exported as the second last entry in the data file This allows Survey Managers to monitor the return of survey forms and maintain version control of saved files The data export includes the oAGS ID in the last column of the data file
oAGS Manual
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22
ATTACHMENT A GENERATION OF oAGS IDENTIFIERS The oAGS system is not able to store ldquorealrdquo student numbers due to privacy issues As such a method of uniquely identifying graduates is required To allow graduates to log in to the oAGS system log-in identifiers (oAGS IDs) will be generated by GCA (via the oAGS system) on behalf of an institution These will then be provided to the graduates by the institution either as part of a direct link into the survey or along with the login URL It will be each institutionrsquos responsibility to keep the oAGS IDs individually matched with the graduates in their survey cohort Upon visiting the oAGS a graduate will enter their oAGS ID and be able to proceed with filling out the survey for their institution The Numbers The following parameters regarding the number of graduates accessing the system were supplied to the oAGS development team
Maximum 160000 graduates per survey
There may be up to 3 years of surveys running at a given time
This results in a requirement for a maximum of 480000 unique oAGS IDs at any given time It is noted that this is an extreme maximum and it would be highly unlikely that this amount of unique identifiers would be required Issues Unique identifiers could be generated a number of ways such as combining existing information such as the institution code survey code and a random number These methods are unsuitable for a number of reasons
If identifiers are too similar there is the possibility that a graduate may miss-type their identifier and end up completing another graduatersquos survey
If identifiers are based on a simple algorithm (eg by combining existing information) or are too short it is possible for the system to be abused by randomly entering codes
If identifiers are too long graduates may have trouble entering them correctly
Solution A random 12 character alphanumeric code (using characters such as lsquoB-9A-Frsquo) is used to identify each graduate This combination of numbers and letters results in 281474976710655 unique values
oAGS Manual
April 2013
23
The oAGS ID is generated by a one-way hashing algorithm2 based on the institution code a survey identifier and an internal student identifier Having such a large number of values to choose identifiers from minimises the risk of mistyping the identifier and completing an incorrect survey and reduces the risk of the system being abused Other identifiers The following are examples of other identifiers in everyday use
Student numbers range from between 8-10 digits
Internet banking 8-12 digits
Credit card numbers 16 digits
Phone numbers local 8 ndash international 13 These online identifiers are generally used in conjunction with passwords allowing for increased security Example of oAGS IDs The following are 10 example identifiers 26P7-FAA3-EA2B
222B-6F78-72DD
26FC-9557-CDF7
DFD6-7253-CC73
82Q8-B55F-7A2F
C7B9-63C3-9E45
3869-4528-DCD7
88BB-3F36-A59E
3F9E-D66D-D4A8
B287-C4E9-466A
2 Hashing is the transformation of a string of characters into a usually shorter fixed-length value or key
that represents the original string Hashing is used to index and retrieve items in a database because it is faster to find the item using the shorter hashed key than to find it using the original value It is also used in many encryption algorithms
oAGS Manual
April 2013
24
ATTACHMENT B oAGS OVERVIEW
NB Note that the word lsquostudentrsquo refers to graduates in this diagram
oAGS Manual
April 2013
25
ATTACHMENT C SAMPLE oAGS ID DOWNLOAD
Institution 0000
Survey 1
Period 0
Graduate Type G
Graduate ID
8FD2-BC83-H79F
9C7A-F5D4-33D6
HEF5-845F-6AB6
3C22-E3ED-GG9F
B6G4-6649-HF4B
55DG-9C72-HCGG
EA5E-E39D-DBBC
4E6E-C85F-6295
2838-7D5G-A6D6
35DA-6B58-E637
5H62-B63B-D73D
HH54-9933-B529
66CD-4795-64A3
G6E9-B99C-8G85
A4DG-33HB-65A9
589E-CA69-7E74
62G2-4B2E-B369
H498-92B6-899G
HAHG-8H9G-DFHC
DBCC-2HG3-66AG
2G64-F6CB-4FB2
9B95-3FA8-GG58
BDHB-29A4-8A36
4F8G-7FFD-8CGC
CAEB-C389-BC47
G7DG-8B9F-HB9G
D785-395A-GFA6
39FB-CFF2-47E3
4G3A-H822-H989
432G-6C23-AGB4
H52G-GC52-DBHE
9D7E-86BH-9HAH
B54A-5BAB-5846
FCBG-5HD5-H7EG
7643-F66E-9CB8
7BHE-BGBF-2633
GGDC-8GB9-2GD4
7B9B-B6C3-CD8G
6FF8-7HC4-A5BD
686F-647F-7E2D
G36H-H3FD-8A8G
DD45-A4H9-8EF8
H98B-22BF-C3H7
4F6E-G5CF-87FE
A8DE-8B8B-35B9
948B-DF4B-E3D9
oAGS Manual
April 2013
26
ATTACHMENT D SAMPLE DATA EXPORT FILE3
3 This sample is from a past survey and recent data files will not match the column layout exactly
inst maj1 maj2 level double hecsfee yearcomm attend mode credit fywork fytype fyfin fytoff fystlwth
cfgb dvbdz 8 2 1 2003 2 2 2 2
PhD politics 8 2 1 1999 1 1 1 1 2 2 2 1
Graduate Diploma in Advanced EconomicsEconomics 4 2 2 1999 2 1 1 1 1 1 1 1
Bachelor of Medicine Bachelor of SurgeryMedicine 1 2 1 1997 1 1 1 2
Bachelor of SciencePhysiology Pharmacology 1 2 1 2000 1 1 1 1 2 2 2 1
Graduate Certificate in Nursing Science in Retrieval NursingRetrieval Nursing 3 2 2 2002 2 1 1 1 2 1 2 1
Bachelor of EngineeringComputer Systems 2 1 1 1998 1 1 1 1 2 2 1 1
Bachelor of CommerceAccounting management 1 2 1 2000 1 1 1 2
Bachelor of Arts PsychologyAnthropology 1 2 1 2000 1 1 1 1 2 2 2 2
Bachelor of International studiesPolitics History 1 2 1 2000 1 1 1 1 2 2 2 2
Bachelor of Computer ScienceComputer Science 1 2 1 1999 1 1 1 2
Bachelor of Arts (Hons)Politics 2 1 1 1999 1 1 1 1 2 2 2 1
Bachelor of Science (Honours)Biochemistry 2 2 2 2002 1 1 1 2
Bachelor of Arts Spanish 1 2 1 2000 1 1 1 1 2 2 1 1
Bachelor of CommerceAccounting 1 1 4 1998 1 1 1 1 2 2 2 2
Graduate Diploma in Clinical DentistryOrthodontics 4 2 4 2002 1 1 1 1 2 2 2 2
Bachelor of Commerce (Accounting)Accounting 1 1 1 2000 1 1 1 2
BACHELOR OF FINANCEFINANCE-ECONOMICS 1 1 1 2001 1 1 1 1 1 2 1 1
Doctor of MedicienVascular Surgery 8 2 4 1999 1 1 1 1 2 2 2 1
PhD geosciencegeomechanics 8 2 4 1997 1 1 1 1 1 2 1 2
doctor of philosophywine microbiology 8 2 4 1998 1 1 1 1 2 2 2 2
Bachelor of Science (Honours)Geophysics 2 2 1 2002 1 1 1 1 2 2 2 1
MBA 7 2 2000 2 2 1 2
PhD cancer geneticsmolecular biology 8 2 4 1998 1 1 1 2
Bachelor of Social Science HonoursAnthropology 2 2 1 1998 1 1 3 1 2 2 2 2
Bachelor of Social Science (Honours)Psychology 2 2 1 1997 1 1 3 1 2 2 1 1
Bachelor of ScienceApplied MathsOrganic Chemistry 1 1 1 1997 1 1 1 2
Bachelor of EngineeringChemical Engineering 2 1 1 1998 1 1 1 2
Bachelor of Economics (Honours)Economics 2 2 1 2002 1 1 1 1 2 2 2 2
Bachelor of Environmental ScienceSoil SciencePlant Ecology 2 2 1 1998 2 1 1 1 2 2 2 2
Bachelor of CommerceAccounting 1 2 1 1997 2 1 1 1 2 2 2 2
Bachelor of Engineering Electrical and Electronic 2 2 1 1999 1 1 1 1 2 2 1 1
bach eng bach sceng-mechanicalsc-org chem app math2 1 1 1998 1 1 1 1 2 2 2 2
Honours degree of Maths and Comp ScienceApplied Maths 2 2 2 2002 1 1 1 1 2 2 2 1
Bachelor of ScienceBiochemistry 1 1 1 2000 1 1 1 2
Bachelor of Science - HonoursPhysiology 2 2 1 2001 2 1 1 1 1 2 2 1
Bachelor of Social SciencePsychologyEnvironmental Studies1 2 2 2002 1 1 1 1 2 2 2 2
Bachelor of Science (Honours)Genetics 2 2 1 2002 1 1 1 1 2 2 1 2
Bachelor of EngineeringCivil and Environmental Engineering2 2 2 2002 1 1 3 2
Masters Psychologu (Clinical)Psychology 7 2 1 1999 1 1 1 1 2 2 2 2
Bachelor of Medicine Bachelor of SurgeryMedicine Surgery 2 2 1 1996 1 1 1 2
Graduate Diploma in Clinical DentistryDentistry 4 2 1 2001 2 1 1 1 2 1 2 1
Bachelor of EngineeringMechatronics 2 2 4 1999 1 1 1 2
Bachelor of EngineeringCivil Engineering 2 2 2 1999 1 1 1 1 2 2 1 2
Bachelor of SciencePhysiology Organic Chemistry 1 2 1 2000 1 1 1 1 2 2 1 1
Bachelor of EconomicsEconomics 1 1 1 2000 1 1 1 1 2 2 2 2
Bachelor of ScienceBiochemistryApplied Maths 1 1 1 1998 1 1 1 2
Bachelor of engineeringChemical Engineering 2 1 1 1998 1 1 1 2
PhD HorticultureMolecular Biology 8 2 2 1999 1 1 1 2
Bachelor of Laws and Bachelor of ArtsLaw Politics 1 1 1 1997 1 1 1 1 2 2 2 2
Bachelor of EngineeringChemical Engineering 2 2 1 1999 1 1 1 1 2 1 1 2
Bachelor of ScienceGeophysics 2 2 2 2002 1 1 3 2
Master of Engineering ScienceMechanical Engineering 6 2 4 1999 1 1 1 2
Bachelor of Mathematical and Computer SciencesComputer ScienceMathematics - Pure and Applied1 2 2 2000 1 1 1 1 2 2 1 1
Doctor of Philosophyelectronic engineeringVLSI design 8 2 1 1996 1 1 1 1 1 2 2 1
PhD Science Physiology 8 2 4 1998 1 2 1 1 1 2 2 1
BACHELOR OF ARTS (HONS)ENGLISH 2 2 1 2002 1 1 1 1 2 2 2 2
Bachelor of Health SciencePathology Infection amp Immunity 1 2 2 2000 1 1 1 1 2 2 2 2
Bachelor of Science(Molecular Biology) Diploma in LanguagesMolecular BiologyJapanese 1 1 1 1999 1 1 4 2
Bachelor of Environmental Science(Hons)geology 2 2 1 1999 1 1 1 1 2 2 2 2
Bachelor of ArchitectureArchitecture 1 1 1 2001 1 1 1 1 2 2 2 2
Bachelor of FinanceFinance 1 1 1 1999 1 1 1 1 2 2 2 1
Bachelor of Computer ScienceComputer Science 1 2 1 1999 1 1 1 2
Bachelor of ScienceEnvironment BiologyAnatomical Science 1 2 1 2000 1 1 1 1 2 2 2 1
Bachelor of EngineeringCivil and Environmental 1 1 1 1997 1 1 1 1 2 2 2 2
Bachelor of EngineeringComputer Systems Engineering 2 1 1 1998 1 1 1 1 2 2 2 2
BE Engineering Mechatronics Engineering 2 2 4 2002 1 1 1 2
Doctor of PhilosophyGenetics 8 2 4 1998 1 1 1 2
Master of CommerceHuman Resource Management 4 2 4 1999 2 1 1 2
Bachelor of Sciencemicrobiology and immunologygenetics 1 2 1 2000 1 1 1 2
Bachelor of Science(Mathematical and Computer Sciences)Computer Science 1 2 2 2000 1 1 1 2
Bachelor of Commerce (Accounting)Accounting 1 2 2 1999 2 1 1 1 1 2 2 1
DIPLOMA IN WINE MARKETINGMARKETINGOENOLOGY 9 1 1 1996 2 2 4 1 1 2 2 1
oAGS Manual
April 2013
2
ACKNOWLEDGMENTS The oAGS package was developed in collaboration with Design IT who provided the technical expertise to guide the design and functionality of the online AGS form The oAGS package was trialled during the April 2003 survey round with Deakin Macquarie and Adelaide universities GCA gratefully acknowledges the dedication of the Survey Managers at these universities and the important feedback they provided Thank you for using the oAGS Your feedback on both the oAGS and on this manual will be appreciated Please advise us of any difficulties you encounter areas where this instruction manual is unclear or can be improved or of any suggestions to assist further development of the oAGS
oAGS Manual
April 2013
3
CONTENTS ACRONYMS 4 oAGS URLs 5 QUICK DEMONSTRATION 6 OVERVIEW 7 TECHNICAL REQUIREMENTS 9 STEP-BY-STEP GUIDE 10
A SETTING UP ACCESS 11 STEP 1 Institutions supply GCA with details of relevant administrative users of the oAGS so that access can be arranged 11
B ONLINE SURVEY FORM GENERATED 12 STEP 2 Relevant information is collected from Survey Managers 12 STEP 3 Online survey form generated and verified by GCA 12
C SETTING UP AND NOTIFYING GRADUATES 13 STEP 4 GCA provides institutions with a list of unique oAGS IDs 13 STEP 5 Survey Managers allocate oAGS IDs to the graduate population 14 STEP 6 Institutions deploy the oAGS 14
D COMPLETING THE FORM 17 STEP 7 Graduates log onto the survey site 17 STEP 8 Graduates complete the survey form 18
E SURVEY MANAGER ADMINISTRATION 19 STEP 9 Survey Managers log-in at any time and see how many responses have been received online 20 STEP 10 Survey Managers obtain the oAGS IDs of the online respondents as the survey period progresses 20 STEP 11 Survey Managers export data when required 20
ATTACHMENT A GENERATION OF oAGS IDENTIFIERS 22 ATTACHMENT B oAGS OVERVIEW 24 ATTACHMENT C SAMPLE oAGS ID DOWNLOAD 25 ATTACHMENT D SAMPLE DATA EXPORT FILE 26
oAGS Manual
April 2013
4
ACRONYMS
AGS Australian Graduate Survey
GCA Graduate Careers Australia
CEQ Course Experience Questionnaire
PREQ Postgraduate Research Experience Questionnaire
GDS Graduate Destination Survey
oAGS online Australian Graduate Survey
oCEQ online Course Experience Questionnaire
oPREQ online Postgraduate Research Experience Questionnaire
oAGS Manual
April 2013
5
oAGS URLs Online Questionnaire oAGS Site httpoagsgraduatecareerscomau CEQPREQ only site httpoceqgraduatecareerscomau Survey Manager Administration oAGS Site httpadminoagsgraduatecareerscomau CEQPREQ only site httpadminoceqgraduatecareerscomau
oAGS Manual
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6
QUICK DEMONSTRATION This quick guide is intended to allow you to work through the entire online Australian Graduate Survey (oAGS) process from filling in the form to exporting your own results using our demonstration site First complete the survey
1 Request demonstration oAGS IDs from GCA surveyhelpgraduatecareerscomau 2 Go to httpoagsgraduatecareerscomau 3 Log-in as a graduate using one of the oAGS IDs provided
Note You will receive oAGS IDs for log-in via email In the case of the actual site once these oAGS IDs have been used they become defunct unless the oAGS is sent live after these were used When the oAGS is sent live for a particular survey round all data including which oAGS IDs have been used are deleted Separate oAGS IDs will be provided for the Graduate Destination Survey + Course Experience Questionnaire (GDS+CEQ) and Graduate Destination Survey + Postgraduate Research Experience Questionnaire (GDS+PREQ) versions of the oAGS
4 Complete the survey following the prompts and submit your responses
Note This demonstration version will not necessarily contain your institutionrsquos selected CEQ scales Now use the oAGS Administration area to see your responses hellip
5 Go to httpadminoagsgraduatecareerscomau 6 Type in your username and password
Contact GCA if you require a username and password or if you have forgotten your details (see lsquoSetting up Accessrsquo page 10) Using the drop down boxes
7 Select the required Survey Year - 2013 8 Select the required Survey round ndash October or April
9 Choose the required task
Check the number of responses to the online survey
Download the used oAGS IDs
Export data
Note In most cases the exported data file contains numeric codes not the actual responses (See Attachment D Sample Data Export File)
oAGS Manual
April 2013
7
OVERVIEW In 2003 Graduate Careers Australia launched the oAGS
1 ndash an online version of the standard GDS+CEQ
and GDS+PREQ forms available to Australian higher education institutions The oAGS is intended to supplement the hardcopy version of the form and is not designed to replace the existing process The oAGS was developed in order to
offer institutions another avenue for collecting AGS data from both local and overseas graduates
provide graduates with an easy online method of completing the AGS thereby helping to improve response rates and
increase the efficiency and cost-effectiveness of the survey The oAGS recognises that todayrsquos graduates are competent computer users and often highly transient - hence the need to offer alternate methods of collecting data from them The benefits of the oAGS package include
the protection of graduate confidentiality
secure and authenticated access
ease of use for administrators and
the availability of support from GCA in the use of the oAGS As with all computer-based systems oAGS users should regularly download and back-up their data files There are three components to the oAGS package
1 Online survey form The online AGS form is available for both the October and April survey rounds As in the case of the hard-copy survey each institution needs to nominate the relevant CEQ scales it wishes to use For institutions that are also using hard-copy survey forms the selection of scales will be the same At the time of each particular survey round Survey Managers will need to determine the number of oAGS log-in IDs required for both CEQ and PREQ recipients based on their survey population Institutions will then receive a series of unique oAGS IDs for distribution to their graduate population Additional IDs can be provided by GCA if required The survey form will then provide graduates with the GDS questions along with the relevant CEQ scales for that institution or the PREQ depending on the graduatersquos oAGS ID The ID is designed to differentiate between those requiring the GDS+CEQ and GDS+PREQ forms More detail is provided in Part C of this manual Institutions should note that the oAGS in its current format is a generic survey tool (except for the selection of CEQ scales and PeopleSoft text changes) and does NOT contain the facility for institution-specific questions It should also be used as supplied ndash adjustments such as initial log-in pages have been known to cause problems
1 Originally launched as the oGDS this name changed to oAGS with the introduction of the umbrella acronym
AGS (Australian Graduate Survey) to refer to the GDS CEQ and PREQ collectively in 2006
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8
2 Survey Manager administration area Nominated survey personnel will have access to the Survey Manager administration area which has the capacity to
show the number of responses for the selected survey
download the oAGS IDs of graduates who have completed the selected survey and
export the responses of graduates who have completed the selected survey
3 GCA administration area
This is a GCA ACCESS ONLY area and is designed to monitor and manage the online survey cycle
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9
TECHNICAL REQUIREMENTS The oAGS is a web based application designed to cater for most operating systems and internet browsers however optimal functionality requires
Windows 98NT2000XPVistaGoogle Chrome with Internet Explorer version 55 or above
The oAGS has also been tested with Apple products and the Firefox browser Minimum requirements to be able to use the oAGS are
an internet browser an internet connection
Survey Managers wishing to download IDs and results will need the above minimum requirements as well as a spreadsheet application that can view csv files (comma-delimited files) such as Excel Administrative users should have reasonable internet knowledge and a good working knowledge of Excel
oAGS Manual
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10
STEP-BY-STEP GUIDE
A SETTING UP ACCESS 11
STEP 1 Institutions supply GCA with details of relevant administrative users of the oAGS so that access can be arranged 11
B ONLINE SURVEY FORM GENERATED 12
STEP 2 Relevant information is collected from Survey Managers 12
STEP 3 Online survey form generated and verified by GCA 12
C SETTING UP AND NOTIFYING GRADUATES 13
STEP 4 GCA provides Institutions with a list of unique graduate identifiers 13
STEP 5 Survey Managers allocate IDrsquos to the graduate population 14
STEP 6 Institutions notify graduates of the availability of an online option 14
D COMPLETING THE FORM 17
STEP 7 Graduates log onto the survey site 17
STEP 8 Graduates complete the survey form 18
E SURVEY MANAGER ADMINISTRATION 19
STEP 9 Survey Managers log-in at any time and see how many responses have been received online 20
STEP 10 Survey Managers obtain the identification numbers of the online respondents as the survey period progresses and conduct follow-ups 20
STEP 11 Survey Managers export data when required 20
oAGS Manual
April 2013
11
A SETTING UP ACCESS
STEP 1 Institutions supply GCA with details of relevant administrative users of the oAGS so that access can be arranged
Institutions can have more than one Survey Manager registered for the oAGS For each relevant user institutions need to supply
i Username(s)
ii Password Usernames and passwords can only be changed by GCA Note Passwords are case sensitive however usernames are not case sensitive
iii Email address
iv Institution logo (exactly 126 x 52 pixels in size at 72dpi)
For each institution GCA also requires an email address which can be added as a link on that institutionrsquos oAGS so that graduate queries can be directed back to the institutionrsquos survey contact This is preferably a generic address that can be directed to the relevant personnel eg SurveyInstitutionXeduau Usernames and passwords are case sensitive and you should therefore choose ones that are easy to remember Both usernames and passwords can only be changed through the GCA administration module and you will need to contact GCA if these details are lost
oAGS Manual
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B ONLINE SURVEY FORM GENERATED This step is undertaken at GCA The oAGS survey form is a generic tool and there is no facility for questions unique to any particular institution to be added to the form However each institutionrsquos version of the oAGS may be customised with respect to the selection of CEQ scales and the substitution of the word lsquocoursersquo with lsquoprogramrsquo where relevant
STEP 2 Relevant information is collected from Survey Managers
As part of the routine process of producing hard-copy survey forms Survey Managers will be contacted (as per standard practice) and asked to provide details of their survey form requirements relating to the selection of relevant CEQ scales In order to utilise the oAGS institutions will also need to provide GCA with the numbers of coursework graduates (for the GDS+CEQ) and research postgraduates (for the GDS+PREQ) so that sufficient unique oAGS IDs can be allocated for distribution
STEP 3 Online survey form generated and verified by GCA
For each survey round the introductory blurb is standard for all institutions as is the colour and font presentation An email link unique to each institution will be added so that graduate queries are directed to the relevant personnel at that institution Also the online form will feature the individual institutionrsquos logo on each survey page along with the GCA logo
oAGS Manual
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13
C SETTING UP AND NOTIFYING GRADUATES
STEP 4 GCA provides institutions with a list of unique oAGS IDs
Once all required information has been supplied to GCA and survey forms have been approved you will be allocated a set of unique oAGS ID numbers to provide to graduates These are generated by GCA and provided to you in a text format (csv) file The IDs consists of a 12 digit alphanumeric code such as E7D5 285F 89EF In order to avoid possible confusion these IDs do not include the numbers one (1) or zero (0) nor the letters O or capital i (I) (See Attachment A Generation of oAGS Identifiers) Note It is imperative that the oAGS ID remains matched to the graduate throughout the survey process The ID number will
restrict access to the survey to only the intended graduate population
safeguard against multiple responses from any one graduate
enable institutions to protect graduate identities
direct graduates to either the CEQ or PREQ form When using a graduate oAGS ID to complete the online survey the survey will appear with the generic GDS questions together with the selected CEQ scales When using a postgraduate (research degree graduates only) oAGS ID to complete the online survey the survey should appear with the generic GDS questions together with the PREQ questions In respect of research graduates (who are directed to the GDS+PREQ oAGS via their oAGS ID) please note that questions relating to supervision mode change of supervision and location of study appear at the end of the PREQ NOT within the GDS section of the online survey Once the initial set of oAGS IDs is generated for any institution you will need to contact GCA if you require additional IDs Any additional IDs will be appended to the original ID file and the entire file will be re-sent to the institution It is the institutionrsquos responsibility to note how many of this updated list of oAGS IDs have been used already Each oAGS ID can only be used once Once the graduate has completed the survey and hit the SUBMIT button the ID becomes defunct and the information cannot be overwritten If the form is not complete and the graduate wishes to cease filling out the questionnaire that graduate can retain their responses by clicking the lsquoEXITrsquo button and if they wish use the same ID to re-enter the survey and complete it at a later date Please note that at this stage these partial responses are not available in your data file If the browser window in which the oAGS is displayed is closed without the exit button being clicked in the event of a computer crash or that the graduate simply clicks on the close window symbol for example no information will be stored If a respondent makes an error on a previous page or has a change of mind regarding a response on an earlier page prior to completing the oAGS there is a PREVIOUS button which acts as a lsquoBACKrsquo button to return the graduate to the previous desired page (the oAGS opens a browser window that does not have the normal browser controls such as lsquoBACKrsquo and lsquoREFRESHrsquo)
oAGS Manual
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14
STEP 5 Survey Managers allocate oAGS IDs to the graduate population
The graduate oAGS ID will direct the graduate to the appropriate form (OctApril GDS+CEQ or GDS+PREQ) Therefore a different set of IDs will be provided for each of these population groups It is imperative that you correctly allocate the relevant oAGS ID against the correct graduate (ie OctoberApril GDS+CEQ or OctoberApril GDS+PREQ subject) and that these records are maintained for the duration of the survey cycle (see Appendix B oAGS Overview) Note Graduates who have completed a bachelor degree graduate postgraduate diploma graduate certificate or masters degree by coursework will receive the GDS+CEQ Graduates who have completed a masters degree by research or PhD by research receive the GDS+PREQ
STEP 6 Institutions deploy the oAGS
This can be done in several ways and your local knowledge of graduates at your institution as well as the resources and expertise you have available will dictate the most suitable method However you may wish to try either or both of the following
SEND oAGS DETAILS WITH THE HARD-COPY FORM Include the URL and the graduatersquos unique oAGS ID on the covering letter which goes out with the AGS hardcopy form
CREATE A UNIQUE oAGS LINK Institutions are able to provide a CLICKABLE web link to graduates containing their individual login oAGS IDs This will allow graduates to click on their link and be automatically logged directly into the survey under the ID included in the link rather than having to type in the ID at the oAGS login page
The link is as follows (where the represent the oAGS ID code WITH HYPHENS REMOVED) httpoagsgraduatecareerscomausurveyphpstudent_id= Note that in order for the link to function the hyphens included in oAGS IDs MUST be removed For example a link using the ID CF2F-65BG-83AD would be as follows httpoagsgraduatecareerscomausurveyphpstudent_id=CF2F65BG83AD The URL can be set as a hyperlink again facilitating ease of access However it is recommended that the full URL is displayed in the link so that in cases where a graduatersquos browser does not allow the opening of hyperlinks the respondent can still type or paste the URL into their browser Alternatively include instructions in the case of link failure below the link including the login page URL httpoagsgraduatecareerscomau and the respondents unique ID
oAGS Manual
April 2013
15
The accompanying text should point out that if the graduate exits the oAGS using the lsquoEXITrsquo button they are able to return and complete the form from the point they exited by using the same link IMPORTANT This option requires a system of distributing the unique links directly to the targeted individuals The oAGS does not include a function to do so This can be done by sending a unique email to each respondent either via a dedicated mass emailing tool (such as mass sender software or an online newsletter manager like PHP List) or by conducting a mail merge (this can be done in Microsoft Office for example) It can also be done by using an intermediary webpage that students have to access using a unique identifier such as their student ID which then displays their unique link and covering text Note that if a URL runs over two lines some email systems will only recognise the first line as a hyperlink and the link will open an error page While this should only occur in a limited number of cases it is important to include text instructing the respondent to lsquocopy and pastersquo or type the full URL into their internet browser address bar if the link doesnrsquot work Institutions wishing to distribute unique oAGS links to their target population should consult with technical personnel as to the options available to them For those with limited IT support it is possible to send unique links via the mail merge function in Microsoft Office Note however that MS Office mail merge will send an email from the default MS Outlook account of the workstation from which it is carried-out That is if your default Outlook email account has the email address JohnSmithUniversitycomau then all recipients of the mail merge will receive an email from this email address It is crucial that Survey Managers test their system of distributing the links prior to launching their oAGS survey Any errors in the link will make this dysfunctional and may result in significant non-response even if the links are subsequently fixed and re-issued OTHER ISSUES TO CONSIDER Institutions sending a large number of oAGS emails may wish to stagger the sending of emails so as to avoid some of the potential pit-falls of bulk emailing Some email providers (for example Googles GMail) have anti-spam measures which restrict the number of emails originating from one email address over a period of time This is sometimes called a sending quota If the number of emails received by that provider originating from the same email address exceeds this limit the emails may be rejected or classified as junk mail or spam It is also advisable that Survey Managers check with technical personnel regarding the upper limit for simultaneous emails for example in the case that the number of emails exceeds server capacity Some bulk emailing software includes the ability to specify the number of emails to be sent at a time and at what time interval so that anti-spam measures can be counter-acted If using email as the mode of distribution try sending the email to graduates a few weeks prior to the distribution of the hard-copy form Point out that they will help the environment by completing the form online (saving trees) and that they will not be ldquohassledrdquo with follow-up requests by completing the survey immediately
oAGS Manual
April 2013
16
GCA strongly recommends that Survey Managers use the oAGS as the method of first contact with graduates as a relatively large proportion of responses can be gathered quickly in this manner reducing the cost of supplying mailing and processing printed forms oAGS users should regularly download and back-up their data files
oAGS Manual
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17
D COMPLETING THE FORM
STEP 7 Graduates log onto the survey site
If graduates are not accessing the oAGS via a unique link (see Step 6) then they will need to log on to
httpoagsgraduatecareerscomau When they access this site they will first see the following screen (The live site will feature your Institution logo in the space on the left hand side of the screen)
Graduates then need to click on the button labelled lsquoProceed to Surveyrsquo and type in their oAGS ID to access the survey Their allocated IDs will direct the graduate to the correct form ie GDSCEQ or GDSPREQ
oAGS Manual
April 2013
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In order to avoid problems logging into the site the oAGS ID is not case sensitive and therefore the alphanumeric characters do not need to be in uppercase in order to enter the site
STEP 8 Graduates complete the survey form
The survey form is easy to use and employs question logic so that responses lead to relevant questions and those questions which are not applicable to the graduate are omitted from view If the graduate doesnrsquot answer a question they will still be able to proceed However they will receive one of the following messages
You did not respond to this question Or You have left some responses blank or some of your responses are invalid You may address these issues or progress to the next page of questions by clicking ldquoskiprdquo button below
If an incorrect format is entered for the salary figure then respondents will be prompted to enter this again Once the graduate has completed the survey form it is necessary for them to click the SUBMIT button The graduate will then receive the following message and direct link
Survey Completed Thanks for your time and cooperation in completing this survey Would you like to see the results of last yearrsquos survey If so visit Grads Jobs and Dollars (link)
If a graduate has any problems or queries with the survey form they are able to email the institution directly via the on-screen link (to the email address provided by institution) If you are unable to answer the graduatersquos query internally please contact GCA for assistance
oAGS Manual
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19
E SURVEY MANAGER ADMINISTRATION
The oAGS offers access to various administrative tools for Survey Managers They are able to
Show the number of responses for a survey
Download the oAGS IDs for those who have responded online so that they can be excluded from follow-up mail-outs
Export responses to completed surveys Completed survey data is stored on an external and secure website and backed-up on a regular basis To access the Survey Managerrsquos administration area authorised users will need to log in to
httpsadminoagsgraduatecareerscomau Once Survey Managers have logged in they will be presented with a screen for their institution which allows them to choose the desired activity
oAGS Manual
April 2013
20
STEP 9 Survey Managers log-in at any time and see how many responses have been received online
This is done by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoShow Number of Responsesrdquo task
STEP 10 Survey Managers obtain the oAGS IDs of the online respondents as the survey period progresses
Survey Managers can download a list of used oAGS IDs for those graduates who have completed the survey form online (see Attachment C Sample oAGS ID Download) This is done by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoDownload graduate IDs for completed surveysrdquo task
Survey Managers should then mark off online respondents against their master record so that they are excluded from the follow-upreminder process Follow up of non-respondents will need to occur at this stage Note It is imperative that internal records are maintained which match graduatesrsquo allocated oAGS IDs to a record or institutional ID number that can be used to verify which individuals have responded
STEP 11 Survey Managers export data when required
Data is exported in a Microsoft Excel compatible comma separated values (csv) file (see Attachment D) The sequence of the columns in this file is formatted to correspond as closely as possible to the specifications in the AGS data specifications (released annually with the main AGS Manual) oAGS users are advised to regularly download and back-up their data files Data is exported by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoExport responsesrdquo task
Data in Excel format can be imported into other statistical packages such as SPSS
oAGS Manual
April 2013
21
As each download of results is completed Survey Managers are advised to label and name the downloaded file carefully to avoid confusion As the survey period progresses additional entries are added to the oAGS data file and version control when downloading interim data files is therefore of paramount importance oAGS IDs and dates are recorded in the export data file to assist in this process Note The program automatically records the date on which the respondent completed the survey form and this value is always exported as the second last entry in the data file This allows Survey Managers to monitor the return of survey forms and maintain version control of saved files The data export includes the oAGS ID in the last column of the data file
oAGS Manual
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22
ATTACHMENT A GENERATION OF oAGS IDENTIFIERS The oAGS system is not able to store ldquorealrdquo student numbers due to privacy issues As such a method of uniquely identifying graduates is required To allow graduates to log in to the oAGS system log-in identifiers (oAGS IDs) will be generated by GCA (via the oAGS system) on behalf of an institution These will then be provided to the graduates by the institution either as part of a direct link into the survey or along with the login URL It will be each institutionrsquos responsibility to keep the oAGS IDs individually matched with the graduates in their survey cohort Upon visiting the oAGS a graduate will enter their oAGS ID and be able to proceed with filling out the survey for their institution The Numbers The following parameters regarding the number of graduates accessing the system were supplied to the oAGS development team
Maximum 160000 graduates per survey
There may be up to 3 years of surveys running at a given time
This results in a requirement for a maximum of 480000 unique oAGS IDs at any given time It is noted that this is an extreme maximum and it would be highly unlikely that this amount of unique identifiers would be required Issues Unique identifiers could be generated a number of ways such as combining existing information such as the institution code survey code and a random number These methods are unsuitable for a number of reasons
If identifiers are too similar there is the possibility that a graduate may miss-type their identifier and end up completing another graduatersquos survey
If identifiers are based on a simple algorithm (eg by combining existing information) or are too short it is possible for the system to be abused by randomly entering codes
If identifiers are too long graduates may have trouble entering them correctly
Solution A random 12 character alphanumeric code (using characters such as lsquoB-9A-Frsquo) is used to identify each graduate This combination of numbers and letters results in 281474976710655 unique values
oAGS Manual
April 2013
23
The oAGS ID is generated by a one-way hashing algorithm2 based on the institution code a survey identifier and an internal student identifier Having such a large number of values to choose identifiers from minimises the risk of mistyping the identifier and completing an incorrect survey and reduces the risk of the system being abused Other identifiers The following are examples of other identifiers in everyday use
Student numbers range from between 8-10 digits
Internet banking 8-12 digits
Credit card numbers 16 digits
Phone numbers local 8 ndash international 13 These online identifiers are generally used in conjunction with passwords allowing for increased security Example of oAGS IDs The following are 10 example identifiers 26P7-FAA3-EA2B
222B-6F78-72DD
26FC-9557-CDF7
DFD6-7253-CC73
82Q8-B55F-7A2F
C7B9-63C3-9E45
3869-4528-DCD7
88BB-3F36-A59E
3F9E-D66D-D4A8
B287-C4E9-466A
2 Hashing is the transformation of a string of characters into a usually shorter fixed-length value or key
that represents the original string Hashing is used to index and retrieve items in a database because it is faster to find the item using the shorter hashed key than to find it using the original value It is also used in many encryption algorithms
oAGS Manual
April 2013
24
ATTACHMENT B oAGS OVERVIEW
NB Note that the word lsquostudentrsquo refers to graduates in this diagram
oAGS Manual
April 2013
25
ATTACHMENT C SAMPLE oAGS ID DOWNLOAD
Institution 0000
Survey 1
Period 0
Graduate Type G
Graduate ID
8FD2-BC83-H79F
9C7A-F5D4-33D6
HEF5-845F-6AB6
3C22-E3ED-GG9F
B6G4-6649-HF4B
55DG-9C72-HCGG
EA5E-E39D-DBBC
4E6E-C85F-6295
2838-7D5G-A6D6
35DA-6B58-E637
5H62-B63B-D73D
HH54-9933-B529
66CD-4795-64A3
G6E9-B99C-8G85
A4DG-33HB-65A9
589E-CA69-7E74
62G2-4B2E-B369
H498-92B6-899G
HAHG-8H9G-DFHC
DBCC-2HG3-66AG
2G64-F6CB-4FB2
9B95-3FA8-GG58
BDHB-29A4-8A36
4F8G-7FFD-8CGC
CAEB-C389-BC47
G7DG-8B9F-HB9G
D785-395A-GFA6
39FB-CFF2-47E3
4G3A-H822-H989
432G-6C23-AGB4
H52G-GC52-DBHE
9D7E-86BH-9HAH
B54A-5BAB-5846
FCBG-5HD5-H7EG
7643-F66E-9CB8
7BHE-BGBF-2633
GGDC-8GB9-2GD4
7B9B-B6C3-CD8G
6FF8-7HC4-A5BD
686F-647F-7E2D
G36H-H3FD-8A8G
DD45-A4H9-8EF8
H98B-22BF-C3H7
4F6E-G5CF-87FE
A8DE-8B8B-35B9
948B-DF4B-E3D9
oAGS Manual
April 2013
26
ATTACHMENT D SAMPLE DATA EXPORT FILE3
3 This sample is from a past survey and recent data files will not match the column layout exactly
inst maj1 maj2 level double hecsfee yearcomm attend mode credit fywork fytype fyfin fytoff fystlwth
cfgb dvbdz 8 2 1 2003 2 2 2 2
PhD politics 8 2 1 1999 1 1 1 1 2 2 2 1
Graduate Diploma in Advanced EconomicsEconomics 4 2 2 1999 2 1 1 1 1 1 1 1
Bachelor of Medicine Bachelor of SurgeryMedicine 1 2 1 1997 1 1 1 2
Bachelor of SciencePhysiology Pharmacology 1 2 1 2000 1 1 1 1 2 2 2 1
Graduate Certificate in Nursing Science in Retrieval NursingRetrieval Nursing 3 2 2 2002 2 1 1 1 2 1 2 1
Bachelor of EngineeringComputer Systems 2 1 1 1998 1 1 1 1 2 2 1 1
Bachelor of CommerceAccounting management 1 2 1 2000 1 1 1 2
Bachelor of Arts PsychologyAnthropology 1 2 1 2000 1 1 1 1 2 2 2 2
Bachelor of International studiesPolitics History 1 2 1 2000 1 1 1 1 2 2 2 2
Bachelor of Computer ScienceComputer Science 1 2 1 1999 1 1 1 2
Bachelor of Arts (Hons)Politics 2 1 1 1999 1 1 1 1 2 2 2 1
Bachelor of Science (Honours)Biochemistry 2 2 2 2002 1 1 1 2
Bachelor of Arts Spanish 1 2 1 2000 1 1 1 1 2 2 1 1
Bachelor of CommerceAccounting 1 1 4 1998 1 1 1 1 2 2 2 2
Graduate Diploma in Clinical DentistryOrthodontics 4 2 4 2002 1 1 1 1 2 2 2 2
Bachelor of Commerce (Accounting)Accounting 1 1 1 2000 1 1 1 2
BACHELOR OF FINANCEFINANCE-ECONOMICS 1 1 1 2001 1 1 1 1 1 2 1 1
Doctor of MedicienVascular Surgery 8 2 4 1999 1 1 1 1 2 2 2 1
PhD geosciencegeomechanics 8 2 4 1997 1 1 1 1 1 2 1 2
doctor of philosophywine microbiology 8 2 4 1998 1 1 1 1 2 2 2 2
Bachelor of Science (Honours)Geophysics 2 2 1 2002 1 1 1 1 2 2 2 1
MBA 7 2 2000 2 2 1 2
PhD cancer geneticsmolecular biology 8 2 4 1998 1 1 1 2
Bachelor of Social Science HonoursAnthropology 2 2 1 1998 1 1 3 1 2 2 2 2
Bachelor of Social Science (Honours)Psychology 2 2 1 1997 1 1 3 1 2 2 1 1
Bachelor of ScienceApplied MathsOrganic Chemistry 1 1 1 1997 1 1 1 2
Bachelor of EngineeringChemical Engineering 2 1 1 1998 1 1 1 2
Bachelor of Economics (Honours)Economics 2 2 1 2002 1 1 1 1 2 2 2 2
Bachelor of Environmental ScienceSoil SciencePlant Ecology 2 2 1 1998 2 1 1 1 2 2 2 2
Bachelor of CommerceAccounting 1 2 1 1997 2 1 1 1 2 2 2 2
Bachelor of Engineering Electrical and Electronic 2 2 1 1999 1 1 1 1 2 2 1 1
bach eng bach sceng-mechanicalsc-org chem app math2 1 1 1998 1 1 1 1 2 2 2 2
Honours degree of Maths and Comp ScienceApplied Maths 2 2 2 2002 1 1 1 1 2 2 2 1
Bachelor of ScienceBiochemistry 1 1 1 2000 1 1 1 2
Bachelor of Science - HonoursPhysiology 2 2 1 2001 2 1 1 1 1 2 2 1
Bachelor of Social SciencePsychologyEnvironmental Studies1 2 2 2002 1 1 1 1 2 2 2 2
Bachelor of Science (Honours)Genetics 2 2 1 2002 1 1 1 1 2 2 1 2
Bachelor of EngineeringCivil and Environmental Engineering2 2 2 2002 1 1 3 2
Masters Psychologu (Clinical)Psychology 7 2 1 1999 1 1 1 1 2 2 2 2
Bachelor of Medicine Bachelor of SurgeryMedicine Surgery 2 2 1 1996 1 1 1 2
Graduate Diploma in Clinical DentistryDentistry 4 2 1 2001 2 1 1 1 2 1 2 1
Bachelor of EngineeringMechatronics 2 2 4 1999 1 1 1 2
Bachelor of EngineeringCivil Engineering 2 2 2 1999 1 1 1 1 2 2 1 2
Bachelor of SciencePhysiology Organic Chemistry 1 2 1 2000 1 1 1 1 2 2 1 1
Bachelor of EconomicsEconomics 1 1 1 2000 1 1 1 1 2 2 2 2
Bachelor of ScienceBiochemistryApplied Maths 1 1 1 1998 1 1 1 2
Bachelor of engineeringChemical Engineering 2 1 1 1998 1 1 1 2
PhD HorticultureMolecular Biology 8 2 2 1999 1 1 1 2
Bachelor of Laws and Bachelor of ArtsLaw Politics 1 1 1 1997 1 1 1 1 2 2 2 2
Bachelor of EngineeringChemical Engineering 2 2 1 1999 1 1 1 1 2 1 1 2
Bachelor of ScienceGeophysics 2 2 2 2002 1 1 3 2
Master of Engineering ScienceMechanical Engineering 6 2 4 1999 1 1 1 2
Bachelor of Mathematical and Computer SciencesComputer ScienceMathematics - Pure and Applied1 2 2 2000 1 1 1 1 2 2 1 1
Doctor of Philosophyelectronic engineeringVLSI design 8 2 1 1996 1 1 1 1 1 2 2 1
PhD Science Physiology 8 2 4 1998 1 2 1 1 1 2 2 1
BACHELOR OF ARTS (HONS)ENGLISH 2 2 1 2002 1 1 1 1 2 2 2 2
Bachelor of Health SciencePathology Infection amp Immunity 1 2 2 2000 1 1 1 1 2 2 2 2
Bachelor of Science(Molecular Biology) Diploma in LanguagesMolecular BiologyJapanese 1 1 1 1999 1 1 4 2
Bachelor of Environmental Science(Hons)geology 2 2 1 1999 1 1 1 1 2 2 2 2
Bachelor of ArchitectureArchitecture 1 1 1 2001 1 1 1 1 2 2 2 2
Bachelor of FinanceFinance 1 1 1 1999 1 1 1 1 2 2 2 1
Bachelor of Computer ScienceComputer Science 1 2 1 1999 1 1 1 2
Bachelor of ScienceEnvironment BiologyAnatomical Science 1 2 1 2000 1 1 1 1 2 2 2 1
Bachelor of EngineeringCivil and Environmental 1 1 1 1997 1 1 1 1 2 2 2 2
Bachelor of EngineeringComputer Systems Engineering 2 1 1 1998 1 1 1 1 2 2 2 2
BE Engineering Mechatronics Engineering 2 2 4 2002 1 1 1 2
Doctor of PhilosophyGenetics 8 2 4 1998 1 1 1 2
Master of CommerceHuman Resource Management 4 2 4 1999 2 1 1 2
Bachelor of Sciencemicrobiology and immunologygenetics 1 2 1 2000 1 1 1 2
Bachelor of Science(Mathematical and Computer Sciences)Computer Science 1 2 2 2000 1 1 1 2
Bachelor of Commerce (Accounting)Accounting 1 2 2 1999 2 1 1 1 1 2 2 1
DIPLOMA IN WINE MARKETINGMARKETINGOENOLOGY 9 1 1 1996 2 2 4 1 1 2 2 1
oAGS Manual
April 2013
3
CONTENTS ACRONYMS 4 oAGS URLs 5 QUICK DEMONSTRATION 6 OVERVIEW 7 TECHNICAL REQUIREMENTS 9 STEP-BY-STEP GUIDE 10
A SETTING UP ACCESS 11 STEP 1 Institutions supply GCA with details of relevant administrative users of the oAGS so that access can be arranged 11
B ONLINE SURVEY FORM GENERATED 12 STEP 2 Relevant information is collected from Survey Managers 12 STEP 3 Online survey form generated and verified by GCA 12
C SETTING UP AND NOTIFYING GRADUATES 13 STEP 4 GCA provides institutions with a list of unique oAGS IDs 13 STEP 5 Survey Managers allocate oAGS IDs to the graduate population 14 STEP 6 Institutions deploy the oAGS 14
D COMPLETING THE FORM 17 STEP 7 Graduates log onto the survey site 17 STEP 8 Graduates complete the survey form 18
E SURVEY MANAGER ADMINISTRATION 19 STEP 9 Survey Managers log-in at any time and see how many responses have been received online 20 STEP 10 Survey Managers obtain the oAGS IDs of the online respondents as the survey period progresses 20 STEP 11 Survey Managers export data when required 20
ATTACHMENT A GENERATION OF oAGS IDENTIFIERS 22 ATTACHMENT B oAGS OVERVIEW 24 ATTACHMENT C SAMPLE oAGS ID DOWNLOAD 25 ATTACHMENT D SAMPLE DATA EXPORT FILE 26
oAGS Manual
April 2013
4
ACRONYMS
AGS Australian Graduate Survey
GCA Graduate Careers Australia
CEQ Course Experience Questionnaire
PREQ Postgraduate Research Experience Questionnaire
GDS Graduate Destination Survey
oAGS online Australian Graduate Survey
oCEQ online Course Experience Questionnaire
oPREQ online Postgraduate Research Experience Questionnaire
oAGS Manual
April 2013
5
oAGS URLs Online Questionnaire oAGS Site httpoagsgraduatecareerscomau CEQPREQ only site httpoceqgraduatecareerscomau Survey Manager Administration oAGS Site httpadminoagsgraduatecareerscomau CEQPREQ only site httpadminoceqgraduatecareerscomau
oAGS Manual
April 2013
6
QUICK DEMONSTRATION This quick guide is intended to allow you to work through the entire online Australian Graduate Survey (oAGS) process from filling in the form to exporting your own results using our demonstration site First complete the survey
1 Request demonstration oAGS IDs from GCA surveyhelpgraduatecareerscomau 2 Go to httpoagsgraduatecareerscomau 3 Log-in as a graduate using one of the oAGS IDs provided
Note You will receive oAGS IDs for log-in via email In the case of the actual site once these oAGS IDs have been used they become defunct unless the oAGS is sent live after these were used When the oAGS is sent live for a particular survey round all data including which oAGS IDs have been used are deleted Separate oAGS IDs will be provided for the Graduate Destination Survey + Course Experience Questionnaire (GDS+CEQ) and Graduate Destination Survey + Postgraduate Research Experience Questionnaire (GDS+PREQ) versions of the oAGS
4 Complete the survey following the prompts and submit your responses
Note This demonstration version will not necessarily contain your institutionrsquos selected CEQ scales Now use the oAGS Administration area to see your responses hellip
5 Go to httpadminoagsgraduatecareerscomau 6 Type in your username and password
Contact GCA if you require a username and password or if you have forgotten your details (see lsquoSetting up Accessrsquo page 10) Using the drop down boxes
7 Select the required Survey Year - 2013 8 Select the required Survey round ndash October or April
9 Choose the required task
Check the number of responses to the online survey
Download the used oAGS IDs
Export data
Note In most cases the exported data file contains numeric codes not the actual responses (See Attachment D Sample Data Export File)
oAGS Manual
April 2013
7
OVERVIEW In 2003 Graduate Careers Australia launched the oAGS
1 ndash an online version of the standard GDS+CEQ
and GDS+PREQ forms available to Australian higher education institutions The oAGS is intended to supplement the hardcopy version of the form and is not designed to replace the existing process The oAGS was developed in order to
offer institutions another avenue for collecting AGS data from both local and overseas graduates
provide graduates with an easy online method of completing the AGS thereby helping to improve response rates and
increase the efficiency and cost-effectiveness of the survey The oAGS recognises that todayrsquos graduates are competent computer users and often highly transient - hence the need to offer alternate methods of collecting data from them The benefits of the oAGS package include
the protection of graduate confidentiality
secure and authenticated access
ease of use for administrators and
the availability of support from GCA in the use of the oAGS As with all computer-based systems oAGS users should regularly download and back-up their data files There are three components to the oAGS package
1 Online survey form The online AGS form is available for both the October and April survey rounds As in the case of the hard-copy survey each institution needs to nominate the relevant CEQ scales it wishes to use For institutions that are also using hard-copy survey forms the selection of scales will be the same At the time of each particular survey round Survey Managers will need to determine the number of oAGS log-in IDs required for both CEQ and PREQ recipients based on their survey population Institutions will then receive a series of unique oAGS IDs for distribution to their graduate population Additional IDs can be provided by GCA if required The survey form will then provide graduates with the GDS questions along with the relevant CEQ scales for that institution or the PREQ depending on the graduatersquos oAGS ID The ID is designed to differentiate between those requiring the GDS+CEQ and GDS+PREQ forms More detail is provided in Part C of this manual Institutions should note that the oAGS in its current format is a generic survey tool (except for the selection of CEQ scales and PeopleSoft text changes) and does NOT contain the facility for institution-specific questions It should also be used as supplied ndash adjustments such as initial log-in pages have been known to cause problems
1 Originally launched as the oGDS this name changed to oAGS with the introduction of the umbrella acronym
AGS (Australian Graduate Survey) to refer to the GDS CEQ and PREQ collectively in 2006
oAGS Manual
April 2013
8
2 Survey Manager administration area Nominated survey personnel will have access to the Survey Manager administration area which has the capacity to
show the number of responses for the selected survey
download the oAGS IDs of graduates who have completed the selected survey and
export the responses of graduates who have completed the selected survey
3 GCA administration area
This is a GCA ACCESS ONLY area and is designed to monitor and manage the online survey cycle
oAGS Manual
April 2013
9
TECHNICAL REQUIREMENTS The oAGS is a web based application designed to cater for most operating systems and internet browsers however optimal functionality requires
Windows 98NT2000XPVistaGoogle Chrome with Internet Explorer version 55 or above
The oAGS has also been tested with Apple products and the Firefox browser Minimum requirements to be able to use the oAGS are
an internet browser an internet connection
Survey Managers wishing to download IDs and results will need the above minimum requirements as well as a spreadsheet application that can view csv files (comma-delimited files) such as Excel Administrative users should have reasonable internet knowledge and a good working knowledge of Excel
oAGS Manual
April 2013
10
STEP-BY-STEP GUIDE
A SETTING UP ACCESS 11
STEP 1 Institutions supply GCA with details of relevant administrative users of the oAGS so that access can be arranged 11
B ONLINE SURVEY FORM GENERATED 12
STEP 2 Relevant information is collected from Survey Managers 12
STEP 3 Online survey form generated and verified by GCA 12
C SETTING UP AND NOTIFYING GRADUATES 13
STEP 4 GCA provides Institutions with a list of unique graduate identifiers 13
STEP 5 Survey Managers allocate IDrsquos to the graduate population 14
STEP 6 Institutions notify graduates of the availability of an online option 14
D COMPLETING THE FORM 17
STEP 7 Graduates log onto the survey site 17
STEP 8 Graduates complete the survey form 18
E SURVEY MANAGER ADMINISTRATION 19
STEP 9 Survey Managers log-in at any time and see how many responses have been received online 20
STEP 10 Survey Managers obtain the identification numbers of the online respondents as the survey period progresses and conduct follow-ups 20
STEP 11 Survey Managers export data when required 20
oAGS Manual
April 2013
11
A SETTING UP ACCESS
STEP 1 Institutions supply GCA with details of relevant administrative users of the oAGS so that access can be arranged
Institutions can have more than one Survey Manager registered for the oAGS For each relevant user institutions need to supply
i Username(s)
ii Password Usernames and passwords can only be changed by GCA Note Passwords are case sensitive however usernames are not case sensitive
iii Email address
iv Institution logo (exactly 126 x 52 pixels in size at 72dpi)
For each institution GCA also requires an email address which can be added as a link on that institutionrsquos oAGS so that graduate queries can be directed back to the institutionrsquos survey contact This is preferably a generic address that can be directed to the relevant personnel eg SurveyInstitutionXeduau Usernames and passwords are case sensitive and you should therefore choose ones that are easy to remember Both usernames and passwords can only be changed through the GCA administration module and you will need to contact GCA if these details are lost
oAGS Manual
April 2013
12
B ONLINE SURVEY FORM GENERATED This step is undertaken at GCA The oAGS survey form is a generic tool and there is no facility for questions unique to any particular institution to be added to the form However each institutionrsquos version of the oAGS may be customised with respect to the selection of CEQ scales and the substitution of the word lsquocoursersquo with lsquoprogramrsquo where relevant
STEP 2 Relevant information is collected from Survey Managers
As part of the routine process of producing hard-copy survey forms Survey Managers will be contacted (as per standard practice) and asked to provide details of their survey form requirements relating to the selection of relevant CEQ scales In order to utilise the oAGS institutions will also need to provide GCA with the numbers of coursework graduates (for the GDS+CEQ) and research postgraduates (for the GDS+PREQ) so that sufficient unique oAGS IDs can be allocated for distribution
STEP 3 Online survey form generated and verified by GCA
For each survey round the introductory blurb is standard for all institutions as is the colour and font presentation An email link unique to each institution will be added so that graduate queries are directed to the relevant personnel at that institution Also the online form will feature the individual institutionrsquos logo on each survey page along with the GCA logo
oAGS Manual
April 2013
13
C SETTING UP AND NOTIFYING GRADUATES
STEP 4 GCA provides institutions with a list of unique oAGS IDs
Once all required information has been supplied to GCA and survey forms have been approved you will be allocated a set of unique oAGS ID numbers to provide to graduates These are generated by GCA and provided to you in a text format (csv) file The IDs consists of a 12 digit alphanumeric code such as E7D5 285F 89EF In order to avoid possible confusion these IDs do not include the numbers one (1) or zero (0) nor the letters O or capital i (I) (See Attachment A Generation of oAGS Identifiers) Note It is imperative that the oAGS ID remains matched to the graduate throughout the survey process The ID number will
restrict access to the survey to only the intended graduate population
safeguard against multiple responses from any one graduate
enable institutions to protect graduate identities
direct graduates to either the CEQ or PREQ form When using a graduate oAGS ID to complete the online survey the survey will appear with the generic GDS questions together with the selected CEQ scales When using a postgraduate (research degree graduates only) oAGS ID to complete the online survey the survey should appear with the generic GDS questions together with the PREQ questions In respect of research graduates (who are directed to the GDS+PREQ oAGS via their oAGS ID) please note that questions relating to supervision mode change of supervision and location of study appear at the end of the PREQ NOT within the GDS section of the online survey Once the initial set of oAGS IDs is generated for any institution you will need to contact GCA if you require additional IDs Any additional IDs will be appended to the original ID file and the entire file will be re-sent to the institution It is the institutionrsquos responsibility to note how many of this updated list of oAGS IDs have been used already Each oAGS ID can only be used once Once the graduate has completed the survey and hit the SUBMIT button the ID becomes defunct and the information cannot be overwritten If the form is not complete and the graduate wishes to cease filling out the questionnaire that graduate can retain their responses by clicking the lsquoEXITrsquo button and if they wish use the same ID to re-enter the survey and complete it at a later date Please note that at this stage these partial responses are not available in your data file If the browser window in which the oAGS is displayed is closed without the exit button being clicked in the event of a computer crash or that the graduate simply clicks on the close window symbol for example no information will be stored If a respondent makes an error on a previous page or has a change of mind regarding a response on an earlier page prior to completing the oAGS there is a PREVIOUS button which acts as a lsquoBACKrsquo button to return the graduate to the previous desired page (the oAGS opens a browser window that does not have the normal browser controls such as lsquoBACKrsquo and lsquoREFRESHrsquo)
oAGS Manual
April 2013
14
STEP 5 Survey Managers allocate oAGS IDs to the graduate population
The graduate oAGS ID will direct the graduate to the appropriate form (OctApril GDS+CEQ or GDS+PREQ) Therefore a different set of IDs will be provided for each of these population groups It is imperative that you correctly allocate the relevant oAGS ID against the correct graduate (ie OctoberApril GDS+CEQ or OctoberApril GDS+PREQ subject) and that these records are maintained for the duration of the survey cycle (see Appendix B oAGS Overview) Note Graduates who have completed a bachelor degree graduate postgraduate diploma graduate certificate or masters degree by coursework will receive the GDS+CEQ Graduates who have completed a masters degree by research or PhD by research receive the GDS+PREQ
STEP 6 Institutions deploy the oAGS
This can be done in several ways and your local knowledge of graduates at your institution as well as the resources and expertise you have available will dictate the most suitable method However you may wish to try either or both of the following
SEND oAGS DETAILS WITH THE HARD-COPY FORM Include the URL and the graduatersquos unique oAGS ID on the covering letter which goes out with the AGS hardcopy form
CREATE A UNIQUE oAGS LINK Institutions are able to provide a CLICKABLE web link to graduates containing their individual login oAGS IDs This will allow graduates to click on their link and be automatically logged directly into the survey under the ID included in the link rather than having to type in the ID at the oAGS login page
The link is as follows (where the represent the oAGS ID code WITH HYPHENS REMOVED) httpoagsgraduatecareerscomausurveyphpstudent_id= Note that in order for the link to function the hyphens included in oAGS IDs MUST be removed For example a link using the ID CF2F-65BG-83AD would be as follows httpoagsgraduatecareerscomausurveyphpstudent_id=CF2F65BG83AD The URL can be set as a hyperlink again facilitating ease of access However it is recommended that the full URL is displayed in the link so that in cases where a graduatersquos browser does not allow the opening of hyperlinks the respondent can still type or paste the URL into their browser Alternatively include instructions in the case of link failure below the link including the login page URL httpoagsgraduatecareerscomau and the respondents unique ID
oAGS Manual
April 2013
15
The accompanying text should point out that if the graduate exits the oAGS using the lsquoEXITrsquo button they are able to return and complete the form from the point they exited by using the same link IMPORTANT This option requires a system of distributing the unique links directly to the targeted individuals The oAGS does not include a function to do so This can be done by sending a unique email to each respondent either via a dedicated mass emailing tool (such as mass sender software or an online newsletter manager like PHP List) or by conducting a mail merge (this can be done in Microsoft Office for example) It can also be done by using an intermediary webpage that students have to access using a unique identifier such as their student ID which then displays their unique link and covering text Note that if a URL runs over two lines some email systems will only recognise the first line as a hyperlink and the link will open an error page While this should only occur in a limited number of cases it is important to include text instructing the respondent to lsquocopy and pastersquo or type the full URL into their internet browser address bar if the link doesnrsquot work Institutions wishing to distribute unique oAGS links to their target population should consult with technical personnel as to the options available to them For those with limited IT support it is possible to send unique links via the mail merge function in Microsoft Office Note however that MS Office mail merge will send an email from the default MS Outlook account of the workstation from which it is carried-out That is if your default Outlook email account has the email address JohnSmithUniversitycomau then all recipients of the mail merge will receive an email from this email address It is crucial that Survey Managers test their system of distributing the links prior to launching their oAGS survey Any errors in the link will make this dysfunctional and may result in significant non-response even if the links are subsequently fixed and re-issued OTHER ISSUES TO CONSIDER Institutions sending a large number of oAGS emails may wish to stagger the sending of emails so as to avoid some of the potential pit-falls of bulk emailing Some email providers (for example Googles GMail) have anti-spam measures which restrict the number of emails originating from one email address over a period of time This is sometimes called a sending quota If the number of emails received by that provider originating from the same email address exceeds this limit the emails may be rejected or classified as junk mail or spam It is also advisable that Survey Managers check with technical personnel regarding the upper limit for simultaneous emails for example in the case that the number of emails exceeds server capacity Some bulk emailing software includes the ability to specify the number of emails to be sent at a time and at what time interval so that anti-spam measures can be counter-acted If using email as the mode of distribution try sending the email to graduates a few weeks prior to the distribution of the hard-copy form Point out that they will help the environment by completing the form online (saving trees) and that they will not be ldquohassledrdquo with follow-up requests by completing the survey immediately
oAGS Manual
April 2013
16
GCA strongly recommends that Survey Managers use the oAGS as the method of first contact with graduates as a relatively large proportion of responses can be gathered quickly in this manner reducing the cost of supplying mailing and processing printed forms oAGS users should regularly download and back-up their data files
oAGS Manual
April 2013
17
D COMPLETING THE FORM
STEP 7 Graduates log onto the survey site
If graduates are not accessing the oAGS via a unique link (see Step 6) then they will need to log on to
httpoagsgraduatecareerscomau When they access this site they will first see the following screen (The live site will feature your Institution logo in the space on the left hand side of the screen)
Graduates then need to click on the button labelled lsquoProceed to Surveyrsquo and type in their oAGS ID to access the survey Their allocated IDs will direct the graduate to the correct form ie GDSCEQ or GDSPREQ
oAGS Manual
April 2013
18
In order to avoid problems logging into the site the oAGS ID is not case sensitive and therefore the alphanumeric characters do not need to be in uppercase in order to enter the site
STEP 8 Graduates complete the survey form
The survey form is easy to use and employs question logic so that responses lead to relevant questions and those questions which are not applicable to the graduate are omitted from view If the graduate doesnrsquot answer a question they will still be able to proceed However they will receive one of the following messages
You did not respond to this question Or You have left some responses blank or some of your responses are invalid You may address these issues or progress to the next page of questions by clicking ldquoskiprdquo button below
If an incorrect format is entered for the salary figure then respondents will be prompted to enter this again Once the graduate has completed the survey form it is necessary for them to click the SUBMIT button The graduate will then receive the following message and direct link
Survey Completed Thanks for your time and cooperation in completing this survey Would you like to see the results of last yearrsquos survey If so visit Grads Jobs and Dollars (link)
If a graduate has any problems or queries with the survey form they are able to email the institution directly via the on-screen link (to the email address provided by institution) If you are unable to answer the graduatersquos query internally please contact GCA for assistance
oAGS Manual
April 2013
19
E SURVEY MANAGER ADMINISTRATION
The oAGS offers access to various administrative tools for Survey Managers They are able to
Show the number of responses for a survey
Download the oAGS IDs for those who have responded online so that they can be excluded from follow-up mail-outs
Export responses to completed surveys Completed survey data is stored on an external and secure website and backed-up on a regular basis To access the Survey Managerrsquos administration area authorised users will need to log in to
httpsadminoagsgraduatecareerscomau Once Survey Managers have logged in they will be presented with a screen for their institution which allows them to choose the desired activity
oAGS Manual
April 2013
20
STEP 9 Survey Managers log-in at any time and see how many responses have been received online
This is done by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoShow Number of Responsesrdquo task
STEP 10 Survey Managers obtain the oAGS IDs of the online respondents as the survey period progresses
Survey Managers can download a list of used oAGS IDs for those graduates who have completed the survey form online (see Attachment C Sample oAGS ID Download) This is done by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoDownload graduate IDs for completed surveysrdquo task
Survey Managers should then mark off online respondents against their master record so that they are excluded from the follow-upreminder process Follow up of non-respondents will need to occur at this stage Note It is imperative that internal records are maintained which match graduatesrsquo allocated oAGS IDs to a record or institutional ID number that can be used to verify which individuals have responded
STEP 11 Survey Managers export data when required
Data is exported in a Microsoft Excel compatible comma separated values (csv) file (see Attachment D) The sequence of the columns in this file is formatted to correspond as closely as possible to the specifications in the AGS data specifications (released annually with the main AGS Manual) oAGS users are advised to regularly download and back-up their data files Data is exported by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoExport responsesrdquo task
Data in Excel format can be imported into other statistical packages such as SPSS
oAGS Manual
April 2013
21
As each download of results is completed Survey Managers are advised to label and name the downloaded file carefully to avoid confusion As the survey period progresses additional entries are added to the oAGS data file and version control when downloading interim data files is therefore of paramount importance oAGS IDs and dates are recorded in the export data file to assist in this process Note The program automatically records the date on which the respondent completed the survey form and this value is always exported as the second last entry in the data file This allows Survey Managers to monitor the return of survey forms and maintain version control of saved files The data export includes the oAGS ID in the last column of the data file
oAGS Manual
April 2013
22
ATTACHMENT A GENERATION OF oAGS IDENTIFIERS The oAGS system is not able to store ldquorealrdquo student numbers due to privacy issues As such a method of uniquely identifying graduates is required To allow graduates to log in to the oAGS system log-in identifiers (oAGS IDs) will be generated by GCA (via the oAGS system) on behalf of an institution These will then be provided to the graduates by the institution either as part of a direct link into the survey or along with the login URL It will be each institutionrsquos responsibility to keep the oAGS IDs individually matched with the graduates in their survey cohort Upon visiting the oAGS a graduate will enter their oAGS ID and be able to proceed with filling out the survey for their institution The Numbers The following parameters regarding the number of graduates accessing the system were supplied to the oAGS development team
Maximum 160000 graduates per survey
There may be up to 3 years of surveys running at a given time
This results in a requirement for a maximum of 480000 unique oAGS IDs at any given time It is noted that this is an extreme maximum and it would be highly unlikely that this amount of unique identifiers would be required Issues Unique identifiers could be generated a number of ways such as combining existing information such as the institution code survey code and a random number These methods are unsuitable for a number of reasons
If identifiers are too similar there is the possibility that a graduate may miss-type their identifier and end up completing another graduatersquos survey
If identifiers are based on a simple algorithm (eg by combining existing information) or are too short it is possible for the system to be abused by randomly entering codes
If identifiers are too long graduates may have trouble entering them correctly
Solution A random 12 character alphanumeric code (using characters such as lsquoB-9A-Frsquo) is used to identify each graduate This combination of numbers and letters results in 281474976710655 unique values
oAGS Manual
April 2013
23
The oAGS ID is generated by a one-way hashing algorithm2 based on the institution code a survey identifier and an internal student identifier Having such a large number of values to choose identifiers from minimises the risk of mistyping the identifier and completing an incorrect survey and reduces the risk of the system being abused Other identifiers The following are examples of other identifiers in everyday use
Student numbers range from between 8-10 digits
Internet banking 8-12 digits
Credit card numbers 16 digits
Phone numbers local 8 ndash international 13 These online identifiers are generally used in conjunction with passwords allowing for increased security Example of oAGS IDs The following are 10 example identifiers 26P7-FAA3-EA2B
222B-6F78-72DD
26FC-9557-CDF7
DFD6-7253-CC73
82Q8-B55F-7A2F
C7B9-63C3-9E45
3869-4528-DCD7
88BB-3F36-A59E
3F9E-D66D-D4A8
B287-C4E9-466A
2 Hashing is the transformation of a string of characters into a usually shorter fixed-length value or key
that represents the original string Hashing is used to index and retrieve items in a database because it is faster to find the item using the shorter hashed key than to find it using the original value It is also used in many encryption algorithms
oAGS Manual
April 2013
24
ATTACHMENT B oAGS OVERVIEW
NB Note that the word lsquostudentrsquo refers to graduates in this diagram
oAGS Manual
April 2013
25
ATTACHMENT C SAMPLE oAGS ID DOWNLOAD
Institution 0000
Survey 1
Period 0
Graduate Type G
Graduate ID
8FD2-BC83-H79F
9C7A-F5D4-33D6
HEF5-845F-6AB6
3C22-E3ED-GG9F
B6G4-6649-HF4B
55DG-9C72-HCGG
EA5E-E39D-DBBC
4E6E-C85F-6295
2838-7D5G-A6D6
35DA-6B58-E637
5H62-B63B-D73D
HH54-9933-B529
66CD-4795-64A3
G6E9-B99C-8G85
A4DG-33HB-65A9
589E-CA69-7E74
62G2-4B2E-B369
H498-92B6-899G
HAHG-8H9G-DFHC
DBCC-2HG3-66AG
2G64-F6CB-4FB2
9B95-3FA8-GG58
BDHB-29A4-8A36
4F8G-7FFD-8CGC
CAEB-C389-BC47
G7DG-8B9F-HB9G
D785-395A-GFA6
39FB-CFF2-47E3
4G3A-H822-H989
432G-6C23-AGB4
H52G-GC52-DBHE
9D7E-86BH-9HAH
B54A-5BAB-5846
FCBG-5HD5-H7EG
7643-F66E-9CB8
7BHE-BGBF-2633
GGDC-8GB9-2GD4
7B9B-B6C3-CD8G
6FF8-7HC4-A5BD
686F-647F-7E2D
G36H-H3FD-8A8G
DD45-A4H9-8EF8
H98B-22BF-C3H7
4F6E-G5CF-87FE
A8DE-8B8B-35B9
948B-DF4B-E3D9
oAGS Manual
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26
ATTACHMENT D SAMPLE DATA EXPORT FILE3
3 This sample is from a past survey and recent data files will not match the column layout exactly
inst maj1 maj2 level double hecsfee yearcomm attend mode credit fywork fytype fyfin fytoff fystlwth
cfgb dvbdz 8 2 1 2003 2 2 2 2
PhD politics 8 2 1 1999 1 1 1 1 2 2 2 1
Graduate Diploma in Advanced EconomicsEconomics 4 2 2 1999 2 1 1 1 1 1 1 1
Bachelor of Medicine Bachelor of SurgeryMedicine 1 2 1 1997 1 1 1 2
Bachelor of SciencePhysiology Pharmacology 1 2 1 2000 1 1 1 1 2 2 2 1
Graduate Certificate in Nursing Science in Retrieval NursingRetrieval Nursing 3 2 2 2002 2 1 1 1 2 1 2 1
Bachelor of EngineeringComputer Systems 2 1 1 1998 1 1 1 1 2 2 1 1
Bachelor of CommerceAccounting management 1 2 1 2000 1 1 1 2
Bachelor of Arts PsychologyAnthropology 1 2 1 2000 1 1 1 1 2 2 2 2
Bachelor of International studiesPolitics History 1 2 1 2000 1 1 1 1 2 2 2 2
Bachelor of Computer ScienceComputer Science 1 2 1 1999 1 1 1 2
Bachelor of Arts (Hons)Politics 2 1 1 1999 1 1 1 1 2 2 2 1
Bachelor of Science (Honours)Biochemistry 2 2 2 2002 1 1 1 2
Bachelor of Arts Spanish 1 2 1 2000 1 1 1 1 2 2 1 1
Bachelor of CommerceAccounting 1 1 4 1998 1 1 1 1 2 2 2 2
Graduate Diploma in Clinical DentistryOrthodontics 4 2 4 2002 1 1 1 1 2 2 2 2
Bachelor of Commerce (Accounting)Accounting 1 1 1 2000 1 1 1 2
BACHELOR OF FINANCEFINANCE-ECONOMICS 1 1 1 2001 1 1 1 1 1 2 1 1
Doctor of MedicienVascular Surgery 8 2 4 1999 1 1 1 1 2 2 2 1
PhD geosciencegeomechanics 8 2 4 1997 1 1 1 1 1 2 1 2
doctor of philosophywine microbiology 8 2 4 1998 1 1 1 1 2 2 2 2
Bachelor of Science (Honours)Geophysics 2 2 1 2002 1 1 1 1 2 2 2 1
MBA 7 2 2000 2 2 1 2
PhD cancer geneticsmolecular biology 8 2 4 1998 1 1 1 2
Bachelor of Social Science HonoursAnthropology 2 2 1 1998 1 1 3 1 2 2 2 2
Bachelor of Social Science (Honours)Psychology 2 2 1 1997 1 1 3 1 2 2 1 1
Bachelor of ScienceApplied MathsOrganic Chemistry 1 1 1 1997 1 1 1 2
Bachelor of EngineeringChemical Engineering 2 1 1 1998 1 1 1 2
Bachelor of Economics (Honours)Economics 2 2 1 2002 1 1 1 1 2 2 2 2
Bachelor of Environmental ScienceSoil SciencePlant Ecology 2 2 1 1998 2 1 1 1 2 2 2 2
Bachelor of CommerceAccounting 1 2 1 1997 2 1 1 1 2 2 2 2
Bachelor of Engineering Electrical and Electronic 2 2 1 1999 1 1 1 1 2 2 1 1
bach eng bach sceng-mechanicalsc-org chem app math2 1 1 1998 1 1 1 1 2 2 2 2
Honours degree of Maths and Comp ScienceApplied Maths 2 2 2 2002 1 1 1 1 2 2 2 1
Bachelor of ScienceBiochemistry 1 1 1 2000 1 1 1 2
Bachelor of Science - HonoursPhysiology 2 2 1 2001 2 1 1 1 1 2 2 1
Bachelor of Social SciencePsychologyEnvironmental Studies1 2 2 2002 1 1 1 1 2 2 2 2
Bachelor of Science (Honours)Genetics 2 2 1 2002 1 1 1 1 2 2 1 2
Bachelor of EngineeringCivil and Environmental Engineering2 2 2 2002 1 1 3 2
Masters Psychologu (Clinical)Psychology 7 2 1 1999 1 1 1 1 2 2 2 2
Bachelor of Medicine Bachelor of SurgeryMedicine Surgery 2 2 1 1996 1 1 1 2
Graduate Diploma in Clinical DentistryDentistry 4 2 1 2001 2 1 1 1 2 1 2 1
Bachelor of EngineeringMechatronics 2 2 4 1999 1 1 1 2
Bachelor of EngineeringCivil Engineering 2 2 2 1999 1 1 1 1 2 2 1 2
Bachelor of SciencePhysiology Organic Chemistry 1 2 1 2000 1 1 1 1 2 2 1 1
Bachelor of EconomicsEconomics 1 1 1 2000 1 1 1 1 2 2 2 2
Bachelor of ScienceBiochemistryApplied Maths 1 1 1 1998 1 1 1 2
Bachelor of engineeringChemical Engineering 2 1 1 1998 1 1 1 2
PhD HorticultureMolecular Biology 8 2 2 1999 1 1 1 2
Bachelor of Laws and Bachelor of ArtsLaw Politics 1 1 1 1997 1 1 1 1 2 2 2 2
Bachelor of EngineeringChemical Engineering 2 2 1 1999 1 1 1 1 2 1 1 2
Bachelor of ScienceGeophysics 2 2 2 2002 1 1 3 2
Master of Engineering ScienceMechanical Engineering 6 2 4 1999 1 1 1 2
Bachelor of Mathematical and Computer SciencesComputer ScienceMathematics - Pure and Applied1 2 2 2000 1 1 1 1 2 2 1 1
Doctor of Philosophyelectronic engineeringVLSI design 8 2 1 1996 1 1 1 1 1 2 2 1
PhD Science Physiology 8 2 4 1998 1 2 1 1 1 2 2 1
BACHELOR OF ARTS (HONS)ENGLISH 2 2 1 2002 1 1 1 1 2 2 2 2
Bachelor of Health SciencePathology Infection amp Immunity 1 2 2 2000 1 1 1 1 2 2 2 2
Bachelor of Science(Molecular Biology) Diploma in LanguagesMolecular BiologyJapanese 1 1 1 1999 1 1 4 2
Bachelor of Environmental Science(Hons)geology 2 2 1 1999 1 1 1 1 2 2 2 2
Bachelor of ArchitectureArchitecture 1 1 1 2001 1 1 1 1 2 2 2 2
Bachelor of FinanceFinance 1 1 1 1999 1 1 1 1 2 2 2 1
Bachelor of Computer ScienceComputer Science 1 2 1 1999 1 1 1 2
Bachelor of ScienceEnvironment BiologyAnatomical Science 1 2 1 2000 1 1 1 1 2 2 2 1
Bachelor of EngineeringCivil and Environmental 1 1 1 1997 1 1 1 1 2 2 2 2
Bachelor of EngineeringComputer Systems Engineering 2 1 1 1998 1 1 1 1 2 2 2 2
BE Engineering Mechatronics Engineering 2 2 4 2002 1 1 1 2
Doctor of PhilosophyGenetics 8 2 4 1998 1 1 1 2
Master of CommerceHuman Resource Management 4 2 4 1999 2 1 1 2
Bachelor of Sciencemicrobiology and immunologygenetics 1 2 1 2000 1 1 1 2
Bachelor of Science(Mathematical and Computer Sciences)Computer Science 1 2 2 2000 1 1 1 2
Bachelor of Commerce (Accounting)Accounting 1 2 2 1999 2 1 1 1 1 2 2 1
DIPLOMA IN WINE MARKETINGMARKETINGOENOLOGY 9 1 1 1996 2 2 4 1 1 2 2 1
oAGS Manual
April 2013
4
ACRONYMS
AGS Australian Graduate Survey
GCA Graduate Careers Australia
CEQ Course Experience Questionnaire
PREQ Postgraduate Research Experience Questionnaire
GDS Graduate Destination Survey
oAGS online Australian Graduate Survey
oCEQ online Course Experience Questionnaire
oPREQ online Postgraduate Research Experience Questionnaire
oAGS Manual
April 2013
5
oAGS URLs Online Questionnaire oAGS Site httpoagsgraduatecareerscomau CEQPREQ only site httpoceqgraduatecareerscomau Survey Manager Administration oAGS Site httpadminoagsgraduatecareerscomau CEQPREQ only site httpadminoceqgraduatecareerscomau
oAGS Manual
April 2013
6
QUICK DEMONSTRATION This quick guide is intended to allow you to work through the entire online Australian Graduate Survey (oAGS) process from filling in the form to exporting your own results using our demonstration site First complete the survey
1 Request demonstration oAGS IDs from GCA surveyhelpgraduatecareerscomau 2 Go to httpoagsgraduatecareerscomau 3 Log-in as a graduate using one of the oAGS IDs provided
Note You will receive oAGS IDs for log-in via email In the case of the actual site once these oAGS IDs have been used they become defunct unless the oAGS is sent live after these were used When the oAGS is sent live for a particular survey round all data including which oAGS IDs have been used are deleted Separate oAGS IDs will be provided for the Graduate Destination Survey + Course Experience Questionnaire (GDS+CEQ) and Graduate Destination Survey + Postgraduate Research Experience Questionnaire (GDS+PREQ) versions of the oAGS
4 Complete the survey following the prompts and submit your responses
Note This demonstration version will not necessarily contain your institutionrsquos selected CEQ scales Now use the oAGS Administration area to see your responses hellip
5 Go to httpadminoagsgraduatecareerscomau 6 Type in your username and password
Contact GCA if you require a username and password or if you have forgotten your details (see lsquoSetting up Accessrsquo page 10) Using the drop down boxes
7 Select the required Survey Year - 2013 8 Select the required Survey round ndash October or April
9 Choose the required task
Check the number of responses to the online survey
Download the used oAGS IDs
Export data
Note In most cases the exported data file contains numeric codes not the actual responses (See Attachment D Sample Data Export File)
oAGS Manual
April 2013
7
OVERVIEW In 2003 Graduate Careers Australia launched the oAGS
1 ndash an online version of the standard GDS+CEQ
and GDS+PREQ forms available to Australian higher education institutions The oAGS is intended to supplement the hardcopy version of the form and is not designed to replace the existing process The oAGS was developed in order to
offer institutions another avenue for collecting AGS data from both local and overseas graduates
provide graduates with an easy online method of completing the AGS thereby helping to improve response rates and
increase the efficiency and cost-effectiveness of the survey The oAGS recognises that todayrsquos graduates are competent computer users and often highly transient - hence the need to offer alternate methods of collecting data from them The benefits of the oAGS package include
the protection of graduate confidentiality
secure and authenticated access
ease of use for administrators and
the availability of support from GCA in the use of the oAGS As with all computer-based systems oAGS users should regularly download and back-up their data files There are three components to the oAGS package
1 Online survey form The online AGS form is available for both the October and April survey rounds As in the case of the hard-copy survey each institution needs to nominate the relevant CEQ scales it wishes to use For institutions that are also using hard-copy survey forms the selection of scales will be the same At the time of each particular survey round Survey Managers will need to determine the number of oAGS log-in IDs required for both CEQ and PREQ recipients based on their survey population Institutions will then receive a series of unique oAGS IDs for distribution to their graduate population Additional IDs can be provided by GCA if required The survey form will then provide graduates with the GDS questions along with the relevant CEQ scales for that institution or the PREQ depending on the graduatersquos oAGS ID The ID is designed to differentiate between those requiring the GDS+CEQ and GDS+PREQ forms More detail is provided in Part C of this manual Institutions should note that the oAGS in its current format is a generic survey tool (except for the selection of CEQ scales and PeopleSoft text changes) and does NOT contain the facility for institution-specific questions It should also be used as supplied ndash adjustments such as initial log-in pages have been known to cause problems
1 Originally launched as the oGDS this name changed to oAGS with the introduction of the umbrella acronym
AGS (Australian Graduate Survey) to refer to the GDS CEQ and PREQ collectively in 2006
oAGS Manual
April 2013
8
2 Survey Manager administration area Nominated survey personnel will have access to the Survey Manager administration area which has the capacity to
show the number of responses for the selected survey
download the oAGS IDs of graduates who have completed the selected survey and
export the responses of graduates who have completed the selected survey
3 GCA administration area
This is a GCA ACCESS ONLY area and is designed to monitor and manage the online survey cycle
oAGS Manual
April 2013
9
TECHNICAL REQUIREMENTS The oAGS is a web based application designed to cater for most operating systems and internet browsers however optimal functionality requires
Windows 98NT2000XPVistaGoogle Chrome with Internet Explorer version 55 or above
The oAGS has also been tested with Apple products and the Firefox browser Minimum requirements to be able to use the oAGS are
an internet browser an internet connection
Survey Managers wishing to download IDs and results will need the above minimum requirements as well as a spreadsheet application that can view csv files (comma-delimited files) such as Excel Administrative users should have reasonable internet knowledge and a good working knowledge of Excel
oAGS Manual
April 2013
10
STEP-BY-STEP GUIDE
A SETTING UP ACCESS 11
STEP 1 Institutions supply GCA with details of relevant administrative users of the oAGS so that access can be arranged 11
B ONLINE SURVEY FORM GENERATED 12
STEP 2 Relevant information is collected from Survey Managers 12
STEP 3 Online survey form generated and verified by GCA 12
C SETTING UP AND NOTIFYING GRADUATES 13
STEP 4 GCA provides Institutions with a list of unique graduate identifiers 13
STEP 5 Survey Managers allocate IDrsquos to the graduate population 14
STEP 6 Institutions notify graduates of the availability of an online option 14
D COMPLETING THE FORM 17
STEP 7 Graduates log onto the survey site 17
STEP 8 Graduates complete the survey form 18
E SURVEY MANAGER ADMINISTRATION 19
STEP 9 Survey Managers log-in at any time and see how many responses have been received online 20
STEP 10 Survey Managers obtain the identification numbers of the online respondents as the survey period progresses and conduct follow-ups 20
STEP 11 Survey Managers export data when required 20
oAGS Manual
April 2013
11
A SETTING UP ACCESS
STEP 1 Institutions supply GCA with details of relevant administrative users of the oAGS so that access can be arranged
Institutions can have more than one Survey Manager registered for the oAGS For each relevant user institutions need to supply
i Username(s)
ii Password Usernames and passwords can only be changed by GCA Note Passwords are case sensitive however usernames are not case sensitive
iii Email address
iv Institution logo (exactly 126 x 52 pixels in size at 72dpi)
For each institution GCA also requires an email address which can be added as a link on that institutionrsquos oAGS so that graduate queries can be directed back to the institutionrsquos survey contact This is preferably a generic address that can be directed to the relevant personnel eg SurveyInstitutionXeduau Usernames and passwords are case sensitive and you should therefore choose ones that are easy to remember Both usernames and passwords can only be changed through the GCA administration module and you will need to contact GCA if these details are lost
oAGS Manual
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12
B ONLINE SURVEY FORM GENERATED This step is undertaken at GCA The oAGS survey form is a generic tool and there is no facility for questions unique to any particular institution to be added to the form However each institutionrsquos version of the oAGS may be customised with respect to the selection of CEQ scales and the substitution of the word lsquocoursersquo with lsquoprogramrsquo where relevant
STEP 2 Relevant information is collected from Survey Managers
As part of the routine process of producing hard-copy survey forms Survey Managers will be contacted (as per standard practice) and asked to provide details of their survey form requirements relating to the selection of relevant CEQ scales In order to utilise the oAGS institutions will also need to provide GCA with the numbers of coursework graduates (for the GDS+CEQ) and research postgraduates (for the GDS+PREQ) so that sufficient unique oAGS IDs can be allocated for distribution
STEP 3 Online survey form generated and verified by GCA
For each survey round the introductory blurb is standard for all institutions as is the colour and font presentation An email link unique to each institution will be added so that graduate queries are directed to the relevant personnel at that institution Also the online form will feature the individual institutionrsquos logo on each survey page along with the GCA logo
oAGS Manual
April 2013
13
C SETTING UP AND NOTIFYING GRADUATES
STEP 4 GCA provides institutions with a list of unique oAGS IDs
Once all required information has been supplied to GCA and survey forms have been approved you will be allocated a set of unique oAGS ID numbers to provide to graduates These are generated by GCA and provided to you in a text format (csv) file The IDs consists of a 12 digit alphanumeric code such as E7D5 285F 89EF In order to avoid possible confusion these IDs do not include the numbers one (1) or zero (0) nor the letters O or capital i (I) (See Attachment A Generation of oAGS Identifiers) Note It is imperative that the oAGS ID remains matched to the graduate throughout the survey process The ID number will
restrict access to the survey to only the intended graduate population
safeguard against multiple responses from any one graduate
enable institutions to protect graduate identities
direct graduates to either the CEQ or PREQ form When using a graduate oAGS ID to complete the online survey the survey will appear with the generic GDS questions together with the selected CEQ scales When using a postgraduate (research degree graduates only) oAGS ID to complete the online survey the survey should appear with the generic GDS questions together with the PREQ questions In respect of research graduates (who are directed to the GDS+PREQ oAGS via their oAGS ID) please note that questions relating to supervision mode change of supervision and location of study appear at the end of the PREQ NOT within the GDS section of the online survey Once the initial set of oAGS IDs is generated for any institution you will need to contact GCA if you require additional IDs Any additional IDs will be appended to the original ID file and the entire file will be re-sent to the institution It is the institutionrsquos responsibility to note how many of this updated list of oAGS IDs have been used already Each oAGS ID can only be used once Once the graduate has completed the survey and hit the SUBMIT button the ID becomes defunct and the information cannot be overwritten If the form is not complete and the graduate wishes to cease filling out the questionnaire that graduate can retain their responses by clicking the lsquoEXITrsquo button and if they wish use the same ID to re-enter the survey and complete it at a later date Please note that at this stage these partial responses are not available in your data file If the browser window in which the oAGS is displayed is closed without the exit button being clicked in the event of a computer crash or that the graduate simply clicks on the close window symbol for example no information will be stored If a respondent makes an error on a previous page or has a change of mind regarding a response on an earlier page prior to completing the oAGS there is a PREVIOUS button which acts as a lsquoBACKrsquo button to return the graduate to the previous desired page (the oAGS opens a browser window that does not have the normal browser controls such as lsquoBACKrsquo and lsquoREFRESHrsquo)
oAGS Manual
April 2013
14
STEP 5 Survey Managers allocate oAGS IDs to the graduate population
The graduate oAGS ID will direct the graduate to the appropriate form (OctApril GDS+CEQ or GDS+PREQ) Therefore a different set of IDs will be provided for each of these population groups It is imperative that you correctly allocate the relevant oAGS ID against the correct graduate (ie OctoberApril GDS+CEQ or OctoberApril GDS+PREQ subject) and that these records are maintained for the duration of the survey cycle (see Appendix B oAGS Overview) Note Graduates who have completed a bachelor degree graduate postgraduate diploma graduate certificate or masters degree by coursework will receive the GDS+CEQ Graduates who have completed a masters degree by research or PhD by research receive the GDS+PREQ
STEP 6 Institutions deploy the oAGS
This can be done in several ways and your local knowledge of graduates at your institution as well as the resources and expertise you have available will dictate the most suitable method However you may wish to try either or both of the following
SEND oAGS DETAILS WITH THE HARD-COPY FORM Include the URL and the graduatersquos unique oAGS ID on the covering letter which goes out with the AGS hardcopy form
CREATE A UNIQUE oAGS LINK Institutions are able to provide a CLICKABLE web link to graduates containing their individual login oAGS IDs This will allow graduates to click on their link and be automatically logged directly into the survey under the ID included in the link rather than having to type in the ID at the oAGS login page
The link is as follows (where the represent the oAGS ID code WITH HYPHENS REMOVED) httpoagsgraduatecareerscomausurveyphpstudent_id= Note that in order for the link to function the hyphens included in oAGS IDs MUST be removed For example a link using the ID CF2F-65BG-83AD would be as follows httpoagsgraduatecareerscomausurveyphpstudent_id=CF2F65BG83AD The URL can be set as a hyperlink again facilitating ease of access However it is recommended that the full URL is displayed in the link so that in cases where a graduatersquos browser does not allow the opening of hyperlinks the respondent can still type or paste the URL into their browser Alternatively include instructions in the case of link failure below the link including the login page URL httpoagsgraduatecareerscomau and the respondents unique ID
oAGS Manual
April 2013
15
The accompanying text should point out that if the graduate exits the oAGS using the lsquoEXITrsquo button they are able to return and complete the form from the point they exited by using the same link IMPORTANT This option requires a system of distributing the unique links directly to the targeted individuals The oAGS does not include a function to do so This can be done by sending a unique email to each respondent either via a dedicated mass emailing tool (such as mass sender software or an online newsletter manager like PHP List) or by conducting a mail merge (this can be done in Microsoft Office for example) It can also be done by using an intermediary webpage that students have to access using a unique identifier such as their student ID which then displays their unique link and covering text Note that if a URL runs over two lines some email systems will only recognise the first line as a hyperlink and the link will open an error page While this should only occur in a limited number of cases it is important to include text instructing the respondent to lsquocopy and pastersquo or type the full URL into their internet browser address bar if the link doesnrsquot work Institutions wishing to distribute unique oAGS links to their target population should consult with technical personnel as to the options available to them For those with limited IT support it is possible to send unique links via the mail merge function in Microsoft Office Note however that MS Office mail merge will send an email from the default MS Outlook account of the workstation from which it is carried-out That is if your default Outlook email account has the email address JohnSmithUniversitycomau then all recipients of the mail merge will receive an email from this email address It is crucial that Survey Managers test their system of distributing the links prior to launching their oAGS survey Any errors in the link will make this dysfunctional and may result in significant non-response even if the links are subsequently fixed and re-issued OTHER ISSUES TO CONSIDER Institutions sending a large number of oAGS emails may wish to stagger the sending of emails so as to avoid some of the potential pit-falls of bulk emailing Some email providers (for example Googles GMail) have anti-spam measures which restrict the number of emails originating from one email address over a period of time This is sometimes called a sending quota If the number of emails received by that provider originating from the same email address exceeds this limit the emails may be rejected or classified as junk mail or spam It is also advisable that Survey Managers check with technical personnel regarding the upper limit for simultaneous emails for example in the case that the number of emails exceeds server capacity Some bulk emailing software includes the ability to specify the number of emails to be sent at a time and at what time interval so that anti-spam measures can be counter-acted If using email as the mode of distribution try sending the email to graduates a few weeks prior to the distribution of the hard-copy form Point out that they will help the environment by completing the form online (saving trees) and that they will not be ldquohassledrdquo with follow-up requests by completing the survey immediately
oAGS Manual
April 2013
16
GCA strongly recommends that Survey Managers use the oAGS as the method of first contact with graduates as a relatively large proportion of responses can be gathered quickly in this manner reducing the cost of supplying mailing and processing printed forms oAGS users should regularly download and back-up their data files
oAGS Manual
April 2013
17
D COMPLETING THE FORM
STEP 7 Graduates log onto the survey site
If graduates are not accessing the oAGS via a unique link (see Step 6) then they will need to log on to
httpoagsgraduatecareerscomau When they access this site they will first see the following screen (The live site will feature your Institution logo in the space on the left hand side of the screen)
Graduates then need to click on the button labelled lsquoProceed to Surveyrsquo and type in their oAGS ID to access the survey Their allocated IDs will direct the graduate to the correct form ie GDSCEQ or GDSPREQ
oAGS Manual
April 2013
18
In order to avoid problems logging into the site the oAGS ID is not case sensitive and therefore the alphanumeric characters do not need to be in uppercase in order to enter the site
STEP 8 Graduates complete the survey form
The survey form is easy to use and employs question logic so that responses lead to relevant questions and those questions which are not applicable to the graduate are omitted from view If the graduate doesnrsquot answer a question they will still be able to proceed However they will receive one of the following messages
You did not respond to this question Or You have left some responses blank or some of your responses are invalid You may address these issues or progress to the next page of questions by clicking ldquoskiprdquo button below
If an incorrect format is entered for the salary figure then respondents will be prompted to enter this again Once the graduate has completed the survey form it is necessary for them to click the SUBMIT button The graduate will then receive the following message and direct link
Survey Completed Thanks for your time and cooperation in completing this survey Would you like to see the results of last yearrsquos survey If so visit Grads Jobs and Dollars (link)
If a graduate has any problems or queries with the survey form they are able to email the institution directly via the on-screen link (to the email address provided by institution) If you are unable to answer the graduatersquos query internally please contact GCA for assistance
oAGS Manual
April 2013
19
E SURVEY MANAGER ADMINISTRATION
The oAGS offers access to various administrative tools for Survey Managers They are able to
Show the number of responses for a survey
Download the oAGS IDs for those who have responded online so that they can be excluded from follow-up mail-outs
Export responses to completed surveys Completed survey data is stored on an external and secure website and backed-up on a regular basis To access the Survey Managerrsquos administration area authorised users will need to log in to
httpsadminoagsgraduatecareerscomau Once Survey Managers have logged in they will be presented with a screen for their institution which allows them to choose the desired activity
oAGS Manual
April 2013
20
STEP 9 Survey Managers log-in at any time and see how many responses have been received online
This is done by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoShow Number of Responsesrdquo task
STEP 10 Survey Managers obtain the oAGS IDs of the online respondents as the survey period progresses
Survey Managers can download a list of used oAGS IDs for those graduates who have completed the survey form online (see Attachment C Sample oAGS ID Download) This is done by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoDownload graduate IDs for completed surveysrdquo task
Survey Managers should then mark off online respondents against their master record so that they are excluded from the follow-upreminder process Follow up of non-respondents will need to occur at this stage Note It is imperative that internal records are maintained which match graduatesrsquo allocated oAGS IDs to a record or institutional ID number that can be used to verify which individuals have responded
STEP 11 Survey Managers export data when required
Data is exported in a Microsoft Excel compatible comma separated values (csv) file (see Attachment D) The sequence of the columns in this file is formatted to correspond as closely as possible to the specifications in the AGS data specifications (released annually with the main AGS Manual) oAGS users are advised to regularly download and back-up their data files Data is exported by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoExport responsesrdquo task
Data in Excel format can be imported into other statistical packages such as SPSS
oAGS Manual
April 2013
21
As each download of results is completed Survey Managers are advised to label and name the downloaded file carefully to avoid confusion As the survey period progresses additional entries are added to the oAGS data file and version control when downloading interim data files is therefore of paramount importance oAGS IDs and dates are recorded in the export data file to assist in this process Note The program automatically records the date on which the respondent completed the survey form and this value is always exported as the second last entry in the data file This allows Survey Managers to monitor the return of survey forms and maintain version control of saved files The data export includes the oAGS ID in the last column of the data file
oAGS Manual
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22
ATTACHMENT A GENERATION OF oAGS IDENTIFIERS The oAGS system is not able to store ldquorealrdquo student numbers due to privacy issues As such a method of uniquely identifying graduates is required To allow graduates to log in to the oAGS system log-in identifiers (oAGS IDs) will be generated by GCA (via the oAGS system) on behalf of an institution These will then be provided to the graduates by the institution either as part of a direct link into the survey or along with the login URL It will be each institutionrsquos responsibility to keep the oAGS IDs individually matched with the graduates in their survey cohort Upon visiting the oAGS a graduate will enter their oAGS ID and be able to proceed with filling out the survey for their institution The Numbers The following parameters regarding the number of graduates accessing the system were supplied to the oAGS development team
Maximum 160000 graduates per survey
There may be up to 3 years of surveys running at a given time
This results in a requirement for a maximum of 480000 unique oAGS IDs at any given time It is noted that this is an extreme maximum and it would be highly unlikely that this amount of unique identifiers would be required Issues Unique identifiers could be generated a number of ways such as combining existing information such as the institution code survey code and a random number These methods are unsuitable for a number of reasons
If identifiers are too similar there is the possibility that a graduate may miss-type their identifier and end up completing another graduatersquos survey
If identifiers are based on a simple algorithm (eg by combining existing information) or are too short it is possible for the system to be abused by randomly entering codes
If identifiers are too long graduates may have trouble entering them correctly
Solution A random 12 character alphanumeric code (using characters such as lsquoB-9A-Frsquo) is used to identify each graduate This combination of numbers and letters results in 281474976710655 unique values
oAGS Manual
April 2013
23
The oAGS ID is generated by a one-way hashing algorithm2 based on the institution code a survey identifier and an internal student identifier Having such a large number of values to choose identifiers from minimises the risk of mistyping the identifier and completing an incorrect survey and reduces the risk of the system being abused Other identifiers The following are examples of other identifiers in everyday use
Student numbers range from between 8-10 digits
Internet banking 8-12 digits
Credit card numbers 16 digits
Phone numbers local 8 ndash international 13 These online identifiers are generally used in conjunction with passwords allowing for increased security Example of oAGS IDs The following are 10 example identifiers 26P7-FAA3-EA2B
222B-6F78-72DD
26FC-9557-CDF7
DFD6-7253-CC73
82Q8-B55F-7A2F
C7B9-63C3-9E45
3869-4528-DCD7
88BB-3F36-A59E
3F9E-D66D-D4A8
B287-C4E9-466A
2 Hashing is the transformation of a string of characters into a usually shorter fixed-length value or key
that represents the original string Hashing is used to index and retrieve items in a database because it is faster to find the item using the shorter hashed key than to find it using the original value It is also used in many encryption algorithms
oAGS Manual
April 2013
24
ATTACHMENT B oAGS OVERVIEW
NB Note that the word lsquostudentrsquo refers to graduates in this diagram
oAGS Manual
April 2013
25
ATTACHMENT C SAMPLE oAGS ID DOWNLOAD
Institution 0000
Survey 1
Period 0
Graduate Type G
Graduate ID
8FD2-BC83-H79F
9C7A-F5D4-33D6
HEF5-845F-6AB6
3C22-E3ED-GG9F
B6G4-6649-HF4B
55DG-9C72-HCGG
EA5E-E39D-DBBC
4E6E-C85F-6295
2838-7D5G-A6D6
35DA-6B58-E637
5H62-B63B-D73D
HH54-9933-B529
66CD-4795-64A3
G6E9-B99C-8G85
A4DG-33HB-65A9
589E-CA69-7E74
62G2-4B2E-B369
H498-92B6-899G
HAHG-8H9G-DFHC
DBCC-2HG3-66AG
2G64-F6CB-4FB2
9B95-3FA8-GG58
BDHB-29A4-8A36
4F8G-7FFD-8CGC
CAEB-C389-BC47
G7DG-8B9F-HB9G
D785-395A-GFA6
39FB-CFF2-47E3
4G3A-H822-H989
432G-6C23-AGB4
H52G-GC52-DBHE
9D7E-86BH-9HAH
B54A-5BAB-5846
FCBG-5HD5-H7EG
7643-F66E-9CB8
7BHE-BGBF-2633
GGDC-8GB9-2GD4
7B9B-B6C3-CD8G
6FF8-7HC4-A5BD
686F-647F-7E2D
G36H-H3FD-8A8G
DD45-A4H9-8EF8
H98B-22BF-C3H7
4F6E-G5CF-87FE
A8DE-8B8B-35B9
948B-DF4B-E3D9
oAGS Manual
April 2013
26
ATTACHMENT D SAMPLE DATA EXPORT FILE3
3 This sample is from a past survey and recent data files will not match the column layout exactly
inst maj1 maj2 level double hecsfee yearcomm attend mode credit fywork fytype fyfin fytoff fystlwth
cfgb dvbdz 8 2 1 2003 2 2 2 2
PhD politics 8 2 1 1999 1 1 1 1 2 2 2 1
Graduate Diploma in Advanced EconomicsEconomics 4 2 2 1999 2 1 1 1 1 1 1 1
Bachelor of Medicine Bachelor of SurgeryMedicine 1 2 1 1997 1 1 1 2
Bachelor of SciencePhysiology Pharmacology 1 2 1 2000 1 1 1 1 2 2 2 1
Graduate Certificate in Nursing Science in Retrieval NursingRetrieval Nursing 3 2 2 2002 2 1 1 1 2 1 2 1
Bachelor of EngineeringComputer Systems 2 1 1 1998 1 1 1 1 2 2 1 1
Bachelor of CommerceAccounting management 1 2 1 2000 1 1 1 2
Bachelor of Arts PsychologyAnthropology 1 2 1 2000 1 1 1 1 2 2 2 2
Bachelor of International studiesPolitics History 1 2 1 2000 1 1 1 1 2 2 2 2
Bachelor of Computer ScienceComputer Science 1 2 1 1999 1 1 1 2
Bachelor of Arts (Hons)Politics 2 1 1 1999 1 1 1 1 2 2 2 1
Bachelor of Science (Honours)Biochemistry 2 2 2 2002 1 1 1 2
Bachelor of Arts Spanish 1 2 1 2000 1 1 1 1 2 2 1 1
Bachelor of CommerceAccounting 1 1 4 1998 1 1 1 1 2 2 2 2
Graduate Diploma in Clinical DentistryOrthodontics 4 2 4 2002 1 1 1 1 2 2 2 2
Bachelor of Commerce (Accounting)Accounting 1 1 1 2000 1 1 1 2
BACHELOR OF FINANCEFINANCE-ECONOMICS 1 1 1 2001 1 1 1 1 1 2 1 1
Doctor of MedicienVascular Surgery 8 2 4 1999 1 1 1 1 2 2 2 1
PhD geosciencegeomechanics 8 2 4 1997 1 1 1 1 1 2 1 2
doctor of philosophywine microbiology 8 2 4 1998 1 1 1 1 2 2 2 2
Bachelor of Science (Honours)Geophysics 2 2 1 2002 1 1 1 1 2 2 2 1
MBA 7 2 2000 2 2 1 2
PhD cancer geneticsmolecular biology 8 2 4 1998 1 1 1 2
Bachelor of Social Science HonoursAnthropology 2 2 1 1998 1 1 3 1 2 2 2 2
Bachelor of Social Science (Honours)Psychology 2 2 1 1997 1 1 3 1 2 2 1 1
Bachelor of ScienceApplied MathsOrganic Chemistry 1 1 1 1997 1 1 1 2
Bachelor of EngineeringChemical Engineering 2 1 1 1998 1 1 1 2
Bachelor of Economics (Honours)Economics 2 2 1 2002 1 1 1 1 2 2 2 2
Bachelor of Environmental ScienceSoil SciencePlant Ecology 2 2 1 1998 2 1 1 1 2 2 2 2
Bachelor of CommerceAccounting 1 2 1 1997 2 1 1 1 2 2 2 2
Bachelor of Engineering Electrical and Electronic 2 2 1 1999 1 1 1 1 2 2 1 1
bach eng bach sceng-mechanicalsc-org chem app math2 1 1 1998 1 1 1 1 2 2 2 2
Honours degree of Maths and Comp ScienceApplied Maths 2 2 2 2002 1 1 1 1 2 2 2 1
Bachelor of ScienceBiochemistry 1 1 1 2000 1 1 1 2
Bachelor of Science - HonoursPhysiology 2 2 1 2001 2 1 1 1 1 2 2 1
Bachelor of Social SciencePsychologyEnvironmental Studies1 2 2 2002 1 1 1 1 2 2 2 2
Bachelor of Science (Honours)Genetics 2 2 1 2002 1 1 1 1 2 2 1 2
Bachelor of EngineeringCivil and Environmental Engineering2 2 2 2002 1 1 3 2
Masters Psychologu (Clinical)Psychology 7 2 1 1999 1 1 1 1 2 2 2 2
Bachelor of Medicine Bachelor of SurgeryMedicine Surgery 2 2 1 1996 1 1 1 2
Graduate Diploma in Clinical DentistryDentistry 4 2 1 2001 2 1 1 1 2 1 2 1
Bachelor of EngineeringMechatronics 2 2 4 1999 1 1 1 2
Bachelor of EngineeringCivil Engineering 2 2 2 1999 1 1 1 1 2 2 1 2
Bachelor of SciencePhysiology Organic Chemistry 1 2 1 2000 1 1 1 1 2 2 1 1
Bachelor of EconomicsEconomics 1 1 1 2000 1 1 1 1 2 2 2 2
Bachelor of ScienceBiochemistryApplied Maths 1 1 1 1998 1 1 1 2
Bachelor of engineeringChemical Engineering 2 1 1 1998 1 1 1 2
PhD HorticultureMolecular Biology 8 2 2 1999 1 1 1 2
Bachelor of Laws and Bachelor of ArtsLaw Politics 1 1 1 1997 1 1 1 1 2 2 2 2
Bachelor of EngineeringChemical Engineering 2 2 1 1999 1 1 1 1 2 1 1 2
Bachelor of ScienceGeophysics 2 2 2 2002 1 1 3 2
Master of Engineering ScienceMechanical Engineering 6 2 4 1999 1 1 1 2
Bachelor of Mathematical and Computer SciencesComputer ScienceMathematics - Pure and Applied1 2 2 2000 1 1 1 1 2 2 1 1
Doctor of Philosophyelectronic engineeringVLSI design 8 2 1 1996 1 1 1 1 1 2 2 1
PhD Science Physiology 8 2 4 1998 1 2 1 1 1 2 2 1
BACHELOR OF ARTS (HONS)ENGLISH 2 2 1 2002 1 1 1 1 2 2 2 2
Bachelor of Health SciencePathology Infection amp Immunity 1 2 2 2000 1 1 1 1 2 2 2 2
Bachelor of Science(Molecular Biology) Diploma in LanguagesMolecular BiologyJapanese 1 1 1 1999 1 1 4 2
Bachelor of Environmental Science(Hons)geology 2 2 1 1999 1 1 1 1 2 2 2 2
Bachelor of ArchitectureArchitecture 1 1 1 2001 1 1 1 1 2 2 2 2
Bachelor of FinanceFinance 1 1 1 1999 1 1 1 1 2 2 2 1
Bachelor of Computer ScienceComputer Science 1 2 1 1999 1 1 1 2
Bachelor of ScienceEnvironment BiologyAnatomical Science 1 2 1 2000 1 1 1 1 2 2 2 1
Bachelor of EngineeringCivil and Environmental 1 1 1 1997 1 1 1 1 2 2 2 2
Bachelor of EngineeringComputer Systems Engineering 2 1 1 1998 1 1 1 1 2 2 2 2
BE Engineering Mechatronics Engineering 2 2 4 2002 1 1 1 2
Doctor of PhilosophyGenetics 8 2 4 1998 1 1 1 2
Master of CommerceHuman Resource Management 4 2 4 1999 2 1 1 2
Bachelor of Sciencemicrobiology and immunologygenetics 1 2 1 2000 1 1 1 2
Bachelor of Science(Mathematical and Computer Sciences)Computer Science 1 2 2 2000 1 1 1 2
Bachelor of Commerce (Accounting)Accounting 1 2 2 1999 2 1 1 1 1 2 2 1
DIPLOMA IN WINE MARKETINGMARKETINGOENOLOGY 9 1 1 1996 2 2 4 1 1 2 2 1
oAGS Manual
April 2013
5
oAGS URLs Online Questionnaire oAGS Site httpoagsgraduatecareerscomau CEQPREQ only site httpoceqgraduatecareerscomau Survey Manager Administration oAGS Site httpadminoagsgraduatecareerscomau CEQPREQ only site httpadminoceqgraduatecareerscomau
oAGS Manual
April 2013
6
QUICK DEMONSTRATION This quick guide is intended to allow you to work through the entire online Australian Graduate Survey (oAGS) process from filling in the form to exporting your own results using our demonstration site First complete the survey
1 Request demonstration oAGS IDs from GCA surveyhelpgraduatecareerscomau 2 Go to httpoagsgraduatecareerscomau 3 Log-in as a graduate using one of the oAGS IDs provided
Note You will receive oAGS IDs for log-in via email In the case of the actual site once these oAGS IDs have been used they become defunct unless the oAGS is sent live after these were used When the oAGS is sent live for a particular survey round all data including which oAGS IDs have been used are deleted Separate oAGS IDs will be provided for the Graduate Destination Survey + Course Experience Questionnaire (GDS+CEQ) and Graduate Destination Survey + Postgraduate Research Experience Questionnaire (GDS+PREQ) versions of the oAGS
4 Complete the survey following the prompts and submit your responses
Note This demonstration version will not necessarily contain your institutionrsquos selected CEQ scales Now use the oAGS Administration area to see your responses hellip
5 Go to httpadminoagsgraduatecareerscomau 6 Type in your username and password
Contact GCA if you require a username and password or if you have forgotten your details (see lsquoSetting up Accessrsquo page 10) Using the drop down boxes
7 Select the required Survey Year - 2013 8 Select the required Survey round ndash October or April
9 Choose the required task
Check the number of responses to the online survey
Download the used oAGS IDs
Export data
Note In most cases the exported data file contains numeric codes not the actual responses (See Attachment D Sample Data Export File)
oAGS Manual
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7
OVERVIEW In 2003 Graduate Careers Australia launched the oAGS
1 ndash an online version of the standard GDS+CEQ
and GDS+PREQ forms available to Australian higher education institutions The oAGS is intended to supplement the hardcopy version of the form and is not designed to replace the existing process The oAGS was developed in order to
offer institutions another avenue for collecting AGS data from both local and overseas graduates
provide graduates with an easy online method of completing the AGS thereby helping to improve response rates and
increase the efficiency and cost-effectiveness of the survey The oAGS recognises that todayrsquos graduates are competent computer users and often highly transient - hence the need to offer alternate methods of collecting data from them The benefits of the oAGS package include
the protection of graduate confidentiality
secure and authenticated access
ease of use for administrators and
the availability of support from GCA in the use of the oAGS As with all computer-based systems oAGS users should regularly download and back-up their data files There are three components to the oAGS package
1 Online survey form The online AGS form is available for both the October and April survey rounds As in the case of the hard-copy survey each institution needs to nominate the relevant CEQ scales it wishes to use For institutions that are also using hard-copy survey forms the selection of scales will be the same At the time of each particular survey round Survey Managers will need to determine the number of oAGS log-in IDs required for both CEQ and PREQ recipients based on their survey population Institutions will then receive a series of unique oAGS IDs for distribution to their graduate population Additional IDs can be provided by GCA if required The survey form will then provide graduates with the GDS questions along with the relevant CEQ scales for that institution or the PREQ depending on the graduatersquos oAGS ID The ID is designed to differentiate between those requiring the GDS+CEQ and GDS+PREQ forms More detail is provided in Part C of this manual Institutions should note that the oAGS in its current format is a generic survey tool (except for the selection of CEQ scales and PeopleSoft text changes) and does NOT contain the facility for institution-specific questions It should also be used as supplied ndash adjustments such as initial log-in pages have been known to cause problems
1 Originally launched as the oGDS this name changed to oAGS with the introduction of the umbrella acronym
AGS (Australian Graduate Survey) to refer to the GDS CEQ and PREQ collectively in 2006
oAGS Manual
April 2013
8
2 Survey Manager administration area Nominated survey personnel will have access to the Survey Manager administration area which has the capacity to
show the number of responses for the selected survey
download the oAGS IDs of graduates who have completed the selected survey and
export the responses of graduates who have completed the selected survey
3 GCA administration area
This is a GCA ACCESS ONLY area and is designed to monitor and manage the online survey cycle
oAGS Manual
April 2013
9
TECHNICAL REQUIREMENTS The oAGS is a web based application designed to cater for most operating systems and internet browsers however optimal functionality requires
Windows 98NT2000XPVistaGoogle Chrome with Internet Explorer version 55 or above
The oAGS has also been tested with Apple products and the Firefox browser Minimum requirements to be able to use the oAGS are
an internet browser an internet connection
Survey Managers wishing to download IDs and results will need the above minimum requirements as well as a spreadsheet application that can view csv files (comma-delimited files) such as Excel Administrative users should have reasonable internet knowledge and a good working knowledge of Excel
oAGS Manual
April 2013
10
STEP-BY-STEP GUIDE
A SETTING UP ACCESS 11
STEP 1 Institutions supply GCA with details of relevant administrative users of the oAGS so that access can be arranged 11
B ONLINE SURVEY FORM GENERATED 12
STEP 2 Relevant information is collected from Survey Managers 12
STEP 3 Online survey form generated and verified by GCA 12
C SETTING UP AND NOTIFYING GRADUATES 13
STEP 4 GCA provides Institutions with a list of unique graduate identifiers 13
STEP 5 Survey Managers allocate IDrsquos to the graduate population 14
STEP 6 Institutions notify graduates of the availability of an online option 14
D COMPLETING THE FORM 17
STEP 7 Graduates log onto the survey site 17
STEP 8 Graduates complete the survey form 18
E SURVEY MANAGER ADMINISTRATION 19
STEP 9 Survey Managers log-in at any time and see how many responses have been received online 20
STEP 10 Survey Managers obtain the identification numbers of the online respondents as the survey period progresses and conduct follow-ups 20
STEP 11 Survey Managers export data when required 20
oAGS Manual
April 2013
11
A SETTING UP ACCESS
STEP 1 Institutions supply GCA with details of relevant administrative users of the oAGS so that access can be arranged
Institutions can have more than one Survey Manager registered for the oAGS For each relevant user institutions need to supply
i Username(s)
ii Password Usernames and passwords can only be changed by GCA Note Passwords are case sensitive however usernames are not case sensitive
iii Email address
iv Institution logo (exactly 126 x 52 pixels in size at 72dpi)
For each institution GCA also requires an email address which can be added as a link on that institutionrsquos oAGS so that graduate queries can be directed back to the institutionrsquos survey contact This is preferably a generic address that can be directed to the relevant personnel eg SurveyInstitutionXeduau Usernames and passwords are case sensitive and you should therefore choose ones that are easy to remember Both usernames and passwords can only be changed through the GCA administration module and you will need to contact GCA if these details are lost
oAGS Manual
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12
B ONLINE SURVEY FORM GENERATED This step is undertaken at GCA The oAGS survey form is a generic tool and there is no facility for questions unique to any particular institution to be added to the form However each institutionrsquos version of the oAGS may be customised with respect to the selection of CEQ scales and the substitution of the word lsquocoursersquo with lsquoprogramrsquo where relevant
STEP 2 Relevant information is collected from Survey Managers
As part of the routine process of producing hard-copy survey forms Survey Managers will be contacted (as per standard practice) and asked to provide details of their survey form requirements relating to the selection of relevant CEQ scales In order to utilise the oAGS institutions will also need to provide GCA with the numbers of coursework graduates (for the GDS+CEQ) and research postgraduates (for the GDS+PREQ) so that sufficient unique oAGS IDs can be allocated for distribution
STEP 3 Online survey form generated and verified by GCA
For each survey round the introductory blurb is standard for all institutions as is the colour and font presentation An email link unique to each institution will be added so that graduate queries are directed to the relevant personnel at that institution Also the online form will feature the individual institutionrsquos logo on each survey page along with the GCA logo
oAGS Manual
April 2013
13
C SETTING UP AND NOTIFYING GRADUATES
STEP 4 GCA provides institutions with a list of unique oAGS IDs
Once all required information has been supplied to GCA and survey forms have been approved you will be allocated a set of unique oAGS ID numbers to provide to graduates These are generated by GCA and provided to you in a text format (csv) file The IDs consists of a 12 digit alphanumeric code such as E7D5 285F 89EF In order to avoid possible confusion these IDs do not include the numbers one (1) or zero (0) nor the letters O or capital i (I) (See Attachment A Generation of oAGS Identifiers) Note It is imperative that the oAGS ID remains matched to the graduate throughout the survey process The ID number will
restrict access to the survey to only the intended graduate population
safeguard against multiple responses from any one graduate
enable institutions to protect graduate identities
direct graduates to either the CEQ or PREQ form When using a graduate oAGS ID to complete the online survey the survey will appear with the generic GDS questions together with the selected CEQ scales When using a postgraduate (research degree graduates only) oAGS ID to complete the online survey the survey should appear with the generic GDS questions together with the PREQ questions In respect of research graduates (who are directed to the GDS+PREQ oAGS via their oAGS ID) please note that questions relating to supervision mode change of supervision and location of study appear at the end of the PREQ NOT within the GDS section of the online survey Once the initial set of oAGS IDs is generated for any institution you will need to contact GCA if you require additional IDs Any additional IDs will be appended to the original ID file and the entire file will be re-sent to the institution It is the institutionrsquos responsibility to note how many of this updated list of oAGS IDs have been used already Each oAGS ID can only be used once Once the graduate has completed the survey and hit the SUBMIT button the ID becomes defunct and the information cannot be overwritten If the form is not complete and the graduate wishes to cease filling out the questionnaire that graduate can retain their responses by clicking the lsquoEXITrsquo button and if they wish use the same ID to re-enter the survey and complete it at a later date Please note that at this stage these partial responses are not available in your data file If the browser window in which the oAGS is displayed is closed without the exit button being clicked in the event of a computer crash or that the graduate simply clicks on the close window symbol for example no information will be stored If a respondent makes an error on a previous page or has a change of mind regarding a response on an earlier page prior to completing the oAGS there is a PREVIOUS button which acts as a lsquoBACKrsquo button to return the graduate to the previous desired page (the oAGS opens a browser window that does not have the normal browser controls such as lsquoBACKrsquo and lsquoREFRESHrsquo)
oAGS Manual
April 2013
14
STEP 5 Survey Managers allocate oAGS IDs to the graduate population
The graduate oAGS ID will direct the graduate to the appropriate form (OctApril GDS+CEQ or GDS+PREQ) Therefore a different set of IDs will be provided for each of these population groups It is imperative that you correctly allocate the relevant oAGS ID against the correct graduate (ie OctoberApril GDS+CEQ or OctoberApril GDS+PREQ subject) and that these records are maintained for the duration of the survey cycle (see Appendix B oAGS Overview) Note Graduates who have completed a bachelor degree graduate postgraduate diploma graduate certificate or masters degree by coursework will receive the GDS+CEQ Graduates who have completed a masters degree by research or PhD by research receive the GDS+PREQ
STEP 6 Institutions deploy the oAGS
This can be done in several ways and your local knowledge of graduates at your institution as well as the resources and expertise you have available will dictate the most suitable method However you may wish to try either or both of the following
SEND oAGS DETAILS WITH THE HARD-COPY FORM Include the URL and the graduatersquos unique oAGS ID on the covering letter which goes out with the AGS hardcopy form
CREATE A UNIQUE oAGS LINK Institutions are able to provide a CLICKABLE web link to graduates containing their individual login oAGS IDs This will allow graduates to click on their link and be automatically logged directly into the survey under the ID included in the link rather than having to type in the ID at the oAGS login page
The link is as follows (where the represent the oAGS ID code WITH HYPHENS REMOVED) httpoagsgraduatecareerscomausurveyphpstudent_id= Note that in order for the link to function the hyphens included in oAGS IDs MUST be removed For example a link using the ID CF2F-65BG-83AD would be as follows httpoagsgraduatecareerscomausurveyphpstudent_id=CF2F65BG83AD The URL can be set as a hyperlink again facilitating ease of access However it is recommended that the full URL is displayed in the link so that in cases where a graduatersquos browser does not allow the opening of hyperlinks the respondent can still type or paste the URL into their browser Alternatively include instructions in the case of link failure below the link including the login page URL httpoagsgraduatecareerscomau and the respondents unique ID
oAGS Manual
April 2013
15
The accompanying text should point out that if the graduate exits the oAGS using the lsquoEXITrsquo button they are able to return and complete the form from the point they exited by using the same link IMPORTANT This option requires a system of distributing the unique links directly to the targeted individuals The oAGS does not include a function to do so This can be done by sending a unique email to each respondent either via a dedicated mass emailing tool (such as mass sender software or an online newsletter manager like PHP List) or by conducting a mail merge (this can be done in Microsoft Office for example) It can also be done by using an intermediary webpage that students have to access using a unique identifier such as their student ID which then displays their unique link and covering text Note that if a URL runs over two lines some email systems will only recognise the first line as a hyperlink and the link will open an error page While this should only occur in a limited number of cases it is important to include text instructing the respondent to lsquocopy and pastersquo or type the full URL into their internet browser address bar if the link doesnrsquot work Institutions wishing to distribute unique oAGS links to their target population should consult with technical personnel as to the options available to them For those with limited IT support it is possible to send unique links via the mail merge function in Microsoft Office Note however that MS Office mail merge will send an email from the default MS Outlook account of the workstation from which it is carried-out That is if your default Outlook email account has the email address JohnSmithUniversitycomau then all recipients of the mail merge will receive an email from this email address It is crucial that Survey Managers test their system of distributing the links prior to launching their oAGS survey Any errors in the link will make this dysfunctional and may result in significant non-response even if the links are subsequently fixed and re-issued OTHER ISSUES TO CONSIDER Institutions sending a large number of oAGS emails may wish to stagger the sending of emails so as to avoid some of the potential pit-falls of bulk emailing Some email providers (for example Googles GMail) have anti-spam measures which restrict the number of emails originating from one email address over a period of time This is sometimes called a sending quota If the number of emails received by that provider originating from the same email address exceeds this limit the emails may be rejected or classified as junk mail or spam It is also advisable that Survey Managers check with technical personnel regarding the upper limit for simultaneous emails for example in the case that the number of emails exceeds server capacity Some bulk emailing software includes the ability to specify the number of emails to be sent at a time and at what time interval so that anti-spam measures can be counter-acted If using email as the mode of distribution try sending the email to graduates a few weeks prior to the distribution of the hard-copy form Point out that they will help the environment by completing the form online (saving trees) and that they will not be ldquohassledrdquo with follow-up requests by completing the survey immediately
oAGS Manual
April 2013
16
GCA strongly recommends that Survey Managers use the oAGS as the method of first contact with graduates as a relatively large proportion of responses can be gathered quickly in this manner reducing the cost of supplying mailing and processing printed forms oAGS users should regularly download and back-up their data files
oAGS Manual
April 2013
17
D COMPLETING THE FORM
STEP 7 Graduates log onto the survey site
If graduates are not accessing the oAGS via a unique link (see Step 6) then they will need to log on to
httpoagsgraduatecareerscomau When they access this site they will first see the following screen (The live site will feature your Institution logo in the space on the left hand side of the screen)
Graduates then need to click on the button labelled lsquoProceed to Surveyrsquo and type in their oAGS ID to access the survey Their allocated IDs will direct the graduate to the correct form ie GDSCEQ or GDSPREQ
oAGS Manual
April 2013
18
In order to avoid problems logging into the site the oAGS ID is not case sensitive and therefore the alphanumeric characters do not need to be in uppercase in order to enter the site
STEP 8 Graduates complete the survey form
The survey form is easy to use and employs question logic so that responses lead to relevant questions and those questions which are not applicable to the graduate are omitted from view If the graduate doesnrsquot answer a question they will still be able to proceed However they will receive one of the following messages
You did not respond to this question Or You have left some responses blank or some of your responses are invalid You may address these issues or progress to the next page of questions by clicking ldquoskiprdquo button below
If an incorrect format is entered for the salary figure then respondents will be prompted to enter this again Once the graduate has completed the survey form it is necessary for them to click the SUBMIT button The graduate will then receive the following message and direct link
Survey Completed Thanks for your time and cooperation in completing this survey Would you like to see the results of last yearrsquos survey If so visit Grads Jobs and Dollars (link)
If a graduate has any problems or queries with the survey form they are able to email the institution directly via the on-screen link (to the email address provided by institution) If you are unable to answer the graduatersquos query internally please contact GCA for assistance
oAGS Manual
April 2013
19
E SURVEY MANAGER ADMINISTRATION
The oAGS offers access to various administrative tools for Survey Managers They are able to
Show the number of responses for a survey
Download the oAGS IDs for those who have responded online so that they can be excluded from follow-up mail-outs
Export responses to completed surveys Completed survey data is stored on an external and secure website and backed-up on a regular basis To access the Survey Managerrsquos administration area authorised users will need to log in to
httpsadminoagsgraduatecareerscomau Once Survey Managers have logged in they will be presented with a screen for their institution which allows them to choose the desired activity
oAGS Manual
April 2013
20
STEP 9 Survey Managers log-in at any time and see how many responses have been received online
This is done by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoShow Number of Responsesrdquo task
STEP 10 Survey Managers obtain the oAGS IDs of the online respondents as the survey period progresses
Survey Managers can download a list of used oAGS IDs for those graduates who have completed the survey form online (see Attachment C Sample oAGS ID Download) This is done by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoDownload graduate IDs for completed surveysrdquo task
Survey Managers should then mark off online respondents against their master record so that they are excluded from the follow-upreminder process Follow up of non-respondents will need to occur at this stage Note It is imperative that internal records are maintained which match graduatesrsquo allocated oAGS IDs to a record or institutional ID number that can be used to verify which individuals have responded
STEP 11 Survey Managers export data when required
Data is exported in a Microsoft Excel compatible comma separated values (csv) file (see Attachment D) The sequence of the columns in this file is formatted to correspond as closely as possible to the specifications in the AGS data specifications (released annually with the main AGS Manual) oAGS users are advised to regularly download and back-up their data files Data is exported by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoExport responsesrdquo task
Data in Excel format can be imported into other statistical packages such as SPSS
oAGS Manual
April 2013
21
As each download of results is completed Survey Managers are advised to label and name the downloaded file carefully to avoid confusion As the survey period progresses additional entries are added to the oAGS data file and version control when downloading interim data files is therefore of paramount importance oAGS IDs and dates are recorded in the export data file to assist in this process Note The program automatically records the date on which the respondent completed the survey form and this value is always exported as the second last entry in the data file This allows Survey Managers to monitor the return of survey forms and maintain version control of saved files The data export includes the oAGS ID in the last column of the data file
oAGS Manual
April 2013
22
ATTACHMENT A GENERATION OF oAGS IDENTIFIERS The oAGS system is not able to store ldquorealrdquo student numbers due to privacy issues As such a method of uniquely identifying graduates is required To allow graduates to log in to the oAGS system log-in identifiers (oAGS IDs) will be generated by GCA (via the oAGS system) on behalf of an institution These will then be provided to the graduates by the institution either as part of a direct link into the survey or along with the login URL It will be each institutionrsquos responsibility to keep the oAGS IDs individually matched with the graduates in their survey cohort Upon visiting the oAGS a graduate will enter their oAGS ID and be able to proceed with filling out the survey for their institution The Numbers The following parameters regarding the number of graduates accessing the system were supplied to the oAGS development team
Maximum 160000 graduates per survey
There may be up to 3 years of surveys running at a given time
This results in a requirement for a maximum of 480000 unique oAGS IDs at any given time It is noted that this is an extreme maximum and it would be highly unlikely that this amount of unique identifiers would be required Issues Unique identifiers could be generated a number of ways such as combining existing information such as the institution code survey code and a random number These methods are unsuitable for a number of reasons
If identifiers are too similar there is the possibility that a graduate may miss-type their identifier and end up completing another graduatersquos survey
If identifiers are based on a simple algorithm (eg by combining existing information) or are too short it is possible for the system to be abused by randomly entering codes
If identifiers are too long graduates may have trouble entering them correctly
Solution A random 12 character alphanumeric code (using characters such as lsquoB-9A-Frsquo) is used to identify each graduate This combination of numbers and letters results in 281474976710655 unique values
oAGS Manual
April 2013
23
The oAGS ID is generated by a one-way hashing algorithm2 based on the institution code a survey identifier and an internal student identifier Having such a large number of values to choose identifiers from minimises the risk of mistyping the identifier and completing an incorrect survey and reduces the risk of the system being abused Other identifiers The following are examples of other identifiers in everyday use
Student numbers range from between 8-10 digits
Internet banking 8-12 digits
Credit card numbers 16 digits
Phone numbers local 8 ndash international 13 These online identifiers are generally used in conjunction with passwords allowing for increased security Example of oAGS IDs The following are 10 example identifiers 26P7-FAA3-EA2B
222B-6F78-72DD
26FC-9557-CDF7
DFD6-7253-CC73
82Q8-B55F-7A2F
C7B9-63C3-9E45
3869-4528-DCD7
88BB-3F36-A59E
3F9E-D66D-D4A8
B287-C4E9-466A
2 Hashing is the transformation of a string of characters into a usually shorter fixed-length value or key
that represents the original string Hashing is used to index and retrieve items in a database because it is faster to find the item using the shorter hashed key than to find it using the original value It is also used in many encryption algorithms
oAGS Manual
April 2013
24
ATTACHMENT B oAGS OVERVIEW
NB Note that the word lsquostudentrsquo refers to graduates in this diagram
oAGS Manual
April 2013
25
ATTACHMENT C SAMPLE oAGS ID DOWNLOAD
Institution 0000
Survey 1
Period 0
Graduate Type G
Graduate ID
8FD2-BC83-H79F
9C7A-F5D4-33D6
HEF5-845F-6AB6
3C22-E3ED-GG9F
B6G4-6649-HF4B
55DG-9C72-HCGG
EA5E-E39D-DBBC
4E6E-C85F-6295
2838-7D5G-A6D6
35DA-6B58-E637
5H62-B63B-D73D
HH54-9933-B529
66CD-4795-64A3
G6E9-B99C-8G85
A4DG-33HB-65A9
589E-CA69-7E74
62G2-4B2E-B369
H498-92B6-899G
HAHG-8H9G-DFHC
DBCC-2HG3-66AG
2G64-F6CB-4FB2
9B95-3FA8-GG58
BDHB-29A4-8A36
4F8G-7FFD-8CGC
CAEB-C389-BC47
G7DG-8B9F-HB9G
D785-395A-GFA6
39FB-CFF2-47E3
4G3A-H822-H989
432G-6C23-AGB4
H52G-GC52-DBHE
9D7E-86BH-9HAH
B54A-5BAB-5846
FCBG-5HD5-H7EG
7643-F66E-9CB8
7BHE-BGBF-2633
GGDC-8GB9-2GD4
7B9B-B6C3-CD8G
6FF8-7HC4-A5BD
686F-647F-7E2D
G36H-H3FD-8A8G
DD45-A4H9-8EF8
H98B-22BF-C3H7
4F6E-G5CF-87FE
A8DE-8B8B-35B9
948B-DF4B-E3D9
oAGS Manual
April 2013
26
ATTACHMENT D SAMPLE DATA EXPORT FILE3
3 This sample is from a past survey and recent data files will not match the column layout exactly
inst maj1 maj2 level double hecsfee yearcomm attend mode credit fywork fytype fyfin fytoff fystlwth
cfgb dvbdz 8 2 1 2003 2 2 2 2
PhD politics 8 2 1 1999 1 1 1 1 2 2 2 1
Graduate Diploma in Advanced EconomicsEconomics 4 2 2 1999 2 1 1 1 1 1 1 1
Bachelor of Medicine Bachelor of SurgeryMedicine 1 2 1 1997 1 1 1 2
Bachelor of SciencePhysiology Pharmacology 1 2 1 2000 1 1 1 1 2 2 2 1
Graduate Certificate in Nursing Science in Retrieval NursingRetrieval Nursing 3 2 2 2002 2 1 1 1 2 1 2 1
Bachelor of EngineeringComputer Systems 2 1 1 1998 1 1 1 1 2 2 1 1
Bachelor of CommerceAccounting management 1 2 1 2000 1 1 1 2
Bachelor of Arts PsychologyAnthropology 1 2 1 2000 1 1 1 1 2 2 2 2
Bachelor of International studiesPolitics History 1 2 1 2000 1 1 1 1 2 2 2 2
Bachelor of Computer ScienceComputer Science 1 2 1 1999 1 1 1 2
Bachelor of Arts (Hons)Politics 2 1 1 1999 1 1 1 1 2 2 2 1
Bachelor of Science (Honours)Biochemistry 2 2 2 2002 1 1 1 2
Bachelor of Arts Spanish 1 2 1 2000 1 1 1 1 2 2 1 1
Bachelor of CommerceAccounting 1 1 4 1998 1 1 1 1 2 2 2 2
Graduate Diploma in Clinical DentistryOrthodontics 4 2 4 2002 1 1 1 1 2 2 2 2
Bachelor of Commerce (Accounting)Accounting 1 1 1 2000 1 1 1 2
BACHELOR OF FINANCEFINANCE-ECONOMICS 1 1 1 2001 1 1 1 1 1 2 1 1
Doctor of MedicienVascular Surgery 8 2 4 1999 1 1 1 1 2 2 2 1
PhD geosciencegeomechanics 8 2 4 1997 1 1 1 1 1 2 1 2
doctor of philosophywine microbiology 8 2 4 1998 1 1 1 1 2 2 2 2
Bachelor of Science (Honours)Geophysics 2 2 1 2002 1 1 1 1 2 2 2 1
MBA 7 2 2000 2 2 1 2
PhD cancer geneticsmolecular biology 8 2 4 1998 1 1 1 2
Bachelor of Social Science HonoursAnthropology 2 2 1 1998 1 1 3 1 2 2 2 2
Bachelor of Social Science (Honours)Psychology 2 2 1 1997 1 1 3 1 2 2 1 1
Bachelor of ScienceApplied MathsOrganic Chemistry 1 1 1 1997 1 1 1 2
Bachelor of EngineeringChemical Engineering 2 1 1 1998 1 1 1 2
Bachelor of Economics (Honours)Economics 2 2 1 2002 1 1 1 1 2 2 2 2
Bachelor of Environmental ScienceSoil SciencePlant Ecology 2 2 1 1998 2 1 1 1 2 2 2 2
Bachelor of CommerceAccounting 1 2 1 1997 2 1 1 1 2 2 2 2
Bachelor of Engineering Electrical and Electronic 2 2 1 1999 1 1 1 1 2 2 1 1
bach eng bach sceng-mechanicalsc-org chem app math2 1 1 1998 1 1 1 1 2 2 2 2
Honours degree of Maths and Comp ScienceApplied Maths 2 2 2 2002 1 1 1 1 2 2 2 1
Bachelor of ScienceBiochemistry 1 1 1 2000 1 1 1 2
Bachelor of Science - HonoursPhysiology 2 2 1 2001 2 1 1 1 1 2 2 1
Bachelor of Social SciencePsychologyEnvironmental Studies1 2 2 2002 1 1 1 1 2 2 2 2
Bachelor of Science (Honours)Genetics 2 2 1 2002 1 1 1 1 2 2 1 2
Bachelor of EngineeringCivil and Environmental Engineering2 2 2 2002 1 1 3 2
Masters Psychologu (Clinical)Psychology 7 2 1 1999 1 1 1 1 2 2 2 2
Bachelor of Medicine Bachelor of SurgeryMedicine Surgery 2 2 1 1996 1 1 1 2
Graduate Diploma in Clinical DentistryDentistry 4 2 1 2001 2 1 1 1 2 1 2 1
Bachelor of EngineeringMechatronics 2 2 4 1999 1 1 1 2
Bachelor of EngineeringCivil Engineering 2 2 2 1999 1 1 1 1 2 2 1 2
Bachelor of SciencePhysiology Organic Chemistry 1 2 1 2000 1 1 1 1 2 2 1 1
Bachelor of EconomicsEconomics 1 1 1 2000 1 1 1 1 2 2 2 2
Bachelor of ScienceBiochemistryApplied Maths 1 1 1 1998 1 1 1 2
Bachelor of engineeringChemical Engineering 2 1 1 1998 1 1 1 2
PhD HorticultureMolecular Biology 8 2 2 1999 1 1 1 2
Bachelor of Laws and Bachelor of ArtsLaw Politics 1 1 1 1997 1 1 1 1 2 2 2 2
Bachelor of EngineeringChemical Engineering 2 2 1 1999 1 1 1 1 2 1 1 2
Bachelor of ScienceGeophysics 2 2 2 2002 1 1 3 2
Master of Engineering ScienceMechanical Engineering 6 2 4 1999 1 1 1 2
Bachelor of Mathematical and Computer SciencesComputer ScienceMathematics - Pure and Applied1 2 2 2000 1 1 1 1 2 2 1 1
Doctor of Philosophyelectronic engineeringVLSI design 8 2 1 1996 1 1 1 1 1 2 2 1
PhD Science Physiology 8 2 4 1998 1 2 1 1 1 2 2 1
BACHELOR OF ARTS (HONS)ENGLISH 2 2 1 2002 1 1 1 1 2 2 2 2
Bachelor of Health SciencePathology Infection amp Immunity 1 2 2 2000 1 1 1 1 2 2 2 2
Bachelor of Science(Molecular Biology) Diploma in LanguagesMolecular BiologyJapanese 1 1 1 1999 1 1 4 2
Bachelor of Environmental Science(Hons)geology 2 2 1 1999 1 1 1 1 2 2 2 2
Bachelor of ArchitectureArchitecture 1 1 1 2001 1 1 1 1 2 2 2 2
Bachelor of FinanceFinance 1 1 1 1999 1 1 1 1 2 2 2 1
Bachelor of Computer ScienceComputer Science 1 2 1 1999 1 1 1 2
Bachelor of ScienceEnvironment BiologyAnatomical Science 1 2 1 2000 1 1 1 1 2 2 2 1
Bachelor of EngineeringCivil and Environmental 1 1 1 1997 1 1 1 1 2 2 2 2
Bachelor of EngineeringComputer Systems Engineering 2 1 1 1998 1 1 1 1 2 2 2 2
BE Engineering Mechatronics Engineering 2 2 4 2002 1 1 1 2
Doctor of PhilosophyGenetics 8 2 4 1998 1 1 1 2
Master of CommerceHuman Resource Management 4 2 4 1999 2 1 1 2
Bachelor of Sciencemicrobiology and immunologygenetics 1 2 1 2000 1 1 1 2
Bachelor of Science(Mathematical and Computer Sciences)Computer Science 1 2 2 2000 1 1 1 2
Bachelor of Commerce (Accounting)Accounting 1 2 2 1999 2 1 1 1 1 2 2 1
DIPLOMA IN WINE MARKETINGMARKETINGOENOLOGY 9 1 1 1996 2 2 4 1 1 2 2 1
oAGS Manual
April 2013
6
QUICK DEMONSTRATION This quick guide is intended to allow you to work through the entire online Australian Graduate Survey (oAGS) process from filling in the form to exporting your own results using our demonstration site First complete the survey
1 Request demonstration oAGS IDs from GCA surveyhelpgraduatecareerscomau 2 Go to httpoagsgraduatecareerscomau 3 Log-in as a graduate using one of the oAGS IDs provided
Note You will receive oAGS IDs for log-in via email In the case of the actual site once these oAGS IDs have been used they become defunct unless the oAGS is sent live after these were used When the oAGS is sent live for a particular survey round all data including which oAGS IDs have been used are deleted Separate oAGS IDs will be provided for the Graduate Destination Survey + Course Experience Questionnaire (GDS+CEQ) and Graduate Destination Survey + Postgraduate Research Experience Questionnaire (GDS+PREQ) versions of the oAGS
4 Complete the survey following the prompts and submit your responses
Note This demonstration version will not necessarily contain your institutionrsquos selected CEQ scales Now use the oAGS Administration area to see your responses hellip
5 Go to httpadminoagsgraduatecareerscomau 6 Type in your username and password
Contact GCA if you require a username and password or if you have forgotten your details (see lsquoSetting up Accessrsquo page 10) Using the drop down boxes
7 Select the required Survey Year - 2013 8 Select the required Survey round ndash October or April
9 Choose the required task
Check the number of responses to the online survey
Download the used oAGS IDs
Export data
Note In most cases the exported data file contains numeric codes not the actual responses (See Attachment D Sample Data Export File)
oAGS Manual
April 2013
7
OVERVIEW In 2003 Graduate Careers Australia launched the oAGS
1 ndash an online version of the standard GDS+CEQ
and GDS+PREQ forms available to Australian higher education institutions The oAGS is intended to supplement the hardcopy version of the form and is not designed to replace the existing process The oAGS was developed in order to
offer institutions another avenue for collecting AGS data from both local and overseas graduates
provide graduates with an easy online method of completing the AGS thereby helping to improve response rates and
increase the efficiency and cost-effectiveness of the survey The oAGS recognises that todayrsquos graduates are competent computer users and often highly transient - hence the need to offer alternate methods of collecting data from them The benefits of the oAGS package include
the protection of graduate confidentiality
secure and authenticated access
ease of use for administrators and
the availability of support from GCA in the use of the oAGS As with all computer-based systems oAGS users should regularly download and back-up their data files There are three components to the oAGS package
1 Online survey form The online AGS form is available for both the October and April survey rounds As in the case of the hard-copy survey each institution needs to nominate the relevant CEQ scales it wishes to use For institutions that are also using hard-copy survey forms the selection of scales will be the same At the time of each particular survey round Survey Managers will need to determine the number of oAGS log-in IDs required for both CEQ and PREQ recipients based on their survey population Institutions will then receive a series of unique oAGS IDs for distribution to their graduate population Additional IDs can be provided by GCA if required The survey form will then provide graduates with the GDS questions along with the relevant CEQ scales for that institution or the PREQ depending on the graduatersquos oAGS ID The ID is designed to differentiate between those requiring the GDS+CEQ and GDS+PREQ forms More detail is provided in Part C of this manual Institutions should note that the oAGS in its current format is a generic survey tool (except for the selection of CEQ scales and PeopleSoft text changes) and does NOT contain the facility for institution-specific questions It should also be used as supplied ndash adjustments such as initial log-in pages have been known to cause problems
1 Originally launched as the oGDS this name changed to oAGS with the introduction of the umbrella acronym
AGS (Australian Graduate Survey) to refer to the GDS CEQ and PREQ collectively in 2006
oAGS Manual
April 2013
8
2 Survey Manager administration area Nominated survey personnel will have access to the Survey Manager administration area which has the capacity to
show the number of responses for the selected survey
download the oAGS IDs of graduates who have completed the selected survey and
export the responses of graduates who have completed the selected survey
3 GCA administration area
This is a GCA ACCESS ONLY area and is designed to monitor and manage the online survey cycle
oAGS Manual
April 2013
9
TECHNICAL REQUIREMENTS The oAGS is a web based application designed to cater for most operating systems and internet browsers however optimal functionality requires
Windows 98NT2000XPVistaGoogle Chrome with Internet Explorer version 55 or above
The oAGS has also been tested with Apple products and the Firefox browser Minimum requirements to be able to use the oAGS are
an internet browser an internet connection
Survey Managers wishing to download IDs and results will need the above minimum requirements as well as a spreadsheet application that can view csv files (comma-delimited files) such as Excel Administrative users should have reasonable internet knowledge and a good working knowledge of Excel
oAGS Manual
April 2013
10
STEP-BY-STEP GUIDE
A SETTING UP ACCESS 11
STEP 1 Institutions supply GCA with details of relevant administrative users of the oAGS so that access can be arranged 11
B ONLINE SURVEY FORM GENERATED 12
STEP 2 Relevant information is collected from Survey Managers 12
STEP 3 Online survey form generated and verified by GCA 12
C SETTING UP AND NOTIFYING GRADUATES 13
STEP 4 GCA provides Institutions with a list of unique graduate identifiers 13
STEP 5 Survey Managers allocate IDrsquos to the graduate population 14
STEP 6 Institutions notify graduates of the availability of an online option 14
D COMPLETING THE FORM 17
STEP 7 Graduates log onto the survey site 17
STEP 8 Graduates complete the survey form 18
E SURVEY MANAGER ADMINISTRATION 19
STEP 9 Survey Managers log-in at any time and see how many responses have been received online 20
STEP 10 Survey Managers obtain the identification numbers of the online respondents as the survey period progresses and conduct follow-ups 20
STEP 11 Survey Managers export data when required 20
oAGS Manual
April 2013
11
A SETTING UP ACCESS
STEP 1 Institutions supply GCA with details of relevant administrative users of the oAGS so that access can be arranged
Institutions can have more than one Survey Manager registered for the oAGS For each relevant user institutions need to supply
i Username(s)
ii Password Usernames and passwords can only be changed by GCA Note Passwords are case sensitive however usernames are not case sensitive
iii Email address
iv Institution logo (exactly 126 x 52 pixels in size at 72dpi)
For each institution GCA also requires an email address which can be added as a link on that institutionrsquos oAGS so that graduate queries can be directed back to the institutionrsquos survey contact This is preferably a generic address that can be directed to the relevant personnel eg SurveyInstitutionXeduau Usernames and passwords are case sensitive and you should therefore choose ones that are easy to remember Both usernames and passwords can only be changed through the GCA administration module and you will need to contact GCA if these details are lost
oAGS Manual
April 2013
12
B ONLINE SURVEY FORM GENERATED This step is undertaken at GCA The oAGS survey form is a generic tool and there is no facility for questions unique to any particular institution to be added to the form However each institutionrsquos version of the oAGS may be customised with respect to the selection of CEQ scales and the substitution of the word lsquocoursersquo with lsquoprogramrsquo where relevant
STEP 2 Relevant information is collected from Survey Managers
As part of the routine process of producing hard-copy survey forms Survey Managers will be contacted (as per standard practice) and asked to provide details of their survey form requirements relating to the selection of relevant CEQ scales In order to utilise the oAGS institutions will also need to provide GCA with the numbers of coursework graduates (for the GDS+CEQ) and research postgraduates (for the GDS+PREQ) so that sufficient unique oAGS IDs can be allocated for distribution
STEP 3 Online survey form generated and verified by GCA
For each survey round the introductory blurb is standard for all institutions as is the colour and font presentation An email link unique to each institution will be added so that graduate queries are directed to the relevant personnel at that institution Also the online form will feature the individual institutionrsquos logo on each survey page along with the GCA logo
oAGS Manual
April 2013
13
C SETTING UP AND NOTIFYING GRADUATES
STEP 4 GCA provides institutions with a list of unique oAGS IDs
Once all required information has been supplied to GCA and survey forms have been approved you will be allocated a set of unique oAGS ID numbers to provide to graduates These are generated by GCA and provided to you in a text format (csv) file The IDs consists of a 12 digit alphanumeric code such as E7D5 285F 89EF In order to avoid possible confusion these IDs do not include the numbers one (1) or zero (0) nor the letters O or capital i (I) (See Attachment A Generation of oAGS Identifiers) Note It is imperative that the oAGS ID remains matched to the graduate throughout the survey process The ID number will
restrict access to the survey to only the intended graduate population
safeguard against multiple responses from any one graduate
enable institutions to protect graduate identities
direct graduates to either the CEQ or PREQ form When using a graduate oAGS ID to complete the online survey the survey will appear with the generic GDS questions together with the selected CEQ scales When using a postgraduate (research degree graduates only) oAGS ID to complete the online survey the survey should appear with the generic GDS questions together with the PREQ questions In respect of research graduates (who are directed to the GDS+PREQ oAGS via their oAGS ID) please note that questions relating to supervision mode change of supervision and location of study appear at the end of the PREQ NOT within the GDS section of the online survey Once the initial set of oAGS IDs is generated for any institution you will need to contact GCA if you require additional IDs Any additional IDs will be appended to the original ID file and the entire file will be re-sent to the institution It is the institutionrsquos responsibility to note how many of this updated list of oAGS IDs have been used already Each oAGS ID can only be used once Once the graduate has completed the survey and hit the SUBMIT button the ID becomes defunct and the information cannot be overwritten If the form is not complete and the graduate wishes to cease filling out the questionnaire that graduate can retain their responses by clicking the lsquoEXITrsquo button and if they wish use the same ID to re-enter the survey and complete it at a later date Please note that at this stage these partial responses are not available in your data file If the browser window in which the oAGS is displayed is closed without the exit button being clicked in the event of a computer crash or that the graduate simply clicks on the close window symbol for example no information will be stored If a respondent makes an error on a previous page or has a change of mind regarding a response on an earlier page prior to completing the oAGS there is a PREVIOUS button which acts as a lsquoBACKrsquo button to return the graduate to the previous desired page (the oAGS opens a browser window that does not have the normal browser controls such as lsquoBACKrsquo and lsquoREFRESHrsquo)
oAGS Manual
April 2013
14
STEP 5 Survey Managers allocate oAGS IDs to the graduate population
The graduate oAGS ID will direct the graduate to the appropriate form (OctApril GDS+CEQ or GDS+PREQ) Therefore a different set of IDs will be provided for each of these population groups It is imperative that you correctly allocate the relevant oAGS ID against the correct graduate (ie OctoberApril GDS+CEQ or OctoberApril GDS+PREQ subject) and that these records are maintained for the duration of the survey cycle (see Appendix B oAGS Overview) Note Graduates who have completed a bachelor degree graduate postgraduate diploma graduate certificate or masters degree by coursework will receive the GDS+CEQ Graduates who have completed a masters degree by research or PhD by research receive the GDS+PREQ
STEP 6 Institutions deploy the oAGS
This can be done in several ways and your local knowledge of graduates at your institution as well as the resources and expertise you have available will dictate the most suitable method However you may wish to try either or both of the following
SEND oAGS DETAILS WITH THE HARD-COPY FORM Include the URL and the graduatersquos unique oAGS ID on the covering letter which goes out with the AGS hardcopy form
CREATE A UNIQUE oAGS LINK Institutions are able to provide a CLICKABLE web link to graduates containing their individual login oAGS IDs This will allow graduates to click on their link and be automatically logged directly into the survey under the ID included in the link rather than having to type in the ID at the oAGS login page
The link is as follows (where the represent the oAGS ID code WITH HYPHENS REMOVED) httpoagsgraduatecareerscomausurveyphpstudent_id= Note that in order for the link to function the hyphens included in oAGS IDs MUST be removed For example a link using the ID CF2F-65BG-83AD would be as follows httpoagsgraduatecareerscomausurveyphpstudent_id=CF2F65BG83AD The URL can be set as a hyperlink again facilitating ease of access However it is recommended that the full URL is displayed in the link so that in cases where a graduatersquos browser does not allow the opening of hyperlinks the respondent can still type or paste the URL into their browser Alternatively include instructions in the case of link failure below the link including the login page URL httpoagsgraduatecareerscomau and the respondents unique ID
oAGS Manual
April 2013
15
The accompanying text should point out that if the graduate exits the oAGS using the lsquoEXITrsquo button they are able to return and complete the form from the point they exited by using the same link IMPORTANT This option requires a system of distributing the unique links directly to the targeted individuals The oAGS does not include a function to do so This can be done by sending a unique email to each respondent either via a dedicated mass emailing tool (such as mass sender software or an online newsletter manager like PHP List) or by conducting a mail merge (this can be done in Microsoft Office for example) It can also be done by using an intermediary webpage that students have to access using a unique identifier such as their student ID which then displays their unique link and covering text Note that if a URL runs over two lines some email systems will only recognise the first line as a hyperlink and the link will open an error page While this should only occur in a limited number of cases it is important to include text instructing the respondent to lsquocopy and pastersquo or type the full URL into their internet browser address bar if the link doesnrsquot work Institutions wishing to distribute unique oAGS links to their target population should consult with technical personnel as to the options available to them For those with limited IT support it is possible to send unique links via the mail merge function in Microsoft Office Note however that MS Office mail merge will send an email from the default MS Outlook account of the workstation from which it is carried-out That is if your default Outlook email account has the email address JohnSmithUniversitycomau then all recipients of the mail merge will receive an email from this email address It is crucial that Survey Managers test their system of distributing the links prior to launching their oAGS survey Any errors in the link will make this dysfunctional and may result in significant non-response even if the links are subsequently fixed and re-issued OTHER ISSUES TO CONSIDER Institutions sending a large number of oAGS emails may wish to stagger the sending of emails so as to avoid some of the potential pit-falls of bulk emailing Some email providers (for example Googles GMail) have anti-spam measures which restrict the number of emails originating from one email address over a period of time This is sometimes called a sending quota If the number of emails received by that provider originating from the same email address exceeds this limit the emails may be rejected or classified as junk mail or spam It is also advisable that Survey Managers check with technical personnel regarding the upper limit for simultaneous emails for example in the case that the number of emails exceeds server capacity Some bulk emailing software includes the ability to specify the number of emails to be sent at a time and at what time interval so that anti-spam measures can be counter-acted If using email as the mode of distribution try sending the email to graduates a few weeks prior to the distribution of the hard-copy form Point out that they will help the environment by completing the form online (saving trees) and that they will not be ldquohassledrdquo with follow-up requests by completing the survey immediately
oAGS Manual
April 2013
16
GCA strongly recommends that Survey Managers use the oAGS as the method of first contact with graduates as a relatively large proportion of responses can be gathered quickly in this manner reducing the cost of supplying mailing and processing printed forms oAGS users should regularly download and back-up their data files
oAGS Manual
April 2013
17
D COMPLETING THE FORM
STEP 7 Graduates log onto the survey site
If graduates are not accessing the oAGS via a unique link (see Step 6) then they will need to log on to
httpoagsgraduatecareerscomau When they access this site they will first see the following screen (The live site will feature your Institution logo in the space on the left hand side of the screen)
Graduates then need to click on the button labelled lsquoProceed to Surveyrsquo and type in their oAGS ID to access the survey Their allocated IDs will direct the graduate to the correct form ie GDSCEQ or GDSPREQ
oAGS Manual
April 2013
18
In order to avoid problems logging into the site the oAGS ID is not case sensitive and therefore the alphanumeric characters do not need to be in uppercase in order to enter the site
STEP 8 Graduates complete the survey form
The survey form is easy to use and employs question logic so that responses lead to relevant questions and those questions which are not applicable to the graduate are omitted from view If the graduate doesnrsquot answer a question they will still be able to proceed However they will receive one of the following messages
You did not respond to this question Or You have left some responses blank or some of your responses are invalid You may address these issues or progress to the next page of questions by clicking ldquoskiprdquo button below
If an incorrect format is entered for the salary figure then respondents will be prompted to enter this again Once the graduate has completed the survey form it is necessary for them to click the SUBMIT button The graduate will then receive the following message and direct link
Survey Completed Thanks for your time and cooperation in completing this survey Would you like to see the results of last yearrsquos survey If so visit Grads Jobs and Dollars (link)
If a graduate has any problems or queries with the survey form they are able to email the institution directly via the on-screen link (to the email address provided by institution) If you are unable to answer the graduatersquos query internally please contact GCA for assistance
oAGS Manual
April 2013
19
E SURVEY MANAGER ADMINISTRATION
The oAGS offers access to various administrative tools for Survey Managers They are able to
Show the number of responses for a survey
Download the oAGS IDs for those who have responded online so that they can be excluded from follow-up mail-outs
Export responses to completed surveys Completed survey data is stored on an external and secure website and backed-up on a regular basis To access the Survey Managerrsquos administration area authorised users will need to log in to
httpsadminoagsgraduatecareerscomau Once Survey Managers have logged in they will be presented with a screen for their institution which allows them to choose the desired activity
oAGS Manual
April 2013
20
STEP 9 Survey Managers log-in at any time and see how many responses have been received online
This is done by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoShow Number of Responsesrdquo task
STEP 10 Survey Managers obtain the oAGS IDs of the online respondents as the survey period progresses
Survey Managers can download a list of used oAGS IDs for those graduates who have completed the survey form online (see Attachment C Sample oAGS ID Download) This is done by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoDownload graduate IDs for completed surveysrdquo task
Survey Managers should then mark off online respondents against their master record so that they are excluded from the follow-upreminder process Follow up of non-respondents will need to occur at this stage Note It is imperative that internal records are maintained which match graduatesrsquo allocated oAGS IDs to a record or institutional ID number that can be used to verify which individuals have responded
STEP 11 Survey Managers export data when required
Data is exported in a Microsoft Excel compatible comma separated values (csv) file (see Attachment D) The sequence of the columns in this file is formatted to correspond as closely as possible to the specifications in the AGS data specifications (released annually with the main AGS Manual) oAGS users are advised to regularly download and back-up their data files Data is exported by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoExport responsesrdquo task
Data in Excel format can be imported into other statistical packages such as SPSS
oAGS Manual
April 2013
21
As each download of results is completed Survey Managers are advised to label and name the downloaded file carefully to avoid confusion As the survey period progresses additional entries are added to the oAGS data file and version control when downloading interim data files is therefore of paramount importance oAGS IDs and dates are recorded in the export data file to assist in this process Note The program automatically records the date on which the respondent completed the survey form and this value is always exported as the second last entry in the data file This allows Survey Managers to monitor the return of survey forms and maintain version control of saved files The data export includes the oAGS ID in the last column of the data file
oAGS Manual
April 2013
22
ATTACHMENT A GENERATION OF oAGS IDENTIFIERS The oAGS system is not able to store ldquorealrdquo student numbers due to privacy issues As such a method of uniquely identifying graduates is required To allow graduates to log in to the oAGS system log-in identifiers (oAGS IDs) will be generated by GCA (via the oAGS system) on behalf of an institution These will then be provided to the graduates by the institution either as part of a direct link into the survey or along with the login URL It will be each institutionrsquos responsibility to keep the oAGS IDs individually matched with the graduates in their survey cohort Upon visiting the oAGS a graduate will enter their oAGS ID and be able to proceed with filling out the survey for their institution The Numbers The following parameters regarding the number of graduates accessing the system were supplied to the oAGS development team
Maximum 160000 graduates per survey
There may be up to 3 years of surveys running at a given time
This results in a requirement for a maximum of 480000 unique oAGS IDs at any given time It is noted that this is an extreme maximum and it would be highly unlikely that this amount of unique identifiers would be required Issues Unique identifiers could be generated a number of ways such as combining existing information such as the institution code survey code and a random number These methods are unsuitable for a number of reasons
If identifiers are too similar there is the possibility that a graduate may miss-type their identifier and end up completing another graduatersquos survey
If identifiers are based on a simple algorithm (eg by combining existing information) or are too short it is possible for the system to be abused by randomly entering codes
If identifiers are too long graduates may have trouble entering them correctly
Solution A random 12 character alphanumeric code (using characters such as lsquoB-9A-Frsquo) is used to identify each graduate This combination of numbers and letters results in 281474976710655 unique values
oAGS Manual
April 2013
23
The oAGS ID is generated by a one-way hashing algorithm2 based on the institution code a survey identifier and an internal student identifier Having such a large number of values to choose identifiers from minimises the risk of mistyping the identifier and completing an incorrect survey and reduces the risk of the system being abused Other identifiers The following are examples of other identifiers in everyday use
Student numbers range from between 8-10 digits
Internet banking 8-12 digits
Credit card numbers 16 digits
Phone numbers local 8 ndash international 13 These online identifiers are generally used in conjunction with passwords allowing for increased security Example of oAGS IDs The following are 10 example identifiers 26P7-FAA3-EA2B
222B-6F78-72DD
26FC-9557-CDF7
DFD6-7253-CC73
82Q8-B55F-7A2F
C7B9-63C3-9E45
3869-4528-DCD7
88BB-3F36-A59E
3F9E-D66D-D4A8
B287-C4E9-466A
2 Hashing is the transformation of a string of characters into a usually shorter fixed-length value or key
that represents the original string Hashing is used to index and retrieve items in a database because it is faster to find the item using the shorter hashed key than to find it using the original value It is also used in many encryption algorithms
oAGS Manual
April 2013
24
ATTACHMENT B oAGS OVERVIEW
NB Note that the word lsquostudentrsquo refers to graduates in this diagram
oAGS Manual
April 2013
25
ATTACHMENT C SAMPLE oAGS ID DOWNLOAD
Institution 0000
Survey 1
Period 0
Graduate Type G
Graduate ID
8FD2-BC83-H79F
9C7A-F5D4-33D6
HEF5-845F-6AB6
3C22-E3ED-GG9F
B6G4-6649-HF4B
55DG-9C72-HCGG
EA5E-E39D-DBBC
4E6E-C85F-6295
2838-7D5G-A6D6
35DA-6B58-E637
5H62-B63B-D73D
HH54-9933-B529
66CD-4795-64A3
G6E9-B99C-8G85
A4DG-33HB-65A9
589E-CA69-7E74
62G2-4B2E-B369
H498-92B6-899G
HAHG-8H9G-DFHC
DBCC-2HG3-66AG
2G64-F6CB-4FB2
9B95-3FA8-GG58
BDHB-29A4-8A36
4F8G-7FFD-8CGC
CAEB-C389-BC47
G7DG-8B9F-HB9G
D785-395A-GFA6
39FB-CFF2-47E3
4G3A-H822-H989
432G-6C23-AGB4
H52G-GC52-DBHE
9D7E-86BH-9HAH
B54A-5BAB-5846
FCBG-5HD5-H7EG
7643-F66E-9CB8
7BHE-BGBF-2633
GGDC-8GB9-2GD4
7B9B-B6C3-CD8G
6FF8-7HC4-A5BD
686F-647F-7E2D
G36H-H3FD-8A8G
DD45-A4H9-8EF8
H98B-22BF-C3H7
4F6E-G5CF-87FE
A8DE-8B8B-35B9
948B-DF4B-E3D9
oAGS Manual
April 2013
26
ATTACHMENT D SAMPLE DATA EXPORT FILE3
3 This sample is from a past survey and recent data files will not match the column layout exactly
inst maj1 maj2 level double hecsfee yearcomm attend mode credit fywork fytype fyfin fytoff fystlwth
cfgb dvbdz 8 2 1 2003 2 2 2 2
PhD politics 8 2 1 1999 1 1 1 1 2 2 2 1
Graduate Diploma in Advanced EconomicsEconomics 4 2 2 1999 2 1 1 1 1 1 1 1
Bachelor of Medicine Bachelor of SurgeryMedicine 1 2 1 1997 1 1 1 2
Bachelor of SciencePhysiology Pharmacology 1 2 1 2000 1 1 1 1 2 2 2 1
Graduate Certificate in Nursing Science in Retrieval NursingRetrieval Nursing 3 2 2 2002 2 1 1 1 2 1 2 1
Bachelor of EngineeringComputer Systems 2 1 1 1998 1 1 1 1 2 2 1 1
Bachelor of CommerceAccounting management 1 2 1 2000 1 1 1 2
Bachelor of Arts PsychologyAnthropology 1 2 1 2000 1 1 1 1 2 2 2 2
Bachelor of International studiesPolitics History 1 2 1 2000 1 1 1 1 2 2 2 2
Bachelor of Computer ScienceComputer Science 1 2 1 1999 1 1 1 2
Bachelor of Arts (Hons)Politics 2 1 1 1999 1 1 1 1 2 2 2 1
Bachelor of Science (Honours)Biochemistry 2 2 2 2002 1 1 1 2
Bachelor of Arts Spanish 1 2 1 2000 1 1 1 1 2 2 1 1
Bachelor of CommerceAccounting 1 1 4 1998 1 1 1 1 2 2 2 2
Graduate Diploma in Clinical DentistryOrthodontics 4 2 4 2002 1 1 1 1 2 2 2 2
Bachelor of Commerce (Accounting)Accounting 1 1 1 2000 1 1 1 2
BACHELOR OF FINANCEFINANCE-ECONOMICS 1 1 1 2001 1 1 1 1 1 2 1 1
Doctor of MedicienVascular Surgery 8 2 4 1999 1 1 1 1 2 2 2 1
PhD geosciencegeomechanics 8 2 4 1997 1 1 1 1 1 2 1 2
doctor of philosophywine microbiology 8 2 4 1998 1 1 1 1 2 2 2 2
Bachelor of Science (Honours)Geophysics 2 2 1 2002 1 1 1 1 2 2 2 1
MBA 7 2 2000 2 2 1 2
PhD cancer geneticsmolecular biology 8 2 4 1998 1 1 1 2
Bachelor of Social Science HonoursAnthropology 2 2 1 1998 1 1 3 1 2 2 2 2
Bachelor of Social Science (Honours)Psychology 2 2 1 1997 1 1 3 1 2 2 1 1
Bachelor of ScienceApplied MathsOrganic Chemistry 1 1 1 1997 1 1 1 2
Bachelor of EngineeringChemical Engineering 2 1 1 1998 1 1 1 2
Bachelor of Economics (Honours)Economics 2 2 1 2002 1 1 1 1 2 2 2 2
Bachelor of Environmental ScienceSoil SciencePlant Ecology 2 2 1 1998 2 1 1 1 2 2 2 2
Bachelor of CommerceAccounting 1 2 1 1997 2 1 1 1 2 2 2 2
Bachelor of Engineering Electrical and Electronic 2 2 1 1999 1 1 1 1 2 2 1 1
bach eng bach sceng-mechanicalsc-org chem app math2 1 1 1998 1 1 1 1 2 2 2 2
Honours degree of Maths and Comp ScienceApplied Maths 2 2 2 2002 1 1 1 1 2 2 2 1
Bachelor of ScienceBiochemistry 1 1 1 2000 1 1 1 2
Bachelor of Science - HonoursPhysiology 2 2 1 2001 2 1 1 1 1 2 2 1
Bachelor of Social SciencePsychologyEnvironmental Studies1 2 2 2002 1 1 1 1 2 2 2 2
Bachelor of Science (Honours)Genetics 2 2 1 2002 1 1 1 1 2 2 1 2
Bachelor of EngineeringCivil and Environmental Engineering2 2 2 2002 1 1 3 2
Masters Psychologu (Clinical)Psychology 7 2 1 1999 1 1 1 1 2 2 2 2
Bachelor of Medicine Bachelor of SurgeryMedicine Surgery 2 2 1 1996 1 1 1 2
Graduate Diploma in Clinical DentistryDentistry 4 2 1 2001 2 1 1 1 2 1 2 1
Bachelor of EngineeringMechatronics 2 2 4 1999 1 1 1 2
Bachelor of EngineeringCivil Engineering 2 2 2 1999 1 1 1 1 2 2 1 2
Bachelor of SciencePhysiology Organic Chemistry 1 2 1 2000 1 1 1 1 2 2 1 1
Bachelor of EconomicsEconomics 1 1 1 2000 1 1 1 1 2 2 2 2
Bachelor of ScienceBiochemistryApplied Maths 1 1 1 1998 1 1 1 2
Bachelor of engineeringChemical Engineering 2 1 1 1998 1 1 1 2
PhD HorticultureMolecular Biology 8 2 2 1999 1 1 1 2
Bachelor of Laws and Bachelor of ArtsLaw Politics 1 1 1 1997 1 1 1 1 2 2 2 2
Bachelor of EngineeringChemical Engineering 2 2 1 1999 1 1 1 1 2 1 1 2
Bachelor of ScienceGeophysics 2 2 2 2002 1 1 3 2
Master of Engineering ScienceMechanical Engineering 6 2 4 1999 1 1 1 2
Bachelor of Mathematical and Computer SciencesComputer ScienceMathematics - Pure and Applied1 2 2 2000 1 1 1 1 2 2 1 1
Doctor of Philosophyelectronic engineeringVLSI design 8 2 1 1996 1 1 1 1 1 2 2 1
PhD Science Physiology 8 2 4 1998 1 2 1 1 1 2 2 1
BACHELOR OF ARTS (HONS)ENGLISH 2 2 1 2002 1 1 1 1 2 2 2 2
Bachelor of Health SciencePathology Infection amp Immunity 1 2 2 2000 1 1 1 1 2 2 2 2
Bachelor of Science(Molecular Biology) Diploma in LanguagesMolecular BiologyJapanese 1 1 1 1999 1 1 4 2
Bachelor of Environmental Science(Hons)geology 2 2 1 1999 1 1 1 1 2 2 2 2
Bachelor of ArchitectureArchitecture 1 1 1 2001 1 1 1 1 2 2 2 2
Bachelor of FinanceFinance 1 1 1 1999 1 1 1 1 2 2 2 1
Bachelor of Computer ScienceComputer Science 1 2 1 1999 1 1 1 2
Bachelor of ScienceEnvironment BiologyAnatomical Science 1 2 1 2000 1 1 1 1 2 2 2 1
Bachelor of EngineeringCivil and Environmental 1 1 1 1997 1 1 1 1 2 2 2 2
Bachelor of EngineeringComputer Systems Engineering 2 1 1 1998 1 1 1 1 2 2 2 2
BE Engineering Mechatronics Engineering 2 2 4 2002 1 1 1 2
Doctor of PhilosophyGenetics 8 2 4 1998 1 1 1 2
Master of CommerceHuman Resource Management 4 2 4 1999 2 1 1 2
Bachelor of Sciencemicrobiology and immunologygenetics 1 2 1 2000 1 1 1 2
Bachelor of Science(Mathematical and Computer Sciences)Computer Science 1 2 2 2000 1 1 1 2
Bachelor of Commerce (Accounting)Accounting 1 2 2 1999 2 1 1 1 1 2 2 1
DIPLOMA IN WINE MARKETINGMARKETINGOENOLOGY 9 1 1 1996 2 2 4 1 1 2 2 1
oAGS Manual
April 2013
7
OVERVIEW In 2003 Graduate Careers Australia launched the oAGS
1 ndash an online version of the standard GDS+CEQ
and GDS+PREQ forms available to Australian higher education institutions The oAGS is intended to supplement the hardcopy version of the form and is not designed to replace the existing process The oAGS was developed in order to
offer institutions another avenue for collecting AGS data from both local and overseas graduates
provide graduates with an easy online method of completing the AGS thereby helping to improve response rates and
increase the efficiency and cost-effectiveness of the survey The oAGS recognises that todayrsquos graduates are competent computer users and often highly transient - hence the need to offer alternate methods of collecting data from them The benefits of the oAGS package include
the protection of graduate confidentiality
secure and authenticated access
ease of use for administrators and
the availability of support from GCA in the use of the oAGS As with all computer-based systems oAGS users should regularly download and back-up their data files There are three components to the oAGS package
1 Online survey form The online AGS form is available for both the October and April survey rounds As in the case of the hard-copy survey each institution needs to nominate the relevant CEQ scales it wishes to use For institutions that are also using hard-copy survey forms the selection of scales will be the same At the time of each particular survey round Survey Managers will need to determine the number of oAGS log-in IDs required for both CEQ and PREQ recipients based on their survey population Institutions will then receive a series of unique oAGS IDs for distribution to their graduate population Additional IDs can be provided by GCA if required The survey form will then provide graduates with the GDS questions along with the relevant CEQ scales for that institution or the PREQ depending on the graduatersquos oAGS ID The ID is designed to differentiate between those requiring the GDS+CEQ and GDS+PREQ forms More detail is provided in Part C of this manual Institutions should note that the oAGS in its current format is a generic survey tool (except for the selection of CEQ scales and PeopleSoft text changes) and does NOT contain the facility for institution-specific questions It should also be used as supplied ndash adjustments such as initial log-in pages have been known to cause problems
1 Originally launched as the oGDS this name changed to oAGS with the introduction of the umbrella acronym
AGS (Australian Graduate Survey) to refer to the GDS CEQ and PREQ collectively in 2006
oAGS Manual
April 2013
8
2 Survey Manager administration area Nominated survey personnel will have access to the Survey Manager administration area which has the capacity to
show the number of responses for the selected survey
download the oAGS IDs of graduates who have completed the selected survey and
export the responses of graduates who have completed the selected survey
3 GCA administration area
This is a GCA ACCESS ONLY area and is designed to monitor and manage the online survey cycle
oAGS Manual
April 2013
9
TECHNICAL REQUIREMENTS The oAGS is a web based application designed to cater for most operating systems and internet browsers however optimal functionality requires
Windows 98NT2000XPVistaGoogle Chrome with Internet Explorer version 55 or above
The oAGS has also been tested with Apple products and the Firefox browser Minimum requirements to be able to use the oAGS are
an internet browser an internet connection
Survey Managers wishing to download IDs and results will need the above minimum requirements as well as a spreadsheet application that can view csv files (comma-delimited files) such as Excel Administrative users should have reasonable internet knowledge and a good working knowledge of Excel
oAGS Manual
April 2013
10
STEP-BY-STEP GUIDE
A SETTING UP ACCESS 11
STEP 1 Institutions supply GCA with details of relevant administrative users of the oAGS so that access can be arranged 11
B ONLINE SURVEY FORM GENERATED 12
STEP 2 Relevant information is collected from Survey Managers 12
STEP 3 Online survey form generated and verified by GCA 12
C SETTING UP AND NOTIFYING GRADUATES 13
STEP 4 GCA provides Institutions with a list of unique graduate identifiers 13
STEP 5 Survey Managers allocate IDrsquos to the graduate population 14
STEP 6 Institutions notify graduates of the availability of an online option 14
D COMPLETING THE FORM 17
STEP 7 Graduates log onto the survey site 17
STEP 8 Graduates complete the survey form 18
E SURVEY MANAGER ADMINISTRATION 19
STEP 9 Survey Managers log-in at any time and see how many responses have been received online 20
STEP 10 Survey Managers obtain the identification numbers of the online respondents as the survey period progresses and conduct follow-ups 20
STEP 11 Survey Managers export data when required 20
oAGS Manual
April 2013
11
A SETTING UP ACCESS
STEP 1 Institutions supply GCA with details of relevant administrative users of the oAGS so that access can be arranged
Institutions can have more than one Survey Manager registered for the oAGS For each relevant user institutions need to supply
i Username(s)
ii Password Usernames and passwords can only be changed by GCA Note Passwords are case sensitive however usernames are not case sensitive
iii Email address
iv Institution logo (exactly 126 x 52 pixels in size at 72dpi)
For each institution GCA also requires an email address which can be added as a link on that institutionrsquos oAGS so that graduate queries can be directed back to the institutionrsquos survey contact This is preferably a generic address that can be directed to the relevant personnel eg SurveyInstitutionXeduau Usernames and passwords are case sensitive and you should therefore choose ones that are easy to remember Both usernames and passwords can only be changed through the GCA administration module and you will need to contact GCA if these details are lost
oAGS Manual
April 2013
12
B ONLINE SURVEY FORM GENERATED This step is undertaken at GCA The oAGS survey form is a generic tool and there is no facility for questions unique to any particular institution to be added to the form However each institutionrsquos version of the oAGS may be customised with respect to the selection of CEQ scales and the substitution of the word lsquocoursersquo with lsquoprogramrsquo where relevant
STEP 2 Relevant information is collected from Survey Managers
As part of the routine process of producing hard-copy survey forms Survey Managers will be contacted (as per standard practice) and asked to provide details of their survey form requirements relating to the selection of relevant CEQ scales In order to utilise the oAGS institutions will also need to provide GCA with the numbers of coursework graduates (for the GDS+CEQ) and research postgraduates (for the GDS+PREQ) so that sufficient unique oAGS IDs can be allocated for distribution
STEP 3 Online survey form generated and verified by GCA
For each survey round the introductory blurb is standard for all institutions as is the colour and font presentation An email link unique to each institution will be added so that graduate queries are directed to the relevant personnel at that institution Also the online form will feature the individual institutionrsquos logo on each survey page along with the GCA logo
oAGS Manual
April 2013
13
C SETTING UP AND NOTIFYING GRADUATES
STEP 4 GCA provides institutions with a list of unique oAGS IDs
Once all required information has been supplied to GCA and survey forms have been approved you will be allocated a set of unique oAGS ID numbers to provide to graduates These are generated by GCA and provided to you in a text format (csv) file The IDs consists of a 12 digit alphanumeric code such as E7D5 285F 89EF In order to avoid possible confusion these IDs do not include the numbers one (1) or zero (0) nor the letters O or capital i (I) (See Attachment A Generation of oAGS Identifiers) Note It is imperative that the oAGS ID remains matched to the graduate throughout the survey process The ID number will
restrict access to the survey to only the intended graduate population
safeguard against multiple responses from any one graduate
enable institutions to protect graduate identities
direct graduates to either the CEQ or PREQ form When using a graduate oAGS ID to complete the online survey the survey will appear with the generic GDS questions together with the selected CEQ scales When using a postgraduate (research degree graduates only) oAGS ID to complete the online survey the survey should appear with the generic GDS questions together with the PREQ questions In respect of research graduates (who are directed to the GDS+PREQ oAGS via their oAGS ID) please note that questions relating to supervision mode change of supervision and location of study appear at the end of the PREQ NOT within the GDS section of the online survey Once the initial set of oAGS IDs is generated for any institution you will need to contact GCA if you require additional IDs Any additional IDs will be appended to the original ID file and the entire file will be re-sent to the institution It is the institutionrsquos responsibility to note how many of this updated list of oAGS IDs have been used already Each oAGS ID can only be used once Once the graduate has completed the survey and hit the SUBMIT button the ID becomes defunct and the information cannot be overwritten If the form is not complete and the graduate wishes to cease filling out the questionnaire that graduate can retain their responses by clicking the lsquoEXITrsquo button and if they wish use the same ID to re-enter the survey and complete it at a later date Please note that at this stage these partial responses are not available in your data file If the browser window in which the oAGS is displayed is closed without the exit button being clicked in the event of a computer crash or that the graduate simply clicks on the close window symbol for example no information will be stored If a respondent makes an error on a previous page or has a change of mind regarding a response on an earlier page prior to completing the oAGS there is a PREVIOUS button which acts as a lsquoBACKrsquo button to return the graduate to the previous desired page (the oAGS opens a browser window that does not have the normal browser controls such as lsquoBACKrsquo and lsquoREFRESHrsquo)
oAGS Manual
April 2013
14
STEP 5 Survey Managers allocate oAGS IDs to the graduate population
The graduate oAGS ID will direct the graduate to the appropriate form (OctApril GDS+CEQ or GDS+PREQ) Therefore a different set of IDs will be provided for each of these population groups It is imperative that you correctly allocate the relevant oAGS ID against the correct graduate (ie OctoberApril GDS+CEQ or OctoberApril GDS+PREQ subject) and that these records are maintained for the duration of the survey cycle (see Appendix B oAGS Overview) Note Graduates who have completed a bachelor degree graduate postgraduate diploma graduate certificate or masters degree by coursework will receive the GDS+CEQ Graduates who have completed a masters degree by research or PhD by research receive the GDS+PREQ
STEP 6 Institutions deploy the oAGS
This can be done in several ways and your local knowledge of graduates at your institution as well as the resources and expertise you have available will dictate the most suitable method However you may wish to try either or both of the following
SEND oAGS DETAILS WITH THE HARD-COPY FORM Include the URL and the graduatersquos unique oAGS ID on the covering letter which goes out with the AGS hardcopy form
CREATE A UNIQUE oAGS LINK Institutions are able to provide a CLICKABLE web link to graduates containing their individual login oAGS IDs This will allow graduates to click on their link and be automatically logged directly into the survey under the ID included in the link rather than having to type in the ID at the oAGS login page
The link is as follows (where the represent the oAGS ID code WITH HYPHENS REMOVED) httpoagsgraduatecareerscomausurveyphpstudent_id= Note that in order for the link to function the hyphens included in oAGS IDs MUST be removed For example a link using the ID CF2F-65BG-83AD would be as follows httpoagsgraduatecareerscomausurveyphpstudent_id=CF2F65BG83AD The URL can be set as a hyperlink again facilitating ease of access However it is recommended that the full URL is displayed in the link so that in cases where a graduatersquos browser does not allow the opening of hyperlinks the respondent can still type or paste the URL into their browser Alternatively include instructions in the case of link failure below the link including the login page URL httpoagsgraduatecareerscomau and the respondents unique ID
oAGS Manual
April 2013
15
The accompanying text should point out that if the graduate exits the oAGS using the lsquoEXITrsquo button they are able to return and complete the form from the point they exited by using the same link IMPORTANT This option requires a system of distributing the unique links directly to the targeted individuals The oAGS does not include a function to do so This can be done by sending a unique email to each respondent either via a dedicated mass emailing tool (such as mass sender software or an online newsletter manager like PHP List) or by conducting a mail merge (this can be done in Microsoft Office for example) It can also be done by using an intermediary webpage that students have to access using a unique identifier such as their student ID which then displays their unique link and covering text Note that if a URL runs over two lines some email systems will only recognise the first line as a hyperlink and the link will open an error page While this should only occur in a limited number of cases it is important to include text instructing the respondent to lsquocopy and pastersquo or type the full URL into their internet browser address bar if the link doesnrsquot work Institutions wishing to distribute unique oAGS links to their target population should consult with technical personnel as to the options available to them For those with limited IT support it is possible to send unique links via the mail merge function in Microsoft Office Note however that MS Office mail merge will send an email from the default MS Outlook account of the workstation from which it is carried-out That is if your default Outlook email account has the email address JohnSmithUniversitycomau then all recipients of the mail merge will receive an email from this email address It is crucial that Survey Managers test their system of distributing the links prior to launching their oAGS survey Any errors in the link will make this dysfunctional and may result in significant non-response even if the links are subsequently fixed and re-issued OTHER ISSUES TO CONSIDER Institutions sending a large number of oAGS emails may wish to stagger the sending of emails so as to avoid some of the potential pit-falls of bulk emailing Some email providers (for example Googles GMail) have anti-spam measures which restrict the number of emails originating from one email address over a period of time This is sometimes called a sending quota If the number of emails received by that provider originating from the same email address exceeds this limit the emails may be rejected or classified as junk mail or spam It is also advisable that Survey Managers check with technical personnel regarding the upper limit for simultaneous emails for example in the case that the number of emails exceeds server capacity Some bulk emailing software includes the ability to specify the number of emails to be sent at a time and at what time interval so that anti-spam measures can be counter-acted If using email as the mode of distribution try sending the email to graduates a few weeks prior to the distribution of the hard-copy form Point out that they will help the environment by completing the form online (saving trees) and that they will not be ldquohassledrdquo with follow-up requests by completing the survey immediately
oAGS Manual
April 2013
16
GCA strongly recommends that Survey Managers use the oAGS as the method of first contact with graduates as a relatively large proportion of responses can be gathered quickly in this manner reducing the cost of supplying mailing and processing printed forms oAGS users should regularly download and back-up their data files
oAGS Manual
April 2013
17
D COMPLETING THE FORM
STEP 7 Graduates log onto the survey site
If graduates are not accessing the oAGS via a unique link (see Step 6) then they will need to log on to
httpoagsgraduatecareerscomau When they access this site they will first see the following screen (The live site will feature your Institution logo in the space on the left hand side of the screen)
Graduates then need to click on the button labelled lsquoProceed to Surveyrsquo and type in their oAGS ID to access the survey Their allocated IDs will direct the graduate to the correct form ie GDSCEQ or GDSPREQ
oAGS Manual
April 2013
18
In order to avoid problems logging into the site the oAGS ID is not case sensitive and therefore the alphanumeric characters do not need to be in uppercase in order to enter the site
STEP 8 Graduates complete the survey form
The survey form is easy to use and employs question logic so that responses lead to relevant questions and those questions which are not applicable to the graduate are omitted from view If the graduate doesnrsquot answer a question they will still be able to proceed However they will receive one of the following messages
You did not respond to this question Or You have left some responses blank or some of your responses are invalid You may address these issues or progress to the next page of questions by clicking ldquoskiprdquo button below
If an incorrect format is entered for the salary figure then respondents will be prompted to enter this again Once the graduate has completed the survey form it is necessary for them to click the SUBMIT button The graduate will then receive the following message and direct link
Survey Completed Thanks for your time and cooperation in completing this survey Would you like to see the results of last yearrsquos survey If so visit Grads Jobs and Dollars (link)
If a graduate has any problems or queries with the survey form they are able to email the institution directly via the on-screen link (to the email address provided by institution) If you are unable to answer the graduatersquos query internally please contact GCA for assistance
oAGS Manual
April 2013
19
E SURVEY MANAGER ADMINISTRATION
The oAGS offers access to various administrative tools for Survey Managers They are able to
Show the number of responses for a survey
Download the oAGS IDs for those who have responded online so that they can be excluded from follow-up mail-outs
Export responses to completed surveys Completed survey data is stored on an external and secure website and backed-up on a regular basis To access the Survey Managerrsquos administration area authorised users will need to log in to
httpsadminoagsgraduatecareerscomau Once Survey Managers have logged in they will be presented with a screen for their institution which allows them to choose the desired activity
oAGS Manual
April 2013
20
STEP 9 Survey Managers log-in at any time and see how many responses have been received online
This is done by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoShow Number of Responsesrdquo task
STEP 10 Survey Managers obtain the oAGS IDs of the online respondents as the survey period progresses
Survey Managers can download a list of used oAGS IDs for those graduates who have completed the survey form online (see Attachment C Sample oAGS ID Download) This is done by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoDownload graduate IDs for completed surveysrdquo task
Survey Managers should then mark off online respondents against their master record so that they are excluded from the follow-upreminder process Follow up of non-respondents will need to occur at this stage Note It is imperative that internal records are maintained which match graduatesrsquo allocated oAGS IDs to a record or institutional ID number that can be used to verify which individuals have responded
STEP 11 Survey Managers export data when required
Data is exported in a Microsoft Excel compatible comma separated values (csv) file (see Attachment D) The sequence of the columns in this file is formatted to correspond as closely as possible to the specifications in the AGS data specifications (released annually with the main AGS Manual) oAGS users are advised to regularly download and back-up their data files Data is exported by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoExport responsesrdquo task
Data in Excel format can be imported into other statistical packages such as SPSS
oAGS Manual
April 2013
21
As each download of results is completed Survey Managers are advised to label and name the downloaded file carefully to avoid confusion As the survey period progresses additional entries are added to the oAGS data file and version control when downloading interim data files is therefore of paramount importance oAGS IDs and dates are recorded in the export data file to assist in this process Note The program automatically records the date on which the respondent completed the survey form and this value is always exported as the second last entry in the data file This allows Survey Managers to monitor the return of survey forms and maintain version control of saved files The data export includes the oAGS ID in the last column of the data file
oAGS Manual
April 2013
22
ATTACHMENT A GENERATION OF oAGS IDENTIFIERS The oAGS system is not able to store ldquorealrdquo student numbers due to privacy issues As such a method of uniquely identifying graduates is required To allow graduates to log in to the oAGS system log-in identifiers (oAGS IDs) will be generated by GCA (via the oAGS system) on behalf of an institution These will then be provided to the graduates by the institution either as part of a direct link into the survey or along with the login URL It will be each institutionrsquos responsibility to keep the oAGS IDs individually matched with the graduates in their survey cohort Upon visiting the oAGS a graduate will enter their oAGS ID and be able to proceed with filling out the survey for their institution The Numbers The following parameters regarding the number of graduates accessing the system were supplied to the oAGS development team
Maximum 160000 graduates per survey
There may be up to 3 years of surveys running at a given time
This results in a requirement for a maximum of 480000 unique oAGS IDs at any given time It is noted that this is an extreme maximum and it would be highly unlikely that this amount of unique identifiers would be required Issues Unique identifiers could be generated a number of ways such as combining existing information such as the institution code survey code and a random number These methods are unsuitable for a number of reasons
If identifiers are too similar there is the possibility that a graduate may miss-type their identifier and end up completing another graduatersquos survey
If identifiers are based on a simple algorithm (eg by combining existing information) or are too short it is possible for the system to be abused by randomly entering codes
If identifiers are too long graduates may have trouble entering them correctly
Solution A random 12 character alphanumeric code (using characters such as lsquoB-9A-Frsquo) is used to identify each graduate This combination of numbers and letters results in 281474976710655 unique values
oAGS Manual
April 2013
23
The oAGS ID is generated by a one-way hashing algorithm2 based on the institution code a survey identifier and an internal student identifier Having such a large number of values to choose identifiers from minimises the risk of mistyping the identifier and completing an incorrect survey and reduces the risk of the system being abused Other identifiers The following are examples of other identifiers in everyday use
Student numbers range from between 8-10 digits
Internet banking 8-12 digits
Credit card numbers 16 digits
Phone numbers local 8 ndash international 13 These online identifiers are generally used in conjunction with passwords allowing for increased security Example of oAGS IDs The following are 10 example identifiers 26P7-FAA3-EA2B
222B-6F78-72DD
26FC-9557-CDF7
DFD6-7253-CC73
82Q8-B55F-7A2F
C7B9-63C3-9E45
3869-4528-DCD7
88BB-3F36-A59E
3F9E-D66D-D4A8
B287-C4E9-466A
2 Hashing is the transformation of a string of characters into a usually shorter fixed-length value or key
that represents the original string Hashing is used to index and retrieve items in a database because it is faster to find the item using the shorter hashed key than to find it using the original value It is also used in many encryption algorithms
oAGS Manual
April 2013
24
ATTACHMENT B oAGS OVERVIEW
NB Note that the word lsquostudentrsquo refers to graduates in this diagram
oAGS Manual
April 2013
25
ATTACHMENT C SAMPLE oAGS ID DOWNLOAD
Institution 0000
Survey 1
Period 0
Graduate Type G
Graduate ID
8FD2-BC83-H79F
9C7A-F5D4-33D6
HEF5-845F-6AB6
3C22-E3ED-GG9F
B6G4-6649-HF4B
55DG-9C72-HCGG
EA5E-E39D-DBBC
4E6E-C85F-6295
2838-7D5G-A6D6
35DA-6B58-E637
5H62-B63B-D73D
HH54-9933-B529
66CD-4795-64A3
G6E9-B99C-8G85
A4DG-33HB-65A9
589E-CA69-7E74
62G2-4B2E-B369
H498-92B6-899G
HAHG-8H9G-DFHC
DBCC-2HG3-66AG
2G64-F6CB-4FB2
9B95-3FA8-GG58
BDHB-29A4-8A36
4F8G-7FFD-8CGC
CAEB-C389-BC47
G7DG-8B9F-HB9G
D785-395A-GFA6
39FB-CFF2-47E3
4G3A-H822-H989
432G-6C23-AGB4
H52G-GC52-DBHE
9D7E-86BH-9HAH
B54A-5BAB-5846
FCBG-5HD5-H7EG
7643-F66E-9CB8
7BHE-BGBF-2633
GGDC-8GB9-2GD4
7B9B-B6C3-CD8G
6FF8-7HC4-A5BD
686F-647F-7E2D
G36H-H3FD-8A8G
DD45-A4H9-8EF8
H98B-22BF-C3H7
4F6E-G5CF-87FE
A8DE-8B8B-35B9
948B-DF4B-E3D9
oAGS Manual
April 2013
26
ATTACHMENT D SAMPLE DATA EXPORT FILE3
3 This sample is from a past survey and recent data files will not match the column layout exactly
inst maj1 maj2 level double hecsfee yearcomm attend mode credit fywork fytype fyfin fytoff fystlwth
cfgb dvbdz 8 2 1 2003 2 2 2 2
PhD politics 8 2 1 1999 1 1 1 1 2 2 2 1
Graduate Diploma in Advanced EconomicsEconomics 4 2 2 1999 2 1 1 1 1 1 1 1
Bachelor of Medicine Bachelor of SurgeryMedicine 1 2 1 1997 1 1 1 2
Bachelor of SciencePhysiology Pharmacology 1 2 1 2000 1 1 1 1 2 2 2 1
Graduate Certificate in Nursing Science in Retrieval NursingRetrieval Nursing 3 2 2 2002 2 1 1 1 2 1 2 1
Bachelor of EngineeringComputer Systems 2 1 1 1998 1 1 1 1 2 2 1 1
Bachelor of CommerceAccounting management 1 2 1 2000 1 1 1 2
Bachelor of Arts PsychologyAnthropology 1 2 1 2000 1 1 1 1 2 2 2 2
Bachelor of International studiesPolitics History 1 2 1 2000 1 1 1 1 2 2 2 2
Bachelor of Computer ScienceComputer Science 1 2 1 1999 1 1 1 2
Bachelor of Arts (Hons)Politics 2 1 1 1999 1 1 1 1 2 2 2 1
Bachelor of Science (Honours)Biochemistry 2 2 2 2002 1 1 1 2
Bachelor of Arts Spanish 1 2 1 2000 1 1 1 1 2 2 1 1
Bachelor of CommerceAccounting 1 1 4 1998 1 1 1 1 2 2 2 2
Graduate Diploma in Clinical DentistryOrthodontics 4 2 4 2002 1 1 1 1 2 2 2 2
Bachelor of Commerce (Accounting)Accounting 1 1 1 2000 1 1 1 2
BACHELOR OF FINANCEFINANCE-ECONOMICS 1 1 1 2001 1 1 1 1 1 2 1 1
Doctor of MedicienVascular Surgery 8 2 4 1999 1 1 1 1 2 2 2 1
PhD geosciencegeomechanics 8 2 4 1997 1 1 1 1 1 2 1 2
doctor of philosophywine microbiology 8 2 4 1998 1 1 1 1 2 2 2 2
Bachelor of Science (Honours)Geophysics 2 2 1 2002 1 1 1 1 2 2 2 1
MBA 7 2 2000 2 2 1 2
PhD cancer geneticsmolecular biology 8 2 4 1998 1 1 1 2
Bachelor of Social Science HonoursAnthropology 2 2 1 1998 1 1 3 1 2 2 2 2
Bachelor of Social Science (Honours)Psychology 2 2 1 1997 1 1 3 1 2 2 1 1
Bachelor of ScienceApplied MathsOrganic Chemistry 1 1 1 1997 1 1 1 2
Bachelor of EngineeringChemical Engineering 2 1 1 1998 1 1 1 2
Bachelor of Economics (Honours)Economics 2 2 1 2002 1 1 1 1 2 2 2 2
Bachelor of Environmental ScienceSoil SciencePlant Ecology 2 2 1 1998 2 1 1 1 2 2 2 2
Bachelor of CommerceAccounting 1 2 1 1997 2 1 1 1 2 2 2 2
Bachelor of Engineering Electrical and Electronic 2 2 1 1999 1 1 1 1 2 2 1 1
bach eng bach sceng-mechanicalsc-org chem app math2 1 1 1998 1 1 1 1 2 2 2 2
Honours degree of Maths and Comp ScienceApplied Maths 2 2 2 2002 1 1 1 1 2 2 2 1
Bachelor of ScienceBiochemistry 1 1 1 2000 1 1 1 2
Bachelor of Science - HonoursPhysiology 2 2 1 2001 2 1 1 1 1 2 2 1
Bachelor of Social SciencePsychologyEnvironmental Studies1 2 2 2002 1 1 1 1 2 2 2 2
Bachelor of Science (Honours)Genetics 2 2 1 2002 1 1 1 1 2 2 1 2
Bachelor of EngineeringCivil and Environmental Engineering2 2 2 2002 1 1 3 2
Masters Psychologu (Clinical)Psychology 7 2 1 1999 1 1 1 1 2 2 2 2
Bachelor of Medicine Bachelor of SurgeryMedicine Surgery 2 2 1 1996 1 1 1 2
Graduate Diploma in Clinical DentistryDentistry 4 2 1 2001 2 1 1 1 2 1 2 1
Bachelor of EngineeringMechatronics 2 2 4 1999 1 1 1 2
Bachelor of EngineeringCivil Engineering 2 2 2 1999 1 1 1 1 2 2 1 2
Bachelor of SciencePhysiology Organic Chemistry 1 2 1 2000 1 1 1 1 2 2 1 1
Bachelor of EconomicsEconomics 1 1 1 2000 1 1 1 1 2 2 2 2
Bachelor of ScienceBiochemistryApplied Maths 1 1 1 1998 1 1 1 2
Bachelor of engineeringChemical Engineering 2 1 1 1998 1 1 1 2
PhD HorticultureMolecular Biology 8 2 2 1999 1 1 1 2
Bachelor of Laws and Bachelor of ArtsLaw Politics 1 1 1 1997 1 1 1 1 2 2 2 2
Bachelor of EngineeringChemical Engineering 2 2 1 1999 1 1 1 1 2 1 1 2
Bachelor of ScienceGeophysics 2 2 2 2002 1 1 3 2
Master of Engineering ScienceMechanical Engineering 6 2 4 1999 1 1 1 2
Bachelor of Mathematical and Computer SciencesComputer ScienceMathematics - Pure and Applied1 2 2 2000 1 1 1 1 2 2 1 1
Doctor of Philosophyelectronic engineeringVLSI design 8 2 1 1996 1 1 1 1 1 2 2 1
PhD Science Physiology 8 2 4 1998 1 2 1 1 1 2 2 1
BACHELOR OF ARTS (HONS)ENGLISH 2 2 1 2002 1 1 1 1 2 2 2 2
Bachelor of Health SciencePathology Infection amp Immunity 1 2 2 2000 1 1 1 1 2 2 2 2
Bachelor of Science(Molecular Biology) Diploma in LanguagesMolecular BiologyJapanese 1 1 1 1999 1 1 4 2
Bachelor of Environmental Science(Hons)geology 2 2 1 1999 1 1 1 1 2 2 2 2
Bachelor of ArchitectureArchitecture 1 1 1 2001 1 1 1 1 2 2 2 2
Bachelor of FinanceFinance 1 1 1 1999 1 1 1 1 2 2 2 1
Bachelor of Computer ScienceComputer Science 1 2 1 1999 1 1 1 2
Bachelor of ScienceEnvironment BiologyAnatomical Science 1 2 1 2000 1 1 1 1 2 2 2 1
Bachelor of EngineeringCivil and Environmental 1 1 1 1997 1 1 1 1 2 2 2 2
Bachelor of EngineeringComputer Systems Engineering 2 1 1 1998 1 1 1 1 2 2 2 2
BE Engineering Mechatronics Engineering 2 2 4 2002 1 1 1 2
Doctor of PhilosophyGenetics 8 2 4 1998 1 1 1 2
Master of CommerceHuman Resource Management 4 2 4 1999 2 1 1 2
Bachelor of Sciencemicrobiology and immunologygenetics 1 2 1 2000 1 1 1 2
Bachelor of Science(Mathematical and Computer Sciences)Computer Science 1 2 2 2000 1 1 1 2
Bachelor of Commerce (Accounting)Accounting 1 2 2 1999 2 1 1 1 1 2 2 1
DIPLOMA IN WINE MARKETINGMARKETINGOENOLOGY 9 1 1 1996 2 2 4 1 1 2 2 1
oAGS Manual
April 2013
8
2 Survey Manager administration area Nominated survey personnel will have access to the Survey Manager administration area which has the capacity to
show the number of responses for the selected survey
download the oAGS IDs of graduates who have completed the selected survey and
export the responses of graduates who have completed the selected survey
3 GCA administration area
This is a GCA ACCESS ONLY area and is designed to monitor and manage the online survey cycle
oAGS Manual
April 2013
9
TECHNICAL REQUIREMENTS The oAGS is a web based application designed to cater for most operating systems and internet browsers however optimal functionality requires
Windows 98NT2000XPVistaGoogle Chrome with Internet Explorer version 55 or above
The oAGS has also been tested with Apple products and the Firefox browser Minimum requirements to be able to use the oAGS are
an internet browser an internet connection
Survey Managers wishing to download IDs and results will need the above minimum requirements as well as a spreadsheet application that can view csv files (comma-delimited files) such as Excel Administrative users should have reasonable internet knowledge and a good working knowledge of Excel
oAGS Manual
April 2013
10
STEP-BY-STEP GUIDE
A SETTING UP ACCESS 11
STEP 1 Institutions supply GCA with details of relevant administrative users of the oAGS so that access can be arranged 11
B ONLINE SURVEY FORM GENERATED 12
STEP 2 Relevant information is collected from Survey Managers 12
STEP 3 Online survey form generated and verified by GCA 12
C SETTING UP AND NOTIFYING GRADUATES 13
STEP 4 GCA provides Institutions with a list of unique graduate identifiers 13
STEP 5 Survey Managers allocate IDrsquos to the graduate population 14
STEP 6 Institutions notify graduates of the availability of an online option 14
D COMPLETING THE FORM 17
STEP 7 Graduates log onto the survey site 17
STEP 8 Graduates complete the survey form 18
E SURVEY MANAGER ADMINISTRATION 19
STEP 9 Survey Managers log-in at any time and see how many responses have been received online 20
STEP 10 Survey Managers obtain the identification numbers of the online respondents as the survey period progresses and conduct follow-ups 20
STEP 11 Survey Managers export data when required 20
oAGS Manual
April 2013
11
A SETTING UP ACCESS
STEP 1 Institutions supply GCA with details of relevant administrative users of the oAGS so that access can be arranged
Institutions can have more than one Survey Manager registered for the oAGS For each relevant user institutions need to supply
i Username(s)
ii Password Usernames and passwords can only be changed by GCA Note Passwords are case sensitive however usernames are not case sensitive
iii Email address
iv Institution logo (exactly 126 x 52 pixels in size at 72dpi)
For each institution GCA also requires an email address which can be added as a link on that institutionrsquos oAGS so that graduate queries can be directed back to the institutionrsquos survey contact This is preferably a generic address that can be directed to the relevant personnel eg SurveyInstitutionXeduau Usernames and passwords are case sensitive and you should therefore choose ones that are easy to remember Both usernames and passwords can only be changed through the GCA administration module and you will need to contact GCA if these details are lost
oAGS Manual
April 2013
12
B ONLINE SURVEY FORM GENERATED This step is undertaken at GCA The oAGS survey form is a generic tool and there is no facility for questions unique to any particular institution to be added to the form However each institutionrsquos version of the oAGS may be customised with respect to the selection of CEQ scales and the substitution of the word lsquocoursersquo with lsquoprogramrsquo where relevant
STEP 2 Relevant information is collected from Survey Managers
As part of the routine process of producing hard-copy survey forms Survey Managers will be contacted (as per standard practice) and asked to provide details of their survey form requirements relating to the selection of relevant CEQ scales In order to utilise the oAGS institutions will also need to provide GCA with the numbers of coursework graduates (for the GDS+CEQ) and research postgraduates (for the GDS+PREQ) so that sufficient unique oAGS IDs can be allocated for distribution
STEP 3 Online survey form generated and verified by GCA
For each survey round the introductory blurb is standard for all institutions as is the colour and font presentation An email link unique to each institution will be added so that graduate queries are directed to the relevant personnel at that institution Also the online form will feature the individual institutionrsquos logo on each survey page along with the GCA logo
oAGS Manual
April 2013
13
C SETTING UP AND NOTIFYING GRADUATES
STEP 4 GCA provides institutions with a list of unique oAGS IDs
Once all required information has been supplied to GCA and survey forms have been approved you will be allocated a set of unique oAGS ID numbers to provide to graduates These are generated by GCA and provided to you in a text format (csv) file The IDs consists of a 12 digit alphanumeric code such as E7D5 285F 89EF In order to avoid possible confusion these IDs do not include the numbers one (1) or zero (0) nor the letters O or capital i (I) (See Attachment A Generation of oAGS Identifiers) Note It is imperative that the oAGS ID remains matched to the graduate throughout the survey process The ID number will
restrict access to the survey to only the intended graduate population
safeguard against multiple responses from any one graduate
enable institutions to protect graduate identities
direct graduates to either the CEQ or PREQ form When using a graduate oAGS ID to complete the online survey the survey will appear with the generic GDS questions together with the selected CEQ scales When using a postgraduate (research degree graduates only) oAGS ID to complete the online survey the survey should appear with the generic GDS questions together with the PREQ questions In respect of research graduates (who are directed to the GDS+PREQ oAGS via their oAGS ID) please note that questions relating to supervision mode change of supervision and location of study appear at the end of the PREQ NOT within the GDS section of the online survey Once the initial set of oAGS IDs is generated for any institution you will need to contact GCA if you require additional IDs Any additional IDs will be appended to the original ID file and the entire file will be re-sent to the institution It is the institutionrsquos responsibility to note how many of this updated list of oAGS IDs have been used already Each oAGS ID can only be used once Once the graduate has completed the survey and hit the SUBMIT button the ID becomes defunct and the information cannot be overwritten If the form is not complete and the graduate wishes to cease filling out the questionnaire that graduate can retain their responses by clicking the lsquoEXITrsquo button and if they wish use the same ID to re-enter the survey and complete it at a later date Please note that at this stage these partial responses are not available in your data file If the browser window in which the oAGS is displayed is closed without the exit button being clicked in the event of a computer crash or that the graduate simply clicks on the close window symbol for example no information will be stored If a respondent makes an error on a previous page or has a change of mind regarding a response on an earlier page prior to completing the oAGS there is a PREVIOUS button which acts as a lsquoBACKrsquo button to return the graduate to the previous desired page (the oAGS opens a browser window that does not have the normal browser controls such as lsquoBACKrsquo and lsquoREFRESHrsquo)
oAGS Manual
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14
STEP 5 Survey Managers allocate oAGS IDs to the graduate population
The graduate oAGS ID will direct the graduate to the appropriate form (OctApril GDS+CEQ or GDS+PREQ) Therefore a different set of IDs will be provided for each of these population groups It is imperative that you correctly allocate the relevant oAGS ID against the correct graduate (ie OctoberApril GDS+CEQ or OctoberApril GDS+PREQ subject) and that these records are maintained for the duration of the survey cycle (see Appendix B oAGS Overview) Note Graduates who have completed a bachelor degree graduate postgraduate diploma graduate certificate or masters degree by coursework will receive the GDS+CEQ Graduates who have completed a masters degree by research or PhD by research receive the GDS+PREQ
STEP 6 Institutions deploy the oAGS
This can be done in several ways and your local knowledge of graduates at your institution as well as the resources and expertise you have available will dictate the most suitable method However you may wish to try either or both of the following
SEND oAGS DETAILS WITH THE HARD-COPY FORM Include the URL and the graduatersquos unique oAGS ID on the covering letter which goes out with the AGS hardcopy form
CREATE A UNIQUE oAGS LINK Institutions are able to provide a CLICKABLE web link to graduates containing their individual login oAGS IDs This will allow graduates to click on their link and be automatically logged directly into the survey under the ID included in the link rather than having to type in the ID at the oAGS login page
The link is as follows (where the represent the oAGS ID code WITH HYPHENS REMOVED) httpoagsgraduatecareerscomausurveyphpstudent_id= Note that in order for the link to function the hyphens included in oAGS IDs MUST be removed For example a link using the ID CF2F-65BG-83AD would be as follows httpoagsgraduatecareerscomausurveyphpstudent_id=CF2F65BG83AD The URL can be set as a hyperlink again facilitating ease of access However it is recommended that the full URL is displayed in the link so that in cases where a graduatersquos browser does not allow the opening of hyperlinks the respondent can still type or paste the URL into their browser Alternatively include instructions in the case of link failure below the link including the login page URL httpoagsgraduatecareerscomau and the respondents unique ID
oAGS Manual
April 2013
15
The accompanying text should point out that if the graduate exits the oAGS using the lsquoEXITrsquo button they are able to return and complete the form from the point they exited by using the same link IMPORTANT This option requires a system of distributing the unique links directly to the targeted individuals The oAGS does not include a function to do so This can be done by sending a unique email to each respondent either via a dedicated mass emailing tool (such as mass sender software or an online newsletter manager like PHP List) or by conducting a mail merge (this can be done in Microsoft Office for example) It can also be done by using an intermediary webpage that students have to access using a unique identifier such as their student ID which then displays their unique link and covering text Note that if a URL runs over two lines some email systems will only recognise the first line as a hyperlink and the link will open an error page While this should only occur in a limited number of cases it is important to include text instructing the respondent to lsquocopy and pastersquo or type the full URL into their internet browser address bar if the link doesnrsquot work Institutions wishing to distribute unique oAGS links to their target population should consult with technical personnel as to the options available to them For those with limited IT support it is possible to send unique links via the mail merge function in Microsoft Office Note however that MS Office mail merge will send an email from the default MS Outlook account of the workstation from which it is carried-out That is if your default Outlook email account has the email address JohnSmithUniversitycomau then all recipients of the mail merge will receive an email from this email address It is crucial that Survey Managers test their system of distributing the links prior to launching their oAGS survey Any errors in the link will make this dysfunctional and may result in significant non-response even if the links are subsequently fixed and re-issued OTHER ISSUES TO CONSIDER Institutions sending a large number of oAGS emails may wish to stagger the sending of emails so as to avoid some of the potential pit-falls of bulk emailing Some email providers (for example Googles GMail) have anti-spam measures which restrict the number of emails originating from one email address over a period of time This is sometimes called a sending quota If the number of emails received by that provider originating from the same email address exceeds this limit the emails may be rejected or classified as junk mail or spam It is also advisable that Survey Managers check with technical personnel regarding the upper limit for simultaneous emails for example in the case that the number of emails exceeds server capacity Some bulk emailing software includes the ability to specify the number of emails to be sent at a time and at what time interval so that anti-spam measures can be counter-acted If using email as the mode of distribution try sending the email to graduates a few weeks prior to the distribution of the hard-copy form Point out that they will help the environment by completing the form online (saving trees) and that they will not be ldquohassledrdquo with follow-up requests by completing the survey immediately
oAGS Manual
April 2013
16
GCA strongly recommends that Survey Managers use the oAGS as the method of first contact with graduates as a relatively large proportion of responses can be gathered quickly in this manner reducing the cost of supplying mailing and processing printed forms oAGS users should regularly download and back-up their data files
oAGS Manual
April 2013
17
D COMPLETING THE FORM
STEP 7 Graduates log onto the survey site
If graduates are not accessing the oAGS via a unique link (see Step 6) then they will need to log on to
httpoagsgraduatecareerscomau When they access this site they will first see the following screen (The live site will feature your Institution logo in the space on the left hand side of the screen)
Graduates then need to click on the button labelled lsquoProceed to Surveyrsquo and type in their oAGS ID to access the survey Their allocated IDs will direct the graduate to the correct form ie GDSCEQ or GDSPREQ
oAGS Manual
April 2013
18
In order to avoid problems logging into the site the oAGS ID is not case sensitive and therefore the alphanumeric characters do not need to be in uppercase in order to enter the site
STEP 8 Graduates complete the survey form
The survey form is easy to use and employs question logic so that responses lead to relevant questions and those questions which are not applicable to the graduate are omitted from view If the graduate doesnrsquot answer a question they will still be able to proceed However they will receive one of the following messages
You did not respond to this question Or You have left some responses blank or some of your responses are invalid You may address these issues or progress to the next page of questions by clicking ldquoskiprdquo button below
If an incorrect format is entered for the salary figure then respondents will be prompted to enter this again Once the graduate has completed the survey form it is necessary for them to click the SUBMIT button The graduate will then receive the following message and direct link
Survey Completed Thanks for your time and cooperation in completing this survey Would you like to see the results of last yearrsquos survey If so visit Grads Jobs and Dollars (link)
If a graduate has any problems or queries with the survey form they are able to email the institution directly via the on-screen link (to the email address provided by institution) If you are unable to answer the graduatersquos query internally please contact GCA for assistance
oAGS Manual
April 2013
19
E SURVEY MANAGER ADMINISTRATION
The oAGS offers access to various administrative tools for Survey Managers They are able to
Show the number of responses for a survey
Download the oAGS IDs for those who have responded online so that they can be excluded from follow-up mail-outs
Export responses to completed surveys Completed survey data is stored on an external and secure website and backed-up on a regular basis To access the Survey Managerrsquos administration area authorised users will need to log in to
httpsadminoagsgraduatecareerscomau Once Survey Managers have logged in they will be presented with a screen for their institution which allows them to choose the desired activity
oAGS Manual
April 2013
20
STEP 9 Survey Managers log-in at any time and see how many responses have been received online
This is done by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoShow Number of Responsesrdquo task
STEP 10 Survey Managers obtain the oAGS IDs of the online respondents as the survey period progresses
Survey Managers can download a list of used oAGS IDs for those graduates who have completed the survey form online (see Attachment C Sample oAGS ID Download) This is done by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoDownload graduate IDs for completed surveysrdquo task
Survey Managers should then mark off online respondents against their master record so that they are excluded from the follow-upreminder process Follow up of non-respondents will need to occur at this stage Note It is imperative that internal records are maintained which match graduatesrsquo allocated oAGS IDs to a record or institutional ID number that can be used to verify which individuals have responded
STEP 11 Survey Managers export data when required
Data is exported in a Microsoft Excel compatible comma separated values (csv) file (see Attachment D) The sequence of the columns in this file is formatted to correspond as closely as possible to the specifications in the AGS data specifications (released annually with the main AGS Manual) oAGS users are advised to regularly download and back-up their data files Data is exported by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoExport responsesrdquo task
Data in Excel format can be imported into other statistical packages such as SPSS
oAGS Manual
April 2013
21
As each download of results is completed Survey Managers are advised to label and name the downloaded file carefully to avoid confusion As the survey period progresses additional entries are added to the oAGS data file and version control when downloading interim data files is therefore of paramount importance oAGS IDs and dates are recorded in the export data file to assist in this process Note The program automatically records the date on which the respondent completed the survey form and this value is always exported as the second last entry in the data file This allows Survey Managers to monitor the return of survey forms and maintain version control of saved files The data export includes the oAGS ID in the last column of the data file
oAGS Manual
April 2013
22
ATTACHMENT A GENERATION OF oAGS IDENTIFIERS The oAGS system is not able to store ldquorealrdquo student numbers due to privacy issues As such a method of uniquely identifying graduates is required To allow graduates to log in to the oAGS system log-in identifiers (oAGS IDs) will be generated by GCA (via the oAGS system) on behalf of an institution These will then be provided to the graduates by the institution either as part of a direct link into the survey or along with the login URL It will be each institutionrsquos responsibility to keep the oAGS IDs individually matched with the graduates in their survey cohort Upon visiting the oAGS a graduate will enter their oAGS ID and be able to proceed with filling out the survey for their institution The Numbers The following parameters regarding the number of graduates accessing the system were supplied to the oAGS development team
Maximum 160000 graduates per survey
There may be up to 3 years of surveys running at a given time
This results in a requirement for a maximum of 480000 unique oAGS IDs at any given time It is noted that this is an extreme maximum and it would be highly unlikely that this amount of unique identifiers would be required Issues Unique identifiers could be generated a number of ways such as combining existing information such as the institution code survey code and a random number These methods are unsuitable for a number of reasons
If identifiers are too similar there is the possibility that a graduate may miss-type their identifier and end up completing another graduatersquos survey
If identifiers are based on a simple algorithm (eg by combining existing information) or are too short it is possible for the system to be abused by randomly entering codes
If identifiers are too long graduates may have trouble entering them correctly
Solution A random 12 character alphanumeric code (using characters such as lsquoB-9A-Frsquo) is used to identify each graduate This combination of numbers and letters results in 281474976710655 unique values
oAGS Manual
April 2013
23
The oAGS ID is generated by a one-way hashing algorithm2 based on the institution code a survey identifier and an internal student identifier Having such a large number of values to choose identifiers from minimises the risk of mistyping the identifier and completing an incorrect survey and reduces the risk of the system being abused Other identifiers The following are examples of other identifiers in everyday use
Student numbers range from between 8-10 digits
Internet banking 8-12 digits
Credit card numbers 16 digits
Phone numbers local 8 ndash international 13 These online identifiers are generally used in conjunction with passwords allowing for increased security Example of oAGS IDs The following are 10 example identifiers 26P7-FAA3-EA2B
222B-6F78-72DD
26FC-9557-CDF7
DFD6-7253-CC73
82Q8-B55F-7A2F
C7B9-63C3-9E45
3869-4528-DCD7
88BB-3F36-A59E
3F9E-D66D-D4A8
B287-C4E9-466A
2 Hashing is the transformation of a string of characters into a usually shorter fixed-length value or key
that represents the original string Hashing is used to index and retrieve items in a database because it is faster to find the item using the shorter hashed key than to find it using the original value It is also used in many encryption algorithms
oAGS Manual
April 2013
24
ATTACHMENT B oAGS OVERVIEW
NB Note that the word lsquostudentrsquo refers to graduates in this diagram
oAGS Manual
April 2013
25
ATTACHMENT C SAMPLE oAGS ID DOWNLOAD
Institution 0000
Survey 1
Period 0
Graduate Type G
Graduate ID
8FD2-BC83-H79F
9C7A-F5D4-33D6
HEF5-845F-6AB6
3C22-E3ED-GG9F
B6G4-6649-HF4B
55DG-9C72-HCGG
EA5E-E39D-DBBC
4E6E-C85F-6295
2838-7D5G-A6D6
35DA-6B58-E637
5H62-B63B-D73D
HH54-9933-B529
66CD-4795-64A3
G6E9-B99C-8G85
A4DG-33HB-65A9
589E-CA69-7E74
62G2-4B2E-B369
H498-92B6-899G
HAHG-8H9G-DFHC
DBCC-2HG3-66AG
2G64-F6CB-4FB2
9B95-3FA8-GG58
BDHB-29A4-8A36
4F8G-7FFD-8CGC
CAEB-C389-BC47
G7DG-8B9F-HB9G
D785-395A-GFA6
39FB-CFF2-47E3
4G3A-H822-H989
432G-6C23-AGB4
H52G-GC52-DBHE
9D7E-86BH-9HAH
B54A-5BAB-5846
FCBG-5HD5-H7EG
7643-F66E-9CB8
7BHE-BGBF-2633
GGDC-8GB9-2GD4
7B9B-B6C3-CD8G
6FF8-7HC4-A5BD
686F-647F-7E2D
G36H-H3FD-8A8G
DD45-A4H9-8EF8
H98B-22BF-C3H7
4F6E-G5CF-87FE
A8DE-8B8B-35B9
948B-DF4B-E3D9
oAGS Manual
April 2013
26
ATTACHMENT D SAMPLE DATA EXPORT FILE3
3 This sample is from a past survey and recent data files will not match the column layout exactly
inst maj1 maj2 level double hecsfee yearcomm attend mode credit fywork fytype fyfin fytoff fystlwth
cfgb dvbdz 8 2 1 2003 2 2 2 2
PhD politics 8 2 1 1999 1 1 1 1 2 2 2 1
Graduate Diploma in Advanced EconomicsEconomics 4 2 2 1999 2 1 1 1 1 1 1 1
Bachelor of Medicine Bachelor of SurgeryMedicine 1 2 1 1997 1 1 1 2
Bachelor of SciencePhysiology Pharmacology 1 2 1 2000 1 1 1 1 2 2 2 1
Graduate Certificate in Nursing Science in Retrieval NursingRetrieval Nursing 3 2 2 2002 2 1 1 1 2 1 2 1
Bachelor of EngineeringComputer Systems 2 1 1 1998 1 1 1 1 2 2 1 1
Bachelor of CommerceAccounting management 1 2 1 2000 1 1 1 2
Bachelor of Arts PsychologyAnthropology 1 2 1 2000 1 1 1 1 2 2 2 2
Bachelor of International studiesPolitics History 1 2 1 2000 1 1 1 1 2 2 2 2
Bachelor of Computer ScienceComputer Science 1 2 1 1999 1 1 1 2
Bachelor of Arts (Hons)Politics 2 1 1 1999 1 1 1 1 2 2 2 1
Bachelor of Science (Honours)Biochemistry 2 2 2 2002 1 1 1 2
Bachelor of Arts Spanish 1 2 1 2000 1 1 1 1 2 2 1 1
Bachelor of CommerceAccounting 1 1 4 1998 1 1 1 1 2 2 2 2
Graduate Diploma in Clinical DentistryOrthodontics 4 2 4 2002 1 1 1 1 2 2 2 2
Bachelor of Commerce (Accounting)Accounting 1 1 1 2000 1 1 1 2
BACHELOR OF FINANCEFINANCE-ECONOMICS 1 1 1 2001 1 1 1 1 1 2 1 1
Doctor of MedicienVascular Surgery 8 2 4 1999 1 1 1 1 2 2 2 1
PhD geosciencegeomechanics 8 2 4 1997 1 1 1 1 1 2 1 2
doctor of philosophywine microbiology 8 2 4 1998 1 1 1 1 2 2 2 2
Bachelor of Science (Honours)Geophysics 2 2 1 2002 1 1 1 1 2 2 2 1
MBA 7 2 2000 2 2 1 2
PhD cancer geneticsmolecular biology 8 2 4 1998 1 1 1 2
Bachelor of Social Science HonoursAnthropology 2 2 1 1998 1 1 3 1 2 2 2 2
Bachelor of Social Science (Honours)Psychology 2 2 1 1997 1 1 3 1 2 2 1 1
Bachelor of ScienceApplied MathsOrganic Chemistry 1 1 1 1997 1 1 1 2
Bachelor of EngineeringChemical Engineering 2 1 1 1998 1 1 1 2
Bachelor of Economics (Honours)Economics 2 2 1 2002 1 1 1 1 2 2 2 2
Bachelor of Environmental ScienceSoil SciencePlant Ecology 2 2 1 1998 2 1 1 1 2 2 2 2
Bachelor of CommerceAccounting 1 2 1 1997 2 1 1 1 2 2 2 2
Bachelor of Engineering Electrical and Electronic 2 2 1 1999 1 1 1 1 2 2 1 1
bach eng bach sceng-mechanicalsc-org chem app math2 1 1 1998 1 1 1 1 2 2 2 2
Honours degree of Maths and Comp ScienceApplied Maths 2 2 2 2002 1 1 1 1 2 2 2 1
Bachelor of ScienceBiochemistry 1 1 1 2000 1 1 1 2
Bachelor of Science - HonoursPhysiology 2 2 1 2001 2 1 1 1 1 2 2 1
Bachelor of Social SciencePsychologyEnvironmental Studies1 2 2 2002 1 1 1 1 2 2 2 2
Bachelor of Science (Honours)Genetics 2 2 1 2002 1 1 1 1 2 2 1 2
Bachelor of EngineeringCivil and Environmental Engineering2 2 2 2002 1 1 3 2
Masters Psychologu (Clinical)Psychology 7 2 1 1999 1 1 1 1 2 2 2 2
Bachelor of Medicine Bachelor of SurgeryMedicine Surgery 2 2 1 1996 1 1 1 2
Graduate Diploma in Clinical DentistryDentistry 4 2 1 2001 2 1 1 1 2 1 2 1
Bachelor of EngineeringMechatronics 2 2 4 1999 1 1 1 2
Bachelor of EngineeringCivil Engineering 2 2 2 1999 1 1 1 1 2 2 1 2
Bachelor of SciencePhysiology Organic Chemistry 1 2 1 2000 1 1 1 1 2 2 1 1
Bachelor of EconomicsEconomics 1 1 1 2000 1 1 1 1 2 2 2 2
Bachelor of ScienceBiochemistryApplied Maths 1 1 1 1998 1 1 1 2
Bachelor of engineeringChemical Engineering 2 1 1 1998 1 1 1 2
PhD HorticultureMolecular Biology 8 2 2 1999 1 1 1 2
Bachelor of Laws and Bachelor of ArtsLaw Politics 1 1 1 1997 1 1 1 1 2 2 2 2
Bachelor of EngineeringChemical Engineering 2 2 1 1999 1 1 1 1 2 1 1 2
Bachelor of ScienceGeophysics 2 2 2 2002 1 1 3 2
Master of Engineering ScienceMechanical Engineering 6 2 4 1999 1 1 1 2
Bachelor of Mathematical and Computer SciencesComputer ScienceMathematics - Pure and Applied1 2 2 2000 1 1 1 1 2 2 1 1
Doctor of Philosophyelectronic engineeringVLSI design 8 2 1 1996 1 1 1 1 1 2 2 1
PhD Science Physiology 8 2 4 1998 1 2 1 1 1 2 2 1
BACHELOR OF ARTS (HONS)ENGLISH 2 2 1 2002 1 1 1 1 2 2 2 2
Bachelor of Health SciencePathology Infection amp Immunity 1 2 2 2000 1 1 1 1 2 2 2 2
Bachelor of Science(Molecular Biology) Diploma in LanguagesMolecular BiologyJapanese 1 1 1 1999 1 1 4 2
Bachelor of Environmental Science(Hons)geology 2 2 1 1999 1 1 1 1 2 2 2 2
Bachelor of ArchitectureArchitecture 1 1 1 2001 1 1 1 1 2 2 2 2
Bachelor of FinanceFinance 1 1 1 1999 1 1 1 1 2 2 2 1
Bachelor of Computer ScienceComputer Science 1 2 1 1999 1 1 1 2
Bachelor of ScienceEnvironment BiologyAnatomical Science 1 2 1 2000 1 1 1 1 2 2 2 1
Bachelor of EngineeringCivil and Environmental 1 1 1 1997 1 1 1 1 2 2 2 2
Bachelor of EngineeringComputer Systems Engineering 2 1 1 1998 1 1 1 1 2 2 2 2
BE Engineering Mechatronics Engineering 2 2 4 2002 1 1 1 2
Doctor of PhilosophyGenetics 8 2 4 1998 1 1 1 2
Master of CommerceHuman Resource Management 4 2 4 1999 2 1 1 2
Bachelor of Sciencemicrobiology and immunologygenetics 1 2 1 2000 1 1 1 2
Bachelor of Science(Mathematical and Computer Sciences)Computer Science 1 2 2 2000 1 1 1 2
Bachelor of Commerce (Accounting)Accounting 1 2 2 1999 2 1 1 1 1 2 2 1
DIPLOMA IN WINE MARKETINGMARKETINGOENOLOGY 9 1 1 1996 2 2 4 1 1 2 2 1
oAGS Manual
April 2013
9
TECHNICAL REQUIREMENTS The oAGS is a web based application designed to cater for most operating systems and internet browsers however optimal functionality requires
Windows 98NT2000XPVistaGoogle Chrome with Internet Explorer version 55 or above
The oAGS has also been tested with Apple products and the Firefox browser Minimum requirements to be able to use the oAGS are
an internet browser an internet connection
Survey Managers wishing to download IDs and results will need the above minimum requirements as well as a spreadsheet application that can view csv files (comma-delimited files) such as Excel Administrative users should have reasonable internet knowledge and a good working knowledge of Excel
oAGS Manual
April 2013
10
STEP-BY-STEP GUIDE
A SETTING UP ACCESS 11
STEP 1 Institutions supply GCA with details of relevant administrative users of the oAGS so that access can be arranged 11
B ONLINE SURVEY FORM GENERATED 12
STEP 2 Relevant information is collected from Survey Managers 12
STEP 3 Online survey form generated and verified by GCA 12
C SETTING UP AND NOTIFYING GRADUATES 13
STEP 4 GCA provides Institutions with a list of unique graduate identifiers 13
STEP 5 Survey Managers allocate IDrsquos to the graduate population 14
STEP 6 Institutions notify graduates of the availability of an online option 14
D COMPLETING THE FORM 17
STEP 7 Graduates log onto the survey site 17
STEP 8 Graduates complete the survey form 18
E SURVEY MANAGER ADMINISTRATION 19
STEP 9 Survey Managers log-in at any time and see how many responses have been received online 20
STEP 10 Survey Managers obtain the identification numbers of the online respondents as the survey period progresses and conduct follow-ups 20
STEP 11 Survey Managers export data when required 20
oAGS Manual
April 2013
11
A SETTING UP ACCESS
STEP 1 Institutions supply GCA with details of relevant administrative users of the oAGS so that access can be arranged
Institutions can have more than one Survey Manager registered for the oAGS For each relevant user institutions need to supply
i Username(s)
ii Password Usernames and passwords can only be changed by GCA Note Passwords are case sensitive however usernames are not case sensitive
iii Email address
iv Institution logo (exactly 126 x 52 pixels in size at 72dpi)
For each institution GCA also requires an email address which can be added as a link on that institutionrsquos oAGS so that graduate queries can be directed back to the institutionrsquos survey contact This is preferably a generic address that can be directed to the relevant personnel eg SurveyInstitutionXeduau Usernames and passwords are case sensitive and you should therefore choose ones that are easy to remember Both usernames and passwords can only be changed through the GCA administration module and you will need to contact GCA if these details are lost
oAGS Manual
April 2013
12
B ONLINE SURVEY FORM GENERATED This step is undertaken at GCA The oAGS survey form is a generic tool and there is no facility for questions unique to any particular institution to be added to the form However each institutionrsquos version of the oAGS may be customised with respect to the selection of CEQ scales and the substitution of the word lsquocoursersquo with lsquoprogramrsquo where relevant
STEP 2 Relevant information is collected from Survey Managers
As part of the routine process of producing hard-copy survey forms Survey Managers will be contacted (as per standard practice) and asked to provide details of their survey form requirements relating to the selection of relevant CEQ scales In order to utilise the oAGS institutions will also need to provide GCA with the numbers of coursework graduates (for the GDS+CEQ) and research postgraduates (for the GDS+PREQ) so that sufficient unique oAGS IDs can be allocated for distribution
STEP 3 Online survey form generated and verified by GCA
For each survey round the introductory blurb is standard for all institutions as is the colour and font presentation An email link unique to each institution will be added so that graduate queries are directed to the relevant personnel at that institution Also the online form will feature the individual institutionrsquos logo on each survey page along with the GCA logo
oAGS Manual
April 2013
13
C SETTING UP AND NOTIFYING GRADUATES
STEP 4 GCA provides institutions with a list of unique oAGS IDs
Once all required information has been supplied to GCA and survey forms have been approved you will be allocated a set of unique oAGS ID numbers to provide to graduates These are generated by GCA and provided to you in a text format (csv) file The IDs consists of a 12 digit alphanumeric code such as E7D5 285F 89EF In order to avoid possible confusion these IDs do not include the numbers one (1) or zero (0) nor the letters O or capital i (I) (See Attachment A Generation of oAGS Identifiers) Note It is imperative that the oAGS ID remains matched to the graduate throughout the survey process The ID number will
restrict access to the survey to only the intended graduate population
safeguard against multiple responses from any one graduate
enable institutions to protect graduate identities
direct graduates to either the CEQ or PREQ form When using a graduate oAGS ID to complete the online survey the survey will appear with the generic GDS questions together with the selected CEQ scales When using a postgraduate (research degree graduates only) oAGS ID to complete the online survey the survey should appear with the generic GDS questions together with the PREQ questions In respect of research graduates (who are directed to the GDS+PREQ oAGS via their oAGS ID) please note that questions relating to supervision mode change of supervision and location of study appear at the end of the PREQ NOT within the GDS section of the online survey Once the initial set of oAGS IDs is generated for any institution you will need to contact GCA if you require additional IDs Any additional IDs will be appended to the original ID file and the entire file will be re-sent to the institution It is the institutionrsquos responsibility to note how many of this updated list of oAGS IDs have been used already Each oAGS ID can only be used once Once the graduate has completed the survey and hit the SUBMIT button the ID becomes defunct and the information cannot be overwritten If the form is not complete and the graduate wishes to cease filling out the questionnaire that graduate can retain their responses by clicking the lsquoEXITrsquo button and if they wish use the same ID to re-enter the survey and complete it at a later date Please note that at this stage these partial responses are not available in your data file If the browser window in which the oAGS is displayed is closed without the exit button being clicked in the event of a computer crash or that the graduate simply clicks on the close window symbol for example no information will be stored If a respondent makes an error on a previous page or has a change of mind regarding a response on an earlier page prior to completing the oAGS there is a PREVIOUS button which acts as a lsquoBACKrsquo button to return the graduate to the previous desired page (the oAGS opens a browser window that does not have the normal browser controls such as lsquoBACKrsquo and lsquoREFRESHrsquo)
oAGS Manual
April 2013
14
STEP 5 Survey Managers allocate oAGS IDs to the graduate population
The graduate oAGS ID will direct the graduate to the appropriate form (OctApril GDS+CEQ or GDS+PREQ) Therefore a different set of IDs will be provided for each of these population groups It is imperative that you correctly allocate the relevant oAGS ID against the correct graduate (ie OctoberApril GDS+CEQ or OctoberApril GDS+PREQ subject) and that these records are maintained for the duration of the survey cycle (see Appendix B oAGS Overview) Note Graduates who have completed a bachelor degree graduate postgraduate diploma graduate certificate or masters degree by coursework will receive the GDS+CEQ Graduates who have completed a masters degree by research or PhD by research receive the GDS+PREQ
STEP 6 Institutions deploy the oAGS
This can be done in several ways and your local knowledge of graduates at your institution as well as the resources and expertise you have available will dictate the most suitable method However you may wish to try either or both of the following
SEND oAGS DETAILS WITH THE HARD-COPY FORM Include the URL and the graduatersquos unique oAGS ID on the covering letter which goes out with the AGS hardcopy form
CREATE A UNIQUE oAGS LINK Institutions are able to provide a CLICKABLE web link to graduates containing their individual login oAGS IDs This will allow graduates to click on their link and be automatically logged directly into the survey under the ID included in the link rather than having to type in the ID at the oAGS login page
The link is as follows (where the represent the oAGS ID code WITH HYPHENS REMOVED) httpoagsgraduatecareerscomausurveyphpstudent_id= Note that in order for the link to function the hyphens included in oAGS IDs MUST be removed For example a link using the ID CF2F-65BG-83AD would be as follows httpoagsgraduatecareerscomausurveyphpstudent_id=CF2F65BG83AD The URL can be set as a hyperlink again facilitating ease of access However it is recommended that the full URL is displayed in the link so that in cases where a graduatersquos browser does not allow the opening of hyperlinks the respondent can still type or paste the URL into their browser Alternatively include instructions in the case of link failure below the link including the login page URL httpoagsgraduatecareerscomau and the respondents unique ID
oAGS Manual
April 2013
15
The accompanying text should point out that if the graduate exits the oAGS using the lsquoEXITrsquo button they are able to return and complete the form from the point they exited by using the same link IMPORTANT This option requires a system of distributing the unique links directly to the targeted individuals The oAGS does not include a function to do so This can be done by sending a unique email to each respondent either via a dedicated mass emailing tool (such as mass sender software or an online newsletter manager like PHP List) or by conducting a mail merge (this can be done in Microsoft Office for example) It can also be done by using an intermediary webpage that students have to access using a unique identifier such as their student ID which then displays their unique link and covering text Note that if a URL runs over two lines some email systems will only recognise the first line as a hyperlink and the link will open an error page While this should only occur in a limited number of cases it is important to include text instructing the respondent to lsquocopy and pastersquo or type the full URL into their internet browser address bar if the link doesnrsquot work Institutions wishing to distribute unique oAGS links to their target population should consult with technical personnel as to the options available to them For those with limited IT support it is possible to send unique links via the mail merge function in Microsoft Office Note however that MS Office mail merge will send an email from the default MS Outlook account of the workstation from which it is carried-out That is if your default Outlook email account has the email address JohnSmithUniversitycomau then all recipients of the mail merge will receive an email from this email address It is crucial that Survey Managers test their system of distributing the links prior to launching their oAGS survey Any errors in the link will make this dysfunctional and may result in significant non-response even if the links are subsequently fixed and re-issued OTHER ISSUES TO CONSIDER Institutions sending a large number of oAGS emails may wish to stagger the sending of emails so as to avoid some of the potential pit-falls of bulk emailing Some email providers (for example Googles GMail) have anti-spam measures which restrict the number of emails originating from one email address over a period of time This is sometimes called a sending quota If the number of emails received by that provider originating from the same email address exceeds this limit the emails may be rejected or classified as junk mail or spam It is also advisable that Survey Managers check with technical personnel regarding the upper limit for simultaneous emails for example in the case that the number of emails exceeds server capacity Some bulk emailing software includes the ability to specify the number of emails to be sent at a time and at what time interval so that anti-spam measures can be counter-acted If using email as the mode of distribution try sending the email to graduates a few weeks prior to the distribution of the hard-copy form Point out that they will help the environment by completing the form online (saving trees) and that they will not be ldquohassledrdquo with follow-up requests by completing the survey immediately
oAGS Manual
April 2013
16
GCA strongly recommends that Survey Managers use the oAGS as the method of first contact with graduates as a relatively large proportion of responses can be gathered quickly in this manner reducing the cost of supplying mailing and processing printed forms oAGS users should regularly download and back-up their data files
oAGS Manual
April 2013
17
D COMPLETING THE FORM
STEP 7 Graduates log onto the survey site
If graduates are not accessing the oAGS via a unique link (see Step 6) then they will need to log on to
httpoagsgraduatecareerscomau When they access this site they will first see the following screen (The live site will feature your Institution logo in the space on the left hand side of the screen)
Graduates then need to click on the button labelled lsquoProceed to Surveyrsquo and type in their oAGS ID to access the survey Their allocated IDs will direct the graduate to the correct form ie GDSCEQ or GDSPREQ
oAGS Manual
April 2013
18
In order to avoid problems logging into the site the oAGS ID is not case sensitive and therefore the alphanumeric characters do not need to be in uppercase in order to enter the site
STEP 8 Graduates complete the survey form
The survey form is easy to use and employs question logic so that responses lead to relevant questions and those questions which are not applicable to the graduate are omitted from view If the graduate doesnrsquot answer a question they will still be able to proceed However they will receive one of the following messages
You did not respond to this question Or You have left some responses blank or some of your responses are invalid You may address these issues or progress to the next page of questions by clicking ldquoskiprdquo button below
If an incorrect format is entered for the salary figure then respondents will be prompted to enter this again Once the graduate has completed the survey form it is necessary for them to click the SUBMIT button The graduate will then receive the following message and direct link
Survey Completed Thanks for your time and cooperation in completing this survey Would you like to see the results of last yearrsquos survey If so visit Grads Jobs and Dollars (link)
If a graduate has any problems or queries with the survey form they are able to email the institution directly via the on-screen link (to the email address provided by institution) If you are unable to answer the graduatersquos query internally please contact GCA for assistance
oAGS Manual
April 2013
19
E SURVEY MANAGER ADMINISTRATION
The oAGS offers access to various administrative tools for Survey Managers They are able to
Show the number of responses for a survey
Download the oAGS IDs for those who have responded online so that they can be excluded from follow-up mail-outs
Export responses to completed surveys Completed survey data is stored on an external and secure website and backed-up on a regular basis To access the Survey Managerrsquos administration area authorised users will need to log in to
httpsadminoagsgraduatecareerscomau Once Survey Managers have logged in they will be presented with a screen for their institution which allows them to choose the desired activity
oAGS Manual
April 2013
20
STEP 9 Survey Managers log-in at any time and see how many responses have been received online
This is done by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoShow Number of Responsesrdquo task
STEP 10 Survey Managers obtain the oAGS IDs of the online respondents as the survey period progresses
Survey Managers can download a list of used oAGS IDs for those graduates who have completed the survey form online (see Attachment C Sample oAGS ID Download) This is done by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoDownload graduate IDs for completed surveysrdquo task
Survey Managers should then mark off online respondents against their master record so that they are excluded from the follow-upreminder process Follow up of non-respondents will need to occur at this stage Note It is imperative that internal records are maintained which match graduatesrsquo allocated oAGS IDs to a record or institutional ID number that can be used to verify which individuals have responded
STEP 11 Survey Managers export data when required
Data is exported in a Microsoft Excel compatible comma separated values (csv) file (see Attachment D) The sequence of the columns in this file is formatted to correspond as closely as possible to the specifications in the AGS data specifications (released annually with the main AGS Manual) oAGS users are advised to regularly download and back-up their data files Data is exported by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoExport responsesrdquo task
Data in Excel format can be imported into other statistical packages such as SPSS
oAGS Manual
April 2013
21
As each download of results is completed Survey Managers are advised to label and name the downloaded file carefully to avoid confusion As the survey period progresses additional entries are added to the oAGS data file and version control when downloading interim data files is therefore of paramount importance oAGS IDs and dates are recorded in the export data file to assist in this process Note The program automatically records the date on which the respondent completed the survey form and this value is always exported as the second last entry in the data file This allows Survey Managers to monitor the return of survey forms and maintain version control of saved files The data export includes the oAGS ID in the last column of the data file
oAGS Manual
April 2013
22
ATTACHMENT A GENERATION OF oAGS IDENTIFIERS The oAGS system is not able to store ldquorealrdquo student numbers due to privacy issues As such a method of uniquely identifying graduates is required To allow graduates to log in to the oAGS system log-in identifiers (oAGS IDs) will be generated by GCA (via the oAGS system) on behalf of an institution These will then be provided to the graduates by the institution either as part of a direct link into the survey or along with the login URL It will be each institutionrsquos responsibility to keep the oAGS IDs individually matched with the graduates in their survey cohort Upon visiting the oAGS a graduate will enter their oAGS ID and be able to proceed with filling out the survey for their institution The Numbers The following parameters regarding the number of graduates accessing the system were supplied to the oAGS development team
Maximum 160000 graduates per survey
There may be up to 3 years of surveys running at a given time
This results in a requirement for a maximum of 480000 unique oAGS IDs at any given time It is noted that this is an extreme maximum and it would be highly unlikely that this amount of unique identifiers would be required Issues Unique identifiers could be generated a number of ways such as combining existing information such as the institution code survey code and a random number These methods are unsuitable for a number of reasons
If identifiers are too similar there is the possibility that a graduate may miss-type their identifier and end up completing another graduatersquos survey
If identifiers are based on a simple algorithm (eg by combining existing information) or are too short it is possible for the system to be abused by randomly entering codes
If identifiers are too long graduates may have trouble entering them correctly
Solution A random 12 character alphanumeric code (using characters such as lsquoB-9A-Frsquo) is used to identify each graduate This combination of numbers and letters results in 281474976710655 unique values
oAGS Manual
April 2013
23
The oAGS ID is generated by a one-way hashing algorithm2 based on the institution code a survey identifier and an internal student identifier Having such a large number of values to choose identifiers from minimises the risk of mistyping the identifier and completing an incorrect survey and reduces the risk of the system being abused Other identifiers The following are examples of other identifiers in everyday use
Student numbers range from between 8-10 digits
Internet banking 8-12 digits
Credit card numbers 16 digits
Phone numbers local 8 ndash international 13 These online identifiers are generally used in conjunction with passwords allowing for increased security Example of oAGS IDs The following are 10 example identifiers 26P7-FAA3-EA2B
222B-6F78-72DD
26FC-9557-CDF7
DFD6-7253-CC73
82Q8-B55F-7A2F
C7B9-63C3-9E45
3869-4528-DCD7
88BB-3F36-A59E
3F9E-D66D-D4A8
B287-C4E9-466A
2 Hashing is the transformation of a string of characters into a usually shorter fixed-length value or key
that represents the original string Hashing is used to index and retrieve items in a database because it is faster to find the item using the shorter hashed key than to find it using the original value It is also used in many encryption algorithms
oAGS Manual
April 2013
24
ATTACHMENT B oAGS OVERVIEW
NB Note that the word lsquostudentrsquo refers to graduates in this diagram
oAGS Manual
April 2013
25
ATTACHMENT C SAMPLE oAGS ID DOWNLOAD
Institution 0000
Survey 1
Period 0
Graduate Type G
Graduate ID
8FD2-BC83-H79F
9C7A-F5D4-33D6
HEF5-845F-6AB6
3C22-E3ED-GG9F
B6G4-6649-HF4B
55DG-9C72-HCGG
EA5E-E39D-DBBC
4E6E-C85F-6295
2838-7D5G-A6D6
35DA-6B58-E637
5H62-B63B-D73D
HH54-9933-B529
66CD-4795-64A3
G6E9-B99C-8G85
A4DG-33HB-65A9
589E-CA69-7E74
62G2-4B2E-B369
H498-92B6-899G
HAHG-8H9G-DFHC
DBCC-2HG3-66AG
2G64-F6CB-4FB2
9B95-3FA8-GG58
BDHB-29A4-8A36
4F8G-7FFD-8CGC
CAEB-C389-BC47
G7DG-8B9F-HB9G
D785-395A-GFA6
39FB-CFF2-47E3
4G3A-H822-H989
432G-6C23-AGB4
H52G-GC52-DBHE
9D7E-86BH-9HAH
B54A-5BAB-5846
FCBG-5HD5-H7EG
7643-F66E-9CB8
7BHE-BGBF-2633
GGDC-8GB9-2GD4
7B9B-B6C3-CD8G
6FF8-7HC4-A5BD
686F-647F-7E2D
G36H-H3FD-8A8G
DD45-A4H9-8EF8
H98B-22BF-C3H7
4F6E-G5CF-87FE
A8DE-8B8B-35B9
948B-DF4B-E3D9
oAGS Manual
April 2013
26
ATTACHMENT D SAMPLE DATA EXPORT FILE3
3 This sample is from a past survey and recent data files will not match the column layout exactly
inst maj1 maj2 level double hecsfee yearcomm attend mode credit fywork fytype fyfin fytoff fystlwth
cfgb dvbdz 8 2 1 2003 2 2 2 2
PhD politics 8 2 1 1999 1 1 1 1 2 2 2 1
Graduate Diploma in Advanced EconomicsEconomics 4 2 2 1999 2 1 1 1 1 1 1 1
Bachelor of Medicine Bachelor of SurgeryMedicine 1 2 1 1997 1 1 1 2
Bachelor of SciencePhysiology Pharmacology 1 2 1 2000 1 1 1 1 2 2 2 1
Graduate Certificate in Nursing Science in Retrieval NursingRetrieval Nursing 3 2 2 2002 2 1 1 1 2 1 2 1
Bachelor of EngineeringComputer Systems 2 1 1 1998 1 1 1 1 2 2 1 1
Bachelor of CommerceAccounting management 1 2 1 2000 1 1 1 2
Bachelor of Arts PsychologyAnthropology 1 2 1 2000 1 1 1 1 2 2 2 2
Bachelor of International studiesPolitics History 1 2 1 2000 1 1 1 1 2 2 2 2
Bachelor of Computer ScienceComputer Science 1 2 1 1999 1 1 1 2
Bachelor of Arts (Hons)Politics 2 1 1 1999 1 1 1 1 2 2 2 1
Bachelor of Science (Honours)Biochemistry 2 2 2 2002 1 1 1 2
Bachelor of Arts Spanish 1 2 1 2000 1 1 1 1 2 2 1 1
Bachelor of CommerceAccounting 1 1 4 1998 1 1 1 1 2 2 2 2
Graduate Diploma in Clinical DentistryOrthodontics 4 2 4 2002 1 1 1 1 2 2 2 2
Bachelor of Commerce (Accounting)Accounting 1 1 1 2000 1 1 1 2
BACHELOR OF FINANCEFINANCE-ECONOMICS 1 1 1 2001 1 1 1 1 1 2 1 1
Doctor of MedicienVascular Surgery 8 2 4 1999 1 1 1 1 2 2 2 1
PhD geosciencegeomechanics 8 2 4 1997 1 1 1 1 1 2 1 2
doctor of philosophywine microbiology 8 2 4 1998 1 1 1 1 2 2 2 2
Bachelor of Science (Honours)Geophysics 2 2 1 2002 1 1 1 1 2 2 2 1
MBA 7 2 2000 2 2 1 2
PhD cancer geneticsmolecular biology 8 2 4 1998 1 1 1 2
Bachelor of Social Science HonoursAnthropology 2 2 1 1998 1 1 3 1 2 2 2 2
Bachelor of Social Science (Honours)Psychology 2 2 1 1997 1 1 3 1 2 2 1 1
Bachelor of ScienceApplied MathsOrganic Chemistry 1 1 1 1997 1 1 1 2
Bachelor of EngineeringChemical Engineering 2 1 1 1998 1 1 1 2
Bachelor of Economics (Honours)Economics 2 2 1 2002 1 1 1 1 2 2 2 2
Bachelor of Environmental ScienceSoil SciencePlant Ecology 2 2 1 1998 2 1 1 1 2 2 2 2
Bachelor of CommerceAccounting 1 2 1 1997 2 1 1 1 2 2 2 2
Bachelor of Engineering Electrical and Electronic 2 2 1 1999 1 1 1 1 2 2 1 1
bach eng bach sceng-mechanicalsc-org chem app math2 1 1 1998 1 1 1 1 2 2 2 2
Honours degree of Maths and Comp ScienceApplied Maths 2 2 2 2002 1 1 1 1 2 2 2 1
Bachelor of ScienceBiochemistry 1 1 1 2000 1 1 1 2
Bachelor of Science - HonoursPhysiology 2 2 1 2001 2 1 1 1 1 2 2 1
Bachelor of Social SciencePsychologyEnvironmental Studies1 2 2 2002 1 1 1 1 2 2 2 2
Bachelor of Science (Honours)Genetics 2 2 1 2002 1 1 1 1 2 2 1 2
Bachelor of EngineeringCivil and Environmental Engineering2 2 2 2002 1 1 3 2
Masters Psychologu (Clinical)Psychology 7 2 1 1999 1 1 1 1 2 2 2 2
Bachelor of Medicine Bachelor of SurgeryMedicine Surgery 2 2 1 1996 1 1 1 2
Graduate Diploma in Clinical DentistryDentistry 4 2 1 2001 2 1 1 1 2 1 2 1
Bachelor of EngineeringMechatronics 2 2 4 1999 1 1 1 2
Bachelor of EngineeringCivil Engineering 2 2 2 1999 1 1 1 1 2 2 1 2
Bachelor of SciencePhysiology Organic Chemistry 1 2 1 2000 1 1 1 1 2 2 1 1
Bachelor of EconomicsEconomics 1 1 1 2000 1 1 1 1 2 2 2 2
Bachelor of ScienceBiochemistryApplied Maths 1 1 1 1998 1 1 1 2
Bachelor of engineeringChemical Engineering 2 1 1 1998 1 1 1 2
PhD HorticultureMolecular Biology 8 2 2 1999 1 1 1 2
Bachelor of Laws and Bachelor of ArtsLaw Politics 1 1 1 1997 1 1 1 1 2 2 2 2
Bachelor of EngineeringChemical Engineering 2 2 1 1999 1 1 1 1 2 1 1 2
Bachelor of ScienceGeophysics 2 2 2 2002 1 1 3 2
Master of Engineering ScienceMechanical Engineering 6 2 4 1999 1 1 1 2
Bachelor of Mathematical and Computer SciencesComputer ScienceMathematics - Pure and Applied1 2 2 2000 1 1 1 1 2 2 1 1
Doctor of Philosophyelectronic engineeringVLSI design 8 2 1 1996 1 1 1 1 1 2 2 1
PhD Science Physiology 8 2 4 1998 1 2 1 1 1 2 2 1
BACHELOR OF ARTS (HONS)ENGLISH 2 2 1 2002 1 1 1 1 2 2 2 2
Bachelor of Health SciencePathology Infection amp Immunity 1 2 2 2000 1 1 1 1 2 2 2 2
Bachelor of Science(Molecular Biology) Diploma in LanguagesMolecular BiologyJapanese 1 1 1 1999 1 1 4 2
Bachelor of Environmental Science(Hons)geology 2 2 1 1999 1 1 1 1 2 2 2 2
Bachelor of ArchitectureArchitecture 1 1 1 2001 1 1 1 1 2 2 2 2
Bachelor of FinanceFinance 1 1 1 1999 1 1 1 1 2 2 2 1
Bachelor of Computer ScienceComputer Science 1 2 1 1999 1 1 1 2
Bachelor of ScienceEnvironment BiologyAnatomical Science 1 2 1 2000 1 1 1 1 2 2 2 1
Bachelor of EngineeringCivil and Environmental 1 1 1 1997 1 1 1 1 2 2 2 2
Bachelor of EngineeringComputer Systems Engineering 2 1 1 1998 1 1 1 1 2 2 2 2
BE Engineering Mechatronics Engineering 2 2 4 2002 1 1 1 2
Doctor of PhilosophyGenetics 8 2 4 1998 1 1 1 2
Master of CommerceHuman Resource Management 4 2 4 1999 2 1 1 2
Bachelor of Sciencemicrobiology and immunologygenetics 1 2 1 2000 1 1 1 2
Bachelor of Science(Mathematical and Computer Sciences)Computer Science 1 2 2 2000 1 1 1 2
Bachelor of Commerce (Accounting)Accounting 1 2 2 1999 2 1 1 1 1 2 2 1
DIPLOMA IN WINE MARKETINGMARKETINGOENOLOGY 9 1 1 1996 2 2 4 1 1 2 2 1
oAGS Manual
April 2013
10
STEP-BY-STEP GUIDE
A SETTING UP ACCESS 11
STEP 1 Institutions supply GCA with details of relevant administrative users of the oAGS so that access can be arranged 11
B ONLINE SURVEY FORM GENERATED 12
STEP 2 Relevant information is collected from Survey Managers 12
STEP 3 Online survey form generated and verified by GCA 12
C SETTING UP AND NOTIFYING GRADUATES 13
STEP 4 GCA provides Institutions with a list of unique graduate identifiers 13
STEP 5 Survey Managers allocate IDrsquos to the graduate population 14
STEP 6 Institutions notify graduates of the availability of an online option 14
D COMPLETING THE FORM 17
STEP 7 Graduates log onto the survey site 17
STEP 8 Graduates complete the survey form 18
E SURVEY MANAGER ADMINISTRATION 19
STEP 9 Survey Managers log-in at any time and see how many responses have been received online 20
STEP 10 Survey Managers obtain the identification numbers of the online respondents as the survey period progresses and conduct follow-ups 20
STEP 11 Survey Managers export data when required 20
oAGS Manual
April 2013
11
A SETTING UP ACCESS
STEP 1 Institutions supply GCA with details of relevant administrative users of the oAGS so that access can be arranged
Institutions can have more than one Survey Manager registered for the oAGS For each relevant user institutions need to supply
i Username(s)
ii Password Usernames and passwords can only be changed by GCA Note Passwords are case sensitive however usernames are not case sensitive
iii Email address
iv Institution logo (exactly 126 x 52 pixels in size at 72dpi)
For each institution GCA also requires an email address which can be added as a link on that institutionrsquos oAGS so that graduate queries can be directed back to the institutionrsquos survey contact This is preferably a generic address that can be directed to the relevant personnel eg SurveyInstitutionXeduau Usernames and passwords are case sensitive and you should therefore choose ones that are easy to remember Both usernames and passwords can only be changed through the GCA administration module and you will need to contact GCA if these details are lost
oAGS Manual
April 2013
12
B ONLINE SURVEY FORM GENERATED This step is undertaken at GCA The oAGS survey form is a generic tool and there is no facility for questions unique to any particular institution to be added to the form However each institutionrsquos version of the oAGS may be customised with respect to the selection of CEQ scales and the substitution of the word lsquocoursersquo with lsquoprogramrsquo where relevant
STEP 2 Relevant information is collected from Survey Managers
As part of the routine process of producing hard-copy survey forms Survey Managers will be contacted (as per standard practice) and asked to provide details of their survey form requirements relating to the selection of relevant CEQ scales In order to utilise the oAGS institutions will also need to provide GCA with the numbers of coursework graduates (for the GDS+CEQ) and research postgraduates (for the GDS+PREQ) so that sufficient unique oAGS IDs can be allocated for distribution
STEP 3 Online survey form generated and verified by GCA
For each survey round the introductory blurb is standard for all institutions as is the colour and font presentation An email link unique to each institution will be added so that graduate queries are directed to the relevant personnel at that institution Also the online form will feature the individual institutionrsquos logo on each survey page along with the GCA logo
oAGS Manual
April 2013
13
C SETTING UP AND NOTIFYING GRADUATES
STEP 4 GCA provides institutions with a list of unique oAGS IDs
Once all required information has been supplied to GCA and survey forms have been approved you will be allocated a set of unique oAGS ID numbers to provide to graduates These are generated by GCA and provided to you in a text format (csv) file The IDs consists of a 12 digit alphanumeric code such as E7D5 285F 89EF In order to avoid possible confusion these IDs do not include the numbers one (1) or zero (0) nor the letters O or capital i (I) (See Attachment A Generation of oAGS Identifiers) Note It is imperative that the oAGS ID remains matched to the graduate throughout the survey process The ID number will
restrict access to the survey to only the intended graduate population
safeguard against multiple responses from any one graduate
enable institutions to protect graduate identities
direct graduates to either the CEQ or PREQ form When using a graduate oAGS ID to complete the online survey the survey will appear with the generic GDS questions together with the selected CEQ scales When using a postgraduate (research degree graduates only) oAGS ID to complete the online survey the survey should appear with the generic GDS questions together with the PREQ questions In respect of research graduates (who are directed to the GDS+PREQ oAGS via their oAGS ID) please note that questions relating to supervision mode change of supervision and location of study appear at the end of the PREQ NOT within the GDS section of the online survey Once the initial set of oAGS IDs is generated for any institution you will need to contact GCA if you require additional IDs Any additional IDs will be appended to the original ID file and the entire file will be re-sent to the institution It is the institutionrsquos responsibility to note how many of this updated list of oAGS IDs have been used already Each oAGS ID can only be used once Once the graduate has completed the survey and hit the SUBMIT button the ID becomes defunct and the information cannot be overwritten If the form is not complete and the graduate wishes to cease filling out the questionnaire that graduate can retain their responses by clicking the lsquoEXITrsquo button and if they wish use the same ID to re-enter the survey and complete it at a later date Please note that at this stage these partial responses are not available in your data file If the browser window in which the oAGS is displayed is closed without the exit button being clicked in the event of a computer crash or that the graduate simply clicks on the close window symbol for example no information will be stored If a respondent makes an error on a previous page or has a change of mind regarding a response on an earlier page prior to completing the oAGS there is a PREVIOUS button which acts as a lsquoBACKrsquo button to return the graduate to the previous desired page (the oAGS opens a browser window that does not have the normal browser controls such as lsquoBACKrsquo and lsquoREFRESHrsquo)
oAGS Manual
April 2013
14
STEP 5 Survey Managers allocate oAGS IDs to the graduate population
The graduate oAGS ID will direct the graduate to the appropriate form (OctApril GDS+CEQ or GDS+PREQ) Therefore a different set of IDs will be provided for each of these population groups It is imperative that you correctly allocate the relevant oAGS ID against the correct graduate (ie OctoberApril GDS+CEQ or OctoberApril GDS+PREQ subject) and that these records are maintained for the duration of the survey cycle (see Appendix B oAGS Overview) Note Graduates who have completed a bachelor degree graduate postgraduate diploma graduate certificate or masters degree by coursework will receive the GDS+CEQ Graduates who have completed a masters degree by research or PhD by research receive the GDS+PREQ
STEP 6 Institutions deploy the oAGS
This can be done in several ways and your local knowledge of graduates at your institution as well as the resources and expertise you have available will dictate the most suitable method However you may wish to try either or both of the following
SEND oAGS DETAILS WITH THE HARD-COPY FORM Include the URL and the graduatersquos unique oAGS ID on the covering letter which goes out with the AGS hardcopy form
CREATE A UNIQUE oAGS LINK Institutions are able to provide a CLICKABLE web link to graduates containing their individual login oAGS IDs This will allow graduates to click on their link and be automatically logged directly into the survey under the ID included in the link rather than having to type in the ID at the oAGS login page
The link is as follows (where the represent the oAGS ID code WITH HYPHENS REMOVED) httpoagsgraduatecareerscomausurveyphpstudent_id= Note that in order for the link to function the hyphens included in oAGS IDs MUST be removed For example a link using the ID CF2F-65BG-83AD would be as follows httpoagsgraduatecareerscomausurveyphpstudent_id=CF2F65BG83AD The URL can be set as a hyperlink again facilitating ease of access However it is recommended that the full URL is displayed in the link so that in cases where a graduatersquos browser does not allow the opening of hyperlinks the respondent can still type or paste the URL into their browser Alternatively include instructions in the case of link failure below the link including the login page URL httpoagsgraduatecareerscomau and the respondents unique ID
oAGS Manual
April 2013
15
The accompanying text should point out that if the graduate exits the oAGS using the lsquoEXITrsquo button they are able to return and complete the form from the point they exited by using the same link IMPORTANT This option requires a system of distributing the unique links directly to the targeted individuals The oAGS does not include a function to do so This can be done by sending a unique email to each respondent either via a dedicated mass emailing tool (such as mass sender software or an online newsletter manager like PHP List) or by conducting a mail merge (this can be done in Microsoft Office for example) It can also be done by using an intermediary webpage that students have to access using a unique identifier such as their student ID which then displays their unique link and covering text Note that if a URL runs over two lines some email systems will only recognise the first line as a hyperlink and the link will open an error page While this should only occur in a limited number of cases it is important to include text instructing the respondent to lsquocopy and pastersquo or type the full URL into their internet browser address bar if the link doesnrsquot work Institutions wishing to distribute unique oAGS links to their target population should consult with technical personnel as to the options available to them For those with limited IT support it is possible to send unique links via the mail merge function in Microsoft Office Note however that MS Office mail merge will send an email from the default MS Outlook account of the workstation from which it is carried-out That is if your default Outlook email account has the email address JohnSmithUniversitycomau then all recipients of the mail merge will receive an email from this email address It is crucial that Survey Managers test their system of distributing the links prior to launching their oAGS survey Any errors in the link will make this dysfunctional and may result in significant non-response even if the links are subsequently fixed and re-issued OTHER ISSUES TO CONSIDER Institutions sending a large number of oAGS emails may wish to stagger the sending of emails so as to avoid some of the potential pit-falls of bulk emailing Some email providers (for example Googles GMail) have anti-spam measures which restrict the number of emails originating from one email address over a period of time This is sometimes called a sending quota If the number of emails received by that provider originating from the same email address exceeds this limit the emails may be rejected or classified as junk mail or spam It is also advisable that Survey Managers check with technical personnel regarding the upper limit for simultaneous emails for example in the case that the number of emails exceeds server capacity Some bulk emailing software includes the ability to specify the number of emails to be sent at a time and at what time interval so that anti-spam measures can be counter-acted If using email as the mode of distribution try sending the email to graduates a few weeks prior to the distribution of the hard-copy form Point out that they will help the environment by completing the form online (saving trees) and that they will not be ldquohassledrdquo with follow-up requests by completing the survey immediately
oAGS Manual
April 2013
16
GCA strongly recommends that Survey Managers use the oAGS as the method of first contact with graduates as a relatively large proportion of responses can be gathered quickly in this manner reducing the cost of supplying mailing and processing printed forms oAGS users should regularly download and back-up their data files
oAGS Manual
April 2013
17
D COMPLETING THE FORM
STEP 7 Graduates log onto the survey site
If graduates are not accessing the oAGS via a unique link (see Step 6) then they will need to log on to
httpoagsgraduatecareerscomau When they access this site they will first see the following screen (The live site will feature your Institution logo in the space on the left hand side of the screen)
Graduates then need to click on the button labelled lsquoProceed to Surveyrsquo and type in their oAGS ID to access the survey Their allocated IDs will direct the graduate to the correct form ie GDSCEQ or GDSPREQ
oAGS Manual
April 2013
18
In order to avoid problems logging into the site the oAGS ID is not case sensitive and therefore the alphanumeric characters do not need to be in uppercase in order to enter the site
STEP 8 Graduates complete the survey form
The survey form is easy to use and employs question logic so that responses lead to relevant questions and those questions which are not applicable to the graduate are omitted from view If the graduate doesnrsquot answer a question they will still be able to proceed However they will receive one of the following messages
You did not respond to this question Or You have left some responses blank or some of your responses are invalid You may address these issues or progress to the next page of questions by clicking ldquoskiprdquo button below
If an incorrect format is entered for the salary figure then respondents will be prompted to enter this again Once the graduate has completed the survey form it is necessary for them to click the SUBMIT button The graduate will then receive the following message and direct link
Survey Completed Thanks for your time and cooperation in completing this survey Would you like to see the results of last yearrsquos survey If so visit Grads Jobs and Dollars (link)
If a graduate has any problems or queries with the survey form they are able to email the institution directly via the on-screen link (to the email address provided by institution) If you are unable to answer the graduatersquos query internally please contact GCA for assistance
oAGS Manual
April 2013
19
E SURVEY MANAGER ADMINISTRATION
The oAGS offers access to various administrative tools for Survey Managers They are able to
Show the number of responses for a survey
Download the oAGS IDs for those who have responded online so that they can be excluded from follow-up mail-outs
Export responses to completed surveys Completed survey data is stored on an external and secure website and backed-up on a regular basis To access the Survey Managerrsquos administration area authorised users will need to log in to
httpsadminoagsgraduatecareerscomau Once Survey Managers have logged in they will be presented with a screen for their institution which allows them to choose the desired activity
oAGS Manual
April 2013
20
STEP 9 Survey Managers log-in at any time and see how many responses have been received online
This is done by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoShow Number of Responsesrdquo task
STEP 10 Survey Managers obtain the oAGS IDs of the online respondents as the survey period progresses
Survey Managers can download a list of used oAGS IDs for those graduates who have completed the survey form online (see Attachment C Sample oAGS ID Download) This is done by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoDownload graduate IDs for completed surveysrdquo task
Survey Managers should then mark off online respondents against their master record so that they are excluded from the follow-upreminder process Follow up of non-respondents will need to occur at this stage Note It is imperative that internal records are maintained which match graduatesrsquo allocated oAGS IDs to a record or institutional ID number that can be used to verify which individuals have responded
STEP 11 Survey Managers export data when required
Data is exported in a Microsoft Excel compatible comma separated values (csv) file (see Attachment D) The sequence of the columns in this file is formatted to correspond as closely as possible to the specifications in the AGS data specifications (released annually with the main AGS Manual) oAGS users are advised to regularly download and back-up their data files Data is exported by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoExport responsesrdquo task
Data in Excel format can be imported into other statistical packages such as SPSS
oAGS Manual
April 2013
21
As each download of results is completed Survey Managers are advised to label and name the downloaded file carefully to avoid confusion As the survey period progresses additional entries are added to the oAGS data file and version control when downloading interim data files is therefore of paramount importance oAGS IDs and dates are recorded in the export data file to assist in this process Note The program automatically records the date on which the respondent completed the survey form and this value is always exported as the second last entry in the data file This allows Survey Managers to monitor the return of survey forms and maintain version control of saved files The data export includes the oAGS ID in the last column of the data file
oAGS Manual
April 2013
22
ATTACHMENT A GENERATION OF oAGS IDENTIFIERS The oAGS system is not able to store ldquorealrdquo student numbers due to privacy issues As such a method of uniquely identifying graduates is required To allow graduates to log in to the oAGS system log-in identifiers (oAGS IDs) will be generated by GCA (via the oAGS system) on behalf of an institution These will then be provided to the graduates by the institution either as part of a direct link into the survey or along with the login URL It will be each institutionrsquos responsibility to keep the oAGS IDs individually matched with the graduates in their survey cohort Upon visiting the oAGS a graduate will enter their oAGS ID and be able to proceed with filling out the survey for their institution The Numbers The following parameters regarding the number of graduates accessing the system were supplied to the oAGS development team
Maximum 160000 graduates per survey
There may be up to 3 years of surveys running at a given time
This results in a requirement for a maximum of 480000 unique oAGS IDs at any given time It is noted that this is an extreme maximum and it would be highly unlikely that this amount of unique identifiers would be required Issues Unique identifiers could be generated a number of ways such as combining existing information such as the institution code survey code and a random number These methods are unsuitable for a number of reasons
If identifiers are too similar there is the possibility that a graduate may miss-type their identifier and end up completing another graduatersquos survey
If identifiers are based on a simple algorithm (eg by combining existing information) or are too short it is possible for the system to be abused by randomly entering codes
If identifiers are too long graduates may have trouble entering them correctly
Solution A random 12 character alphanumeric code (using characters such as lsquoB-9A-Frsquo) is used to identify each graduate This combination of numbers and letters results in 281474976710655 unique values
oAGS Manual
April 2013
23
The oAGS ID is generated by a one-way hashing algorithm2 based on the institution code a survey identifier and an internal student identifier Having such a large number of values to choose identifiers from minimises the risk of mistyping the identifier and completing an incorrect survey and reduces the risk of the system being abused Other identifiers The following are examples of other identifiers in everyday use
Student numbers range from between 8-10 digits
Internet banking 8-12 digits
Credit card numbers 16 digits
Phone numbers local 8 ndash international 13 These online identifiers are generally used in conjunction with passwords allowing for increased security Example of oAGS IDs The following are 10 example identifiers 26P7-FAA3-EA2B
222B-6F78-72DD
26FC-9557-CDF7
DFD6-7253-CC73
82Q8-B55F-7A2F
C7B9-63C3-9E45
3869-4528-DCD7
88BB-3F36-A59E
3F9E-D66D-D4A8
B287-C4E9-466A
2 Hashing is the transformation of a string of characters into a usually shorter fixed-length value or key
that represents the original string Hashing is used to index and retrieve items in a database because it is faster to find the item using the shorter hashed key than to find it using the original value It is also used in many encryption algorithms
oAGS Manual
April 2013
24
ATTACHMENT B oAGS OVERVIEW
NB Note that the word lsquostudentrsquo refers to graduates in this diagram
oAGS Manual
April 2013
25
ATTACHMENT C SAMPLE oAGS ID DOWNLOAD
Institution 0000
Survey 1
Period 0
Graduate Type G
Graduate ID
8FD2-BC83-H79F
9C7A-F5D4-33D6
HEF5-845F-6AB6
3C22-E3ED-GG9F
B6G4-6649-HF4B
55DG-9C72-HCGG
EA5E-E39D-DBBC
4E6E-C85F-6295
2838-7D5G-A6D6
35DA-6B58-E637
5H62-B63B-D73D
HH54-9933-B529
66CD-4795-64A3
G6E9-B99C-8G85
A4DG-33HB-65A9
589E-CA69-7E74
62G2-4B2E-B369
H498-92B6-899G
HAHG-8H9G-DFHC
DBCC-2HG3-66AG
2G64-F6CB-4FB2
9B95-3FA8-GG58
BDHB-29A4-8A36
4F8G-7FFD-8CGC
CAEB-C389-BC47
G7DG-8B9F-HB9G
D785-395A-GFA6
39FB-CFF2-47E3
4G3A-H822-H989
432G-6C23-AGB4
H52G-GC52-DBHE
9D7E-86BH-9HAH
B54A-5BAB-5846
FCBG-5HD5-H7EG
7643-F66E-9CB8
7BHE-BGBF-2633
GGDC-8GB9-2GD4
7B9B-B6C3-CD8G
6FF8-7HC4-A5BD
686F-647F-7E2D
G36H-H3FD-8A8G
DD45-A4H9-8EF8
H98B-22BF-C3H7
4F6E-G5CF-87FE
A8DE-8B8B-35B9
948B-DF4B-E3D9
oAGS Manual
April 2013
26
ATTACHMENT D SAMPLE DATA EXPORT FILE3
3 This sample is from a past survey and recent data files will not match the column layout exactly
inst maj1 maj2 level double hecsfee yearcomm attend mode credit fywork fytype fyfin fytoff fystlwth
cfgb dvbdz 8 2 1 2003 2 2 2 2
PhD politics 8 2 1 1999 1 1 1 1 2 2 2 1
Graduate Diploma in Advanced EconomicsEconomics 4 2 2 1999 2 1 1 1 1 1 1 1
Bachelor of Medicine Bachelor of SurgeryMedicine 1 2 1 1997 1 1 1 2
Bachelor of SciencePhysiology Pharmacology 1 2 1 2000 1 1 1 1 2 2 2 1
Graduate Certificate in Nursing Science in Retrieval NursingRetrieval Nursing 3 2 2 2002 2 1 1 1 2 1 2 1
Bachelor of EngineeringComputer Systems 2 1 1 1998 1 1 1 1 2 2 1 1
Bachelor of CommerceAccounting management 1 2 1 2000 1 1 1 2
Bachelor of Arts PsychologyAnthropology 1 2 1 2000 1 1 1 1 2 2 2 2
Bachelor of International studiesPolitics History 1 2 1 2000 1 1 1 1 2 2 2 2
Bachelor of Computer ScienceComputer Science 1 2 1 1999 1 1 1 2
Bachelor of Arts (Hons)Politics 2 1 1 1999 1 1 1 1 2 2 2 1
Bachelor of Science (Honours)Biochemistry 2 2 2 2002 1 1 1 2
Bachelor of Arts Spanish 1 2 1 2000 1 1 1 1 2 2 1 1
Bachelor of CommerceAccounting 1 1 4 1998 1 1 1 1 2 2 2 2
Graduate Diploma in Clinical DentistryOrthodontics 4 2 4 2002 1 1 1 1 2 2 2 2
Bachelor of Commerce (Accounting)Accounting 1 1 1 2000 1 1 1 2
BACHELOR OF FINANCEFINANCE-ECONOMICS 1 1 1 2001 1 1 1 1 1 2 1 1
Doctor of MedicienVascular Surgery 8 2 4 1999 1 1 1 1 2 2 2 1
PhD geosciencegeomechanics 8 2 4 1997 1 1 1 1 1 2 1 2
doctor of philosophywine microbiology 8 2 4 1998 1 1 1 1 2 2 2 2
Bachelor of Science (Honours)Geophysics 2 2 1 2002 1 1 1 1 2 2 2 1
MBA 7 2 2000 2 2 1 2
PhD cancer geneticsmolecular biology 8 2 4 1998 1 1 1 2
Bachelor of Social Science HonoursAnthropology 2 2 1 1998 1 1 3 1 2 2 2 2
Bachelor of Social Science (Honours)Psychology 2 2 1 1997 1 1 3 1 2 2 1 1
Bachelor of ScienceApplied MathsOrganic Chemistry 1 1 1 1997 1 1 1 2
Bachelor of EngineeringChemical Engineering 2 1 1 1998 1 1 1 2
Bachelor of Economics (Honours)Economics 2 2 1 2002 1 1 1 1 2 2 2 2
Bachelor of Environmental ScienceSoil SciencePlant Ecology 2 2 1 1998 2 1 1 1 2 2 2 2
Bachelor of CommerceAccounting 1 2 1 1997 2 1 1 1 2 2 2 2
Bachelor of Engineering Electrical and Electronic 2 2 1 1999 1 1 1 1 2 2 1 1
bach eng bach sceng-mechanicalsc-org chem app math2 1 1 1998 1 1 1 1 2 2 2 2
Honours degree of Maths and Comp ScienceApplied Maths 2 2 2 2002 1 1 1 1 2 2 2 1
Bachelor of ScienceBiochemistry 1 1 1 2000 1 1 1 2
Bachelor of Science - HonoursPhysiology 2 2 1 2001 2 1 1 1 1 2 2 1
Bachelor of Social SciencePsychologyEnvironmental Studies1 2 2 2002 1 1 1 1 2 2 2 2
Bachelor of Science (Honours)Genetics 2 2 1 2002 1 1 1 1 2 2 1 2
Bachelor of EngineeringCivil and Environmental Engineering2 2 2 2002 1 1 3 2
Masters Psychologu (Clinical)Psychology 7 2 1 1999 1 1 1 1 2 2 2 2
Bachelor of Medicine Bachelor of SurgeryMedicine Surgery 2 2 1 1996 1 1 1 2
Graduate Diploma in Clinical DentistryDentistry 4 2 1 2001 2 1 1 1 2 1 2 1
Bachelor of EngineeringMechatronics 2 2 4 1999 1 1 1 2
Bachelor of EngineeringCivil Engineering 2 2 2 1999 1 1 1 1 2 2 1 2
Bachelor of SciencePhysiology Organic Chemistry 1 2 1 2000 1 1 1 1 2 2 1 1
Bachelor of EconomicsEconomics 1 1 1 2000 1 1 1 1 2 2 2 2
Bachelor of ScienceBiochemistryApplied Maths 1 1 1 1998 1 1 1 2
Bachelor of engineeringChemical Engineering 2 1 1 1998 1 1 1 2
PhD HorticultureMolecular Biology 8 2 2 1999 1 1 1 2
Bachelor of Laws and Bachelor of ArtsLaw Politics 1 1 1 1997 1 1 1 1 2 2 2 2
Bachelor of EngineeringChemical Engineering 2 2 1 1999 1 1 1 1 2 1 1 2
Bachelor of ScienceGeophysics 2 2 2 2002 1 1 3 2
Master of Engineering ScienceMechanical Engineering 6 2 4 1999 1 1 1 2
Bachelor of Mathematical and Computer SciencesComputer ScienceMathematics - Pure and Applied1 2 2 2000 1 1 1 1 2 2 1 1
Doctor of Philosophyelectronic engineeringVLSI design 8 2 1 1996 1 1 1 1 1 2 2 1
PhD Science Physiology 8 2 4 1998 1 2 1 1 1 2 2 1
BACHELOR OF ARTS (HONS)ENGLISH 2 2 1 2002 1 1 1 1 2 2 2 2
Bachelor of Health SciencePathology Infection amp Immunity 1 2 2 2000 1 1 1 1 2 2 2 2
Bachelor of Science(Molecular Biology) Diploma in LanguagesMolecular BiologyJapanese 1 1 1 1999 1 1 4 2
Bachelor of Environmental Science(Hons)geology 2 2 1 1999 1 1 1 1 2 2 2 2
Bachelor of ArchitectureArchitecture 1 1 1 2001 1 1 1 1 2 2 2 2
Bachelor of FinanceFinance 1 1 1 1999 1 1 1 1 2 2 2 1
Bachelor of Computer ScienceComputer Science 1 2 1 1999 1 1 1 2
Bachelor of ScienceEnvironment BiologyAnatomical Science 1 2 1 2000 1 1 1 1 2 2 2 1
Bachelor of EngineeringCivil and Environmental 1 1 1 1997 1 1 1 1 2 2 2 2
Bachelor of EngineeringComputer Systems Engineering 2 1 1 1998 1 1 1 1 2 2 2 2
BE Engineering Mechatronics Engineering 2 2 4 2002 1 1 1 2
Doctor of PhilosophyGenetics 8 2 4 1998 1 1 1 2
Master of CommerceHuman Resource Management 4 2 4 1999 2 1 1 2
Bachelor of Sciencemicrobiology and immunologygenetics 1 2 1 2000 1 1 1 2
Bachelor of Science(Mathematical and Computer Sciences)Computer Science 1 2 2 2000 1 1 1 2
Bachelor of Commerce (Accounting)Accounting 1 2 2 1999 2 1 1 1 1 2 2 1
DIPLOMA IN WINE MARKETINGMARKETINGOENOLOGY 9 1 1 1996 2 2 4 1 1 2 2 1
oAGS Manual
April 2013
11
A SETTING UP ACCESS
STEP 1 Institutions supply GCA with details of relevant administrative users of the oAGS so that access can be arranged
Institutions can have more than one Survey Manager registered for the oAGS For each relevant user institutions need to supply
i Username(s)
ii Password Usernames and passwords can only be changed by GCA Note Passwords are case sensitive however usernames are not case sensitive
iii Email address
iv Institution logo (exactly 126 x 52 pixels in size at 72dpi)
For each institution GCA also requires an email address which can be added as a link on that institutionrsquos oAGS so that graduate queries can be directed back to the institutionrsquos survey contact This is preferably a generic address that can be directed to the relevant personnel eg SurveyInstitutionXeduau Usernames and passwords are case sensitive and you should therefore choose ones that are easy to remember Both usernames and passwords can only be changed through the GCA administration module and you will need to contact GCA if these details are lost
oAGS Manual
April 2013
12
B ONLINE SURVEY FORM GENERATED This step is undertaken at GCA The oAGS survey form is a generic tool and there is no facility for questions unique to any particular institution to be added to the form However each institutionrsquos version of the oAGS may be customised with respect to the selection of CEQ scales and the substitution of the word lsquocoursersquo with lsquoprogramrsquo where relevant
STEP 2 Relevant information is collected from Survey Managers
As part of the routine process of producing hard-copy survey forms Survey Managers will be contacted (as per standard practice) and asked to provide details of their survey form requirements relating to the selection of relevant CEQ scales In order to utilise the oAGS institutions will also need to provide GCA with the numbers of coursework graduates (for the GDS+CEQ) and research postgraduates (for the GDS+PREQ) so that sufficient unique oAGS IDs can be allocated for distribution
STEP 3 Online survey form generated and verified by GCA
For each survey round the introductory blurb is standard for all institutions as is the colour and font presentation An email link unique to each institution will be added so that graduate queries are directed to the relevant personnel at that institution Also the online form will feature the individual institutionrsquos logo on each survey page along with the GCA logo
oAGS Manual
April 2013
13
C SETTING UP AND NOTIFYING GRADUATES
STEP 4 GCA provides institutions with a list of unique oAGS IDs
Once all required information has been supplied to GCA and survey forms have been approved you will be allocated a set of unique oAGS ID numbers to provide to graduates These are generated by GCA and provided to you in a text format (csv) file The IDs consists of a 12 digit alphanumeric code such as E7D5 285F 89EF In order to avoid possible confusion these IDs do not include the numbers one (1) or zero (0) nor the letters O or capital i (I) (See Attachment A Generation of oAGS Identifiers) Note It is imperative that the oAGS ID remains matched to the graduate throughout the survey process The ID number will
restrict access to the survey to only the intended graduate population
safeguard against multiple responses from any one graduate
enable institutions to protect graduate identities
direct graduates to either the CEQ or PREQ form When using a graduate oAGS ID to complete the online survey the survey will appear with the generic GDS questions together with the selected CEQ scales When using a postgraduate (research degree graduates only) oAGS ID to complete the online survey the survey should appear with the generic GDS questions together with the PREQ questions In respect of research graduates (who are directed to the GDS+PREQ oAGS via their oAGS ID) please note that questions relating to supervision mode change of supervision and location of study appear at the end of the PREQ NOT within the GDS section of the online survey Once the initial set of oAGS IDs is generated for any institution you will need to contact GCA if you require additional IDs Any additional IDs will be appended to the original ID file and the entire file will be re-sent to the institution It is the institutionrsquos responsibility to note how many of this updated list of oAGS IDs have been used already Each oAGS ID can only be used once Once the graduate has completed the survey and hit the SUBMIT button the ID becomes defunct and the information cannot be overwritten If the form is not complete and the graduate wishes to cease filling out the questionnaire that graduate can retain their responses by clicking the lsquoEXITrsquo button and if they wish use the same ID to re-enter the survey and complete it at a later date Please note that at this stage these partial responses are not available in your data file If the browser window in which the oAGS is displayed is closed without the exit button being clicked in the event of a computer crash or that the graduate simply clicks on the close window symbol for example no information will be stored If a respondent makes an error on a previous page or has a change of mind regarding a response on an earlier page prior to completing the oAGS there is a PREVIOUS button which acts as a lsquoBACKrsquo button to return the graduate to the previous desired page (the oAGS opens a browser window that does not have the normal browser controls such as lsquoBACKrsquo and lsquoREFRESHrsquo)
oAGS Manual
April 2013
14
STEP 5 Survey Managers allocate oAGS IDs to the graduate population
The graduate oAGS ID will direct the graduate to the appropriate form (OctApril GDS+CEQ or GDS+PREQ) Therefore a different set of IDs will be provided for each of these population groups It is imperative that you correctly allocate the relevant oAGS ID against the correct graduate (ie OctoberApril GDS+CEQ or OctoberApril GDS+PREQ subject) and that these records are maintained for the duration of the survey cycle (see Appendix B oAGS Overview) Note Graduates who have completed a bachelor degree graduate postgraduate diploma graduate certificate or masters degree by coursework will receive the GDS+CEQ Graduates who have completed a masters degree by research or PhD by research receive the GDS+PREQ
STEP 6 Institutions deploy the oAGS
This can be done in several ways and your local knowledge of graduates at your institution as well as the resources and expertise you have available will dictate the most suitable method However you may wish to try either or both of the following
SEND oAGS DETAILS WITH THE HARD-COPY FORM Include the URL and the graduatersquos unique oAGS ID on the covering letter which goes out with the AGS hardcopy form
CREATE A UNIQUE oAGS LINK Institutions are able to provide a CLICKABLE web link to graduates containing their individual login oAGS IDs This will allow graduates to click on their link and be automatically logged directly into the survey under the ID included in the link rather than having to type in the ID at the oAGS login page
The link is as follows (where the represent the oAGS ID code WITH HYPHENS REMOVED) httpoagsgraduatecareerscomausurveyphpstudent_id= Note that in order for the link to function the hyphens included in oAGS IDs MUST be removed For example a link using the ID CF2F-65BG-83AD would be as follows httpoagsgraduatecareerscomausurveyphpstudent_id=CF2F65BG83AD The URL can be set as a hyperlink again facilitating ease of access However it is recommended that the full URL is displayed in the link so that in cases where a graduatersquos browser does not allow the opening of hyperlinks the respondent can still type or paste the URL into their browser Alternatively include instructions in the case of link failure below the link including the login page URL httpoagsgraduatecareerscomau and the respondents unique ID
oAGS Manual
April 2013
15
The accompanying text should point out that if the graduate exits the oAGS using the lsquoEXITrsquo button they are able to return and complete the form from the point they exited by using the same link IMPORTANT This option requires a system of distributing the unique links directly to the targeted individuals The oAGS does not include a function to do so This can be done by sending a unique email to each respondent either via a dedicated mass emailing tool (such as mass sender software or an online newsletter manager like PHP List) or by conducting a mail merge (this can be done in Microsoft Office for example) It can also be done by using an intermediary webpage that students have to access using a unique identifier such as their student ID which then displays their unique link and covering text Note that if a URL runs over two lines some email systems will only recognise the first line as a hyperlink and the link will open an error page While this should only occur in a limited number of cases it is important to include text instructing the respondent to lsquocopy and pastersquo or type the full URL into their internet browser address bar if the link doesnrsquot work Institutions wishing to distribute unique oAGS links to their target population should consult with technical personnel as to the options available to them For those with limited IT support it is possible to send unique links via the mail merge function in Microsoft Office Note however that MS Office mail merge will send an email from the default MS Outlook account of the workstation from which it is carried-out That is if your default Outlook email account has the email address JohnSmithUniversitycomau then all recipients of the mail merge will receive an email from this email address It is crucial that Survey Managers test their system of distributing the links prior to launching their oAGS survey Any errors in the link will make this dysfunctional and may result in significant non-response even if the links are subsequently fixed and re-issued OTHER ISSUES TO CONSIDER Institutions sending a large number of oAGS emails may wish to stagger the sending of emails so as to avoid some of the potential pit-falls of bulk emailing Some email providers (for example Googles GMail) have anti-spam measures which restrict the number of emails originating from one email address over a period of time This is sometimes called a sending quota If the number of emails received by that provider originating from the same email address exceeds this limit the emails may be rejected or classified as junk mail or spam It is also advisable that Survey Managers check with technical personnel regarding the upper limit for simultaneous emails for example in the case that the number of emails exceeds server capacity Some bulk emailing software includes the ability to specify the number of emails to be sent at a time and at what time interval so that anti-spam measures can be counter-acted If using email as the mode of distribution try sending the email to graduates a few weeks prior to the distribution of the hard-copy form Point out that they will help the environment by completing the form online (saving trees) and that they will not be ldquohassledrdquo with follow-up requests by completing the survey immediately
oAGS Manual
April 2013
16
GCA strongly recommends that Survey Managers use the oAGS as the method of first contact with graduates as a relatively large proportion of responses can be gathered quickly in this manner reducing the cost of supplying mailing and processing printed forms oAGS users should regularly download and back-up their data files
oAGS Manual
April 2013
17
D COMPLETING THE FORM
STEP 7 Graduates log onto the survey site
If graduates are not accessing the oAGS via a unique link (see Step 6) then they will need to log on to
httpoagsgraduatecareerscomau When they access this site they will first see the following screen (The live site will feature your Institution logo in the space on the left hand side of the screen)
Graduates then need to click on the button labelled lsquoProceed to Surveyrsquo and type in their oAGS ID to access the survey Their allocated IDs will direct the graduate to the correct form ie GDSCEQ or GDSPREQ
oAGS Manual
April 2013
18
In order to avoid problems logging into the site the oAGS ID is not case sensitive and therefore the alphanumeric characters do not need to be in uppercase in order to enter the site
STEP 8 Graduates complete the survey form
The survey form is easy to use and employs question logic so that responses lead to relevant questions and those questions which are not applicable to the graduate are omitted from view If the graduate doesnrsquot answer a question they will still be able to proceed However they will receive one of the following messages
You did not respond to this question Or You have left some responses blank or some of your responses are invalid You may address these issues or progress to the next page of questions by clicking ldquoskiprdquo button below
If an incorrect format is entered for the salary figure then respondents will be prompted to enter this again Once the graduate has completed the survey form it is necessary for them to click the SUBMIT button The graduate will then receive the following message and direct link
Survey Completed Thanks for your time and cooperation in completing this survey Would you like to see the results of last yearrsquos survey If so visit Grads Jobs and Dollars (link)
If a graduate has any problems or queries with the survey form they are able to email the institution directly via the on-screen link (to the email address provided by institution) If you are unable to answer the graduatersquos query internally please contact GCA for assistance
oAGS Manual
April 2013
19
E SURVEY MANAGER ADMINISTRATION
The oAGS offers access to various administrative tools for Survey Managers They are able to
Show the number of responses for a survey
Download the oAGS IDs for those who have responded online so that they can be excluded from follow-up mail-outs
Export responses to completed surveys Completed survey data is stored on an external and secure website and backed-up on a regular basis To access the Survey Managerrsquos administration area authorised users will need to log in to
httpsadminoagsgraduatecareerscomau Once Survey Managers have logged in they will be presented with a screen for their institution which allows them to choose the desired activity
oAGS Manual
April 2013
20
STEP 9 Survey Managers log-in at any time and see how many responses have been received online
This is done by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoShow Number of Responsesrdquo task
STEP 10 Survey Managers obtain the oAGS IDs of the online respondents as the survey period progresses
Survey Managers can download a list of used oAGS IDs for those graduates who have completed the survey form online (see Attachment C Sample oAGS ID Download) This is done by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoDownload graduate IDs for completed surveysrdquo task
Survey Managers should then mark off online respondents against their master record so that they are excluded from the follow-upreminder process Follow up of non-respondents will need to occur at this stage Note It is imperative that internal records are maintained which match graduatesrsquo allocated oAGS IDs to a record or institutional ID number that can be used to verify which individuals have responded
STEP 11 Survey Managers export data when required
Data is exported in a Microsoft Excel compatible comma separated values (csv) file (see Attachment D) The sequence of the columns in this file is formatted to correspond as closely as possible to the specifications in the AGS data specifications (released annually with the main AGS Manual) oAGS users are advised to regularly download and back-up their data files Data is exported by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoExport responsesrdquo task
Data in Excel format can be imported into other statistical packages such as SPSS
oAGS Manual
April 2013
21
As each download of results is completed Survey Managers are advised to label and name the downloaded file carefully to avoid confusion As the survey period progresses additional entries are added to the oAGS data file and version control when downloading interim data files is therefore of paramount importance oAGS IDs and dates are recorded in the export data file to assist in this process Note The program automatically records the date on which the respondent completed the survey form and this value is always exported as the second last entry in the data file This allows Survey Managers to monitor the return of survey forms and maintain version control of saved files The data export includes the oAGS ID in the last column of the data file
oAGS Manual
April 2013
22
ATTACHMENT A GENERATION OF oAGS IDENTIFIERS The oAGS system is not able to store ldquorealrdquo student numbers due to privacy issues As such a method of uniquely identifying graduates is required To allow graduates to log in to the oAGS system log-in identifiers (oAGS IDs) will be generated by GCA (via the oAGS system) on behalf of an institution These will then be provided to the graduates by the institution either as part of a direct link into the survey or along with the login URL It will be each institutionrsquos responsibility to keep the oAGS IDs individually matched with the graduates in their survey cohort Upon visiting the oAGS a graduate will enter their oAGS ID and be able to proceed with filling out the survey for their institution The Numbers The following parameters regarding the number of graduates accessing the system were supplied to the oAGS development team
Maximum 160000 graduates per survey
There may be up to 3 years of surveys running at a given time
This results in a requirement for a maximum of 480000 unique oAGS IDs at any given time It is noted that this is an extreme maximum and it would be highly unlikely that this amount of unique identifiers would be required Issues Unique identifiers could be generated a number of ways such as combining existing information such as the institution code survey code and a random number These methods are unsuitable for a number of reasons
If identifiers are too similar there is the possibility that a graduate may miss-type their identifier and end up completing another graduatersquos survey
If identifiers are based on a simple algorithm (eg by combining existing information) or are too short it is possible for the system to be abused by randomly entering codes
If identifiers are too long graduates may have trouble entering them correctly
Solution A random 12 character alphanumeric code (using characters such as lsquoB-9A-Frsquo) is used to identify each graduate This combination of numbers and letters results in 281474976710655 unique values
oAGS Manual
April 2013
23
The oAGS ID is generated by a one-way hashing algorithm2 based on the institution code a survey identifier and an internal student identifier Having such a large number of values to choose identifiers from minimises the risk of mistyping the identifier and completing an incorrect survey and reduces the risk of the system being abused Other identifiers The following are examples of other identifiers in everyday use
Student numbers range from between 8-10 digits
Internet banking 8-12 digits
Credit card numbers 16 digits
Phone numbers local 8 ndash international 13 These online identifiers are generally used in conjunction with passwords allowing for increased security Example of oAGS IDs The following are 10 example identifiers 26P7-FAA3-EA2B
222B-6F78-72DD
26FC-9557-CDF7
DFD6-7253-CC73
82Q8-B55F-7A2F
C7B9-63C3-9E45
3869-4528-DCD7
88BB-3F36-A59E
3F9E-D66D-D4A8
B287-C4E9-466A
2 Hashing is the transformation of a string of characters into a usually shorter fixed-length value or key
that represents the original string Hashing is used to index and retrieve items in a database because it is faster to find the item using the shorter hashed key than to find it using the original value It is also used in many encryption algorithms
oAGS Manual
April 2013
24
ATTACHMENT B oAGS OVERVIEW
NB Note that the word lsquostudentrsquo refers to graduates in this diagram
oAGS Manual
April 2013
25
ATTACHMENT C SAMPLE oAGS ID DOWNLOAD
Institution 0000
Survey 1
Period 0
Graduate Type G
Graduate ID
8FD2-BC83-H79F
9C7A-F5D4-33D6
HEF5-845F-6AB6
3C22-E3ED-GG9F
B6G4-6649-HF4B
55DG-9C72-HCGG
EA5E-E39D-DBBC
4E6E-C85F-6295
2838-7D5G-A6D6
35DA-6B58-E637
5H62-B63B-D73D
HH54-9933-B529
66CD-4795-64A3
G6E9-B99C-8G85
A4DG-33HB-65A9
589E-CA69-7E74
62G2-4B2E-B369
H498-92B6-899G
HAHG-8H9G-DFHC
DBCC-2HG3-66AG
2G64-F6CB-4FB2
9B95-3FA8-GG58
BDHB-29A4-8A36
4F8G-7FFD-8CGC
CAEB-C389-BC47
G7DG-8B9F-HB9G
D785-395A-GFA6
39FB-CFF2-47E3
4G3A-H822-H989
432G-6C23-AGB4
H52G-GC52-DBHE
9D7E-86BH-9HAH
B54A-5BAB-5846
FCBG-5HD5-H7EG
7643-F66E-9CB8
7BHE-BGBF-2633
GGDC-8GB9-2GD4
7B9B-B6C3-CD8G
6FF8-7HC4-A5BD
686F-647F-7E2D
G36H-H3FD-8A8G
DD45-A4H9-8EF8
H98B-22BF-C3H7
4F6E-G5CF-87FE
A8DE-8B8B-35B9
948B-DF4B-E3D9
oAGS Manual
April 2013
26
ATTACHMENT D SAMPLE DATA EXPORT FILE3
3 This sample is from a past survey and recent data files will not match the column layout exactly
inst maj1 maj2 level double hecsfee yearcomm attend mode credit fywork fytype fyfin fytoff fystlwth
cfgb dvbdz 8 2 1 2003 2 2 2 2
PhD politics 8 2 1 1999 1 1 1 1 2 2 2 1
Graduate Diploma in Advanced EconomicsEconomics 4 2 2 1999 2 1 1 1 1 1 1 1
Bachelor of Medicine Bachelor of SurgeryMedicine 1 2 1 1997 1 1 1 2
Bachelor of SciencePhysiology Pharmacology 1 2 1 2000 1 1 1 1 2 2 2 1
Graduate Certificate in Nursing Science in Retrieval NursingRetrieval Nursing 3 2 2 2002 2 1 1 1 2 1 2 1
Bachelor of EngineeringComputer Systems 2 1 1 1998 1 1 1 1 2 2 1 1
Bachelor of CommerceAccounting management 1 2 1 2000 1 1 1 2
Bachelor of Arts PsychologyAnthropology 1 2 1 2000 1 1 1 1 2 2 2 2
Bachelor of International studiesPolitics History 1 2 1 2000 1 1 1 1 2 2 2 2
Bachelor of Computer ScienceComputer Science 1 2 1 1999 1 1 1 2
Bachelor of Arts (Hons)Politics 2 1 1 1999 1 1 1 1 2 2 2 1
Bachelor of Science (Honours)Biochemistry 2 2 2 2002 1 1 1 2
Bachelor of Arts Spanish 1 2 1 2000 1 1 1 1 2 2 1 1
Bachelor of CommerceAccounting 1 1 4 1998 1 1 1 1 2 2 2 2
Graduate Diploma in Clinical DentistryOrthodontics 4 2 4 2002 1 1 1 1 2 2 2 2
Bachelor of Commerce (Accounting)Accounting 1 1 1 2000 1 1 1 2
BACHELOR OF FINANCEFINANCE-ECONOMICS 1 1 1 2001 1 1 1 1 1 2 1 1
Doctor of MedicienVascular Surgery 8 2 4 1999 1 1 1 1 2 2 2 1
PhD geosciencegeomechanics 8 2 4 1997 1 1 1 1 1 2 1 2
doctor of philosophywine microbiology 8 2 4 1998 1 1 1 1 2 2 2 2
Bachelor of Science (Honours)Geophysics 2 2 1 2002 1 1 1 1 2 2 2 1
MBA 7 2 2000 2 2 1 2
PhD cancer geneticsmolecular biology 8 2 4 1998 1 1 1 2
Bachelor of Social Science HonoursAnthropology 2 2 1 1998 1 1 3 1 2 2 2 2
Bachelor of Social Science (Honours)Psychology 2 2 1 1997 1 1 3 1 2 2 1 1
Bachelor of ScienceApplied MathsOrganic Chemistry 1 1 1 1997 1 1 1 2
Bachelor of EngineeringChemical Engineering 2 1 1 1998 1 1 1 2
Bachelor of Economics (Honours)Economics 2 2 1 2002 1 1 1 1 2 2 2 2
Bachelor of Environmental ScienceSoil SciencePlant Ecology 2 2 1 1998 2 1 1 1 2 2 2 2
Bachelor of CommerceAccounting 1 2 1 1997 2 1 1 1 2 2 2 2
Bachelor of Engineering Electrical and Electronic 2 2 1 1999 1 1 1 1 2 2 1 1
bach eng bach sceng-mechanicalsc-org chem app math2 1 1 1998 1 1 1 1 2 2 2 2
Honours degree of Maths and Comp ScienceApplied Maths 2 2 2 2002 1 1 1 1 2 2 2 1
Bachelor of ScienceBiochemistry 1 1 1 2000 1 1 1 2
Bachelor of Science - HonoursPhysiology 2 2 1 2001 2 1 1 1 1 2 2 1
Bachelor of Social SciencePsychologyEnvironmental Studies1 2 2 2002 1 1 1 1 2 2 2 2
Bachelor of Science (Honours)Genetics 2 2 1 2002 1 1 1 1 2 2 1 2
Bachelor of EngineeringCivil and Environmental Engineering2 2 2 2002 1 1 3 2
Masters Psychologu (Clinical)Psychology 7 2 1 1999 1 1 1 1 2 2 2 2
Bachelor of Medicine Bachelor of SurgeryMedicine Surgery 2 2 1 1996 1 1 1 2
Graduate Diploma in Clinical DentistryDentistry 4 2 1 2001 2 1 1 1 2 1 2 1
Bachelor of EngineeringMechatronics 2 2 4 1999 1 1 1 2
Bachelor of EngineeringCivil Engineering 2 2 2 1999 1 1 1 1 2 2 1 2
Bachelor of SciencePhysiology Organic Chemistry 1 2 1 2000 1 1 1 1 2 2 1 1
Bachelor of EconomicsEconomics 1 1 1 2000 1 1 1 1 2 2 2 2
Bachelor of ScienceBiochemistryApplied Maths 1 1 1 1998 1 1 1 2
Bachelor of engineeringChemical Engineering 2 1 1 1998 1 1 1 2
PhD HorticultureMolecular Biology 8 2 2 1999 1 1 1 2
Bachelor of Laws and Bachelor of ArtsLaw Politics 1 1 1 1997 1 1 1 1 2 2 2 2
Bachelor of EngineeringChemical Engineering 2 2 1 1999 1 1 1 1 2 1 1 2
Bachelor of ScienceGeophysics 2 2 2 2002 1 1 3 2
Master of Engineering ScienceMechanical Engineering 6 2 4 1999 1 1 1 2
Bachelor of Mathematical and Computer SciencesComputer ScienceMathematics - Pure and Applied1 2 2 2000 1 1 1 1 2 2 1 1
Doctor of Philosophyelectronic engineeringVLSI design 8 2 1 1996 1 1 1 1 1 2 2 1
PhD Science Physiology 8 2 4 1998 1 2 1 1 1 2 2 1
BACHELOR OF ARTS (HONS)ENGLISH 2 2 1 2002 1 1 1 1 2 2 2 2
Bachelor of Health SciencePathology Infection amp Immunity 1 2 2 2000 1 1 1 1 2 2 2 2
Bachelor of Science(Molecular Biology) Diploma in LanguagesMolecular BiologyJapanese 1 1 1 1999 1 1 4 2
Bachelor of Environmental Science(Hons)geology 2 2 1 1999 1 1 1 1 2 2 2 2
Bachelor of ArchitectureArchitecture 1 1 1 2001 1 1 1 1 2 2 2 2
Bachelor of FinanceFinance 1 1 1 1999 1 1 1 1 2 2 2 1
Bachelor of Computer ScienceComputer Science 1 2 1 1999 1 1 1 2
Bachelor of ScienceEnvironment BiologyAnatomical Science 1 2 1 2000 1 1 1 1 2 2 2 1
Bachelor of EngineeringCivil and Environmental 1 1 1 1997 1 1 1 1 2 2 2 2
Bachelor of EngineeringComputer Systems Engineering 2 1 1 1998 1 1 1 1 2 2 2 2
BE Engineering Mechatronics Engineering 2 2 4 2002 1 1 1 2
Doctor of PhilosophyGenetics 8 2 4 1998 1 1 1 2
Master of CommerceHuman Resource Management 4 2 4 1999 2 1 1 2
Bachelor of Sciencemicrobiology and immunologygenetics 1 2 1 2000 1 1 1 2
Bachelor of Science(Mathematical and Computer Sciences)Computer Science 1 2 2 2000 1 1 1 2
Bachelor of Commerce (Accounting)Accounting 1 2 2 1999 2 1 1 1 1 2 2 1
DIPLOMA IN WINE MARKETINGMARKETINGOENOLOGY 9 1 1 1996 2 2 4 1 1 2 2 1
oAGS Manual
April 2013
12
B ONLINE SURVEY FORM GENERATED This step is undertaken at GCA The oAGS survey form is a generic tool and there is no facility for questions unique to any particular institution to be added to the form However each institutionrsquos version of the oAGS may be customised with respect to the selection of CEQ scales and the substitution of the word lsquocoursersquo with lsquoprogramrsquo where relevant
STEP 2 Relevant information is collected from Survey Managers
As part of the routine process of producing hard-copy survey forms Survey Managers will be contacted (as per standard practice) and asked to provide details of their survey form requirements relating to the selection of relevant CEQ scales In order to utilise the oAGS institutions will also need to provide GCA with the numbers of coursework graduates (for the GDS+CEQ) and research postgraduates (for the GDS+PREQ) so that sufficient unique oAGS IDs can be allocated for distribution
STEP 3 Online survey form generated and verified by GCA
For each survey round the introductory blurb is standard for all institutions as is the colour and font presentation An email link unique to each institution will be added so that graduate queries are directed to the relevant personnel at that institution Also the online form will feature the individual institutionrsquos logo on each survey page along with the GCA logo
oAGS Manual
April 2013
13
C SETTING UP AND NOTIFYING GRADUATES
STEP 4 GCA provides institutions with a list of unique oAGS IDs
Once all required information has been supplied to GCA and survey forms have been approved you will be allocated a set of unique oAGS ID numbers to provide to graduates These are generated by GCA and provided to you in a text format (csv) file The IDs consists of a 12 digit alphanumeric code such as E7D5 285F 89EF In order to avoid possible confusion these IDs do not include the numbers one (1) or zero (0) nor the letters O or capital i (I) (See Attachment A Generation of oAGS Identifiers) Note It is imperative that the oAGS ID remains matched to the graduate throughout the survey process The ID number will
restrict access to the survey to only the intended graduate population
safeguard against multiple responses from any one graduate
enable institutions to protect graduate identities
direct graduates to either the CEQ or PREQ form When using a graduate oAGS ID to complete the online survey the survey will appear with the generic GDS questions together with the selected CEQ scales When using a postgraduate (research degree graduates only) oAGS ID to complete the online survey the survey should appear with the generic GDS questions together with the PREQ questions In respect of research graduates (who are directed to the GDS+PREQ oAGS via their oAGS ID) please note that questions relating to supervision mode change of supervision and location of study appear at the end of the PREQ NOT within the GDS section of the online survey Once the initial set of oAGS IDs is generated for any institution you will need to contact GCA if you require additional IDs Any additional IDs will be appended to the original ID file and the entire file will be re-sent to the institution It is the institutionrsquos responsibility to note how many of this updated list of oAGS IDs have been used already Each oAGS ID can only be used once Once the graduate has completed the survey and hit the SUBMIT button the ID becomes defunct and the information cannot be overwritten If the form is not complete and the graduate wishes to cease filling out the questionnaire that graduate can retain their responses by clicking the lsquoEXITrsquo button and if they wish use the same ID to re-enter the survey and complete it at a later date Please note that at this stage these partial responses are not available in your data file If the browser window in which the oAGS is displayed is closed without the exit button being clicked in the event of a computer crash or that the graduate simply clicks on the close window symbol for example no information will be stored If a respondent makes an error on a previous page or has a change of mind regarding a response on an earlier page prior to completing the oAGS there is a PREVIOUS button which acts as a lsquoBACKrsquo button to return the graduate to the previous desired page (the oAGS opens a browser window that does not have the normal browser controls such as lsquoBACKrsquo and lsquoREFRESHrsquo)
oAGS Manual
April 2013
14
STEP 5 Survey Managers allocate oAGS IDs to the graduate population
The graduate oAGS ID will direct the graduate to the appropriate form (OctApril GDS+CEQ or GDS+PREQ) Therefore a different set of IDs will be provided for each of these population groups It is imperative that you correctly allocate the relevant oAGS ID against the correct graduate (ie OctoberApril GDS+CEQ or OctoberApril GDS+PREQ subject) and that these records are maintained for the duration of the survey cycle (see Appendix B oAGS Overview) Note Graduates who have completed a bachelor degree graduate postgraduate diploma graduate certificate or masters degree by coursework will receive the GDS+CEQ Graduates who have completed a masters degree by research or PhD by research receive the GDS+PREQ
STEP 6 Institutions deploy the oAGS
This can be done in several ways and your local knowledge of graduates at your institution as well as the resources and expertise you have available will dictate the most suitable method However you may wish to try either or both of the following
SEND oAGS DETAILS WITH THE HARD-COPY FORM Include the URL and the graduatersquos unique oAGS ID on the covering letter which goes out with the AGS hardcopy form
CREATE A UNIQUE oAGS LINK Institutions are able to provide a CLICKABLE web link to graduates containing their individual login oAGS IDs This will allow graduates to click on their link and be automatically logged directly into the survey under the ID included in the link rather than having to type in the ID at the oAGS login page
The link is as follows (where the represent the oAGS ID code WITH HYPHENS REMOVED) httpoagsgraduatecareerscomausurveyphpstudent_id= Note that in order for the link to function the hyphens included in oAGS IDs MUST be removed For example a link using the ID CF2F-65BG-83AD would be as follows httpoagsgraduatecareerscomausurveyphpstudent_id=CF2F65BG83AD The URL can be set as a hyperlink again facilitating ease of access However it is recommended that the full URL is displayed in the link so that in cases where a graduatersquos browser does not allow the opening of hyperlinks the respondent can still type or paste the URL into their browser Alternatively include instructions in the case of link failure below the link including the login page URL httpoagsgraduatecareerscomau and the respondents unique ID
oAGS Manual
April 2013
15
The accompanying text should point out that if the graduate exits the oAGS using the lsquoEXITrsquo button they are able to return and complete the form from the point they exited by using the same link IMPORTANT This option requires a system of distributing the unique links directly to the targeted individuals The oAGS does not include a function to do so This can be done by sending a unique email to each respondent either via a dedicated mass emailing tool (such as mass sender software or an online newsletter manager like PHP List) or by conducting a mail merge (this can be done in Microsoft Office for example) It can also be done by using an intermediary webpage that students have to access using a unique identifier such as their student ID which then displays their unique link and covering text Note that if a URL runs over two lines some email systems will only recognise the first line as a hyperlink and the link will open an error page While this should only occur in a limited number of cases it is important to include text instructing the respondent to lsquocopy and pastersquo or type the full URL into their internet browser address bar if the link doesnrsquot work Institutions wishing to distribute unique oAGS links to their target population should consult with technical personnel as to the options available to them For those with limited IT support it is possible to send unique links via the mail merge function in Microsoft Office Note however that MS Office mail merge will send an email from the default MS Outlook account of the workstation from which it is carried-out That is if your default Outlook email account has the email address JohnSmithUniversitycomau then all recipients of the mail merge will receive an email from this email address It is crucial that Survey Managers test their system of distributing the links prior to launching their oAGS survey Any errors in the link will make this dysfunctional and may result in significant non-response even if the links are subsequently fixed and re-issued OTHER ISSUES TO CONSIDER Institutions sending a large number of oAGS emails may wish to stagger the sending of emails so as to avoid some of the potential pit-falls of bulk emailing Some email providers (for example Googles GMail) have anti-spam measures which restrict the number of emails originating from one email address over a period of time This is sometimes called a sending quota If the number of emails received by that provider originating from the same email address exceeds this limit the emails may be rejected or classified as junk mail or spam It is also advisable that Survey Managers check with technical personnel regarding the upper limit for simultaneous emails for example in the case that the number of emails exceeds server capacity Some bulk emailing software includes the ability to specify the number of emails to be sent at a time and at what time interval so that anti-spam measures can be counter-acted If using email as the mode of distribution try sending the email to graduates a few weeks prior to the distribution of the hard-copy form Point out that they will help the environment by completing the form online (saving trees) and that they will not be ldquohassledrdquo with follow-up requests by completing the survey immediately
oAGS Manual
April 2013
16
GCA strongly recommends that Survey Managers use the oAGS as the method of first contact with graduates as a relatively large proportion of responses can be gathered quickly in this manner reducing the cost of supplying mailing and processing printed forms oAGS users should regularly download and back-up their data files
oAGS Manual
April 2013
17
D COMPLETING THE FORM
STEP 7 Graduates log onto the survey site
If graduates are not accessing the oAGS via a unique link (see Step 6) then they will need to log on to
httpoagsgraduatecareerscomau When they access this site they will first see the following screen (The live site will feature your Institution logo in the space on the left hand side of the screen)
Graduates then need to click on the button labelled lsquoProceed to Surveyrsquo and type in their oAGS ID to access the survey Their allocated IDs will direct the graduate to the correct form ie GDSCEQ or GDSPREQ
oAGS Manual
April 2013
18
In order to avoid problems logging into the site the oAGS ID is not case sensitive and therefore the alphanumeric characters do not need to be in uppercase in order to enter the site
STEP 8 Graduates complete the survey form
The survey form is easy to use and employs question logic so that responses lead to relevant questions and those questions which are not applicable to the graduate are omitted from view If the graduate doesnrsquot answer a question they will still be able to proceed However they will receive one of the following messages
You did not respond to this question Or You have left some responses blank or some of your responses are invalid You may address these issues or progress to the next page of questions by clicking ldquoskiprdquo button below
If an incorrect format is entered for the salary figure then respondents will be prompted to enter this again Once the graduate has completed the survey form it is necessary for them to click the SUBMIT button The graduate will then receive the following message and direct link
Survey Completed Thanks for your time and cooperation in completing this survey Would you like to see the results of last yearrsquos survey If so visit Grads Jobs and Dollars (link)
If a graduate has any problems or queries with the survey form they are able to email the institution directly via the on-screen link (to the email address provided by institution) If you are unable to answer the graduatersquos query internally please contact GCA for assistance
oAGS Manual
April 2013
19
E SURVEY MANAGER ADMINISTRATION
The oAGS offers access to various administrative tools for Survey Managers They are able to
Show the number of responses for a survey
Download the oAGS IDs for those who have responded online so that they can be excluded from follow-up mail-outs
Export responses to completed surveys Completed survey data is stored on an external and secure website and backed-up on a regular basis To access the Survey Managerrsquos administration area authorised users will need to log in to
httpsadminoagsgraduatecareerscomau Once Survey Managers have logged in they will be presented with a screen for their institution which allows them to choose the desired activity
oAGS Manual
April 2013
20
STEP 9 Survey Managers log-in at any time and see how many responses have been received online
This is done by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoShow Number of Responsesrdquo task
STEP 10 Survey Managers obtain the oAGS IDs of the online respondents as the survey period progresses
Survey Managers can download a list of used oAGS IDs for those graduates who have completed the survey form online (see Attachment C Sample oAGS ID Download) This is done by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoDownload graduate IDs for completed surveysrdquo task
Survey Managers should then mark off online respondents against their master record so that they are excluded from the follow-upreminder process Follow up of non-respondents will need to occur at this stage Note It is imperative that internal records are maintained which match graduatesrsquo allocated oAGS IDs to a record or institutional ID number that can be used to verify which individuals have responded
STEP 11 Survey Managers export data when required
Data is exported in a Microsoft Excel compatible comma separated values (csv) file (see Attachment D) The sequence of the columns in this file is formatted to correspond as closely as possible to the specifications in the AGS data specifications (released annually with the main AGS Manual) oAGS users are advised to regularly download and back-up their data files Data is exported by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoExport responsesrdquo task
Data in Excel format can be imported into other statistical packages such as SPSS
oAGS Manual
April 2013
21
As each download of results is completed Survey Managers are advised to label and name the downloaded file carefully to avoid confusion As the survey period progresses additional entries are added to the oAGS data file and version control when downloading interim data files is therefore of paramount importance oAGS IDs and dates are recorded in the export data file to assist in this process Note The program automatically records the date on which the respondent completed the survey form and this value is always exported as the second last entry in the data file This allows Survey Managers to monitor the return of survey forms and maintain version control of saved files The data export includes the oAGS ID in the last column of the data file
oAGS Manual
April 2013
22
ATTACHMENT A GENERATION OF oAGS IDENTIFIERS The oAGS system is not able to store ldquorealrdquo student numbers due to privacy issues As such a method of uniquely identifying graduates is required To allow graduates to log in to the oAGS system log-in identifiers (oAGS IDs) will be generated by GCA (via the oAGS system) on behalf of an institution These will then be provided to the graduates by the institution either as part of a direct link into the survey or along with the login URL It will be each institutionrsquos responsibility to keep the oAGS IDs individually matched with the graduates in their survey cohort Upon visiting the oAGS a graduate will enter their oAGS ID and be able to proceed with filling out the survey for their institution The Numbers The following parameters regarding the number of graduates accessing the system were supplied to the oAGS development team
Maximum 160000 graduates per survey
There may be up to 3 years of surveys running at a given time
This results in a requirement for a maximum of 480000 unique oAGS IDs at any given time It is noted that this is an extreme maximum and it would be highly unlikely that this amount of unique identifiers would be required Issues Unique identifiers could be generated a number of ways such as combining existing information such as the institution code survey code and a random number These methods are unsuitable for a number of reasons
If identifiers are too similar there is the possibility that a graduate may miss-type their identifier and end up completing another graduatersquos survey
If identifiers are based on a simple algorithm (eg by combining existing information) or are too short it is possible for the system to be abused by randomly entering codes
If identifiers are too long graduates may have trouble entering them correctly
Solution A random 12 character alphanumeric code (using characters such as lsquoB-9A-Frsquo) is used to identify each graduate This combination of numbers and letters results in 281474976710655 unique values
oAGS Manual
April 2013
23
The oAGS ID is generated by a one-way hashing algorithm2 based on the institution code a survey identifier and an internal student identifier Having such a large number of values to choose identifiers from minimises the risk of mistyping the identifier and completing an incorrect survey and reduces the risk of the system being abused Other identifiers The following are examples of other identifiers in everyday use
Student numbers range from between 8-10 digits
Internet banking 8-12 digits
Credit card numbers 16 digits
Phone numbers local 8 ndash international 13 These online identifiers are generally used in conjunction with passwords allowing for increased security Example of oAGS IDs The following are 10 example identifiers 26P7-FAA3-EA2B
222B-6F78-72DD
26FC-9557-CDF7
DFD6-7253-CC73
82Q8-B55F-7A2F
C7B9-63C3-9E45
3869-4528-DCD7
88BB-3F36-A59E
3F9E-D66D-D4A8
B287-C4E9-466A
2 Hashing is the transformation of a string of characters into a usually shorter fixed-length value or key
that represents the original string Hashing is used to index and retrieve items in a database because it is faster to find the item using the shorter hashed key than to find it using the original value It is also used in many encryption algorithms
oAGS Manual
April 2013
24
ATTACHMENT B oAGS OVERVIEW
NB Note that the word lsquostudentrsquo refers to graduates in this diagram
oAGS Manual
April 2013
25
ATTACHMENT C SAMPLE oAGS ID DOWNLOAD
Institution 0000
Survey 1
Period 0
Graduate Type G
Graduate ID
8FD2-BC83-H79F
9C7A-F5D4-33D6
HEF5-845F-6AB6
3C22-E3ED-GG9F
B6G4-6649-HF4B
55DG-9C72-HCGG
EA5E-E39D-DBBC
4E6E-C85F-6295
2838-7D5G-A6D6
35DA-6B58-E637
5H62-B63B-D73D
HH54-9933-B529
66CD-4795-64A3
G6E9-B99C-8G85
A4DG-33HB-65A9
589E-CA69-7E74
62G2-4B2E-B369
H498-92B6-899G
HAHG-8H9G-DFHC
DBCC-2HG3-66AG
2G64-F6CB-4FB2
9B95-3FA8-GG58
BDHB-29A4-8A36
4F8G-7FFD-8CGC
CAEB-C389-BC47
G7DG-8B9F-HB9G
D785-395A-GFA6
39FB-CFF2-47E3
4G3A-H822-H989
432G-6C23-AGB4
H52G-GC52-DBHE
9D7E-86BH-9HAH
B54A-5BAB-5846
FCBG-5HD5-H7EG
7643-F66E-9CB8
7BHE-BGBF-2633
GGDC-8GB9-2GD4
7B9B-B6C3-CD8G
6FF8-7HC4-A5BD
686F-647F-7E2D
G36H-H3FD-8A8G
DD45-A4H9-8EF8
H98B-22BF-C3H7
4F6E-G5CF-87FE
A8DE-8B8B-35B9
948B-DF4B-E3D9
oAGS Manual
April 2013
26
ATTACHMENT D SAMPLE DATA EXPORT FILE3
3 This sample is from a past survey and recent data files will not match the column layout exactly
inst maj1 maj2 level double hecsfee yearcomm attend mode credit fywork fytype fyfin fytoff fystlwth
cfgb dvbdz 8 2 1 2003 2 2 2 2
PhD politics 8 2 1 1999 1 1 1 1 2 2 2 1
Graduate Diploma in Advanced EconomicsEconomics 4 2 2 1999 2 1 1 1 1 1 1 1
Bachelor of Medicine Bachelor of SurgeryMedicine 1 2 1 1997 1 1 1 2
Bachelor of SciencePhysiology Pharmacology 1 2 1 2000 1 1 1 1 2 2 2 1
Graduate Certificate in Nursing Science in Retrieval NursingRetrieval Nursing 3 2 2 2002 2 1 1 1 2 1 2 1
Bachelor of EngineeringComputer Systems 2 1 1 1998 1 1 1 1 2 2 1 1
Bachelor of CommerceAccounting management 1 2 1 2000 1 1 1 2
Bachelor of Arts PsychologyAnthropology 1 2 1 2000 1 1 1 1 2 2 2 2
Bachelor of International studiesPolitics History 1 2 1 2000 1 1 1 1 2 2 2 2
Bachelor of Computer ScienceComputer Science 1 2 1 1999 1 1 1 2
Bachelor of Arts (Hons)Politics 2 1 1 1999 1 1 1 1 2 2 2 1
Bachelor of Science (Honours)Biochemistry 2 2 2 2002 1 1 1 2
Bachelor of Arts Spanish 1 2 1 2000 1 1 1 1 2 2 1 1
Bachelor of CommerceAccounting 1 1 4 1998 1 1 1 1 2 2 2 2
Graduate Diploma in Clinical DentistryOrthodontics 4 2 4 2002 1 1 1 1 2 2 2 2
Bachelor of Commerce (Accounting)Accounting 1 1 1 2000 1 1 1 2
BACHELOR OF FINANCEFINANCE-ECONOMICS 1 1 1 2001 1 1 1 1 1 2 1 1
Doctor of MedicienVascular Surgery 8 2 4 1999 1 1 1 1 2 2 2 1
PhD geosciencegeomechanics 8 2 4 1997 1 1 1 1 1 2 1 2
doctor of philosophywine microbiology 8 2 4 1998 1 1 1 1 2 2 2 2
Bachelor of Science (Honours)Geophysics 2 2 1 2002 1 1 1 1 2 2 2 1
MBA 7 2 2000 2 2 1 2
PhD cancer geneticsmolecular biology 8 2 4 1998 1 1 1 2
Bachelor of Social Science HonoursAnthropology 2 2 1 1998 1 1 3 1 2 2 2 2
Bachelor of Social Science (Honours)Psychology 2 2 1 1997 1 1 3 1 2 2 1 1
Bachelor of ScienceApplied MathsOrganic Chemistry 1 1 1 1997 1 1 1 2
Bachelor of EngineeringChemical Engineering 2 1 1 1998 1 1 1 2
Bachelor of Economics (Honours)Economics 2 2 1 2002 1 1 1 1 2 2 2 2
Bachelor of Environmental ScienceSoil SciencePlant Ecology 2 2 1 1998 2 1 1 1 2 2 2 2
Bachelor of CommerceAccounting 1 2 1 1997 2 1 1 1 2 2 2 2
Bachelor of Engineering Electrical and Electronic 2 2 1 1999 1 1 1 1 2 2 1 1
bach eng bach sceng-mechanicalsc-org chem app math2 1 1 1998 1 1 1 1 2 2 2 2
Honours degree of Maths and Comp ScienceApplied Maths 2 2 2 2002 1 1 1 1 2 2 2 1
Bachelor of ScienceBiochemistry 1 1 1 2000 1 1 1 2
Bachelor of Science - HonoursPhysiology 2 2 1 2001 2 1 1 1 1 2 2 1
Bachelor of Social SciencePsychologyEnvironmental Studies1 2 2 2002 1 1 1 1 2 2 2 2
Bachelor of Science (Honours)Genetics 2 2 1 2002 1 1 1 1 2 2 1 2
Bachelor of EngineeringCivil and Environmental Engineering2 2 2 2002 1 1 3 2
Masters Psychologu (Clinical)Psychology 7 2 1 1999 1 1 1 1 2 2 2 2
Bachelor of Medicine Bachelor of SurgeryMedicine Surgery 2 2 1 1996 1 1 1 2
Graduate Diploma in Clinical DentistryDentistry 4 2 1 2001 2 1 1 1 2 1 2 1
Bachelor of EngineeringMechatronics 2 2 4 1999 1 1 1 2
Bachelor of EngineeringCivil Engineering 2 2 2 1999 1 1 1 1 2 2 1 2
Bachelor of SciencePhysiology Organic Chemistry 1 2 1 2000 1 1 1 1 2 2 1 1
Bachelor of EconomicsEconomics 1 1 1 2000 1 1 1 1 2 2 2 2
Bachelor of ScienceBiochemistryApplied Maths 1 1 1 1998 1 1 1 2
Bachelor of engineeringChemical Engineering 2 1 1 1998 1 1 1 2
PhD HorticultureMolecular Biology 8 2 2 1999 1 1 1 2
Bachelor of Laws and Bachelor of ArtsLaw Politics 1 1 1 1997 1 1 1 1 2 2 2 2
Bachelor of EngineeringChemical Engineering 2 2 1 1999 1 1 1 1 2 1 1 2
Bachelor of ScienceGeophysics 2 2 2 2002 1 1 3 2
Master of Engineering ScienceMechanical Engineering 6 2 4 1999 1 1 1 2
Bachelor of Mathematical and Computer SciencesComputer ScienceMathematics - Pure and Applied1 2 2 2000 1 1 1 1 2 2 1 1
Doctor of Philosophyelectronic engineeringVLSI design 8 2 1 1996 1 1 1 1 1 2 2 1
PhD Science Physiology 8 2 4 1998 1 2 1 1 1 2 2 1
BACHELOR OF ARTS (HONS)ENGLISH 2 2 1 2002 1 1 1 1 2 2 2 2
Bachelor of Health SciencePathology Infection amp Immunity 1 2 2 2000 1 1 1 1 2 2 2 2
Bachelor of Science(Molecular Biology) Diploma in LanguagesMolecular BiologyJapanese 1 1 1 1999 1 1 4 2
Bachelor of Environmental Science(Hons)geology 2 2 1 1999 1 1 1 1 2 2 2 2
Bachelor of ArchitectureArchitecture 1 1 1 2001 1 1 1 1 2 2 2 2
Bachelor of FinanceFinance 1 1 1 1999 1 1 1 1 2 2 2 1
Bachelor of Computer ScienceComputer Science 1 2 1 1999 1 1 1 2
Bachelor of ScienceEnvironment BiologyAnatomical Science 1 2 1 2000 1 1 1 1 2 2 2 1
Bachelor of EngineeringCivil and Environmental 1 1 1 1997 1 1 1 1 2 2 2 2
Bachelor of EngineeringComputer Systems Engineering 2 1 1 1998 1 1 1 1 2 2 2 2
BE Engineering Mechatronics Engineering 2 2 4 2002 1 1 1 2
Doctor of PhilosophyGenetics 8 2 4 1998 1 1 1 2
Master of CommerceHuman Resource Management 4 2 4 1999 2 1 1 2
Bachelor of Sciencemicrobiology and immunologygenetics 1 2 1 2000 1 1 1 2
Bachelor of Science(Mathematical and Computer Sciences)Computer Science 1 2 2 2000 1 1 1 2
Bachelor of Commerce (Accounting)Accounting 1 2 2 1999 2 1 1 1 1 2 2 1
DIPLOMA IN WINE MARKETINGMARKETINGOENOLOGY 9 1 1 1996 2 2 4 1 1 2 2 1
oAGS Manual
April 2013
13
C SETTING UP AND NOTIFYING GRADUATES
STEP 4 GCA provides institutions with a list of unique oAGS IDs
Once all required information has been supplied to GCA and survey forms have been approved you will be allocated a set of unique oAGS ID numbers to provide to graduates These are generated by GCA and provided to you in a text format (csv) file The IDs consists of a 12 digit alphanumeric code such as E7D5 285F 89EF In order to avoid possible confusion these IDs do not include the numbers one (1) or zero (0) nor the letters O or capital i (I) (See Attachment A Generation of oAGS Identifiers) Note It is imperative that the oAGS ID remains matched to the graduate throughout the survey process The ID number will
restrict access to the survey to only the intended graduate population
safeguard against multiple responses from any one graduate
enable institutions to protect graduate identities
direct graduates to either the CEQ or PREQ form When using a graduate oAGS ID to complete the online survey the survey will appear with the generic GDS questions together with the selected CEQ scales When using a postgraduate (research degree graduates only) oAGS ID to complete the online survey the survey should appear with the generic GDS questions together with the PREQ questions In respect of research graduates (who are directed to the GDS+PREQ oAGS via their oAGS ID) please note that questions relating to supervision mode change of supervision and location of study appear at the end of the PREQ NOT within the GDS section of the online survey Once the initial set of oAGS IDs is generated for any institution you will need to contact GCA if you require additional IDs Any additional IDs will be appended to the original ID file and the entire file will be re-sent to the institution It is the institutionrsquos responsibility to note how many of this updated list of oAGS IDs have been used already Each oAGS ID can only be used once Once the graduate has completed the survey and hit the SUBMIT button the ID becomes defunct and the information cannot be overwritten If the form is not complete and the graduate wishes to cease filling out the questionnaire that graduate can retain their responses by clicking the lsquoEXITrsquo button and if they wish use the same ID to re-enter the survey and complete it at a later date Please note that at this stage these partial responses are not available in your data file If the browser window in which the oAGS is displayed is closed without the exit button being clicked in the event of a computer crash or that the graduate simply clicks on the close window symbol for example no information will be stored If a respondent makes an error on a previous page or has a change of mind regarding a response on an earlier page prior to completing the oAGS there is a PREVIOUS button which acts as a lsquoBACKrsquo button to return the graduate to the previous desired page (the oAGS opens a browser window that does not have the normal browser controls such as lsquoBACKrsquo and lsquoREFRESHrsquo)
oAGS Manual
April 2013
14
STEP 5 Survey Managers allocate oAGS IDs to the graduate population
The graduate oAGS ID will direct the graduate to the appropriate form (OctApril GDS+CEQ or GDS+PREQ) Therefore a different set of IDs will be provided for each of these population groups It is imperative that you correctly allocate the relevant oAGS ID against the correct graduate (ie OctoberApril GDS+CEQ or OctoberApril GDS+PREQ subject) and that these records are maintained for the duration of the survey cycle (see Appendix B oAGS Overview) Note Graduates who have completed a bachelor degree graduate postgraduate diploma graduate certificate or masters degree by coursework will receive the GDS+CEQ Graduates who have completed a masters degree by research or PhD by research receive the GDS+PREQ
STEP 6 Institutions deploy the oAGS
This can be done in several ways and your local knowledge of graduates at your institution as well as the resources and expertise you have available will dictate the most suitable method However you may wish to try either or both of the following
SEND oAGS DETAILS WITH THE HARD-COPY FORM Include the URL and the graduatersquos unique oAGS ID on the covering letter which goes out with the AGS hardcopy form
CREATE A UNIQUE oAGS LINK Institutions are able to provide a CLICKABLE web link to graduates containing their individual login oAGS IDs This will allow graduates to click on their link and be automatically logged directly into the survey under the ID included in the link rather than having to type in the ID at the oAGS login page
The link is as follows (where the represent the oAGS ID code WITH HYPHENS REMOVED) httpoagsgraduatecareerscomausurveyphpstudent_id= Note that in order for the link to function the hyphens included in oAGS IDs MUST be removed For example a link using the ID CF2F-65BG-83AD would be as follows httpoagsgraduatecareerscomausurveyphpstudent_id=CF2F65BG83AD The URL can be set as a hyperlink again facilitating ease of access However it is recommended that the full URL is displayed in the link so that in cases where a graduatersquos browser does not allow the opening of hyperlinks the respondent can still type or paste the URL into their browser Alternatively include instructions in the case of link failure below the link including the login page URL httpoagsgraduatecareerscomau and the respondents unique ID
oAGS Manual
April 2013
15
The accompanying text should point out that if the graduate exits the oAGS using the lsquoEXITrsquo button they are able to return and complete the form from the point they exited by using the same link IMPORTANT This option requires a system of distributing the unique links directly to the targeted individuals The oAGS does not include a function to do so This can be done by sending a unique email to each respondent either via a dedicated mass emailing tool (such as mass sender software or an online newsletter manager like PHP List) or by conducting a mail merge (this can be done in Microsoft Office for example) It can also be done by using an intermediary webpage that students have to access using a unique identifier such as their student ID which then displays their unique link and covering text Note that if a URL runs over two lines some email systems will only recognise the first line as a hyperlink and the link will open an error page While this should only occur in a limited number of cases it is important to include text instructing the respondent to lsquocopy and pastersquo or type the full URL into their internet browser address bar if the link doesnrsquot work Institutions wishing to distribute unique oAGS links to their target population should consult with technical personnel as to the options available to them For those with limited IT support it is possible to send unique links via the mail merge function in Microsoft Office Note however that MS Office mail merge will send an email from the default MS Outlook account of the workstation from which it is carried-out That is if your default Outlook email account has the email address JohnSmithUniversitycomau then all recipients of the mail merge will receive an email from this email address It is crucial that Survey Managers test their system of distributing the links prior to launching their oAGS survey Any errors in the link will make this dysfunctional and may result in significant non-response even if the links are subsequently fixed and re-issued OTHER ISSUES TO CONSIDER Institutions sending a large number of oAGS emails may wish to stagger the sending of emails so as to avoid some of the potential pit-falls of bulk emailing Some email providers (for example Googles GMail) have anti-spam measures which restrict the number of emails originating from one email address over a period of time This is sometimes called a sending quota If the number of emails received by that provider originating from the same email address exceeds this limit the emails may be rejected or classified as junk mail or spam It is also advisable that Survey Managers check with technical personnel regarding the upper limit for simultaneous emails for example in the case that the number of emails exceeds server capacity Some bulk emailing software includes the ability to specify the number of emails to be sent at a time and at what time interval so that anti-spam measures can be counter-acted If using email as the mode of distribution try sending the email to graduates a few weeks prior to the distribution of the hard-copy form Point out that they will help the environment by completing the form online (saving trees) and that they will not be ldquohassledrdquo with follow-up requests by completing the survey immediately
oAGS Manual
April 2013
16
GCA strongly recommends that Survey Managers use the oAGS as the method of first contact with graduates as a relatively large proportion of responses can be gathered quickly in this manner reducing the cost of supplying mailing and processing printed forms oAGS users should regularly download and back-up their data files
oAGS Manual
April 2013
17
D COMPLETING THE FORM
STEP 7 Graduates log onto the survey site
If graduates are not accessing the oAGS via a unique link (see Step 6) then they will need to log on to
httpoagsgraduatecareerscomau When they access this site they will first see the following screen (The live site will feature your Institution logo in the space on the left hand side of the screen)
Graduates then need to click on the button labelled lsquoProceed to Surveyrsquo and type in their oAGS ID to access the survey Their allocated IDs will direct the graduate to the correct form ie GDSCEQ or GDSPREQ
oAGS Manual
April 2013
18
In order to avoid problems logging into the site the oAGS ID is not case sensitive and therefore the alphanumeric characters do not need to be in uppercase in order to enter the site
STEP 8 Graduates complete the survey form
The survey form is easy to use and employs question logic so that responses lead to relevant questions and those questions which are not applicable to the graduate are omitted from view If the graduate doesnrsquot answer a question they will still be able to proceed However they will receive one of the following messages
You did not respond to this question Or You have left some responses blank or some of your responses are invalid You may address these issues or progress to the next page of questions by clicking ldquoskiprdquo button below
If an incorrect format is entered for the salary figure then respondents will be prompted to enter this again Once the graduate has completed the survey form it is necessary for them to click the SUBMIT button The graduate will then receive the following message and direct link
Survey Completed Thanks for your time and cooperation in completing this survey Would you like to see the results of last yearrsquos survey If so visit Grads Jobs and Dollars (link)
If a graduate has any problems or queries with the survey form they are able to email the institution directly via the on-screen link (to the email address provided by institution) If you are unable to answer the graduatersquos query internally please contact GCA for assistance
oAGS Manual
April 2013
19
E SURVEY MANAGER ADMINISTRATION
The oAGS offers access to various administrative tools for Survey Managers They are able to
Show the number of responses for a survey
Download the oAGS IDs for those who have responded online so that they can be excluded from follow-up mail-outs
Export responses to completed surveys Completed survey data is stored on an external and secure website and backed-up on a regular basis To access the Survey Managerrsquos administration area authorised users will need to log in to
httpsadminoagsgraduatecareerscomau Once Survey Managers have logged in they will be presented with a screen for their institution which allows them to choose the desired activity
oAGS Manual
April 2013
20
STEP 9 Survey Managers log-in at any time and see how many responses have been received online
This is done by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoShow Number of Responsesrdquo task
STEP 10 Survey Managers obtain the oAGS IDs of the online respondents as the survey period progresses
Survey Managers can download a list of used oAGS IDs for those graduates who have completed the survey form online (see Attachment C Sample oAGS ID Download) This is done by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoDownload graduate IDs for completed surveysrdquo task
Survey Managers should then mark off online respondents against their master record so that they are excluded from the follow-upreminder process Follow up of non-respondents will need to occur at this stage Note It is imperative that internal records are maintained which match graduatesrsquo allocated oAGS IDs to a record or institutional ID number that can be used to verify which individuals have responded
STEP 11 Survey Managers export data when required
Data is exported in a Microsoft Excel compatible comma separated values (csv) file (see Attachment D) The sequence of the columns in this file is formatted to correspond as closely as possible to the specifications in the AGS data specifications (released annually with the main AGS Manual) oAGS users are advised to regularly download and back-up their data files Data is exported by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoExport responsesrdquo task
Data in Excel format can be imported into other statistical packages such as SPSS
oAGS Manual
April 2013
21
As each download of results is completed Survey Managers are advised to label and name the downloaded file carefully to avoid confusion As the survey period progresses additional entries are added to the oAGS data file and version control when downloading interim data files is therefore of paramount importance oAGS IDs and dates are recorded in the export data file to assist in this process Note The program automatically records the date on which the respondent completed the survey form and this value is always exported as the second last entry in the data file This allows Survey Managers to monitor the return of survey forms and maintain version control of saved files The data export includes the oAGS ID in the last column of the data file
oAGS Manual
April 2013
22
ATTACHMENT A GENERATION OF oAGS IDENTIFIERS The oAGS system is not able to store ldquorealrdquo student numbers due to privacy issues As such a method of uniquely identifying graduates is required To allow graduates to log in to the oAGS system log-in identifiers (oAGS IDs) will be generated by GCA (via the oAGS system) on behalf of an institution These will then be provided to the graduates by the institution either as part of a direct link into the survey or along with the login URL It will be each institutionrsquos responsibility to keep the oAGS IDs individually matched with the graduates in their survey cohort Upon visiting the oAGS a graduate will enter their oAGS ID and be able to proceed with filling out the survey for their institution The Numbers The following parameters regarding the number of graduates accessing the system were supplied to the oAGS development team
Maximum 160000 graduates per survey
There may be up to 3 years of surveys running at a given time
This results in a requirement for a maximum of 480000 unique oAGS IDs at any given time It is noted that this is an extreme maximum and it would be highly unlikely that this amount of unique identifiers would be required Issues Unique identifiers could be generated a number of ways such as combining existing information such as the institution code survey code and a random number These methods are unsuitable for a number of reasons
If identifiers are too similar there is the possibility that a graduate may miss-type their identifier and end up completing another graduatersquos survey
If identifiers are based on a simple algorithm (eg by combining existing information) or are too short it is possible for the system to be abused by randomly entering codes
If identifiers are too long graduates may have trouble entering them correctly
Solution A random 12 character alphanumeric code (using characters such as lsquoB-9A-Frsquo) is used to identify each graduate This combination of numbers and letters results in 281474976710655 unique values
oAGS Manual
April 2013
23
The oAGS ID is generated by a one-way hashing algorithm2 based on the institution code a survey identifier and an internal student identifier Having such a large number of values to choose identifiers from minimises the risk of mistyping the identifier and completing an incorrect survey and reduces the risk of the system being abused Other identifiers The following are examples of other identifiers in everyday use
Student numbers range from between 8-10 digits
Internet banking 8-12 digits
Credit card numbers 16 digits
Phone numbers local 8 ndash international 13 These online identifiers are generally used in conjunction with passwords allowing for increased security Example of oAGS IDs The following are 10 example identifiers 26P7-FAA3-EA2B
222B-6F78-72DD
26FC-9557-CDF7
DFD6-7253-CC73
82Q8-B55F-7A2F
C7B9-63C3-9E45
3869-4528-DCD7
88BB-3F36-A59E
3F9E-D66D-D4A8
B287-C4E9-466A
2 Hashing is the transformation of a string of characters into a usually shorter fixed-length value or key
that represents the original string Hashing is used to index and retrieve items in a database because it is faster to find the item using the shorter hashed key than to find it using the original value It is also used in many encryption algorithms
oAGS Manual
April 2013
24
ATTACHMENT B oAGS OVERVIEW
NB Note that the word lsquostudentrsquo refers to graduates in this diagram
oAGS Manual
April 2013
25
ATTACHMENT C SAMPLE oAGS ID DOWNLOAD
Institution 0000
Survey 1
Period 0
Graduate Type G
Graduate ID
8FD2-BC83-H79F
9C7A-F5D4-33D6
HEF5-845F-6AB6
3C22-E3ED-GG9F
B6G4-6649-HF4B
55DG-9C72-HCGG
EA5E-E39D-DBBC
4E6E-C85F-6295
2838-7D5G-A6D6
35DA-6B58-E637
5H62-B63B-D73D
HH54-9933-B529
66CD-4795-64A3
G6E9-B99C-8G85
A4DG-33HB-65A9
589E-CA69-7E74
62G2-4B2E-B369
H498-92B6-899G
HAHG-8H9G-DFHC
DBCC-2HG3-66AG
2G64-F6CB-4FB2
9B95-3FA8-GG58
BDHB-29A4-8A36
4F8G-7FFD-8CGC
CAEB-C389-BC47
G7DG-8B9F-HB9G
D785-395A-GFA6
39FB-CFF2-47E3
4G3A-H822-H989
432G-6C23-AGB4
H52G-GC52-DBHE
9D7E-86BH-9HAH
B54A-5BAB-5846
FCBG-5HD5-H7EG
7643-F66E-9CB8
7BHE-BGBF-2633
GGDC-8GB9-2GD4
7B9B-B6C3-CD8G
6FF8-7HC4-A5BD
686F-647F-7E2D
G36H-H3FD-8A8G
DD45-A4H9-8EF8
H98B-22BF-C3H7
4F6E-G5CF-87FE
A8DE-8B8B-35B9
948B-DF4B-E3D9
oAGS Manual
April 2013
26
ATTACHMENT D SAMPLE DATA EXPORT FILE3
3 This sample is from a past survey and recent data files will not match the column layout exactly
inst maj1 maj2 level double hecsfee yearcomm attend mode credit fywork fytype fyfin fytoff fystlwth
cfgb dvbdz 8 2 1 2003 2 2 2 2
PhD politics 8 2 1 1999 1 1 1 1 2 2 2 1
Graduate Diploma in Advanced EconomicsEconomics 4 2 2 1999 2 1 1 1 1 1 1 1
Bachelor of Medicine Bachelor of SurgeryMedicine 1 2 1 1997 1 1 1 2
Bachelor of SciencePhysiology Pharmacology 1 2 1 2000 1 1 1 1 2 2 2 1
Graduate Certificate in Nursing Science in Retrieval NursingRetrieval Nursing 3 2 2 2002 2 1 1 1 2 1 2 1
Bachelor of EngineeringComputer Systems 2 1 1 1998 1 1 1 1 2 2 1 1
Bachelor of CommerceAccounting management 1 2 1 2000 1 1 1 2
Bachelor of Arts PsychologyAnthropology 1 2 1 2000 1 1 1 1 2 2 2 2
Bachelor of International studiesPolitics History 1 2 1 2000 1 1 1 1 2 2 2 2
Bachelor of Computer ScienceComputer Science 1 2 1 1999 1 1 1 2
Bachelor of Arts (Hons)Politics 2 1 1 1999 1 1 1 1 2 2 2 1
Bachelor of Science (Honours)Biochemistry 2 2 2 2002 1 1 1 2
Bachelor of Arts Spanish 1 2 1 2000 1 1 1 1 2 2 1 1
Bachelor of CommerceAccounting 1 1 4 1998 1 1 1 1 2 2 2 2
Graduate Diploma in Clinical DentistryOrthodontics 4 2 4 2002 1 1 1 1 2 2 2 2
Bachelor of Commerce (Accounting)Accounting 1 1 1 2000 1 1 1 2
BACHELOR OF FINANCEFINANCE-ECONOMICS 1 1 1 2001 1 1 1 1 1 2 1 1
Doctor of MedicienVascular Surgery 8 2 4 1999 1 1 1 1 2 2 2 1
PhD geosciencegeomechanics 8 2 4 1997 1 1 1 1 1 2 1 2
doctor of philosophywine microbiology 8 2 4 1998 1 1 1 1 2 2 2 2
Bachelor of Science (Honours)Geophysics 2 2 1 2002 1 1 1 1 2 2 2 1
MBA 7 2 2000 2 2 1 2
PhD cancer geneticsmolecular biology 8 2 4 1998 1 1 1 2
Bachelor of Social Science HonoursAnthropology 2 2 1 1998 1 1 3 1 2 2 2 2
Bachelor of Social Science (Honours)Psychology 2 2 1 1997 1 1 3 1 2 2 1 1
Bachelor of ScienceApplied MathsOrganic Chemistry 1 1 1 1997 1 1 1 2
Bachelor of EngineeringChemical Engineering 2 1 1 1998 1 1 1 2
Bachelor of Economics (Honours)Economics 2 2 1 2002 1 1 1 1 2 2 2 2
Bachelor of Environmental ScienceSoil SciencePlant Ecology 2 2 1 1998 2 1 1 1 2 2 2 2
Bachelor of CommerceAccounting 1 2 1 1997 2 1 1 1 2 2 2 2
Bachelor of Engineering Electrical and Electronic 2 2 1 1999 1 1 1 1 2 2 1 1
bach eng bach sceng-mechanicalsc-org chem app math2 1 1 1998 1 1 1 1 2 2 2 2
Honours degree of Maths and Comp ScienceApplied Maths 2 2 2 2002 1 1 1 1 2 2 2 1
Bachelor of ScienceBiochemistry 1 1 1 2000 1 1 1 2
Bachelor of Science - HonoursPhysiology 2 2 1 2001 2 1 1 1 1 2 2 1
Bachelor of Social SciencePsychologyEnvironmental Studies1 2 2 2002 1 1 1 1 2 2 2 2
Bachelor of Science (Honours)Genetics 2 2 1 2002 1 1 1 1 2 2 1 2
Bachelor of EngineeringCivil and Environmental Engineering2 2 2 2002 1 1 3 2
Masters Psychologu (Clinical)Psychology 7 2 1 1999 1 1 1 1 2 2 2 2
Bachelor of Medicine Bachelor of SurgeryMedicine Surgery 2 2 1 1996 1 1 1 2
Graduate Diploma in Clinical DentistryDentistry 4 2 1 2001 2 1 1 1 2 1 2 1
Bachelor of EngineeringMechatronics 2 2 4 1999 1 1 1 2
Bachelor of EngineeringCivil Engineering 2 2 2 1999 1 1 1 1 2 2 1 2
Bachelor of SciencePhysiology Organic Chemistry 1 2 1 2000 1 1 1 1 2 2 1 1
Bachelor of EconomicsEconomics 1 1 1 2000 1 1 1 1 2 2 2 2
Bachelor of ScienceBiochemistryApplied Maths 1 1 1 1998 1 1 1 2
Bachelor of engineeringChemical Engineering 2 1 1 1998 1 1 1 2
PhD HorticultureMolecular Biology 8 2 2 1999 1 1 1 2
Bachelor of Laws and Bachelor of ArtsLaw Politics 1 1 1 1997 1 1 1 1 2 2 2 2
Bachelor of EngineeringChemical Engineering 2 2 1 1999 1 1 1 1 2 1 1 2
Bachelor of ScienceGeophysics 2 2 2 2002 1 1 3 2
Master of Engineering ScienceMechanical Engineering 6 2 4 1999 1 1 1 2
Bachelor of Mathematical and Computer SciencesComputer ScienceMathematics - Pure and Applied1 2 2 2000 1 1 1 1 2 2 1 1
Doctor of Philosophyelectronic engineeringVLSI design 8 2 1 1996 1 1 1 1 1 2 2 1
PhD Science Physiology 8 2 4 1998 1 2 1 1 1 2 2 1
BACHELOR OF ARTS (HONS)ENGLISH 2 2 1 2002 1 1 1 1 2 2 2 2
Bachelor of Health SciencePathology Infection amp Immunity 1 2 2 2000 1 1 1 1 2 2 2 2
Bachelor of Science(Molecular Biology) Diploma in LanguagesMolecular BiologyJapanese 1 1 1 1999 1 1 4 2
Bachelor of Environmental Science(Hons)geology 2 2 1 1999 1 1 1 1 2 2 2 2
Bachelor of ArchitectureArchitecture 1 1 1 2001 1 1 1 1 2 2 2 2
Bachelor of FinanceFinance 1 1 1 1999 1 1 1 1 2 2 2 1
Bachelor of Computer ScienceComputer Science 1 2 1 1999 1 1 1 2
Bachelor of ScienceEnvironment BiologyAnatomical Science 1 2 1 2000 1 1 1 1 2 2 2 1
Bachelor of EngineeringCivil and Environmental 1 1 1 1997 1 1 1 1 2 2 2 2
Bachelor of EngineeringComputer Systems Engineering 2 1 1 1998 1 1 1 1 2 2 2 2
BE Engineering Mechatronics Engineering 2 2 4 2002 1 1 1 2
Doctor of PhilosophyGenetics 8 2 4 1998 1 1 1 2
Master of CommerceHuman Resource Management 4 2 4 1999 2 1 1 2
Bachelor of Sciencemicrobiology and immunologygenetics 1 2 1 2000 1 1 1 2
Bachelor of Science(Mathematical and Computer Sciences)Computer Science 1 2 2 2000 1 1 1 2
Bachelor of Commerce (Accounting)Accounting 1 2 2 1999 2 1 1 1 1 2 2 1
DIPLOMA IN WINE MARKETINGMARKETINGOENOLOGY 9 1 1 1996 2 2 4 1 1 2 2 1
oAGS Manual
April 2013
14
STEP 5 Survey Managers allocate oAGS IDs to the graduate population
The graduate oAGS ID will direct the graduate to the appropriate form (OctApril GDS+CEQ or GDS+PREQ) Therefore a different set of IDs will be provided for each of these population groups It is imperative that you correctly allocate the relevant oAGS ID against the correct graduate (ie OctoberApril GDS+CEQ or OctoberApril GDS+PREQ subject) and that these records are maintained for the duration of the survey cycle (see Appendix B oAGS Overview) Note Graduates who have completed a bachelor degree graduate postgraduate diploma graduate certificate or masters degree by coursework will receive the GDS+CEQ Graduates who have completed a masters degree by research or PhD by research receive the GDS+PREQ
STEP 6 Institutions deploy the oAGS
This can be done in several ways and your local knowledge of graduates at your institution as well as the resources and expertise you have available will dictate the most suitable method However you may wish to try either or both of the following
SEND oAGS DETAILS WITH THE HARD-COPY FORM Include the URL and the graduatersquos unique oAGS ID on the covering letter which goes out with the AGS hardcopy form
CREATE A UNIQUE oAGS LINK Institutions are able to provide a CLICKABLE web link to graduates containing their individual login oAGS IDs This will allow graduates to click on their link and be automatically logged directly into the survey under the ID included in the link rather than having to type in the ID at the oAGS login page
The link is as follows (where the represent the oAGS ID code WITH HYPHENS REMOVED) httpoagsgraduatecareerscomausurveyphpstudent_id= Note that in order for the link to function the hyphens included in oAGS IDs MUST be removed For example a link using the ID CF2F-65BG-83AD would be as follows httpoagsgraduatecareerscomausurveyphpstudent_id=CF2F65BG83AD The URL can be set as a hyperlink again facilitating ease of access However it is recommended that the full URL is displayed in the link so that in cases where a graduatersquos browser does not allow the opening of hyperlinks the respondent can still type or paste the URL into their browser Alternatively include instructions in the case of link failure below the link including the login page URL httpoagsgraduatecareerscomau and the respondents unique ID
oAGS Manual
April 2013
15
The accompanying text should point out that if the graduate exits the oAGS using the lsquoEXITrsquo button they are able to return and complete the form from the point they exited by using the same link IMPORTANT This option requires a system of distributing the unique links directly to the targeted individuals The oAGS does not include a function to do so This can be done by sending a unique email to each respondent either via a dedicated mass emailing tool (such as mass sender software or an online newsletter manager like PHP List) or by conducting a mail merge (this can be done in Microsoft Office for example) It can also be done by using an intermediary webpage that students have to access using a unique identifier such as their student ID which then displays their unique link and covering text Note that if a URL runs over two lines some email systems will only recognise the first line as a hyperlink and the link will open an error page While this should only occur in a limited number of cases it is important to include text instructing the respondent to lsquocopy and pastersquo or type the full URL into their internet browser address bar if the link doesnrsquot work Institutions wishing to distribute unique oAGS links to their target population should consult with technical personnel as to the options available to them For those with limited IT support it is possible to send unique links via the mail merge function in Microsoft Office Note however that MS Office mail merge will send an email from the default MS Outlook account of the workstation from which it is carried-out That is if your default Outlook email account has the email address JohnSmithUniversitycomau then all recipients of the mail merge will receive an email from this email address It is crucial that Survey Managers test their system of distributing the links prior to launching their oAGS survey Any errors in the link will make this dysfunctional and may result in significant non-response even if the links are subsequently fixed and re-issued OTHER ISSUES TO CONSIDER Institutions sending a large number of oAGS emails may wish to stagger the sending of emails so as to avoid some of the potential pit-falls of bulk emailing Some email providers (for example Googles GMail) have anti-spam measures which restrict the number of emails originating from one email address over a period of time This is sometimes called a sending quota If the number of emails received by that provider originating from the same email address exceeds this limit the emails may be rejected or classified as junk mail or spam It is also advisable that Survey Managers check with technical personnel regarding the upper limit for simultaneous emails for example in the case that the number of emails exceeds server capacity Some bulk emailing software includes the ability to specify the number of emails to be sent at a time and at what time interval so that anti-spam measures can be counter-acted If using email as the mode of distribution try sending the email to graduates a few weeks prior to the distribution of the hard-copy form Point out that they will help the environment by completing the form online (saving trees) and that they will not be ldquohassledrdquo with follow-up requests by completing the survey immediately
oAGS Manual
April 2013
16
GCA strongly recommends that Survey Managers use the oAGS as the method of first contact with graduates as a relatively large proportion of responses can be gathered quickly in this manner reducing the cost of supplying mailing and processing printed forms oAGS users should regularly download and back-up their data files
oAGS Manual
April 2013
17
D COMPLETING THE FORM
STEP 7 Graduates log onto the survey site
If graduates are not accessing the oAGS via a unique link (see Step 6) then they will need to log on to
httpoagsgraduatecareerscomau When they access this site they will first see the following screen (The live site will feature your Institution logo in the space on the left hand side of the screen)
Graduates then need to click on the button labelled lsquoProceed to Surveyrsquo and type in their oAGS ID to access the survey Their allocated IDs will direct the graduate to the correct form ie GDSCEQ or GDSPREQ
oAGS Manual
April 2013
18
In order to avoid problems logging into the site the oAGS ID is not case sensitive and therefore the alphanumeric characters do not need to be in uppercase in order to enter the site
STEP 8 Graduates complete the survey form
The survey form is easy to use and employs question logic so that responses lead to relevant questions and those questions which are not applicable to the graduate are omitted from view If the graduate doesnrsquot answer a question they will still be able to proceed However they will receive one of the following messages
You did not respond to this question Or You have left some responses blank or some of your responses are invalid You may address these issues or progress to the next page of questions by clicking ldquoskiprdquo button below
If an incorrect format is entered for the salary figure then respondents will be prompted to enter this again Once the graduate has completed the survey form it is necessary for them to click the SUBMIT button The graduate will then receive the following message and direct link
Survey Completed Thanks for your time and cooperation in completing this survey Would you like to see the results of last yearrsquos survey If so visit Grads Jobs and Dollars (link)
If a graduate has any problems or queries with the survey form they are able to email the institution directly via the on-screen link (to the email address provided by institution) If you are unable to answer the graduatersquos query internally please contact GCA for assistance
oAGS Manual
April 2013
19
E SURVEY MANAGER ADMINISTRATION
The oAGS offers access to various administrative tools for Survey Managers They are able to
Show the number of responses for a survey
Download the oAGS IDs for those who have responded online so that they can be excluded from follow-up mail-outs
Export responses to completed surveys Completed survey data is stored on an external and secure website and backed-up on a regular basis To access the Survey Managerrsquos administration area authorised users will need to log in to
httpsadminoagsgraduatecareerscomau Once Survey Managers have logged in they will be presented with a screen for their institution which allows them to choose the desired activity
oAGS Manual
April 2013
20
STEP 9 Survey Managers log-in at any time and see how many responses have been received online
This is done by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoShow Number of Responsesrdquo task
STEP 10 Survey Managers obtain the oAGS IDs of the online respondents as the survey period progresses
Survey Managers can download a list of used oAGS IDs for those graduates who have completed the survey form online (see Attachment C Sample oAGS ID Download) This is done by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoDownload graduate IDs for completed surveysrdquo task
Survey Managers should then mark off online respondents against their master record so that they are excluded from the follow-upreminder process Follow up of non-respondents will need to occur at this stage Note It is imperative that internal records are maintained which match graduatesrsquo allocated oAGS IDs to a record or institutional ID number that can be used to verify which individuals have responded
STEP 11 Survey Managers export data when required
Data is exported in a Microsoft Excel compatible comma separated values (csv) file (see Attachment D) The sequence of the columns in this file is formatted to correspond as closely as possible to the specifications in the AGS data specifications (released annually with the main AGS Manual) oAGS users are advised to regularly download and back-up their data files Data is exported by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoExport responsesrdquo task
Data in Excel format can be imported into other statistical packages such as SPSS
oAGS Manual
April 2013
21
As each download of results is completed Survey Managers are advised to label and name the downloaded file carefully to avoid confusion As the survey period progresses additional entries are added to the oAGS data file and version control when downloading interim data files is therefore of paramount importance oAGS IDs and dates are recorded in the export data file to assist in this process Note The program automatically records the date on which the respondent completed the survey form and this value is always exported as the second last entry in the data file This allows Survey Managers to monitor the return of survey forms and maintain version control of saved files The data export includes the oAGS ID in the last column of the data file
oAGS Manual
April 2013
22
ATTACHMENT A GENERATION OF oAGS IDENTIFIERS The oAGS system is not able to store ldquorealrdquo student numbers due to privacy issues As such a method of uniquely identifying graduates is required To allow graduates to log in to the oAGS system log-in identifiers (oAGS IDs) will be generated by GCA (via the oAGS system) on behalf of an institution These will then be provided to the graduates by the institution either as part of a direct link into the survey or along with the login URL It will be each institutionrsquos responsibility to keep the oAGS IDs individually matched with the graduates in their survey cohort Upon visiting the oAGS a graduate will enter their oAGS ID and be able to proceed with filling out the survey for their institution The Numbers The following parameters regarding the number of graduates accessing the system were supplied to the oAGS development team
Maximum 160000 graduates per survey
There may be up to 3 years of surveys running at a given time
This results in a requirement for a maximum of 480000 unique oAGS IDs at any given time It is noted that this is an extreme maximum and it would be highly unlikely that this amount of unique identifiers would be required Issues Unique identifiers could be generated a number of ways such as combining existing information such as the institution code survey code and a random number These methods are unsuitable for a number of reasons
If identifiers are too similar there is the possibility that a graduate may miss-type their identifier and end up completing another graduatersquos survey
If identifiers are based on a simple algorithm (eg by combining existing information) or are too short it is possible for the system to be abused by randomly entering codes
If identifiers are too long graduates may have trouble entering them correctly
Solution A random 12 character alphanumeric code (using characters such as lsquoB-9A-Frsquo) is used to identify each graduate This combination of numbers and letters results in 281474976710655 unique values
oAGS Manual
April 2013
23
The oAGS ID is generated by a one-way hashing algorithm2 based on the institution code a survey identifier and an internal student identifier Having such a large number of values to choose identifiers from minimises the risk of mistyping the identifier and completing an incorrect survey and reduces the risk of the system being abused Other identifiers The following are examples of other identifiers in everyday use
Student numbers range from between 8-10 digits
Internet banking 8-12 digits
Credit card numbers 16 digits
Phone numbers local 8 ndash international 13 These online identifiers are generally used in conjunction with passwords allowing for increased security Example of oAGS IDs The following are 10 example identifiers 26P7-FAA3-EA2B
222B-6F78-72DD
26FC-9557-CDF7
DFD6-7253-CC73
82Q8-B55F-7A2F
C7B9-63C3-9E45
3869-4528-DCD7
88BB-3F36-A59E
3F9E-D66D-D4A8
B287-C4E9-466A
2 Hashing is the transformation of a string of characters into a usually shorter fixed-length value or key
that represents the original string Hashing is used to index and retrieve items in a database because it is faster to find the item using the shorter hashed key than to find it using the original value It is also used in many encryption algorithms
oAGS Manual
April 2013
24
ATTACHMENT B oAGS OVERVIEW
NB Note that the word lsquostudentrsquo refers to graduates in this diagram
oAGS Manual
April 2013
25
ATTACHMENT C SAMPLE oAGS ID DOWNLOAD
Institution 0000
Survey 1
Period 0
Graduate Type G
Graduate ID
8FD2-BC83-H79F
9C7A-F5D4-33D6
HEF5-845F-6AB6
3C22-E3ED-GG9F
B6G4-6649-HF4B
55DG-9C72-HCGG
EA5E-E39D-DBBC
4E6E-C85F-6295
2838-7D5G-A6D6
35DA-6B58-E637
5H62-B63B-D73D
HH54-9933-B529
66CD-4795-64A3
G6E9-B99C-8G85
A4DG-33HB-65A9
589E-CA69-7E74
62G2-4B2E-B369
H498-92B6-899G
HAHG-8H9G-DFHC
DBCC-2HG3-66AG
2G64-F6CB-4FB2
9B95-3FA8-GG58
BDHB-29A4-8A36
4F8G-7FFD-8CGC
CAEB-C389-BC47
G7DG-8B9F-HB9G
D785-395A-GFA6
39FB-CFF2-47E3
4G3A-H822-H989
432G-6C23-AGB4
H52G-GC52-DBHE
9D7E-86BH-9HAH
B54A-5BAB-5846
FCBG-5HD5-H7EG
7643-F66E-9CB8
7BHE-BGBF-2633
GGDC-8GB9-2GD4
7B9B-B6C3-CD8G
6FF8-7HC4-A5BD
686F-647F-7E2D
G36H-H3FD-8A8G
DD45-A4H9-8EF8
H98B-22BF-C3H7
4F6E-G5CF-87FE
A8DE-8B8B-35B9
948B-DF4B-E3D9
oAGS Manual
April 2013
26
ATTACHMENT D SAMPLE DATA EXPORT FILE3
3 This sample is from a past survey and recent data files will not match the column layout exactly
inst maj1 maj2 level double hecsfee yearcomm attend mode credit fywork fytype fyfin fytoff fystlwth
cfgb dvbdz 8 2 1 2003 2 2 2 2
PhD politics 8 2 1 1999 1 1 1 1 2 2 2 1
Graduate Diploma in Advanced EconomicsEconomics 4 2 2 1999 2 1 1 1 1 1 1 1
Bachelor of Medicine Bachelor of SurgeryMedicine 1 2 1 1997 1 1 1 2
Bachelor of SciencePhysiology Pharmacology 1 2 1 2000 1 1 1 1 2 2 2 1
Graduate Certificate in Nursing Science in Retrieval NursingRetrieval Nursing 3 2 2 2002 2 1 1 1 2 1 2 1
Bachelor of EngineeringComputer Systems 2 1 1 1998 1 1 1 1 2 2 1 1
Bachelor of CommerceAccounting management 1 2 1 2000 1 1 1 2
Bachelor of Arts PsychologyAnthropology 1 2 1 2000 1 1 1 1 2 2 2 2
Bachelor of International studiesPolitics History 1 2 1 2000 1 1 1 1 2 2 2 2
Bachelor of Computer ScienceComputer Science 1 2 1 1999 1 1 1 2
Bachelor of Arts (Hons)Politics 2 1 1 1999 1 1 1 1 2 2 2 1
Bachelor of Science (Honours)Biochemistry 2 2 2 2002 1 1 1 2
Bachelor of Arts Spanish 1 2 1 2000 1 1 1 1 2 2 1 1
Bachelor of CommerceAccounting 1 1 4 1998 1 1 1 1 2 2 2 2
Graduate Diploma in Clinical DentistryOrthodontics 4 2 4 2002 1 1 1 1 2 2 2 2
Bachelor of Commerce (Accounting)Accounting 1 1 1 2000 1 1 1 2
BACHELOR OF FINANCEFINANCE-ECONOMICS 1 1 1 2001 1 1 1 1 1 2 1 1
Doctor of MedicienVascular Surgery 8 2 4 1999 1 1 1 1 2 2 2 1
PhD geosciencegeomechanics 8 2 4 1997 1 1 1 1 1 2 1 2
doctor of philosophywine microbiology 8 2 4 1998 1 1 1 1 2 2 2 2
Bachelor of Science (Honours)Geophysics 2 2 1 2002 1 1 1 1 2 2 2 1
MBA 7 2 2000 2 2 1 2
PhD cancer geneticsmolecular biology 8 2 4 1998 1 1 1 2
Bachelor of Social Science HonoursAnthropology 2 2 1 1998 1 1 3 1 2 2 2 2
Bachelor of Social Science (Honours)Psychology 2 2 1 1997 1 1 3 1 2 2 1 1
Bachelor of ScienceApplied MathsOrganic Chemistry 1 1 1 1997 1 1 1 2
Bachelor of EngineeringChemical Engineering 2 1 1 1998 1 1 1 2
Bachelor of Economics (Honours)Economics 2 2 1 2002 1 1 1 1 2 2 2 2
Bachelor of Environmental ScienceSoil SciencePlant Ecology 2 2 1 1998 2 1 1 1 2 2 2 2
Bachelor of CommerceAccounting 1 2 1 1997 2 1 1 1 2 2 2 2
Bachelor of Engineering Electrical and Electronic 2 2 1 1999 1 1 1 1 2 2 1 1
bach eng bach sceng-mechanicalsc-org chem app math2 1 1 1998 1 1 1 1 2 2 2 2
Honours degree of Maths and Comp ScienceApplied Maths 2 2 2 2002 1 1 1 1 2 2 2 1
Bachelor of ScienceBiochemistry 1 1 1 2000 1 1 1 2
Bachelor of Science - HonoursPhysiology 2 2 1 2001 2 1 1 1 1 2 2 1
Bachelor of Social SciencePsychologyEnvironmental Studies1 2 2 2002 1 1 1 1 2 2 2 2
Bachelor of Science (Honours)Genetics 2 2 1 2002 1 1 1 1 2 2 1 2
Bachelor of EngineeringCivil and Environmental Engineering2 2 2 2002 1 1 3 2
Masters Psychologu (Clinical)Psychology 7 2 1 1999 1 1 1 1 2 2 2 2
Bachelor of Medicine Bachelor of SurgeryMedicine Surgery 2 2 1 1996 1 1 1 2
Graduate Diploma in Clinical DentistryDentistry 4 2 1 2001 2 1 1 1 2 1 2 1
Bachelor of EngineeringMechatronics 2 2 4 1999 1 1 1 2
Bachelor of EngineeringCivil Engineering 2 2 2 1999 1 1 1 1 2 2 1 2
Bachelor of SciencePhysiology Organic Chemistry 1 2 1 2000 1 1 1 1 2 2 1 1
Bachelor of EconomicsEconomics 1 1 1 2000 1 1 1 1 2 2 2 2
Bachelor of ScienceBiochemistryApplied Maths 1 1 1 1998 1 1 1 2
Bachelor of engineeringChemical Engineering 2 1 1 1998 1 1 1 2
PhD HorticultureMolecular Biology 8 2 2 1999 1 1 1 2
Bachelor of Laws and Bachelor of ArtsLaw Politics 1 1 1 1997 1 1 1 1 2 2 2 2
Bachelor of EngineeringChemical Engineering 2 2 1 1999 1 1 1 1 2 1 1 2
Bachelor of ScienceGeophysics 2 2 2 2002 1 1 3 2
Master of Engineering ScienceMechanical Engineering 6 2 4 1999 1 1 1 2
Bachelor of Mathematical and Computer SciencesComputer ScienceMathematics - Pure and Applied1 2 2 2000 1 1 1 1 2 2 1 1
Doctor of Philosophyelectronic engineeringVLSI design 8 2 1 1996 1 1 1 1 1 2 2 1
PhD Science Physiology 8 2 4 1998 1 2 1 1 1 2 2 1
BACHELOR OF ARTS (HONS)ENGLISH 2 2 1 2002 1 1 1 1 2 2 2 2
Bachelor of Health SciencePathology Infection amp Immunity 1 2 2 2000 1 1 1 1 2 2 2 2
Bachelor of Science(Molecular Biology) Diploma in LanguagesMolecular BiologyJapanese 1 1 1 1999 1 1 4 2
Bachelor of Environmental Science(Hons)geology 2 2 1 1999 1 1 1 1 2 2 2 2
Bachelor of ArchitectureArchitecture 1 1 1 2001 1 1 1 1 2 2 2 2
Bachelor of FinanceFinance 1 1 1 1999 1 1 1 1 2 2 2 1
Bachelor of Computer ScienceComputer Science 1 2 1 1999 1 1 1 2
Bachelor of ScienceEnvironment BiologyAnatomical Science 1 2 1 2000 1 1 1 1 2 2 2 1
Bachelor of EngineeringCivil and Environmental 1 1 1 1997 1 1 1 1 2 2 2 2
Bachelor of EngineeringComputer Systems Engineering 2 1 1 1998 1 1 1 1 2 2 2 2
BE Engineering Mechatronics Engineering 2 2 4 2002 1 1 1 2
Doctor of PhilosophyGenetics 8 2 4 1998 1 1 1 2
Master of CommerceHuman Resource Management 4 2 4 1999 2 1 1 2
Bachelor of Sciencemicrobiology and immunologygenetics 1 2 1 2000 1 1 1 2
Bachelor of Science(Mathematical and Computer Sciences)Computer Science 1 2 2 2000 1 1 1 2
Bachelor of Commerce (Accounting)Accounting 1 2 2 1999 2 1 1 1 1 2 2 1
DIPLOMA IN WINE MARKETINGMARKETINGOENOLOGY 9 1 1 1996 2 2 4 1 1 2 2 1
oAGS Manual
April 2013
15
The accompanying text should point out that if the graduate exits the oAGS using the lsquoEXITrsquo button they are able to return and complete the form from the point they exited by using the same link IMPORTANT This option requires a system of distributing the unique links directly to the targeted individuals The oAGS does not include a function to do so This can be done by sending a unique email to each respondent either via a dedicated mass emailing tool (such as mass sender software or an online newsletter manager like PHP List) or by conducting a mail merge (this can be done in Microsoft Office for example) It can also be done by using an intermediary webpage that students have to access using a unique identifier such as their student ID which then displays their unique link and covering text Note that if a URL runs over two lines some email systems will only recognise the first line as a hyperlink and the link will open an error page While this should only occur in a limited number of cases it is important to include text instructing the respondent to lsquocopy and pastersquo or type the full URL into their internet browser address bar if the link doesnrsquot work Institutions wishing to distribute unique oAGS links to their target population should consult with technical personnel as to the options available to them For those with limited IT support it is possible to send unique links via the mail merge function in Microsoft Office Note however that MS Office mail merge will send an email from the default MS Outlook account of the workstation from which it is carried-out That is if your default Outlook email account has the email address JohnSmithUniversitycomau then all recipients of the mail merge will receive an email from this email address It is crucial that Survey Managers test their system of distributing the links prior to launching their oAGS survey Any errors in the link will make this dysfunctional and may result in significant non-response even if the links are subsequently fixed and re-issued OTHER ISSUES TO CONSIDER Institutions sending a large number of oAGS emails may wish to stagger the sending of emails so as to avoid some of the potential pit-falls of bulk emailing Some email providers (for example Googles GMail) have anti-spam measures which restrict the number of emails originating from one email address over a period of time This is sometimes called a sending quota If the number of emails received by that provider originating from the same email address exceeds this limit the emails may be rejected or classified as junk mail or spam It is also advisable that Survey Managers check with technical personnel regarding the upper limit for simultaneous emails for example in the case that the number of emails exceeds server capacity Some bulk emailing software includes the ability to specify the number of emails to be sent at a time and at what time interval so that anti-spam measures can be counter-acted If using email as the mode of distribution try sending the email to graduates a few weeks prior to the distribution of the hard-copy form Point out that they will help the environment by completing the form online (saving trees) and that they will not be ldquohassledrdquo with follow-up requests by completing the survey immediately
oAGS Manual
April 2013
16
GCA strongly recommends that Survey Managers use the oAGS as the method of first contact with graduates as a relatively large proportion of responses can be gathered quickly in this manner reducing the cost of supplying mailing and processing printed forms oAGS users should regularly download and back-up their data files
oAGS Manual
April 2013
17
D COMPLETING THE FORM
STEP 7 Graduates log onto the survey site
If graduates are not accessing the oAGS via a unique link (see Step 6) then they will need to log on to
httpoagsgraduatecareerscomau When they access this site they will first see the following screen (The live site will feature your Institution logo in the space on the left hand side of the screen)
Graduates then need to click on the button labelled lsquoProceed to Surveyrsquo and type in their oAGS ID to access the survey Their allocated IDs will direct the graduate to the correct form ie GDSCEQ or GDSPREQ
oAGS Manual
April 2013
18
In order to avoid problems logging into the site the oAGS ID is not case sensitive and therefore the alphanumeric characters do not need to be in uppercase in order to enter the site
STEP 8 Graduates complete the survey form
The survey form is easy to use and employs question logic so that responses lead to relevant questions and those questions which are not applicable to the graduate are omitted from view If the graduate doesnrsquot answer a question they will still be able to proceed However they will receive one of the following messages
You did not respond to this question Or You have left some responses blank or some of your responses are invalid You may address these issues or progress to the next page of questions by clicking ldquoskiprdquo button below
If an incorrect format is entered for the salary figure then respondents will be prompted to enter this again Once the graduate has completed the survey form it is necessary for them to click the SUBMIT button The graduate will then receive the following message and direct link
Survey Completed Thanks for your time and cooperation in completing this survey Would you like to see the results of last yearrsquos survey If so visit Grads Jobs and Dollars (link)
If a graduate has any problems or queries with the survey form they are able to email the institution directly via the on-screen link (to the email address provided by institution) If you are unable to answer the graduatersquos query internally please contact GCA for assistance
oAGS Manual
April 2013
19
E SURVEY MANAGER ADMINISTRATION
The oAGS offers access to various administrative tools for Survey Managers They are able to
Show the number of responses for a survey
Download the oAGS IDs for those who have responded online so that they can be excluded from follow-up mail-outs
Export responses to completed surveys Completed survey data is stored on an external and secure website and backed-up on a regular basis To access the Survey Managerrsquos administration area authorised users will need to log in to
httpsadminoagsgraduatecareerscomau Once Survey Managers have logged in they will be presented with a screen for their institution which allows them to choose the desired activity
oAGS Manual
April 2013
20
STEP 9 Survey Managers log-in at any time and see how many responses have been received online
This is done by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoShow Number of Responsesrdquo task
STEP 10 Survey Managers obtain the oAGS IDs of the online respondents as the survey period progresses
Survey Managers can download a list of used oAGS IDs for those graduates who have completed the survey form online (see Attachment C Sample oAGS ID Download) This is done by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoDownload graduate IDs for completed surveysrdquo task
Survey Managers should then mark off online respondents against their master record so that they are excluded from the follow-upreminder process Follow up of non-respondents will need to occur at this stage Note It is imperative that internal records are maintained which match graduatesrsquo allocated oAGS IDs to a record or institutional ID number that can be used to verify which individuals have responded
STEP 11 Survey Managers export data when required
Data is exported in a Microsoft Excel compatible comma separated values (csv) file (see Attachment D) The sequence of the columns in this file is formatted to correspond as closely as possible to the specifications in the AGS data specifications (released annually with the main AGS Manual) oAGS users are advised to regularly download and back-up their data files Data is exported by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoExport responsesrdquo task
Data in Excel format can be imported into other statistical packages such as SPSS
oAGS Manual
April 2013
21
As each download of results is completed Survey Managers are advised to label and name the downloaded file carefully to avoid confusion As the survey period progresses additional entries are added to the oAGS data file and version control when downloading interim data files is therefore of paramount importance oAGS IDs and dates are recorded in the export data file to assist in this process Note The program automatically records the date on which the respondent completed the survey form and this value is always exported as the second last entry in the data file This allows Survey Managers to monitor the return of survey forms and maintain version control of saved files The data export includes the oAGS ID in the last column of the data file
oAGS Manual
April 2013
22
ATTACHMENT A GENERATION OF oAGS IDENTIFIERS The oAGS system is not able to store ldquorealrdquo student numbers due to privacy issues As such a method of uniquely identifying graduates is required To allow graduates to log in to the oAGS system log-in identifiers (oAGS IDs) will be generated by GCA (via the oAGS system) on behalf of an institution These will then be provided to the graduates by the institution either as part of a direct link into the survey or along with the login URL It will be each institutionrsquos responsibility to keep the oAGS IDs individually matched with the graduates in their survey cohort Upon visiting the oAGS a graduate will enter their oAGS ID and be able to proceed with filling out the survey for their institution The Numbers The following parameters regarding the number of graduates accessing the system were supplied to the oAGS development team
Maximum 160000 graduates per survey
There may be up to 3 years of surveys running at a given time
This results in a requirement for a maximum of 480000 unique oAGS IDs at any given time It is noted that this is an extreme maximum and it would be highly unlikely that this amount of unique identifiers would be required Issues Unique identifiers could be generated a number of ways such as combining existing information such as the institution code survey code and a random number These methods are unsuitable for a number of reasons
If identifiers are too similar there is the possibility that a graduate may miss-type their identifier and end up completing another graduatersquos survey
If identifiers are based on a simple algorithm (eg by combining existing information) or are too short it is possible for the system to be abused by randomly entering codes
If identifiers are too long graduates may have trouble entering them correctly
Solution A random 12 character alphanumeric code (using characters such as lsquoB-9A-Frsquo) is used to identify each graduate This combination of numbers and letters results in 281474976710655 unique values
oAGS Manual
April 2013
23
The oAGS ID is generated by a one-way hashing algorithm2 based on the institution code a survey identifier and an internal student identifier Having such a large number of values to choose identifiers from minimises the risk of mistyping the identifier and completing an incorrect survey and reduces the risk of the system being abused Other identifiers The following are examples of other identifiers in everyday use
Student numbers range from between 8-10 digits
Internet banking 8-12 digits
Credit card numbers 16 digits
Phone numbers local 8 ndash international 13 These online identifiers are generally used in conjunction with passwords allowing for increased security Example of oAGS IDs The following are 10 example identifiers 26P7-FAA3-EA2B
222B-6F78-72DD
26FC-9557-CDF7
DFD6-7253-CC73
82Q8-B55F-7A2F
C7B9-63C3-9E45
3869-4528-DCD7
88BB-3F36-A59E
3F9E-D66D-D4A8
B287-C4E9-466A
2 Hashing is the transformation of a string of characters into a usually shorter fixed-length value or key
that represents the original string Hashing is used to index and retrieve items in a database because it is faster to find the item using the shorter hashed key than to find it using the original value It is also used in many encryption algorithms
oAGS Manual
April 2013
24
ATTACHMENT B oAGS OVERVIEW
NB Note that the word lsquostudentrsquo refers to graduates in this diagram
oAGS Manual
April 2013
25
ATTACHMENT C SAMPLE oAGS ID DOWNLOAD
Institution 0000
Survey 1
Period 0
Graduate Type G
Graduate ID
8FD2-BC83-H79F
9C7A-F5D4-33D6
HEF5-845F-6AB6
3C22-E3ED-GG9F
B6G4-6649-HF4B
55DG-9C72-HCGG
EA5E-E39D-DBBC
4E6E-C85F-6295
2838-7D5G-A6D6
35DA-6B58-E637
5H62-B63B-D73D
HH54-9933-B529
66CD-4795-64A3
G6E9-B99C-8G85
A4DG-33HB-65A9
589E-CA69-7E74
62G2-4B2E-B369
H498-92B6-899G
HAHG-8H9G-DFHC
DBCC-2HG3-66AG
2G64-F6CB-4FB2
9B95-3FA8-GG58
BDHB-29A4-8A36
4F8G-7FFD-8CGC
CAEB-C389-BC47
G7DG-8B9F-HB9G
D785-395A-GFA6
39FB-CFF2-47E3
4G3A-H822-H989
432G-6C23-AGB4
H52G-GC52-DBHE
9D7E-86BH-9HAH
B54A-5BAB-5846
FCBG-5HD5-H7EG
7643-F66E-9CB8
7BHE-BGBF-2633
GGDC-8GB9-2GD4
7B9B-B6C3-CD8G
6FF8-7HC4-A5BD
686F-647F-7E2D
G36H-H3FD-8A8G
DD45-A4H9-8EF8
H98B-22BF-C3H7
4F6E-G5CF-87FE
A8DE-8B8B-35B9
948B-DF4B-E3D9
oAGS Manual
April 2013
26
ATTACHMENT D SAMPLE DATA EXPORT FILE3
3 This sample is from a past survey and recent data files will not match the column layout exactly
inst maj1 maj2 level double hecsfee yearcomm attend mode credit fywork fytype fyfin fytoff fystlwth
cfgb dvbdz 8 2 1 2003 2 2 2 2
PhD politics 8 2 1 1999 1 1 1 1 2 2 2 1
Graduate Diploma in Advanced EconomicsEconomics 4 2 2 1999 2 1 1 1 1 1 1 1
Bachelor of Medicine Bachelor of SurgeryMedicine 1 2 1 1997 1 1 1 2
Bachelor of SciencePhysiology Pharmacology 1 2 1 2000 1 1 1 1 2 2 2 1
Graduate Certificate in Nursing Science in Retrieval NursingRetrieval Nursing 3 2 2 2002 2 1 1 1 2 1 2 1
Bachelor of EngineeringComputer Systems 2 1 1 1998 1 1 1 1 2 2 1 1
Bachelor of CommerceAccounting management 1 2 1 2000 1 1 1 2
Bachelor of Arts PsychologyAnthropology 1 2 1 2000 1 1 1 1 2 2 2 2
Bachelor of International studiesPolitics History 1 2 1 2000 1 1 1 1 2 2 2 2
Bachelor of Computer ScienceComputer Science 1 2 1 1999 1 1 1 2
Bachelor of Arts (Hons)Politics 2 1 1 1999 1 1 1 1 2 2 2 1
Bachelor of Science (Honours)Biochemistry 2 2 2 2002 1 1 1 2
Bachelor of Arts Spanish 1 2 1 2000 1 1 1 1 2 2 1 1
Bachelor of CommerceAccounting 1 1 4 1998 1 1 1 1 2 2 2 2
Graduate Diploma in Clinical DentistryOrthodontics 4 2 4 2002 1 1 1 1 2 2 2 2
Bachelor of Commerce (Accounting)Accounting 1 1 1 2000 1 1 1 2
BACHELOR OF FINANCEFINANCE-ECONOMICS 1 1 1 2001 1 1 1 1 1 2 1 1
Doctor of MedicienVascular Surgery 8 2 4 1999 1 1 1 1 2 2 2 1
PhD geosciencegeomechanics 8 2 4 1997 1 1 1 1 1 2 1 2
doctor of philosophywine microbiology 8 2 4 1998 1 1 1 1 2 2 2 2
Bachelor of Science (Honours)Geophysics 2 2 1 2002 1 1 1 1 2 2 2 1
MBA 7 2 2000 2 2 1 2
PhD cancer geneticsmolecular biology 8 2 4 1998 1 1 1 2
Bachelor of Social Science HonoursAnthropology 2 2 1 1998 1 1 3 1 2 2 2 2
Bachelor of Social Science (Honours)Psychology 2 2 1 1997 1 1 3 1 2 2 1 1
Bachelor of ScienceApplied MathsOrganic Chemistry 1 1 1 1997 1 1 1 2
Bachelor of EngineeringChemical Engineering 2 1 1 1998 1 1 1 2
Bachelor of Economics (Honours)Economics 2 2 1 2002 1 1 1 1 2 2 2 2
Bachelor of Environmental ScienceSoil SciencePlant Ecology 2 2 1 1998 2 1 1 1 2 2 2 2
Bachelor of CommerceAccounting 1 2 1 1997 2 1 1 1 2 2 2 2
Bachelor of Engineering Electrical and Electronic 2 2 1 1999 1 1 1 1 2 2 1 1
bach eng bach sceng-mechanicalsc-org chem app math2 1 1 1998 1 1 1 1 2 2 2 2
Honours degree of Maths and Comp ScienceApplied Maths 2 2 2 2002 1 1 1 1 2 2 2 1
Bachelor of ScienceBiochemistry 1 1 1 2000 1 1 1 2
Bachelor of Science - HonoursPhysiology 2 2 1 2001 2 1 1 1 1 2 2 1
Bachelor of Social SciencePsychologyEnvironmental Studies1 2 2 2002 1 1 1 1 2 2 2 2
Bachelor of Science (Honours)Genetics 2 2 1 2002 1 1 1 1 2 2 1 2
Bachelor of EngineeringCivil and Environmental Engineering2 2 2 2002 1 1 3 2
Masters Psychologu (Clinical)Psychology 7 2 1 1999 1 1 1 1 2 2 2 2
Bachelor of Medicine Bachelor of SurgeryMedicine Surgery 2 2 1 1996 1 1 1 2
Graduate Diploma in Clinical DentistryDentistry 4 2 1 2001 2 1 1 1 2 1 2 1
Bachelor of EngineeringMechatronics 2 2 4 1999 1 1 1 2
Bachelor of EngineeringCivil Engineering 2 2 2 1999 1 1 1 1 2 2 1 2
Bachelor of SciencePhysiology Organic Chemistry 1 2 1 2000 1 1 1 1 2 2 1 1
Bachelor of EconomicsEconomics 1 1 1 2000 1 1 1 1 2 2 2 2
Bachelor of ScienceBiochemistryApplied Maths 1 1 1 1998 1 1 1 2
Bachelor of engineeringChemical Engineering 2 1 1 1998 1 1 1 2
PhD HorticultureMolecular Biology 8 2 2 1999 1 1 1 2
Bachelor of Laws and Bachelor of ArtsLaw Politics 1 1 1 1997 1 1 1 1 2 2 2 2
Bachelor of EngineeringChemical Engineering 2 2 1 1999 1 1 1 1 2 1 1 2
Bachelor of ScienceGeophysics 2 2 2 2002 1 1 3 2
Master of Engineering ScienceMechanical Engineering 6 2 4 1999 1 1 1 2
Bachelor of Mathematical and Computer SciencesComputer ScienceMathematics - Pure and Applied1 2 2 2000 1 1 1 1 2 2 1 1
Doctor of Philosophyelectronic engineeringVLSI design 8 2 1 1996 1 1 1 1 1 2 2 1
PhD Science Physiology 8 2 4 1998 1 2 1 1 1 2 2 1
BACHELOR OF ARTS (HONS)ENGLISH 2 2 1 2002 1 1 1 1 2 2 2 2
Bachelor of Health SciencePathology Infection amp Immunity 1 2 2 2000 1 1 1 1 2 2 2 2
Bachelor of Science(Molecular Biology) Diploma in LanguagesMolecular BiologyJapanese 1 1 1 1999 1 1 4 2
Bachelor of Environmental Science(Hons)geology 2 2 1 1999 1 1 1 1 2 2 2 2
Bachelor of ArchitectureArchitecture 1 1 1 2001 1 1 1 1 2 2 2 2
Bachelor of FinanceFinance 1 1 1 1999 1 1 1 1 2 2 2 1
Bachelor of Computer ScienceComputer Science 1 2 1 1999 1 1 1 2
Bachelor of ScienceEnvironment BiologyAnatomical Science 1 2 1 2000 1 1 1 1 2 2 2 1
Bachelor of EngineeringCivil and Environmental 1 1 1 1997 1 1 1 1 2 2 2 2
Bachelor of EngineeringComputer Systems Engineering 2 1 1 1998 1 1 1 1 2 2 2 2
BE Engineering Mechatronics Engineering 2 2 4 2002 1 1 1 2
Doctor of PhilosophyGenetics 8 2 4 1998 1 1 1 2
Master of CommerceHuman Resource Management 4 2 4 1999 2 1 1 2
Bachelor of Sciencemicrobiology and immunologygenetics 1 2 1 2000 1 1 1 2
Bachelor of Science(Mathematical and Computer Sciences)Computer Science 1 2 2 2000 1 1 1 2
Bachelor of Commerce (Accounting)Accounting 1 2 2 1999 2 1 1 1 1 2 2 1
DIPLOMA IN WINE MARKETINGMARKETINGOENOLOGY 9 1 1 1996 2 2 4 1 1 2 2 1
oAGS Manual
April 2013
16
GCA strongly recommends that Survey Managers use the oAGS as the method of first contact with graduates as a relatively large proportion of responses can be gathered quickly in this manner reducing the cost of supplying mailing and processing printed forms oAGS users should regularly download and back-up their data files
oAGS Manual
April 2013
17
D COMPLETING THE FORM
STEP 7 Graduates log onto the survey site
If graduates are not accessing the oAGS via a unique link (see Step 6) then they will need to log on to
httpoagsgraduatecareerscomau When they access this site they will first see the following screen (The live site will feature your Institution logo in the space on the left hand side of the screen)
Graduates then need to click on the button labelled lsquoProceed to Surveyrsquo and type in their oAGS ID to access the survey Their allocated IDs will direct the graduate to the correct form ie GDSCEQ or GDSPREQ
oAGS Manual
April 2013
18
In order to avoid problems logging into the site the oAGS ID is not case sensitive and therefore the alphanumeric characters do not need to be in uppercase in order to enter the site
STEP 8 Graduates complete the survey form
The survey form is easy to use and employs question logic so that responses lead to relevant questions and those questions which are not applicable to the graduate are omitted from view If the graduate doesnrsquot answer a question they will still be able to proceed However they will receive one of the following messages
You did not respond to this question Or You have left some responses blank or some of your responses are invalid You may address these issues or progress to the next page of questions by clicking ldquoskiprdquo button below
If an incorrect format is entered for the salary figure then respondents will be prompted to enter this again Once the graduate has completed the survey form it is necessary for them to click the SUBMIT button The graduate will then receive the following message and direct link
Survey Completed Thanks for your time and cooperation in completing this survey Would you like to see the results of last yearrsquos survey If so visit Grads Jobs and Dollars (link)
If a graduate has any problems or queries with the survey form they are able to email the institution directly via the on-screen link (to the email address provided by institution) If you are unable to answer the graduatersquos query internally please contact GCA for assistance
oAGS Manual
April 2013
19
E SURVEY MANAGER ADMINISTRATION
The oAGS offers access to various administrative tools for Survey Managers They are able to
Show the number of responses for a survey
Download the oAGS IDs for those who have responded online so that they can be excluded from follow-up mail-outs
Export responses to completed surveys Completed survey data is stored on an external and secure website and backed-up on a regular basis To access the Survey Managerrsquos administration area authorised users will need to log in to
httpsadminoagsgraduatecareerscomau Once Survey Managers have logged in they will be presented with a screen for their institution which allows them to choose the desired activity
oAGS Manual
April 2013
20
STEP 9 Survey Managers log-in at any time and see how many responses have been received online
This is done by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoShow Number of Responsesrdquo task
STEP 10 Survey Managers obtain the oAGS IDs of the online respondents as the survey period progresses
Survey Managers can download a list of used oAGS IDs for those graduates who have completed the survey form online (see Attachment C Sample oAGS ID Download) This is done by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoDownload graduate IDs for completed surveysrdquo task
Survey Managers should then mark off online respondents against their master record so that they are excluded from the follow-upreminder process Follow up of non-respondents will need to occur at this stage Note It is imperative that internal records are maintained which match graduatesrsquo allocated oAGS IDs to a record or institutional ID number that can be used to verify which individuals have responded
STEP 11 Survey Managers export data when required
Data is exported in a Microsoft Excel compatible comma separated values (csv) file (see Attachment D) The sequence of the columns in this file is formatted to correspond as closely as possible to the specifications in the AGS data specifications (released annually with the main AGS Manual) oAGS users are advised to regularly download and back-up their data files Data is exported by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoExport responsesrdquo task
Data in Excel format can be imported into other statistical packages such as SPSS
oAGS Manual
April 2013
21
As each download of results is completed Survey Managers are advised to label and name the downloaded file carefully to avoid confusion As the survey period progresses additional entries are added to the oAGS data file and version control when downloading interim data files is therefore of paramount importance oAGS IDs and dates are recorded in the export data file to assist in this process Note The program automatically records the date on which the respondent completed the survey form and this value is always exported as the second last entry in the data file This allows Survey Managers to monitor the return of survey forms and maintain version control of saved files The data export includes the oAGS ID in the last column of the data file
oAGS Manual
April 2013
22
ATTACHMENT A GENERATION OF oAGS IDENTIFIERS The oAGS system is not able to store ldquorealrdquo student numbers due to privacy issues As such a method of uniquely identifying graduates is required To allow graduates to log in to the oAGS system log-in identifiers (oAGS IDs) will be generated by GCA (via the oAGS system) on behalf of an institution These will then be provided to the graduates by the institution either as part of a direct link into the survey or along with the login URL It will be each institutionrsquos responsibility to keep the oAGS IDs individually matched with the graduates in their survey cohort Upon visiting the oAGS a graduate will enter their oAGS ID and be able to proceed with filling out the survey for their institution The Numbers The following parameters regarding the number of graduates accessing the system were supplied to the oAGS development team
Maximum 160000 graduates per survey
There may be up to 3 years of surveys running at a given time
This results in a requirement for a maximum of 480000 unique oAGS IDs at any given time It is noted that this is an extreme maximum and it would be highly unlikely that this amount of unique identifiers would be required Issues Unique identifiers could be generated a number of ways such as combining existing information such as the institution code survey code and a random number These methods are unsuitable for a number of reasons
If identifiers are too similar there is the possibility that a graduate may miss-type their identifier and end up completing another graduatersquos survey
If identifiers are based on a simple algorithm (eg by combining existing information) or are too short it is possible for the system to be abused by randomly entering codes
If identifiers are too long graduates may have trouble entering them correctly
Solution A random 12 character alphanumeric code (using characters such as lsquoB-9A-Frsquo) is used to identify each graduate This combination of numbers and letters results in 281474976710655 unique values
oAGS Manual
April 2013
23
The oAGS ID is generated by a one-way hashing algorithm2 based on the institution code a survey identifier and an internal student identifier Having such a large number of values to choose identifiers from minimises the risk of mistyping the identifier and completing an incorrect survey and reduces the risk of the system being abused Other identifiers The following are examples of other identifiers in everyday use
Student numbers range from between 8-10 digits
Internet banking 8-12 digits
Credit card numbers 16 digits
Phone numbers local 8 ndash international 13 These online identifiers are generally used in conjunction with passwords allowing for increased security Example of oAGS IDs The following are 10 example identifiers 26P7-FAA3-EA2B
222B-6F78-72DD
26FC-9557-CDF7
DFD6-7253-CC73
82Q8-B55F-7A2F
C7B9-63C3-9E45
3869-4528-DCD7
88BB-3F36-A59E
3F9E-D66D-D4A8
B287-C4E9-466A
2 Hashing is the transformation of a string of characters into a usually shorter fixed-length value or key
that represents the original string Hashing is used to index and retrieve items in a database because it is faster to find the item using the shorter hashed key than to find it using the original value It is also used in many encryption algorithms
oAGS Manual
April 2013
24
ATTACHMENT B oAGS OVERVIEW
NB Note that the word lsquostudentrsquo refers to graduates in this diagram
oAGS Manual
April 2013
25
ATTACHMENT C SAMPLE oAGS ID DOWNLOAD
Institution 0000
Survey 1
Period 0
Graduate Type G
Graduate ID
8FD2-BC83-H79F
9C7A-F5D4-33D6
HEF5-845F-6AB6
3C22-E3ED-GG9F
B6G4-6649-HF4B
55DG-9C72-HCGG
EA5E-E39D-DBBC
4E6E-C85F-6295
2838-7D5G-A6D6
35DA-6B58-E637
5H62-B63B-D73D
HH54-9933-B529
66CD-4795-64A3
G6E9-B99C-8G85
A4DG-33HB-65A9
589E-CA69-7E74
62G2-4B2E-B369
H498-92B6-899G
HAHG-8H9G-DFHC
DBCC-2HG3-66AG
2G64-F6CB-4FB2
9B95-3FA8-GG58
BDHB-29A4-8A36
4F8G-7FFD-8CGC
CAEB-C389-BC47
G7DG-8B9F-HB9G
D785-395A-GFA6
39FB-CFF2-47E3
4G3A-H822-H989
432G-6C23-AGB4
H52G-GC52-DBHE
9D7E-86BH-9HAH
B54A-5BAB-5846
FCBG-5HD5-H7EG
7643-F66E-9CB8
7BHE-BGBF-2633
GGDC-8GB9-2GD4
7B9B-B6C3-CD8G
6FF8-7HC4-A5BD
686F-647F-7E2D
G36H-H3FD-8A8G
DD45-A4H9-8EF8
H98B-22BF-C3H7
4F6E-G5CF-87FE
A8DE-8B8B-35B9
948B-DF4B-E3D9
oAGS Manual
April 2013
26
ATTACHMENT D SAMPLE DATA EXPORT FILE3
3 This sample is from a past survey and recent data files will not match the column layout exactly
inst maj1 maj2 level double hecsfee yearcomm attend mode credit fywork fytype fyfin fytoff fystlwth
cfgb dvbdz 8 2 1 2003 2 2 2 2
PhD politics 8 2 1 1999 1 1 1 1 2 2 2 1
Graduate Diploma in Advanced EconomicsEconomics 4 2 2 1999 2 1 1 1 1 1 1 1
Bachelor of Medicine Bachelor of SurgeryMedicine 1 2 1 1997 1 1 1 2
Bachelor of SciencePhysiology Pharmacology 1 2 1 2000 1 1 1 1 2 2 2 1
Graduate Certificate in Nursing Science in Retrieval NursingRetrieval Nursing 3 2 2 2002 2 1 1 1 2 1 2 1
Bachelor of EngineeringComputer Systems 2 1 1 1998 1 1 1 1 2 2 1 1
Bachelor of CommerceAccounting management 1 2 1 2000 1 1 1 2
Bachelor of Arts PsychologyAnthropology 1 2 1 2000 1 1 1 1 2 2 2 2
Bachelor of International studiesPolitics History 1 2 1 2000 1 1 1 1 2 2 2 2
Bachelor of Computer ScienceComputer Science 1 2 1 1999 1 1 1 2
Bachelor of Arts (Hons)Politics 2 1 1 1999 1 1 1 1 2 2 2 1
Bachelor of Science (Honours)Biochemistry 2 2 2 2002 1 1 1 2
Bachelor of Arts Spanish 1 2 1 2000 1 1 1 1 2 2 1 1
Bachelor of CommerceAccounting 1 1 4 1998 1 1 1 1 2 2 2 2
Graduate Diploma in Clinical DentistryOrthodontics 4 2 4 2002 1 1 1 1 2 2 2 2
Bachelor of Commerce (Accounting)Accounting 1 1 1 2000 1 1 1 2
BACHELOR OF FINANCEFINANCE-ECONOMICS 1 1 1 2001 1 1 1 1 1 2 1 1
Doctor of MedicienVascular Surgery 8 2 4 1999 1 1 1 1 2 2 2 1
PhD geosciencegeomechanics 8 2 4 1997 1 1 1 1 1 2 1 2
doctor of philosophywine microbiology 8 2 4 1998 1 1 1 1 2 2 2 2
Bachelor of Science (Honours)Geophysics 2 2 1 2002 1 1 1 1 2 2 2 1
MBA 7 2 2000 2 2 1 2
PhD cancer geneticsmolecular biology 8 2 4 1998 1 1 1 2
Bachelor of Social Science HonoursAnthropology 2 2 1 1998 1 1 3 1 2 2 2 2
Bachelor of Social Science (Honours)Psychology 2 2 1 1997 1 1 3 1 2 2 1 1
Bachelor of ScienceApplied MathsOrganic Chemistry 1 1 1 1997 1 1 1 2
Bachelor of EngineeringChemical Engineering 2 1 1 1998 1 1 1 2
Bachelor of Economics (Honours)Economics 2 2 1 2002 1 1 1 1 2 2 2 2
Bachelor of Environmental ScienceSoil SciencePlant Ecology 2 2 1 1998 2 1 1 1 2 2 2 2
Bachelor of CommerceAccounting 1 2 1 1997 2 1 1 1 2 2 2 2
Bachelor of Engineering Electrical and Electronic 2 2 1 1999 1 1 1 1 2 2 1 1
bach eng bach sceng-mechanicalsc-org chem app math2 1 1 1998 1 1 1 1 2 2 2 2
Honours degree of Maths and Comp ScienceApplied Maths 2 2 2 2002 1 1 1 1 2 2 2 1
Bachelor of ScienceBiochemistry 1 1 1 2000 1 1 1 2
Bachelor of Science - HonoursPhysiology 2 2 1 2001 2 1 1 1 1 2 2 1
Bachelor of Social SciencePsychologyEnvironmental Studies1 2 2 2002 1 1 1 1 2 2 2 2
Bachelor of Science (Honours)Genetics 2 2 1 2002 1 1 1 1 2 2 1 2
Bachelor of EngineeringCivil and Environmental Engineering2 2 2 2002 1 1 3 2
Masters Psychologu (Clinical)Psychology 7 2 1 1999 1 1 1 1 2 2 2 2
Bachelor of Medicine Bachelor of SurgeryMedicine Surgery 2 2 1 1996 1 1 1 2
Graduate Diploma in Clinical DentistryDentistry 4 2 1 2001 2 1 1 1 2 1 2 1
Bachelor of EngineeringMechatronics 2 2 4 1999 1 1 1 2
Bachelor of EngineeringCivil Engineering 2 2 2 1999 1 1 1 1 2 2 1 2
Bachelor of SciencePhysiology Organic Chemistry 1 2 1 2000 1 1 1 1 2 2 1 1
Bachelor of EconomicsEconomics 1 1 1 2000 1 1 1 1 2 2 2 2
Bachelor of ScienceBiochemistryApplied Maths 1 1 1 1998 1 1 1 2
Bachelor of engineeringChemical Engineering 2 1 1 1998 1 1 1 2
PhD HorticultureMolecular Biology 8 2 2 1999 1 1 1 2
Bachelor of Laws and Bachelor of ArtsLaw Politics 1 1 1 1997 1 1 1 1 2 2 2 2
Bachelor of EngineeringChemical Engineering 2 2 1 1999 1 1 1 1 2 1 1 2
Bachelor of ScienceGeophysics 2 2 2 2002 1 1 3 2
Master of Engineering ScienceMechanical Engineering 6 2 4 1999 1 1 1 2
Bachelor of Mathematical and Computer SciencesComputer ScienceMathematics - Pure and Applied1 2 2 2000 1 1 1 1 2 2 1 1
Doctor of Philosophyelectronic engineeringVLSI design 8 2 1 1996 1 1 1 1 1 2 2 1
PhD Science Physiology 8 2 4 1998 1 2 1 1 1 2 2 1
BACHELOR OF ARTS (HONS)ENGLISH 2 2 1 2002 1 1 1 1 2 2 2 2
Bachelor of Health SciencePathology Infection amp Immunity 1 2 2 2000 1 1 1 1 2 2 2 2
Bachelor of Science(Molecular Biology) Diploma in LanguagesMolecular BiologyJapanese 1 1 1 1999 1 1 4 2
Bachelor of Environmental Science(Hons)geology 2 2 1 1999 1 1 1 1 2 2 2 2
Bachelor of ArchitectureArchitecture 1 1 1 2001 1 1 1 1 2 2 2 2
Bachelor of FinanceFinance 1 1 1 1999 1 1 1 1 2 2 2 1
Bachelor of Computer ScienceComputer Science 1 2 1 1999 1 1 1 2
Bachelor of ScienceEnvironment BiologyAnatomical Science 1 2 1 2000 1 1 1 1 2 2 2 1
Bachelor of EngineeringCivil and Environmental 1 1 1 1997 1 1 1 1 2 2 2 2
Bachelor of EngineeringComputer Systems Engineering 2 1 1 1998 1 1 1 1 2 2 2 2
BE Engineering Mechatronics Engineering 2 2 4 2002 1 1 1 2
Doctor of PhilosophyGenetics 8 2 4 1998 1 1 1 2
Master of CommerceHuman Resource Management 4 2 4 1999 2 1 1 2
Bachelor of Sciencemicrobiology and immunologygenetics 1 2 1 2000 1 1 1 2
Bachelor of Science(Mathematical and Computer Sciences)Computer Science 1 2 2 2000 1 1 1 2
Bachelor of Commerce (Accounting)Accounting 1 2 2 1999 2 1 1 1 1 2 2 1
DIPLOMA IN WINE MARKETINGMARKETINGOENOLOGY 9 1 1 1996 2 2 4 1 1 2 2 1
oAGS Manual
April 2013
17
D COMPLETING THE FORM
STEP 7 Graduates log onto the survey site
If graduates are not accessing the oAGS via a unique link (see Step 6) then they will need to log on to
httpoagsgraduatecareerscomau When they access this site they will first see the following screen (The live site will feature your Institution logo in the space on the left hand side of the screen)
Graduates then need to click on the button labelled lsquoProceed to Surveyrsquo and type in their oAGS ID to access the survey Their allocated IDs will direct the graduate to the correct form ie GDSCEQ or GDSPREQ
oAGS Manual
April 2013
18
In order to avoid problems logging into the site the oAGS ID is not case sensitive and therefore the alphanumeric characters do not need to be in uppercase in order to enter the site
STEP 8 Graduates complete the survey form
The survey form is easy to use and employs question logic so that responses lead to relevant questions and those questions which are not applicable to the graduate are omitted from view If the graduate doesnrsquot answer a question they will still be able to proceed However they will receive one of the following messages
You did not respond to this question Or You have left some responses blank or some of your responses are invalid You may address these issues or progress to the next page of questions by clicking ldquoskiprdquo button below
If an incorrect format is entered for the salary figure then respondents will be prompted to enter this again Once the graduate has completed the survey form it is necessary for them to click the SUBMIT button The graduate will then receive the following message and direct link
Survey Completed Thanks for your time and cooperation in completing this survey Would you like to see the results of last yearrsquos survey If so visit Grads Jobs and Dollars (link)
If a graduate has any problems or queries with the survey form they are able to email the institution directly via the on-screen link (to the email address provided by institution) If you are unable to answer the graduatersquos query internally please contact GCA for assistance
oAGS Manual
April 2013
19
E SURVEY MANAGER ADMINISTRATION
The oAGS offers access to various administrative tools for Survey Managers They are able to
Show the number of responses for a survey
Download the oAGS IDs for those who have responded online so that they can be excluded from follow-up mail-outs
Export responses to completed surveys Completed survey data is stored on an external and secure website and backed-up on a regular basis To access the Survey Managerrsquos administration area authorised users will need to log in to
httpsadminoagsgraduatecareerscomau Once Survey Managers have logged in they will be presented with a screen for their institution which allows them to choose the desired activity
oAGS Manual
April 2013
20
STEP 9 Survey Managers log-in at any time and see how many responses have been received online
This is done by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoShow Number of Responsesrdquo task
STEP 10 Survey Managers obtain the oAGS IDs of the online respondents as the survey period progresses
Survey Managers can download a list of used oAGS IDs for those graduates who have completed the survey form online (see Attachment C Sample oAGS ID Download) This is done by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoDownload graduate IDs for completed surveysrdquo task
Survey Managers should then mark off online respondents against their master record so that they are excluded from the follow-upreminder process Follow up of non-respondents will need to occur at this stage Note It is imperative that internal records are maintained which match graduatesrsquo allocated oAGS IDs to a record or institutional ID number that can be used to verify which individuals have responded
STEP 11 Survey Managers export data when required
Data is exported in a Microsoft Excel compatible comma separated values (csv) file (see Attachment D) The sequence of the columns in this file is formatted to correspond as closely as possible to the specifications in the AGS data specifications (released annually with the main AGS Manual) oAGS users are advised to regularly download and back-up their data files Data is exported by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoExport responsesrdquo task
Data in Excel format can be imported into other statistical packages such as SPSS
oAGS Manual
April 2013
21
As each download of results is completed Survey Managers are advised to label and name the downloaded file carefully to avoid confusion As the survey period progresses additional entries are added to the oAGS data file and version control when downloading interim data files is therefore of paramount importance oAGS IDs and dates are recorded in the export data file to assist in this process Note The program automatically records the date on which the respondent completed the survey form and this value is always exported as the second last entry in the data file This allows Survey Managers to monitor the return of survey forms and maintain version control of saved files The data export includes the oAGS ID in the last column of the data file
oAGS Manual
April 2013
22
ATTACHMENT A GENERATION OF oAGS IDENTIFIERS The oAGS system is not able to store ldquorealrdquo student numbers due to privacy issues As such a method of uniquely identifying graduates is required To allow graduates to log in to the oAGS system log-in identifiers (oAGS IDs) will be generated by GCA (via the oAGS system) on behalf of an institution These will then be provided to the graduates by the institution either as part of a direct link into the survey or along with the login URL It will be each institutionrsquos responsibility to keep the oAGS IDs individually matched with the graduates in their survey cohort Upon visiting the oAGS a graduate will enter their oAGS ID and be able to proceed with filling out the survey for their institution The Numbers The following parameters regarding the number of graduates accessing the system were supplied to the oAGS development team
Maximum 160000 graduates per survey
There may be up to 3 years of surveys running at a given time
This results in a requirement for a maximum of 480000 unique oAGS IDs at any given time It is noted that this is an extreme maximum and it would be highly unlikely that this amount of unique identifiers would be required Issues Unique identifiers could be generated a number of ways such as combining existing information such as the institution code survey code and a random number These methods are unsuitable for a number of reasons
If identifiers are too similar there is the possibility that a graduate may miss-type their identifier and end up completing another graduatersquos survey
If identifiers are based on a simple algorithm (eg by combining existing information) or are too short it is possible for the system to be abused by randomly entering codes
If identifiers are too long graduates may have trouble entering them correctly
Solution A random 12 character alphanumeric code (using characters such as lsquoB-9A-Frsquo) is used to identify each graduate This combination of numbers and letters results in 281474976710655 unique values
oAGS Manual
April 2013
23
The oAGS ID is generated by a one-way hashing algorithm2 based on the institution code a survey identifier and an internal student identifier Having such a large number of values to choose identifiers from minimises the risk of mistyping the identifier and completing an incorrect survey and reduces the risk of the system being abused Other identifiers The following are examples of other identifiers in everyday use
Student numbers range from between 8-10 digits
Internet banking 8-12 digits
Credit card numbers 16 digits
Phone numbers local 8 ndash international 13 These online identifiers are generally used in conjunction with passwords allowing for increased security Example of oAGS IDs The following are 10 example identifiers 26P7-FAA3-EA2B
222B-6F78-72DD
26FC-9557-CDF7
DFD6-7253-CC73
82Q8-B55F-7A2F
C7B9-63C3-9E45
3869-4528-DCD7
88BB-3F36-A59E
3F9E-D66D-D4A8
B287-C4E9-466A
2 Hashing is the transformation of a string of characters into a usually shorter fixed-length value or key
that represents the original string Hashing is used to index and retrieve items in a database because it is faster to find the item using the shorter hashed key than to find it using the original value It is also used in many encryption algorithms
oAGS Manual
April 2013
24
ATTACHMENT B oAGS OVERVIEW
NB Note that the word lsquostudentrsquo refers to graduates in this diagram
oAGS Manual
April 2013
25
ATTACHMENT C SAMPLE oAGS ID DOWNLOAD
Institution 0000
Survey 1
Period 0
Graduate Type G
Graduate ID
8FD2-BC83-H79F
9C7A-F5D4-33D6
HEF5-845F-6AB6
3C22-E3ED-GG9F
B6G4-6649-HF4B
55DG-9C72-HCGG
EA5E-E39D-DBBC
4E6E-C85F-6295
2838-7D5G-A6D6
35DA-6B58-E637
5H62-B63B-D73D
HH54-9933-B529
66CD-4795-64A3
G6E9-B99C-8G85
A4DG-33HB-65A9
589E-CA69-7E74
62G2-4B2E-B369
H498-92B6-899G
HAHG-8H9G-DFHC
DBCC-2HG3-66AG
2G64-F6CB-4FB2
9B95-3FA8-GG58
BDHB-29A4-8A36
4F8G-7FFD-8CGC
CAEB-C389-BC47
G7DG-8B9F-HB9G
D785-395A-GFA6
39FB-CFF2-47E3
4G3A-H822-H989
432G-6C23-AGB4
H52G-GC52-DBHE
9D7E-86BH-9HAH
B54A-5BAB-5846
FCBG-5HD5-H7EG
7643-F66E-9CB8
7BHE-BGBF-2633
GGDC-8GB9-2GD4
7B9B-B6C3-CD8G
6FF8-7HC4-A5BD
686F-647F-7E2D
G36H-H3FD-8A8G
DD45-A4H9-8EF8
H98B-22BF-C3H7
4F6E-G5CF-87FE
A8DE-8B8B-35B9
948B-DF4B-E3D9
oAGS Manual
April 2013
26
ATTACHMENT D SAMPLE DATA EXPORT FILE3
3 This sample is from a past survey and recent data files will not match the column layout exactly
inst maj1 maj2 level double hecsfee yearcomm attend mode credit fywork fytype fyfin fytoff fystlwth
cfgb dvbdz 8 2 1 2003 2 2 2 2
PhD politics 8 2 1 1999 1 1 1 1 2 2 2 1
Graduate Diploma in Advanced EconomicsEconomics 4 2 2 1999 2 1 1 1 1 1 1 1
Bachelor of Medicine Bachelor of SurgeryMedicine 1 2 1 1997 1 1 1 2
Bachelor of SciencePhysiology Pharmacology 1 2 1 2000 1 1 1 1 2 2 2 1
Graduate Certificate in Nursing Science in Retrieval NursingRetrieval Nursing 3 2 2 2002 2 1 1 1 2 1 2 1
Bachelor of EngineeringComputer Systems 2 1 1 1998 1 1 1 1 2 2 1 1
Bachelor of CommerceAccounting management 1 2 1 2000 1 1 1 2
Bachelor of Arts PsychologyAnthropology 1 2 1 2000 1 1 1 1 2 2 2 2
Bachelor of International studiesPolitics History 1 2 1 2000 1 1 1 1 2 2 2 2
Bachelor of Computer ScienceComputer Science 1 2 1 1999 1 1 1 2
Bachelor of Arts (Hons)Politics 2 1 1 1999 1 1 1 1 2 2 2 1
Bachelor of Science (Honours)Biochemistry 2 2 2 2002 1 1 1 2
Bachelor of Arts Spanish 1 2 1 2000 1 1 1 1 2 2 1 1
Bachelor of CommerceAccounting 1 1 4 1998 1 1 1 1 2 2 2 2
Graduate Diploma in Clinical DentistryOrthodontics 4 2 4 2002 1 1 1 1 2 2 2 2
Bachelor of Commerce (Accounting)Accounting 1 1 1 2000 1 1 1 2
BACHELOR OF FINANCEFINANCE-ECONOMICS 1 1 1 2001 1 1 1 1 1 2 1 1
Doctor of MedicienVascular Surgery 8 2 4 1999 1 1 1 1 2 2 2 1
PhD geosciencegeomechanics 8 2 4 1997 1 1 1 1 1 2 1 2
doctor of philosophywine microbiology 8 2 4 1998 1 1 1 1 2 2 2 2
Bachelor of Science (Honours)Geophysics 2 2 1 2002 1 1 1 1 2 2 2 1
MBA 7 2 2000 2 2 1 2
PhD cancer geneticsmolecular biology 8 2 4 1998 1 1 1 2
Bachelor of Social Science HonoursAnthropology 2 2 1 1998 1 1 3 1 2 2 2 2
Bachelor of Social Science (Honours)Psychology 2 2 1 1997 1 1 3 1 2 2 1 1
Bachelor of ScienceApplied MathsOrganic Chemistry 1 1 1 1997 1 1 1 2
Bachelor of EngineeringChemical Engineering 2 1 1 1998 1 1 1 2
Bachelor of Economics (Honours)Economics 2 2 1 2002 1 1 1 1 2 2 2 2
Bachelor of Environmental ScienceSoil SciencePlant Ecology 2 2 1 1998 2 1 1 1 2 2 2 2
Bachelor of CommerceAccounting 1 2 1 1997 2 1 1 1 2 2 2 2
Bachelor of Engineering Electrical and Electronic 2 2 1 1999 1 1 1 1 2 2 1 1
bach eng bach sceng-mechanicalsc-org chem app math2 1 1 1998 1 1 1 1 2 2 2 2
Honours degree of Maths and Comp ScienceApplied Maths 2 2 2 2002 1 1 1 1 2 2 2 1
Bachelor of ScienceBiochemistry 1 1 1 2000 1 1 1 2
Bachelor of Science - HonoursPhysiology 2 2 1 2001 2 1 1 1 1 2 2 1
Bachelor of Social SciencePsychologyEnvironmental Studies1 2 2 2002 1 1 1 1 2 2 2 2
Bachelor of Science (Honours)Genetics 2 2 1 2002 1 1 1 1 2 2 1 2
Bachelor of EngineeringCivil and Environmental Engineering2 2 2 2002 1 1 3 2
Masters Psychologu (Clinical)Psychology 7 2 1 1999 1 1 1 1 2 2 2 2
Bachelor of Medicine Bachelor of SurgeryMedicine Surgery 2 2 1 1996 1 1 1 2
Graduate Diploma in Clinical DentistryDentistry 4 2 1 2001 2 1 1 1 2 1 2 1
Bachelor of EngineeringMechatronics 2 2 4 1999 1 1 1 2
Bachelor of EngineeringCivil Engineering 2 2 2 1999 1 1 1 1 2 2 1 2
Bachelor of SciencePhysiology Organic Chemistry 1 2 1 2000 1 1 1 1 2 2 1 1
Bachelor of EconomicsEconomics 1 1 1 2000 1 1 1 1 2 2 2 2
Bachelor of ScienceBiochemistryApplied Maths 1 1 1 1998 1 1 1 2
Bachelor of engineeringChemical Engineering 2 1 1 1998 1 1 1 2
PhD HorticultureMolecular Biology 8 2 2 1999 1 1 1 2
Bachelor of Laws and Bachelor of ArtsLaw Politics 1 1 1 1997 1 1 1 1 2 2 2 2
Bachelor of EngineeringChemical Engineering 2 2 1 1999 1 1 1 1 2 1 1 2
Bachelor of ScienceGeophysics 2 2 2 2002 1 1 3 2
Master of Engineering ScienceMechanical Engineering 6 2 4 1999 1 1 1 2
Bachelor of Mathematical and Computer SciencesComputer ScienceMathematics - Pure and Applied1 2 2 2000 1 1 1 1 2 2 1 1
Doctor of Philosophyelectronic engineeringVLSI design 8 2 1 1996 1 1 1 1 1 2 2 1
PhD Science Physiology 8 2 4 1998 1 2 1 1 1 2 2 1
BACHELOR OF ARTS (HONS)ENGLISH 2 2 1 2002 1 1 1 1 2 2 2 2
Bachelor of Health SciencePathology Infection amp Immunity 1 2 2 2000 1 1 1 1 2 2 2 2
Bachelor of Science(Molecular Biology) Diploma in LanguagesMolecular BiologyJapanese 1 1 1 1999 1 1 4 2
Bachelor of Environmental Science(Hons)geology 2 2 1 1999 1 1 1 1 2 2 2 2
Bachelor of ArchitectureArchitecture 1 1 1 2001 1 1 1 1 2 2 2 2
Bachelor of FinanceFinance 1 1 1 1999 1 1 1 1 2 2 2 1
Bachelor of Computer ScienceComputer Science 1 2 1 1999 1 1 1 2
Bachelor of ScienceEnvironment BiologyAnatomical Science 1 2 1 2000 1 1 1 1 2 2 2 1
Bachelor of EngineeringCivil and Environmental 1 1 1 1997 1 1 1 1 2 2 2 2
Bachelor of EngineeringComputer Systems Engineering 2 1 1 1998 1 1 1 1 2 2 2 2
BE Engineering Mechatronics Engineering 2 2 4 2002 1 1 1 2
Doctor of PhilosophyGenetics 8 2 4 1998 1 1 1 2
Master of CommerceHuman Resource Management 4 2 4 1999 2 1 1 2
Bachelor of Sciencemicrobiology and immunologygenetics 1 2 1 2000 1 1 1 2
Bachelor of Science(Mathematical and Computer Sciences)Computer Science 1 2 2 2000 1 1 1 2
Bachelor of Commerce (Accounting)Accounting 1 2 2 1999 2 1 1 1 1 2 2 1
DIPLOMA IN WINE MARKETINGMARKETINGOENOLOGY 9 1 1 1996 2 2 4 1 1 2 2 1
oAGS Manual
April 2013
18
In order to avoid problems logging into the site the oAGS ID is not case sensitive and therefore the alphanumeric characters do not need to be in uppercase in order to enter the site
STEP 8 Graduates complete the survey form
The survey form is easy to use and employs question logic so that responses lead to relevant questions and those questions which are not applicable to the graduate are omitted from view If the graduate doesnrsquot answer a question they will still be able to proceed However they will receive one of the following messages
You did not respond to this question Or You have left some responses blank or some of your responses are invalid You may address these issues or progress to the next page of questions by clicking ldquoskiprdquo button below
If an incorrect format is entered for the salary figure then respondents will be prompted to enter this again Once the graduate has completed the survey form it is necessary for them to click the SUBMIT button The graduate will then receive the following message and direct link
Survey Completed Thanks for your time and cooperation in completing this survey Would you like to see the results of last yearrsquos survey If so visit Grads Jobs and Dollars (link)
If a graduate has any problems or queries with the survey form they are able to email the institution directly via the on-screen link (to the email address provided by institution) If you are unable to answer the graduatersquos query internally please contact GCA for assistance
oAGS Manual
April 2013
19
E SURVEY MANAGER ADMINISTRATION
The oAGS offers access to various administrative tools for Survey Managers They are able to
Show the number of responses for a survey
Download the oAGS IDs for those who have responded online so that they can be excluded from follow-up mail-outs
Export responses to completed surveys Completed survey data is stored on an external and secure website and backed-up on a regular basis To access the Survey Managerrsquos administration area authorised users will need to log in to
httpsadminoagsgraduatecareerscomau Once Survey Managers have logged in they will be presented with a screen for their institution which allows them to choose the desired activity
oAGS Manual
April 2013
20
STEP 9 Survey Managers log-in at any time and see how many responses have been received online
This is done by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoShow Number of Responsesrdquo task
STEP 10 Survey Managers obtain the oAGS IDs of the online respondents as the survey period progresses
Survey Managers can download a list of used oAGS IDs for those graduates who have completed the survey form online (see Attachment C Sample oAGS ID Download) This is done by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoDownload graduate IDs for completed surveysrdquo task
Survey Managers should then mark off online respondents against their master record so that they are excluded from the follow-upreminder process Follow up of non-respondents will need to occur at this stage Note It is imperative that internal records are maintained which match graduatesrsquo allocated oAGS IDs to a record or institutional ID number that can be used to verify which individuals have responded
STEP 11 Survey Managers export data when required
Data is exported in a Microsoft Excel compatible comma separated values (csv) file (see Attachment D) The sequence of the columns in this file is formatted to correspond as closely as possible to the specifications in the AGS data specifications (released annually with the main AGS Manual) oAGS users are advised to regularly download and back-up their data files Data is exported by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoExport responsesrdquo task
Data in Excel format can be imported into other statistical packages such as SPSS
oAGS Manual
April 2013
21
As each download of results is completed Survey Managers are advised to label and name the downloaded file carefully to avoid confusion As the survey period progresses additional entries are added to the oAGS data file and version control when downloading interim data files is therefore of paramount importance oAGS IDs and dates are recorded in the export data file to assist in this process Note The program automatically records the date on which the respondent completed the survey form and this value is always exported as the second last entry in the data file This allows Survey Managers to monitor the return of survey forms and maintain version control of saved files The data export includes the oAGS ID in the last column of the data file
oAGS Manual
April 2013
22
ATTACHMENT A GENERATION OF oAGS IDENTIFIERS The oAGS system is not able to store ldquorealrdquo student numbers due to privacy issues As such a method of uniquely identifying graduates is required To allow graduates to log in to the oAGS system log-in identifiers (oAGS IDs) will be generated by GCA (via the oAGS system) on behalf of an institution These will then be provided to the graduates by the institution either as part of a direct link into the survey or along with the login URL It will be each institutionrsquos responsibility to keep the oAGS IDs individually matched with the graduates in their survey cohort Upon visiting the oAGS a graduate will enter their oAGS ID and be able to proceed with filling out the survey for their institution The Numbers The following parameters regarding the number of graduates accessing the system were supplied to the oAGS development team
Maximum 160000 graduates per survey
There may be up to 3 years of surveys running at a given time
This results in a requirement for a maximum of 480000 unique oAGS IDs at any given time It is noted that this is an extreme maximum and it would be highly unlikely that this amount of unique identifiers would be required Issues Unique identifiers could be generated a number of ways such as combining existing information such as the institution code survey code and a random number These methods are unsuitable for a number of reasons
If identifiers are too similar there is the possibility that a graduate may miss-type their identifier and end up completing another graduatersquos survey
If identifiers are based on a simple algorithm (eg by combining existing information) or are too short it is possible for the system to be abused by randomly entering codes
If identifiers are too long graduates may have trouble entering them correctly
Solution A random 12 character alphanumeric code (using characters such as lsquoB-9A-Frsquo) is used to identify each graduate This combination of numbers and letters results in 281474976710655 unique values
oAGS Manual
April 2013
23
The oAGS ID is generated by a one-way hashing algorithm2 based on the institution code a survey identifier and an internal student identifier Having such a large number of values to choose identifiers from minimises the risk of mistyping the identifier and completing an incorrect survey and reduces the risk of the system being abused Other identifiers The following are examples of other identifiers in everyday use
Student numbers range from between 8-10 digits
Internet banking 8-12 digits
Credit card numbers 16 digits
Phone numbers local 8 ndash international 13 These online identifiers are generally used in conjunction with passwords allowing for increased security Example of oAGS IDs The following are 10 example identifiers 26P7-FAA3-EA2B
222B-6F78-72DD
26FC-9557-CDF7
DFD6-7253-CC73
82Q8-B55F-7A2F
C7B9-63C3-9E45
3869-4528-DCD7
88BB-3F36-A59E
3F9E-D66D-D4A8
B287-C4E9-466A
2 Hashing is the transformation of a string of characters into a usually shorter fixed-length value or key
that represents the original string Hashing is used to index and retrieve items in a database because it is faster to find the item using the shorter hashed key than to find it using the original value It is also used in many encryption algorithms
oAGS Manual
April 2013
24
ATTACHMENT B oAGS OVERVIEW
NB Note that the word lsquostudentrsquo refers to graduates in this diagram
oAGS Manual
April 2013
25
ATTACHMENT C SAMPLE oAGS ID DOWNLOAD
Institution 0000
Survey 1
Period 0
Graduate Type G
Graduate ID
8FD2-BC83-H79F
9C7A-F5D4-33D6
HEF5-845F-6AB6
3C22-E3ED-GG9F
B6G4-6649-HF4B
55DG-9C72-HCGG
EA5E-E39D-DBBC
4E6E-C85F-6295
2838-7D5G-A6D6
35DA-6B58-E637
5H62-B63B-D73D
HH54-9933-B529
66CD-4795-64A3
G6E9-B99C-8G85
A4DG-33HB-65A9
589E-CA69-7E74
62G2-4B2E-B369
H498-92B6-899G
HAHG-8H9G-DFHC
DBCC-2HG3-66AG
2G64-F6CB-4FB2
9B95-3FA8-GG58
BDHB-29A4-8A36
4F8G-7FFD-8CGC
CAEB-C389-BC47
G7DG-8B9F-HB9G
D785-395A-GFA6
39FB-CFF2-47E3
4G3A-H822-H989
432G-6C23-AGB4
H52G-GC52-DBHE
9D7E-86BH-9HAH
B54A-5BAB-5846
FCBG-5HD5-H7EG
7643-F66E-9CB8
7BHE-BGBF-2633
GGDC-8GB9-2GD4
7B9B-B6C3-CD8G
6FF8-7HC4-A5BD
686F-647F-7E2D
G36H-H3FD-8A8G
DD45-A4H9-8EF8
H98B-22BF-C3H7
4F6E-G5CF-87FE
A8DE-8B8B-35B9
948B-DF4B-E3D9
oAGS Manual
April 2013
26
ATTACHMENT D SAMPLE DATA EXPORT FILE3
3 This sample is from a past survey and recent data files will not match the column layout exactly
inst maj1 maj2 level double hecsfee yearcomm attend mode credit fywork fytype fyfin fytoff fystlwth
cfgb dvbdz 8 2 1 2003 2 2 2 2
PhD politics 8 2 1 1999 1 1 1 1 2 2 2 1
Graduate Diploma in Advanced EconomicsEconomics 4 2 2 1999 2 1 1 1 1 1 1 1
Bachelor of Medicine Bachelor of SurgeryMedicine 1 2 1 1997 1 1 1 2
Bachelor of SciencePhysiology Pharmacology 1 2 1 2000 1 1 1 1 2 2 2 1
Graduate Certificate in Nursing Science in Retrieval NursingRetrieval Nursing 3 2 2 2002 2 1 1 1 2 1 2 1
Bachelor of EngineeringComputer Systems 2 1 1 1998 1 1 1 1 2 2 1 1
Bachelor of CommerceAccounting management 1 2 1 2000 1 1 1 2
Bachelor of Arts PsychologyAnthropology 1 2 1 2000 1 1 1 1 2 2 2 2
Bachelor of International studiesPolitics History 1 2 1 2000 1 1 1 1 2 2 2 2
Bachelor of Computer ScienceComputer Science 1 2 1 1999 1 1 1 2
Bachelor of Arts (Hons)Politics 2 1 1 1999 1 1 1 1 2 2 2 1
Bachelor of Science (Honours)Biochemistry 2 2 2 2002 1 1 1 2
Bachelor of Arts Spanish 1 2 1 2000 1 1 1 1 2 2 1 1
Bachelor of CommerceAccounting 1 1 4 1998 1 1 1 1 2 2 2 2
Graduate Diploma in Clinical DentistryOrthodontics 4 2 4 2002 1 1 1 1 2 2 2 2
Bachelor of Commerce (Accounting)Accounting 1 1 1 2000 1 1 1 2
BACHELOR OF FINANCEFINANCE-ECONOMICS 1 1 1 2001 1 1 1 1 1 2 1 1
Doctor of MedicienVascular Surgery 8 2 4 1999 1 1 1 1 2 2 2 1
PhD geosciencegeomechanics 8 2 4 1997 1 1 1 1 1 2 1 2
doctor of philosophywine microbiology 8 2 4 1998 1 1 1 1 2 2 2 2
Bachelor of Science (Honours)Geophysics 2 2 1 2002 1 1 1 1 2 2 2 1
MBA 7 2 2000 2 2 1 2
PhD cancer geneticsmolecular biology 8 2 4 1998 1 1 1 2
Bachelor of Social Science HonoursAnthropology 2 2 1 1998 1 1 3 1 2 2 2 2
Bachelor of Social Science (Honours)Psychology 2 2 1 1997 1 1 3 1 2 2 1 1
Bachelor of ScienceApplied MathsOrganic Chemistry 1 1 1 1997 1 1 1 2
Bachelor of EngineeringChemical Engineering 2 1 1 1998 1 1 1 2
Bachelor of Economics (Honours)Economics 2 2 1 2002 1 1 1 1 2 2 2 2
Bachelor of Environmental ScienceSoil SciencePlant Ecology 2 2 1 1998 2 1 1 1 2 2 2 2
Bachelor of CommerceAccounting 1 2 1 1997 2 1 1 1 2 2 2 2
Bachelor of Engineering Electrical and Electronic 2 2 1 1999 1 1 1 1 2 2 1 1
bach eng bach sceng-mechanicalsc-org chem app math2 1 1 1998 1 1 1 1 2 2 2 2
Honours degree of Maths and Comp ScienceApplied Maths 2 2 2 2002 1 1 1 1 2 2 2 1
Bachelor of ScienceBiochemistry 1 1 1 2000 1 1 1 2
Bachelor of Science - HonoursPhysiology 2 2 1 2001 2 1 1 1 1 2 2 1
Bachelor of Social SciencePsychologyEnvironmental Studies1 2 2 2002 1 1 1 1 2 2 2 2
Bachelor of Science (Honours)Genetics 2 2 1 2002 1 1 1 1 2 2 1 2
Bachelor of EngineeringCivil and Environmental Engineering2 2 2 2002 1 1 3 2
Masters Psychologu (Clinical)Psychology 7 2 1 1999 1 1 1 1 2 2 2 2
Bachelor of Medicine Bachelor of SurgeryMedicine Surgery 2 2 1 1996 1 1 1 2
Graduate Diploma in Clinical DentistryDentistry 4 2 1 2001 2 1 1 1 2 1 2 1
Bachelor of EngineeringMechatronics 2 2 4 1999 1 1 1 2
Bachelor of EngineeringCivil Engineering 2 2 2 1999 1 1 1 1 2 2 1 2
Bachelor of SciencePhysiology Organic Chemistry 1 2 1 2000 1 1 1 1 2 2 1 1
Bachelor of EconomicsEconomics 1 1 1 2000 1 1 1 1 2 2 2 2
Bachelor of ScienceBiochemistryApplied Maths 1 1 1 1998 1 1 1 2
Bachelor of engineeringChemical Engineering 2 1 1 1998 1 1 1 2
PhD HorticultureMolecular Biology 8 2 2 1999 1 1 1 2
Bachelor of Laws and Bachelor of ArtsLaw Politics 1 1 1 1997 1 1 1 1 2 2 2 2
Bachelor of EngineeringChemical Engineering 2 2 1 1999 1 1 1 1 2 1 1 2
Bachelor of ScienceGeophysics 2 2 2 2002 1 1 3 2
Master of Engineering ScienceMechanical Engineering 6 2 4 1999 1 1 1 2
Bachelor of Mathematical and Computer SciencesComputer ScienceMathematics - Pure and Applied1 2 2 2000 1 1 1 1 2 2 1 1
Doctor of Philosophyelectronic engineeringVLSI design 8 2 1 1996 1 1 1 1 1 2 2 1
PhD Science Physiology 8 2 4 1998 1 2 1 1 1 2 2 1
BACHELOR OF ARTS (HONS)ENGLISH 2 2 1 2002 1 1 1 1 2 2 2 2
Bachelor of Health SciencePathology Infection amp Immunity 1 2 2 2000 1 1 1 1 2 2 2 2
Bachelor of Science(Molecular Biology) Diploma in LanguagesMolecular BiologyJapanese 1 1 1 1999 1 1 4 2
Bachelor of Environmental Science(Hons)geology 2 2 1 1999 1 1 1 1 2 2 2 2
Bachelor of ArchitectureArchitecture 1 1 1 2001 1 1 1 1 2 2 2 2
Bachelor of FinanceFinance 1 1 1 1999 1 1 1 1 2 2 2 1
Bachelor of Computer ScienceComputer Science 1 2 1 1999 1 1 1 2
Bachelor of ScienceEnvironment BiologyAnatomical Science 1 2 1 2000 1 1 1 1 2 2 2 1
Bachelor of EngineeringCivil and Environmental 1 1 1 1997 1 1 1 1 2 2 2 2
Bachelor of EngineeringComputer Systems Engineering 2 1 1 1998 1 1 1 1 2 2 2 2
BE Engineering Mechatronics Engineering 2 2 4 2002 1 1 1 2
Doctor of PhilosophyGenetics 8 2 4 1998 1 1 1 2
Master of CommerceHuman Resource Management 4 2 4 1999 2 1 1 2
Bachelor of Sciencemicrobiology and immunologygenetics 1 2 1 2000 1 1 1 2
Bachelor of Science(Mathematical and Computer Sciences)Computer Science 1 2 2 2000 1 1 1 2
Bachelor of Commerce (Accounting)Accounting 1 2 2 1999 2 1 1 1 1 2 2 1
DIPLOMA IN WINE MARKETINGMARKETINGOENOLOGY 9 1 1 1996 2 2 4 1 1 2 2 1
oAGS Manual
April 2013
19
E SURVEY MANAGER ADMINISTRATION
The oAGS offers access to various administrative tools for Survey Managers They are able to
Show the number of responses for a survey
Download the oAGS IDs for those who have responded online so that they can be excluded from follow-up mail-outs
Export responses to completed surveys Completed survey data is stored on an external and secure website and backed-up on a regular basis To access the Survey Managerrsquos administration area authorised users will need to log in to
httpsadminoagsgraduatecareerscomau Once Survey Managers have logged in they will be presented with a screen for their institution which allows them to choose the desired activity
oAGS Manual
April 2013
20
STEP 9 Survey Managers log-in at any time and see how many responses have been received online
This is done by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoShow Number of Responsesrdquo task
STEP 10 Survey Managers obtain the oAGS IDs of the online respondents as the survey period progresses
Survey Managers can download a list of used oAGS IDs for those graduates who have completed the survey form online (see Attachment C Sample oAGS ID Download) This is done by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoDownload graduate IDs for completed surveysrdquo task
Survey Managers should then mark off online respondents against their master record so that they are excluded from the follow-upreminder process Follow up of non-respondents will need to occur at this stage Note It is imperative that internal records are maintained which match graduatesrsquo allocated oAGS IDs to a record or institutional ID number that can be used to verify which individuals have responded
STEP 11 Survey Managers export data when required
Data is exported in a Microsoft Excel compatible comma separated values (csv) file (see Attachment D) The sequence of the columns in this file is formatted to correspond as closely as possible to the specifications in the AGS data specifications (released annually with the main AGS Manual) oAGS users are advised to regularly download and back-up their data files Data is exported by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoExport responsesrdquo task
Data in Excel format can be imported into other statistical packages such as SPSS
oAGS Manual
April 2013
21
As each download of results is completed Survey Managers are advised to label and name the downloaded file carefully to avoid confusion As the survey period progresses additional entries are added to the oAGS data file and version control when downloading interim data files is therefore of paramount importance oAGS IDs and dates are recorded in the export data file to assist in this process Note The program automatically records the date on which the respondent completed the survey form and this value is always exported as the second last entry in the data file This allows Survey Managers to monitor the return of survey forms and maintain version control of saved files The data export includes the oAGS ID in the last column of the data file
oAGS Manual
April 2013
22
ATTACHMENT A GENERATION OF oAGS IDENTIFIERS The oAGS system is not able to store ldquorealrdquo student numbers due to privacy issues As such a method of uniquely identifying graduates is required To allow graduates to log in to the oAGS system log-in identifiers (oAGS IDs) will be generated by GCA (via the oAGS system) on behalf of an institution These will then be provided to the graduates by the institution either as part of a direct link into the survey or along with the login URL It will be each institutionrsquos responsibility to keep the oAGS IDs individually matched with the graduates in their survey cohort Upon visiting the oAGS a graduate will enter their oAGS ID and be able to proceed with filling out the survey for their institution The Numbers The following parameters regarding the number of graduates accessing the system were supplied to the oAGS development team
Maximum 160000 graduates per survey
There may be up to 3 years of surveys running at a given time
This results in a requirement for a maximum of 480000 unique oAGS IDs at any given time It is noted that this is an extreme maximum and it would be highly unlikely that this amount of unique identifiers would be required Issues Unique identifiers could be generated a number of ways such as combining existing information such as the institution code survey code and a random number These methods are unsuitable for a number of reasons
If identifiers are too similar there is the possibility that a graduate may miss-type their identifier and end up completing another graduatersquos survey
If identifiers are based on a simple algorithm (eg by combining existing information) or are too short it is possible for the system to be abused by randomly entering codes
If identifiers are too long graduates may have trouble entering them correctly
Solution A random 12 character alphanumeric code (using characters such as lsquoB-9A-Frsquo) is used to identify each graduate This combination of numbers and letters results in 281474976710655 unique values
oAGS Manual
April 2013
23
The oAGS ID is generated by a one-way hashing algorithm2 based on the institution code a survey identifier and an internal student identifier Having such a large number of values to choose identifiers from minimises the risk of mistyping the identifier and completing an incorrect survey and reduces the risk of the system being abused Other identifiers The following are examples of other identifiers in everyday use
Student numbers range from between 8-10 digits
Internet banking 8-12 digits
Credit card numbers 16 digits
Phone numbers local 8 ndash international 13 These online identifiers are generally used in conjunction with passwords allowing for increased security Example of oAGS IDs The following are 10 example identifiers 26P7-FAA3-EA2B
222B-6F78-72DD
26FC-9557-CDF7
DFD6-7253-CC73
82Q8-B55F-7A2F
C7B9-63C3-9E45
3869-4528-DCD7
88BB-3F36-A59E
3F9E-D66D-D4A8
B287-C4E9-466A
2 Hashing is the transformation of a string of characters into a usually shorter fixed-length value or key
that represents the original string Hashing is used to index and retrieve items in a database because it is faster to find the item using the shorter hashed key than to find it using the original value It is also used in many encryption algorithms
oAGS Manual
April 2013
24
ATTACHMENT B oAGS OVERVIEW
NB Note that the word lsquostudentrsquo refers to graduates in this diagram
oAGS Manual
April 2013
25
ATTACHMENT C SAMPLE oAGS ID DOWNLOAD
Institution 0000
Survey 1
Period 0
Graduate Type G
Graduate ID
8FD2-BC83-H79F
9C7A-F5D4-33D6
HEF5-845F-6AB6
3C22-E3ED-GG9F
B6G4-6649-HF4B
55DG-9C72-HCGG
EA5E-E39D-DBBC
4E6E-C85F-6295
2838-7D5G-A6D6
35DA-6B58-E637
5H62-B63B-D73D
HH54-9933-B529
66CD-4795-64A3
G6E9-B99C-8G85
A4DG-33HB-65A9
589E-CA69-7E74
62G2-4B2E-B369
H498-92B6-899G
HAHG-8H9G-DFHC
DBCC-2HG3-66AG
2G64-F6CB-4FB2
9B95-3FA8-GG58
BDHB-29A4-8A36
4F8G-7FFD-8CGC
CAEB-C389-BC47
G7DG-8B9F-HB9G
D785-395A-GFA6
39FB-CFF2-47E3
4G3A-H822-H989
432G-6C23-AGB4
H52G-GC52-DBHE
9D7E-86BH-9HAH
B54A-5BAB-5846
FCBG-5HD5-H7EG
7643-F66E-9CB8
7BHE-BGBF-2633
GGDC-8GB9-2GD4
7B9B-B6C3-CD8G
6FF8-7HC4-A5BD
686F-647F-7E2D
G36H-H3FD-8A8G
DD45-A4H9-8EF8
H98B-22BF-C3H7
4F6E-G5CF-87FE
A8DE-8B8B-35B9
948B-DF4B-E3D9
oAGS Manual
April 2013
26
ATTACHMENT D SAMPLE DATA EXPORT FILE3
3 This sample is from a past survey and recent data files will not match the column layout exactly
inst maj1 maj2 level double hecsfee yearcomm attend mode credit fywork fytype fyfin fytoff fystlwth
cfgb dvbdz 8 2 1 2003 2 2 2 2
PhD politics 8 2 1 1999 1 1 1 1 2 2 2 1
Graduate Diploma in Advanced EconomicsEconomics 4 2 2 1999 2 1 1 1 1 1 1 1
Bachelor of Medicine Bachelor of SurgeryMedicine 1 2 1 1997 1 1 1 2
Bachelor of SciencePhysiology Pharmacology 1 2 1 2000 1 1 1 1 2 2 2 1
Graduate Certificate in Nursing Science in Retrieval NursingRetrieval Nursing 3 2 2 2002 2 1 1 1 2 1 2 1
Bachelor of EngineeringComputer Systems 2 1 1 1998 1 1 1 1 2 2 1 1
Bachelor of CommerceAccounting management 1 2 1 2000 1 1 1 2
Bachelor of Arts PsychologyAnthropology 1 2 1 2000 1 1 1 1 2 2 2 2
Bachelor of International studiesPolitics History 1 2 1 2000 1 1 1 1 2 2 2 2
Bachelor of Computer ScienceComputer Science 1 2 1 1999 1 1 1 2
Bachelor of Arts (Hons)Politics 2 1 1 1999 1 1 1 1 2 2 2 1
Bachelor of Science (Honours)Biochemistry 2 2 2 2002 1 1 1 2
Bachelor of Arts Spanish 1 2 1 2000 1 1 1 1 2 2 1 1
Bachelor of CommerceAccounting 1 1 4 1998 1 1 1 1 2 2 2 2
Graduate Diploma in Clinical DentistryOrthodontics 4 2 4 2002 1 1 1 1 2 2 2 2
Bachelor of Commerce (Accounting)Accounting 1 1 1 2000 1 1 1 2
BACHELOR OF FINANCEFINANCE-ECONOMICS 1 1 1 2001 1 1 1 1 1 2 1 1
Doctor of MedicienVascular Surgery 8 2 4 1999 1 1 1 1 2 2 2 1
PhD geosciencegeomechanics 8 2 4 1997 1 1 1 1 1 2 1 2
doctor of philosophywine microbiology 8 2 4 1998 1 1 1 1 2 2 2 2
Bachelor of Science (Honours)Geophysics 2 2 1 2002 1 1 1 1 2 2 2 1
MBA 7 2 2000 2 2 1 2
PhD cancer geneticsmolecular biology 8 2 4 1998 1 1 1 2
Bachelor of Social Science HonoursAnthropology 2 2 1 1998 1 1 3 1 2 2 2 2
Bachelor of Social Science (Honours)Psychology 2 2 1 1997 1 1 3 1 2 2 1 1
Bachelor of ScienceApplied MathsOrganic Chemistry 1 1 1 1997 1 1 1 2
Bachelor of EngineeringChemical Engineering 2 1 1 1998 1 1 1 2
Bachelor of Economics (Honours)Economics 2 2 1 2002 1 1 1 1 2 2 2 2
Bachelor of Environmental ScienceSoil SciencePlant Ecology 2 2 1 1998 2 1 1 1 2 2 2 2
Bachelor of CommerceAccounting 1 2 1 1997 2 1 1 1 2 2 2 2
Bachelor of Engineering Electrical and Electronic 2 2 1 1999 1 1 1 1 2 2 1 1
bach eng bach sceng-mechanicalsc-org chem app math2 1 1 1998 1 1 1 1 2 2 2 2
Honours degree of Maths and Comp ScienceApplied Maths 2 2 2 2002 1 1 1 1 2 2 2 1
Bachelor of ScienceBiochemistry 1 1 1 2000 1 1 1 2
Bachelor of Science - HonoursPhysiology 2 2 1 2001 2 1 1 1 1 2 2 1
Bachelor of Social SciencePsychologyEnvironmental Studies1 2 2 2002 1 1 1 1 2 2 2 2
Bachelor of Science (Honours)Genetics 2 2 1 2002 1 1 1 1 2 2 1 2
Bachelor of EngineeringCivil and Environmental Engineering2 2 2 2002 1 1 3 2
Masters Psychologu (Clinical)Psychology 7 2 1 1999 1 1 1 1 2 2 2 2
Bachelor of Medicine Bachelor of SurgeryMedicine Surgery 2 2 1 1996 1 1 1 2
Graduate Diploma in Clinical DentistryDentistry 4 2 1 2001 2 1 1 1 2 1 2 1
Bachelor of EngineeringMechatronics 2 2 4 1999 1 1 1 2
Bachelor of EngineeringCivil Engineering 2 2 2 1999 1 1 1 1 2 2 1 2
Bachelor of SciencePhysiology Organic Chemistry 1 2 1 2000 1 1 1 1 2 2 1 1
Bachelor of EconomicsEconomics 1 1 1 2000 1 1 1 1 2 2 2 2
Bachelor of ScienceBiochemistryApplied Maths 1 1 1 1998 1 1 1 2
Bachelor of engineeringChemical Engineering 2 1 1 1998 1 1 1 2
PhD HorticultureMolecular Biology 8 2 2 1999 1 1 1 2
Bachelor of Laws and Bachelor of ArtsLaw Politics 1 1 1 1997 1 1 1 1 2 2 2 2
Bachelor of EngineeringChemical Engineering 2 2 1 1999 1 1 1 1 2 1 1 2
Bachelor of ScienceGeophysics 2 2 2 2002 1 1 3 2
Master of Engineering ScienceMechanical Engineering 6 2 4 1999 1 1 1 2
Bachelor of Mathematical and Computer SciencesComputer ScienceMathematics - Pure and Applied1 2 2 2000 1 1 1 1 2 2 1 1
Doctor of Philosophyelectronic engineeringVLSI design 8 2 1 1996 1 1 1 1 1 2 2 1
PhD Science Physiology 8 2 4 1998 1 2 1 1 1 2 2 1
BACHELOR OF ARTS (HONS)ENGLISH 2 2 1 2002 1 1 1 1 2 2 2 2
Bachelor of Health SciencePathology Infection amp Immunity 1 2 2 2000 1 1 1 1 2 2 2 2
Bachelor of Science(Molecular Biology) Diploma in LanguagesMolecular BiologyJapanese 1 1 1 1999 1 1 4 2
Bachelor of Environmental Science(Hons)geology 2 2 1 1999 1 1 1 1 2 2 2 2
Bachelor of ArchitectureArchitecture 1 1 1 2001 1 1 1 1 2 2 2 2
Bachelor of FinanceFinance 1 1 1 1999 1 1 1 1 2 2 2 1
Bachelor of Computer ScienceComputer Science 1 2 1 1999 1 1 1 2
Bachelor of ScienceEnvironment BiologyAnatomical Science 1 2 1 2000 1 1 1 1 2 2 2 1
Bachelor of EngineeringCivil and Environmental 1 1 1 1997 1 1 1 1 2 2 2 2
Bachelor of EngineeringComputer Systems Engineering 2 1 1 1998 1 1 1 1 2 2 2 2
BE Engineering Mechatronics Engineering 2 2 4 2002 1 1 1 2
Doctor of PhilosophyGenetics 8 2 4 1998 1 1 1 2
Master of CommerceHuman Resource Management 4 2 4 1999 2 1 1 2
Bachelor of Sciencemicrobiology and immunologygenetics 1 2 1 2000 1 1 1 2
Bachelor of Science(Mathematical and Computer Sciences)Computer Science 1 2 2 2000 1 1 1 2
Bachelor of Commerce (Accounting)Accounting 1 2 2 1999 2 1 1 1 1 2 2 1
DIPLOMA IN WINE MARKETINGMARKETINGOENOLOGY 9 1 1 1996 2 2 4 1 1 2 2 1
oAGS Manual
April 2013
20
STEP 9 Survey Managers log-in at any time and see how many responses have been received online
This is done by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoShow Number of Responsesrdquo task
STEP 10 Survey Managers obtain the oAGS IDs of the online respondents as the survey period progresses
Survey Managers can download a list of used oAGS IDs for those graduates who have completed the survey form online (see Attachment C Sample oAGS ID Download) This is done by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoDownload graduate IDs for completed surveysrdquo task
Survey Managers should then mark off online respondents against their master record so that they are excluded from the follow-upreminder process Follow up of non-respondents will need to occur at this stage Note It is imperative that internal records are maintained which match graduatesrsquo allocated oAGS IDs to a record or institutional ID number that can be used to verify which individuals have responded
STEP 11 Survey Managers export data when required
Data is exported in a Microsoft Excel compatible comma separated values (csv) file (see Attachment D) The sequence of the columns in this file is formatted to correspond as closely as possible to the specifications in the AGS data specifications (released annually with the main AGS Manual) oAGS users are advised to regularly download and back-up their data files Data is exported by using the drop-down boxes to
Select the required Survey Year
Select the required Survey period
Choose the ldquoExport responsesrdquo task
Data in Excel format can be imported into other statistical packages such as SPSS
oAGS Manual
April 2013
21
As each download of results is completed Survey Managers are advised to label and name the downloaded file carefully to avoid confusion As the survey period progresses additional entries are added to the oAGS data file and version control when downloading interim data files is therefore of paramount importance oAGS IDs and dates are recorded in the export data file to assist in this process Note The program automatically records the date on which the respondent completed the survey form and this value is always exported as the second last entry in the data file This allows Survey Managers to monitor the return of survey forms and maintain version control of saved files The data export includes the oAGS ID in the last column of the data file
oAGS Manual
April 2013
22
ATTACHMENT A GENERATION OF oAGS IDENTIFIERS The oAGS system is not able to store ldquorealrdquo student numbers due to privacy issues As such a method of uniquely identifying graduates is required To allow graduates to log in to the oAGS system log-in identifiers (oAGS IDs) will be generated by GCA (via the oAGS system) on behalf of an institution These will then be provided to the graduates by the institution either as part of a direct link into the survey or along with the login URL It will be each institutionrsquos responsibility to keep the oAGS IDs individually matched with the graduates in their survey cohort Upon visiting the oAGS a graduate will enter their oAGS ID and be able to proceed with filling out the survey for their institution The Numbers The following parameters regarding the number of graduates accessing the system were supplied to the oAGS development team
Maximum 160000 graduates per survey
There may be up to 3 years of surveys running at a given time
This results in a requirement for a maximum of 480000 unique oAGS IDs at any given time It is noted that this is an extreme maximum and it would be highly unlikely that this amount of unique identifiers would be required Issues Unique identifiers could be generated a number of ways such as combining existing information such as the institution code survey code and a random number These methods are unsuitable for a number of reasons
If identifiers are too similar there is the possibility that a graduate may miss-type their identifier and end up completing another graduatersquos survey
If identifiers are based on a simple algorithm (eg by combining existing information) or are too short it is possible for the system to be abused by randomly entering codes
If identifiers are too long graduates may have trouble entering them correctly
Solution A random 12 character alphanumeric code (using characters such as lsquoB-9A-Frsquo) is used to identify each graduate This combination of numbers and letters results in 281474976710655 unique values
oAGS Manual
April 2013
23
The oAGS ID is generated by a one-way hashing algorithm2 based on the institution code a survey identifier and an internal student identifier Having such a large number of values to choose identifiers from minimises the risk of mistyping the identifier and completing an incorrect survey and reduces the risk of the system being abused Other identifiers The following are examples of other identifiers in everyday use
Student numbers range from between 8-10 digits
Internet banking 8-12 digits
Credit card numbers 16 digits
Phone numbers local 8 ndash international 13 These online identifiers are generally used in conjunction with passwords allowing for increased security Example of oAGS IDs The following are 10 example identifiers 26P7-FAA3-EA2B
222B-6F78-72DD
26FC-9557-CDF7
DFD6-7253-CC73
82Q8-B55F-7A2F
C7B9-63C3-9E45
3869-4528-DCD7
88BB-3F36-A59E
3F9E-D66D-D4A8
B287-C4E9-466A
2 Hashing is the transformation of a string of characters into a usually shorter fixed-length value or key
that represents the original string Hashing is used to index and retrieve items in a database because it is faster to find the item using the shorter hashed key than to find it using the original value It is also used in many encryption algorithms
oAGS Manual
April 2013
24
ATTACHMENT B oAGS OVERVIEW
NB Note that the word lsquostudentrsquo refers to graduates in this diagram
oAGS Manual
April 2013
25
ATTACHMENT C SAMPLE oAGS ID DOWNLOAD
Institution 0000
Survey 1
Period 0
Graduate Type G
Graduate ID
8FD2-BC83-H79F
9C7A-F5D4-33D6
HEF5-845F-6AB6
3C22-E3ED-GG9F
B6G4-6649-HF4B
55DG-9C72-HCGG
EA5E-E39D-DBBC
4E6E-C85F-6295
2838-7D5G-A6D6
35DA-6B58-E637
5H62-B63B-D73D
HH54-9933-B529
66CD-4795-64A3
G6E9-B99C-8G85
A4DG-33HB-65A9
589E-CA69-7E74
62G2-4B2E-B369
H498-92B6-899G
HAHG-8H9G-DFHC
DBCC-2HG3-66AG
2G64-F6CB-4FB2
9B95-3FA8-GG58
BDHB-29A4-8A36
4F8G-7FFD-8CGC
CAEB-C389-BC47
G7DG-8B9F-HB9G
D785-395A-GFA6
39FB-CFF2-47E3
4G3A-H822-H989
432G-6C23-AGB4
H52G-GC52-DBHE
9D7E-86BH-9HAH
B54A-5BAB-5846
FCBG-5HD5-H7EG
7643-F66E-9CB8
7BHE-BGBF-2633
GGDC-8GB9-2GD4
7B9B-B6C3-CD8G
6FF8-7HC4-A5BD
686F-647F-7E2D
G36H-H3FD-8A8G
DD45-A4H9-8EF8
H98B-22BF-C3H7
4F6E-G5CF-87FE
A8DE-8B8B-35B9
948B-DF4B-E3D9
oAGS Manual
April 2013
26
ATTACHMENT D SAMPLE DATA EXPORT FILE3
3 This sample is from a past survey and recent data files will not match the column layout exactly
inst maj1 maj2 level double hecsfee yearcomm attend mode credit fywork fytype fyfin fytoff fystlwth
cfgb dvbdz 8 2 1 2003 2 2 2 2
PhD politics 8 2 1 1999 1 1 1 1 2 2 2 1
Graduate Diploma in Advanced EconomicsEconomics 4 2 2 1999 2 1 1 1 1 1 1 1
Bachelor of Medicine Bachelor of SurgeryMedicine 1 2 1 1997 1 1 1 2
Bachelor of SciencePhysiology Pharmacology 1 2 1 2000 1 1 1 1 2 2 2 1
Graduate Certificate in Nursing Science in Retrieval NursingRetrieval Nursing 3 2 2 2002 2 1 1 1 2 1 2 1
Bachelor of EngineeringComputer Systems 2 1 1 1998 1 1 1 1 2 2 1 1
Bachelor of CommerceAccounting management 1 2 1 2000 1 1 1 2
Bachelor of Arts PsychologyAnthropology 1 2 1 2000 1 1 1 1 2 2 2 2
Bachelor of International studiesPolitics History 1 2 1 2000 1 1 1 1 2 2 2 2
Bachelor of Computer ScienceComputer Science 1 2 1 1999 1 1 1 2
Bachelor of Arts (Hons)Politics 2 1 1 1999 1 1 1 1 2 2 2 1
Bachelor of Science (Honours)Biochemistry 2 2 2 2002 1 1 1 2
Bachelor of Arts Spanish 1 2 1 2000 1 1 1 1 2 2 1 1
Bachelor of CommerceAccounting 1 1 4 1998 1 1 1 1 2 2 2 2
Graduate Diploma in Clinical DentistryOrthodontics 4 2 4 2002 1 1 1 1 2 2 2 2
Bachelor of Commerce (Accounting)Accounting 1 1 1 2000 1 1 1 2
BACHELOR OF FINANCEFINANCE-ECONOMICS 1 1 1 2001 1 1 1 1 1 2 1 1
Doctor of MedicienVascular Surgery 8 2 4 1999 1 1 1 1 2 2 2 1
PhD geosciencegeomechanics 8 2 4 1997 1 1 1 1 1 2 1 2
doctor of philosophywine microbiology 8 2 4 1998 1 1 1 1 2 2 2 2
Bachelor of Science (Honours)Geophysics 2 2 1 2002 1 1 1 1 2 2 2 1
MBA 7 2 2000 2 2 1 2
PhD cancer geneticsmolecular biology 8 2 4 1998 1 1 1 2
Bachelor of Social Science HonoursAnthropology 2 2 1 1998 1 1 3 1 2 2 2 2
Bachelor of Social Science (Honours)Psychology 2 2 1 1997 1 1 3 1 2 2 1 1
Bachelor of ScienceApplied MathsOrganic Chemistry 1 1 1 1997 1 1 1 2
Bachelor of EngineeringChemical Engineering 2 1 1 1998 1 1 1 2
Bachelor of Economics (Honours)Economics 2 2 1 2002 1 1 1 1 2 2 2 2
Bachelor of Environmental ScienceSoil SciencePlant Ecology 2 2 1 1998 2 1 1 1 2 2 2 2
Bachelor of CommerceAccounting 1 2 1 1997 2 1 1 1 2 2 2 2
Bachelor of Engineering Electrical and Electronic 2 2 1 1999 1 1 1 1 2 2 1 1
bach eng bach sceng-mechanicalsc-org chem app math2 1 1 1998 1 1 1 1 2 2 2 2
Honours degree of Maths and Comp ScienceApplied Maths 2 2 2 2002 1 1 1 1 2 2 2 1
Bachelor of ScienceBiochemistry 1 1 1 2000 1 1 1 2
Bachelor of Science - HonoursPhysiology 2 2 1 2001 2 1 1 1 1 2 2 1
Bachelor of Social SciencePsychologyEnvironmental Studies1 2 2 2002 1 1 1 1 2 2 2 2
Bachelor of Science (Honours)Genetics 2 2 1 2002 1 1 1 1 2 2 1 2
Bachelor of EngineeringCivil and Environmental Engineering2 2 2 2002 1 1 3 2
Masters Psychologu (Clinical)Psychology 7 2 1 1999 1 1 1 1 2 2 2 2
Bachelor of Medicine Bachelor of SurgeryMedicine Surgery 2 2 1 1996 1 1 1 2
Graduate Diploma in Clinical DentistryDentistry 4 2 1 2001 2 1 1 1 2 1 2 1
Bachelor of EngineeringMechatronics 2 2 4 1999 1 1 1 2
Bachelor of EngineeringCivil Engineering 2 2 2 1999 1 1 1 1 2 2 1 2
Bachelor of SciencePhysiology Organic Chemistry 1 2 1 2000 1 1 1 1 2 2 1 1
Bachelor of EconomicsEconomics 1 1 1 2000 1 1 1 1 2 2 2 2
Bachelor of ScienceBiochemistryApplied Maths 1 1 1 1998 1 1 1 2
Bachelor of engineeringChemical Engineering 2 1 1 1998 1 1 1 2
PhD HorticultureMolecular Biology 8 2 2 1999 1 1 1 2
Bachelor of Laws and Bachelor of ArtsLaw Politics 1 1 1 1997 1 1 1 1 2 2 2 2
Bachelor of EngineeringChemical Engineering 2 2 1 1999 1 1 1 1 2 1 1 2
Bachelor of ScienceGeophysics 2 2 2 2002 1 1 3 2
Master of Engineering ScienceMechanical Engineering 6 2 4 1999 1 1 1 2
Bachelor of Mathematical and Computer SciencesComputer ScienceMathematics - Pure and Applied1 2 2 2000 1 1 1 1 2 2 1 1
Doctor of Philosophyelectronic engineeringVLSI design 8 2 1 1996 1 1 1 1 1 2 2 1
PhD Science Physiology 8 2 4 1998 1 2 1 1 1 2 2 1
BACHELOR OF ARTS (HONS)ENGLISH 2 2 1 2002 1 1 1 1 2 2 2 2
Bachelor of Health SciencePathology Infection amp Immunity 1 2 2 2000 1 1 1 1 2 2 2 2
Bachelor of Science(Molecular Biology) Diploma in LanguagesMolecular BiologyJapanese 1 1 1 1999 1 1 4 2
Bachelor of Environmental Science(Hons)geology 2 2 1 1999 1 1 1 1 2 2 2 2
Bachelor of ArchitectureArchitecture 1 1 1 2001 1 1 1 1 2 2 2 2
Bachelor of FinanceFinance 1 1 1 1999 1 1 1 1 2 2 2 1
Bachelor of Computer ScienceComputer Science 1 2 1 1999 1 1 1 2
Bachelor of ScienceEnvironment BiologyAnatomical Science 1 2 1 2000 1 1 1 1 2 2 2 1
Bachelor of EngineeringCivil and Environmental 1 1 1 1997 1 1 1 1 2 2 2 2
Bachelor of EngineeringComputer Systems Engineering 2 1 1 1998 1 1 1 1 2 2 2 2
BE Engineering Mechatronics Engineering 2 2 4 2002 1 1 1 2
Doctor of PhilosophyGenetics 8 2 4 1998 1 1 1 2
Master of CommerceHuman Resource Management 4 2 4 1999 2 1 1 2
Bachelor of Sciencemicrobiology and immunologygenetics 1 2 1 2000 1 1 1 2
Bachelor of Science(Mathematical and Computer Sciences)Computer Science 1 2 2 2000 1 1 1 2
Bachelor of Commerce (Accounting)Accounting 1 2 2 1999 2 1 1 1 1 2 2 1
DIPLOMA IN WINE MARKETINGMARKETINGOENOLOGY 9 1 1 1996 2 2 4 1 1 2 2 1
oAGS Manual
April 2013
21
As each download of results is completed Survey Managers are advised to label and name the downloaded file carefully to avoid confusion As the survey period progresses additional entries are added to the oAGS data file and version control when downloading interim data files is therefore of paramount importance oAGS IDs and dates are recorded in the export data file to assist in this process Note The program automatically records the date on which the respondent completed the survey form and this value is always exported as the second last entry in the data file This allows Survey Managers to monitor the return of survey forms and maintain version control of saved files The data export includes the oAGS ID in the last column of the data file
oAGS Manual
April 2013
22
ATTACHMENT A GENERATION OF oAGS IDENTIFIERS The oAGS system is not able to store ldquorealrdquo student numbers due to privacy issues As such a method of uniquely identifying graduates is required To allow graduates to log in to the oAGS system log-in identifiers (oAGS IDs) will be generated by GCA (via the oAGS system) on behalf of an institution These will then be provided to the graduates by the institution either as part of a direct link into the survey or along with the login URL It will be each institutionrsquos responsibility to keep the oAGS IDs individually matched with the graduates in their survey cohort Upon visiting the oAGS a graduate will enter their oAGS ID and be able to proceed with filling out the survey for their institution The Numbers The following parameters regarding the number of graduates accessing the system were supplied to the oAGS development team
Maximum 160000 graduates per survey
There may be up to 3 years of surveys running at a given time
This results in a requirement for a maximum of 480000 unique oAGS IDs at any given time It is noted that this is an extreme maximum and it would be highly unlikely that this amount of unique identifiers would be required Issues Unique identifiers could be generated a number of ways such as combining existing information such as the institution code survey code and a random number These methods are unsuitable for a number of reasons
If identifiers are too similar there is the possibility that a graduate may miss-type their identifier and end up completing another graduatersquos survey
If identifiers are based on a simple algorithm (eg by combining existing information) or are too short it is possible for the system to be abused by randomly entering codes
If identifiers are too long graduates may have trouble entering them correctly
Solution A random 12 character alphanumeric code (using characters such as lsquoB-9A-Frsquo) is used to identify each graduate This combination of numbers and letters results in 281474976710655 unique values
oAGS Manual
April 2013
23
The oAGS ID is generated by a one-way hashing algorithm2 based on the institution code a survey identifier and an internal student identifier Having such a large number of values to choose identifiers from minimises the risk of mistyping the identifier and completing an incorrect survey and reduces the risk of the system being abused Other identifiers The following are examples of other identifiers in everyday use
Student numbers range from between 8-10 digits
Internet banking 8-12 digits
Credit card numbers 16 digits
Phone numbers local 8 ndash international 13 These online identifiers are generally used in conjunction with passwords allowing for increased security Example of oAGS IDs The following are 10 example identifiers 26P7-FAA3-EA2B
222B-6F78-72DD
26FC-9557-CDF7
DFD6-7253-CC73
82Q8-B55F-7A2F
C7B9-63C3-9E45
3869-4528-DCD7
88BB-3F36-A59E
3F9E-D66D-D4A8
B287-C4E9-466A
2 Hashing is the transformation of a string of characters into a usually shorter fixed-length value or key
that represents the original string Hashing is used to index and retrieve items in a database because it is faster to find the item using the shorter hashed key than to find it using the original value It is also used in many encryption algorithms
oAGS Manual
April 2013
24
ATTACHMENT B oAGS OVERVIEW
NB Note that the word lsquostudentrsquo refers to graduates in this diagram
oAGS Manual
April 2013
25
ATTACHMENT C SAMPLE oAGS ID DOWNLOAD
Institution 0000
Survey 1
Period 0
Graduate Type G
Graduate ID
8FD2-BC83-H79F
9C7A-F5D4-33D6
HEF5-845F-6AB6
3C22-E3ED-GG9F
B6G4-6649-HF4B
55DG-9C72-HCGG
EA5E-E39D-DBBC
4E6E-C85F-6295
2838-7D5G-A6D6
35DA-6B58-E637
5H62-B63B-D73D
HH54-9933-B529
66CD-4795-64A3
G6E9-B99C-8G85
A4DG-33HB-65A9
589E-CA69-7E74
62G2-4B2E-B369
H498-92B6-899G
HAHG-8H9G-DFHC
DBCC-2HG3-66AG
2G64-F6CB-4FB2
9B95-3FA8-GG58
BDHB-29A4-8A36
4F8G-7FFD-8CGC
CAEB-C389-BC47
G7DG-8B9F-HB9G
D785-395A-GFA6
39FB-CFF2-47E3
4G3A-H822-H989
432G-6C23-AGB4
H52G-GC52-DBHE
9D7E-86BH-9HAH
B54A-5BAB-5846
FCBG-5HD5-H7EG
7643-F66E-9CB8
7BHE-BGBF-2633
GGDC-8GB9-2GD4
7B9B-B6C3-CD8G
6FF8-7HC4-A5BD
686F-647F-7E2D
G36H-H3FD-8A8G
DD45-A4H9-8EF8
H98B-22BF-C3H7
4F6E-G5CF-87FE
A8DE-8B8B-35B9
948B-DF4B-E3D9
oAGS Manual
April 2013
26
ATTACHMENT D SAMPLE DATA EXPORT FILE3
3 This sample is from a past survey and recent data files will not match the column layout exactly
inst maj1 maj2 level double hecsfee yearcomm attend mode credit fywork fytype fyfin fytoff fystlwth
cfgb dvbdz 8 2 1 2003 2 2 2 2
PhD politics 8 2 1 1999 1 1 1 1 2 2 2 1
Graduate Diploma in Advanced EconomicsEconomics 4 2 2 1999 2 1 1 1 1 1 1 1
Bachelor of Medicine Bachelor of SurgeryMedicine 1 2 1 1997 1 1 1 2
Bachelor of SciencePhysiology Pharmacology 1 2 1 2000 1 1 1 1 2 2 2 1
Graduate Certificate in Nursing Science in Retrieval NursingRetrieval Nursing 3 2 2 2002 2 1 1 1 2 1 2 1
Bachelor of EngineeringComputer Systems 2 1 1 1998 1 1 1 1 2 2 1 1
Bachelor of CommerceAccounting management 1 2 1 2000 1 1 1 2
Bachelor of Arts PsychologyAnthropology 1 2 1 2000 1 1 1 1 2 2 2 2
Bachelor of International studiesPolitics History 1 2 1 2000 1 1 1 1 2 2 2 2
Bachelor of Computer ScienceComputer Science 1 2 1 1999 1 1 1 2
Bachelor of Arts (Hons)Politics 2 1 1 1999 1 1 1 1 2 2 2 1
Bachelor of Science (Honours)Biochemistry 2 2 2 2002 1 1 1 2
Bachelor of Arts Spanish 1 2 1 2000 1 1 1 1 2 2 1 1
Bachelor of CommerceAccounting 1 1 4 1998 1 1 1 1 2 2 2 2
Graduate Diploma in Clinical DentistryOrthodontics 4 2 4 2002 1 1 1 1 2 2 2 2
Bachelor of Commerce (Accounting)Accounting 1 1 1 2000 1 1 1 2
BACHELOR OF FINANCEFINANCE-ECONOMICS 1 1 1 2001 1 1 1 1 1 2 1 1
Doctor of MedicienVascular Surgery 8 2 4 1999 1 1 1 1 2 2 2 1
PhD geosciencegeomechanics 8 2 4 1997 1 1 1 1 1 2 1 2
doctor of philosophywine microbiology 8 2 4 1998 1 1 1 1 2 2 2 2
Bachelor of Science (Honours)Geophysics 2 2 1 2002 1 1 1 1 2 2 2 1
MBA 7 2 2000 2 2 1 2
PhD cancer geneticsmolecular biology 8 2 4 1998 1 1 1 2
Bachelor of Social Science HonoursAnthropology 2 2 1 1998 1 1 3 1 2 2 2 2
Bachelor of Social Science (Honours)Psychology 2 2 1 1997 1 1 3 1 2 2 1 1
Bachelor of ScienceApplied MathsOrganic Chemistry 1 1 1 1997 1 1 1 2
Bachelor of EngineeringChemical Engineering 2 1 1 1998 1 1 1 2
Bachelor of Economics (Honours)Economics 2 2 1 2002 1 1 1 1 2 2 2 2
Bachelor of Environmental ScienceSoil SciencePlant Ecology 2 2 1 1998 2 1 1 1 2 2 2 2
Bachelor of CommerceAccounting 1 2 1 1997 2 1 1 1 2 2 2 2
Bachelor of Engineering Electrical and Electronic 2 2 1 1999 1 1 1 1 2 2 1 1
bach eng bach sceng-mechanicalsc-org chem app math2 1 1 1998 1 1 1 1 2 2 2 2
Honours degree of Maths and Comp ScienceApplied Maths 2 2 2 2002 1 1 1 1 2 2 2 1
Bachelor of ScienceBiochemistry 1 1 1 2000 1 1 1 2
Bachelor of Science - HonoursPhysiology 2 2 1 2001 2 1 1 1 1 2 2 1
Bachelor of Social SciencePsychologyEnvironmental Studies1 2 2 2002 1 1 1 1 2 2 2 2
Bachelor of Science (Honours)Genetics 2 2 1 2002 1 1 1 1 2 2 1 2
Bachelor of EngineeringCivil and Environmental Engineering2 2 2 2002 1 1 3 2
Masters Psychologu (Clinical)Psychology 7 2 1 1999 1 1 1 1 2 2 2 2
Bachelor of Medicine Bachelor of SurgeryMedicine Surgery 2 2 1 1996 1 1 1 2
Graduate Diploma in Clinical DentistryDentistry 4 2 1 2001 2 1 1 1 2 1 2 1
Bachelor of EngineeringMechatronics 2 2 4 1999 1 1 1 2
Bachelor of EngineeringCivil Engineering 2 2 2 1999 1 1 1 1 2 2 1 2
Bachelor of SciencePhysiology Organic Chemistry 1 2 1 2000 1 1 1 1 2 2 1 1
Bachelor of EconomicsEconomics 1 1 1 2000 1 1 1 1 2 2 2 2
Bachelor of ScienceBiochemistryApplied Maths 1 1 1 1998 1 1 1 2
Bachelor of engineeringChemical Engineering 2 1 1 1998 1 1 1 2
PhD HorticultureMolecular Biology 8 2 2 1999 1 1 1 2
Bachelor of Laws and Bachelor of ArtsLaw Politics 1 1 1 1997 1 1 1 1 2 2 2 2
Bachelor of EngineeringChemical Engineering 2 2 1 1999 1 1 1 1 2 1 1 2
Bachelor of ScienceGeophysics 2 2 2 2002 1 1 3 2
Master of Engineering ScienceMechanical Engineering 6 2 4 1999 1 1 1 2
Bachelor of Mathematical and Computer SciencesComputer ScienceMathematics - Pure and Applied1 2 2 2000 1 1 1 1 2 2 1 1
Doctor of Philosophyelectronic engineeringVLSI design 8 2 1 1996 1 1 1 1 1 2 2 1
PhD Science Physiology 8 2 4 1998 1 2 1 1 1 2 2 1
BACHELOR OF ARTS (HONS)ENGLISH 2 2 1 2002 1 1 1 1 2 2 2 2
Bachelor of Health SciencePathology Infection amp Immunity 1 2 2 2000 1 1 1 1 2 2 2 2
Bachelor of Science(Molecular Biology) Diploma in LanguagesMolecular BiologyJapanese 1 1 1 1999 1 1 4 2
Bachelor of Environmental Science(Hons)geology 2 2 1 1999 1 1 1 1 2 2 2 2
Bachelor of ArchitectureArchitecture 1 1 1 2001 1 1 1 1 2 2 2 2
Bachelor of FinanceFinance 1 1 1 1999 1 1 1 1 2 2 2 1
Bachelor of Computer ScienceComputer Science 1 2 1 1999 1 1 1 2
Bachelor of ScienceEnvironment BiologyAnatomical Science 1 2 1 2000 1 1 1 1 2 2 2 1
Bachelor of EngineeringCivil and Environmental 1 1 1 1997 1 1 1 1 2 2 2 2
Bachelor of EngineeringComputer Systems Engineering 2 1 1 1998 1 1 1 1 2 2 2 2
BE Engineering Mechatronics Engineering 2 2 4 2002 1 1 1 2
Doctor of PhilosophyGenetics 8 2 4 1998 1 1 1 2
Master of CommerceHuman Resource Management 4 2 4 1999 2 1 1 2
Bachelor of Sciencemicrobiology and immunologygenetics 1 2 1 2000 1 1 1 2
Bachelor of Science(Mathematical and Computer Sciences)Computer Science 1 2 2 2000 1 1 1 2
Bachelor of Commerce (Accounting)Accounting 1 2 2 1999 2 1 1 1 1 2 2 1
DIPLOMA IN WINE MARKETINGMARKETINGOENOLOGY 9 1 1 1996 2 2 4 1 1 2 2 1
oAGS Manual
April 2013
22
ATTACHMENT A GENERATION OF oAGS IDENTIFIERS The oAGS system is not able to store ldquorealrdquo student numbers due to privacy issues As such a method of uniquely identifying graduates is required To allow graduates to log in to the oAGS system log-in identifiers (oAGS IDs) will be generated by GCA (via the oAGS system) on behalf of an institution These will then be provided to the graduates by the institution either as part of a direct link into the survey or along with the login URL It will be each institutionrsquos responsibility to keep the oAGS IDs individually matched with the graduates in their survey cohort Upon visiting the oAGS a graduate will enter their oAGS ID and be able to proceed with filling out the survey for their institution The Numbers The following parameters regarding the number of graduates accessing the system were supplied to the oAGS development team
Maximum 160000 graduates per survey
There may be up to 3 years of surveys running at a given time
This results in a requirement for a maximum of 480000 unique oAGS IDs at any given time It is noted that this is an extreme maximum and it would be highly unlikely that this amount of unique identifiers would be required Issues Unique identifiers could be generated a number of ways such as combining existing information such as the institution code survey code and a random number These methods are unsuitable for a number of reasons
If identifiers are too similar there is the possibility that a graduate may miss-type their identifier and end up completing another graduatersquos survey
If identifiers are based on a simple algorithm (eg by combining existing information) or are too short it is possible for the system to be abused by randomly entering codes
If identifiers are too long graduates may have trouble entering them correctly
Solution A random 12 character alphanumeric code (using characters such as lsquoB-9A-Frsquo) is used to identify each graduate This combination of numbers and letters results in 281474976710655 unique values
oAGS Manual
April 2013
23
The oAGS ID is generated by a one-way hashing algorithm2 based on the institution code a survey identifier and an internal student identifier Having such a large number of values to choose identifiers from minimises the risk of mistyping the identifier and completing an incorrect survey and reduces the risk of the system being abused Other identifiers The following are examples of other identifiers in everyday use
Student numbers range from between 8-10 digits
Internet banking 8-12 digits
Credit card numbers 16 digits
Phone numbers local 8 ndash international 13 These online identifiers are generally used in conjunction with passwords allowing for increased security Example of oAGS IDs The following are 10 example identifiers 26P7-FAA3-EA2B
222B-6F78-72DD
26FC-9557-CDF7
DFD6-7253-CC73
82Q8-B55F-7A2F
C7B9-63C3-9E45
3869-4528-DCD7
88BB-3F36-A59E
3F9E-D66D-D4A8
B287-C4E9-466A
2 Hashing is the transformation of a string of characters into a usually shorter fixed-length value or key
that represents the original string Hashing is used to index and retrieve items in a database because it is faster to find the item using the shorter hashed key than to find it using the original value It is also used in many encryption algorithms
oAGS Manual
April 2013
24
ATTACHMENT B oAGS OVERVIEW
NB Note that the word lsquostudentrsquo refers to graduates in this diagram
oAGS Manual
April 2013
25
ATTACHMENT C SAMPLE oAGS ID DOWNLOAD
Institution 0000
Survey 1
Period 0
Graduate Type G
Graduate ID
8FD2-BC83-H79F
9C7A-F5D4-33D6
HEF5-845F-6AB6
3C22-E3ED-GG9F
B6G4-6649-HF4B
55DG-9C72-HCGG
EA5E-E39D-DBBC
4E6E-C85F-6295
2838-7D5G-A6D6
35DA-6B58-E637
5H62-B63B-D73D
HH54-9933-B529
66CD-4795-64A3
G6E9-B99C-8G85
A4DG-33HB-65A9
589E-CA69-7E74
62G2-4B2E-B369
H498-92B6-899G
HAHG-8H9G-DFHC
DBCC-2HG3-66AG
2G64-F6CB-4FB2
9B95-3FA8-GG58
BDHB-29A4-8A36
4F8G-7FFD-8CGC
CAEB-C389-BC47
G7DG-8B9F-HB9G
D785-395A-GFA6
39FB-CFF2-47E3
4G3A-H822-H989
432G-6C23-AGB4
H52G-GC52-DBHE
9D7E-86BH-9HAH
B54A-5BAB-5846
FCBG-5HD5-H7EG
7643-F66E-9CB8
7BHE-BGBF-2633
GGDC-8GB9-2GD4
7B9B-B6C3-CD8G
6FF8-7HC4-A5BD
686F-647F-7E2D
G36H-H3FD-8A8G
DD45-A4H9-8EF8
H98B-22BF-C3H7
4F6E-G5CF-87FE
A8DE-8B8B-35B9
948B-DF4B-E3D9
oAGS Manual
April 2013
26
ATTACHMENT D SAMPLE DATA EXPORT FILE3
3 This sample is from a past survey and recent data files will not match the column layout exactly
inst maj1 maj2 level double hecsfee yearcomm attend mode credit fywork fytype fyfin fytoff fystlwth
cfgb dvbdz 8 2 1 2003 2 2 2 2
PhD politics 8 2 1 1999 1 1 1 1 2 2 2 1
Graduate Diploma in Advanced EconomicsEconomics 4 2 2 1999 2 1 1 1 1 1 1 1
Bachelor of Medicine Bachelor of SurgeryMedicine 1 2 1 1997 1 1 1 2
Bachelor of SciencePhysiology Pharmacology 1 2 1 2000 1 1 1 1 2 2 2 1
Graduate Certificate in Nursing Science in Retrieval NursingRetrieval Nursing 3 2 2 2002 2 1 1 1 2 1 2 1
Bachelor of EngineeringComputer Systems 2 1 1 1998 1 1 1 1 2 2 1 1
Bachelor of CommerceAccounting management 1 2 1 2000 1 1 1 2
Bachelor of Arts PsychologyAnthropology 1 2 1 2000 1 1 1 1 2 2 2 2
Bachelor of International studiesPolitics History 1 2 1 2000 1 1 1 1 2 2 2 2
Bachelor of Computer ScienceComputer Science 1 2 1 1999 1 1 1 2
Bachelor of Arts (Hons)Politics 2 1 1 1999 1 1 1 1 2 2 2 1
Bachelor of Science (Honours)Biochemistry 2 2 2 2002 1 1 1 2
Bachelor of Arts Spanish 1 2 1 2000 1 1 1 1 2 2 1 1
Bachelor of CommerceAccounting 1 1 4 1998 1 1 1 1 2 2 2 2
Graduate Diploma in Clinical DentistryOrthodontics 4 2 4 2002 1 1 1 1 2 2 2 2
Bachelor of Commerce (Accounting)Accounting 1 1 1 2000 1 1 1 2
BACHELOR OF FINANCEFINANCE-ECONOMICS 1 1 1 2001 1 1 1 1 1 2 1 1
Doctor of MedicienVascular Surgery 8 2 4 1999 1 1 1 1 2 2 2 1
PhD geosciencegeomechanics 8 2 4 1997 1 1 1 1 1 2 1 2
doctor of philosophywine microbiology 8 2 4 1998 1 1 1 1 2 2 2 2
Bachelor of Science (Honours)Geophysics 2 2 1 2002 1 1 1 1 2 2 2 1
MBA 7 2 2000 2 2 1 2
PhD cancer geneticsmolecular biology 8 2 4 1998 1 1 1 2
Bachelor of Social Science HonoursAnthropology 2 2 1 1998 1 1 3 1 2 2 2 2
Bachelor of Social Science (Honours)Psychology 2 2 1 1997 1 1 3 1 2 2 1 1
Bachelor of ScienceApplied MathsOrganic Chemistry 1 1 1 1997 1 1 1 2
Bachelor of EngineeringChemical Engineering 2 1 1 1998 1 1 1 2
Bachelor of Economics (Honours)Economics 2 2 1 2002 1 1 1 1 2 2 2 2
Bachelor of Environmental ScienceSoil SciencePlant Ecology 2 2 1 1998 2 1 1 1 2 2 2 2
Bachelor of CommerceAccounting 1 2 1 1997 2 1 1 1 2 2 2 2
Bachelor of Engineering Electrical and Electronic 2 2 1 1999 1 1 1 1 2 2 1 1
bach eng bach sceng-mechanicalsc-org chem app math2 1 1 1998 1 1 1 1 2 2 2 2
Honours degree of Maths and Comp ScienceApplied Maths 2 2 2 2002 1 1 1 1 2 2 2 1
Bachelor of ScienceBiochemistry 1 1 1 2000 1 1 1 2
Bachelor of Science - HonoursPhysiology 2 2 1 2001 2 1 1 1 1 2 2 1
Bachelor of Social SciencePsychologyEnvironmental Studies1 2 2 2002 1 1 1 1 2 2 2 2
Bachelor of Science (Honours)Genetics 2 2 1 2002 1 1 1 1 2 2 1 2
Bachelor of EngineeringCivil and Environmental Engineering2 2 2 2002 1 1 3 2
Masters Psychologu (Clinical)Psychology 7 2 1 1999 1 1 1 1 2 2 2 2
Bachelor of Medicine Bachelor of SurgeryMedicine Surgery 2 2 1 1996 1 1 1 2
Graduate Diploma in Clinical DentistryDentistry 4 2 1 2001 2 1 1 1 2 1 2 1
Bachelor of EngineeringMechatronics 2 2 4 1999 1 1 1 2
Bachelor of EngineeringCivil Engineering 2 2 2 1999 1 1 1 1 2 2 1 2
Bachelor of SciencePhysiology Organic Chemistry 1 2 1 2000 1 1 1 1 2 2 1 1
Bachelor of EconomicsEconomics 1 1 1 2000 1 1 1 1 2 2 2 2
Bachelor of ScienceBiochemistryApplied Maths 1 1 1 1998 1 1 1 2
Bachelor of engineeringChemical Engineering 2 1 1 1998 1 1 1 2
PhD HorticultureMolecular Biology 8 2 2 1999 1 1 1 2
Bachelor of Laws and Bachelor of ArtsLaw Politics 1 1 1 1997 1 1 1 1 2 2 2 2
Bachelor of EngineeringChemical Engineering 2 2 1 1999 1 1 1 1 2 1 1 2
Bachelor of ScienceGeophysics 2 2 2 2002 1 1 3 2
Master of Engineering ScienceMechanical Engineering 6 2 4 1999 1 1 1 2
Bachelor of Mathematical and Computer SciencesComputer ScienceMathematics - Pure and Applied1 2 2 2000 1 1 1 1 2 2 1 1
Doctor of Philosophyelectronic engineeringVLSI design 8 2 1 1996 1 1 1 1 1 2 2 1
PhD Science Physiology 8 2 4 1998 1 2 1 1 1 2 2 1
BACHELOR OF ARTS (HONS)ENGLISH 2 2 1 2002 1 1 1 1 2 2 2 2
Bachelor of Health SciencePathology Infection amp Immunity 1 2 2 2000 1 1 1 1 2 2 2 2
Bachelor of Science(Molecular Biology) Diploma in LanguagesMolecular BiologyJapanese 1 1 1 1999 1 1 4 2
Bachelor of Environmental Science(Hons)geology 2 2 1 1999 1 1 1 1 2 2 2 2
Bachelor of ArchitectureArchitecture 1 1 1 2001 1 1 1 1 2 2 2 2
Bachelor of FinanceFinance 1 1 1 1999 1 1 1 1 2 2 2 1
Bachelor of Computer ScienceComputer Science 1 2 1 1999 1 1 1 2
Bachelor of ScienceEnvironment BiologyAnatomical Science 1 2 1 2000 1 1 1 1 2 2 2 1
Bachelor of EngineeringCivil and Environmental 1 1 1 1997 1 1 1 1 2 2 2 2
Bachelor of EngineeringComputer Systems Engineering 2 1 1 1998 1 1 1 1 2 2 2 2
BE Engineering Mechatronics Engineering 2 2 4 2002 1 1 1 2
Doctor of PhilosophyGenetics 8 2 4 1998 1 1 1 2
Master of CommerceHuman Resource Management 4 2 4 1999 2 1 1 2
Bachelor of Sciencemicrobiology and immunologygenetics 1 2 1 2000 1 1 1 2
Bachelor of Science(Mathematical and Computer Sciences)Computer Science 1 2 2 2000 1 1 1 2
Bachelor of Commerce (Accounting)Accounting 1 2 2 1999 2 1 1 1 1 2 2 1
DIPLOMA IN WINE MARKETINGMARKETINGOENOLOGY 9 1 1 1996 2 2 4 1 1 2 2 1
oAGS Manual
April 2013
23
The oAGS ID is generated by a one-way hashing algorithm2 based on the institution code a survey identifier and an internal student identifier Having such a large number of values to choose identifiers from minimises the risk of mistyping the identifier and completing an incorrect survey and reduces the risk of the system being abused Other identifiers The following are examples of other identifiers in everyday use
Student numbers range from between 8-10 digits
Internet banking 8-12 digits
Credit card numbers 16 digits
Phone numbers local 8 ndash international 13 These online identifiers are generally used in conjunction with passwords allowing for increased security Example of oAGS IDs The following are 10 example identifiers 26P7-FAA3-EA2B
222B-6F78-72DD
26FC-9557-CDF7
DFD6-7253-CC73
82Q8-B55F-7A2F
C7B9-63C3-9E45
3869-4528-DCD7
88BB-3F36-A59E
3F9E-D66D-D4A8
B287-C4E9-466A
2 Hashing is the transformation of a string of characters into a usually shorter fixed-length value or key
that represents the original string Hashing is used to index and retrieve items in a database because it is faster to find the item using the shorter hashed key than to find it using the original value It is also used in many encryption algorithms
oAGS Manual
April 2013
24
ATTACHMENT B oAGS OVERVIEW
NB Note that the word lsquostudentrsquo refers to graduates in this diagram
oAGS Manual
April 2013
25
ATTACHMENT C SAMPLE oAGS ID DOWNLOAD
Institution 0000
Survey 1
Period 0
Graduate Type G
Graduate ID
8FD2-BC83-H79F
9C7A-F5D4-33D6
HEF5-845F-6AB6
3C22-E3ED-GG9F
B6G4-6649-HF4B
55DG-9C72-HCGG
EA5E-E39D-DBBC
4E6E-C85F-6295
2838-7D5G-A6D6
35DA-6B58-E637
5H62-B63B-D73D
HH54-9933-B529
66CD-4795-64A3
G6E9-B99C-8G85
A4DG-33HB-65A9
589E-CA69-7E74
62G2-4B2E-B369
H498-92B6-899G
HAHG-8H9G-DFHC
DBCC-2HG3-66AG
2G64-F6CB-4FB2
9B95-3FA8-GG58
BDHB-29A4-8A36
4F8G-7FFD-8CGC
CAEB-C389-BC47
G7DG-8B9F-HB9G
D785-395A-GFA6
39FB-CFF2-47E3
4G3A-H822-H989
432G-6C23-AGB4
H52G-GC52-DBHE
9D7E-86BH-9HAH
B54A-5BAB-5846
FCBG-5HD5-H7EG
7643-F66E-9CB8
7BHE-BGBF-2633
GGDC-8GB9-2GD4
7B9B-B6C3-CD8G
6FF8-7HC4-A5BD
686F-647F-7E2D
G36H-H3FD-8A8G
DD45-A4H9-8EF8
H98B-22BF-C3H7
4F6E-G5CF-87FE
A8DE-8B8B-35B9
948B-DF4B-E3D9
oAGS Manual
April 2013
26
ATTACHMENT D SAMPLE DATA EXPORT FILE3
3 This sample is from a past survey and recent data files will not match the column layout exactly
inst maj1 maj2 level double hecsfee yearcomm attend mode credit fywork fytype fyfin fytoff fystlwth
cfgb dvbdz 8 2 1 2003 2 2 2 2
PhD politics 8 2 1 1999 1 1 1 1 2 2 2 1
Graduate Diploma in Advanced EconomicsEconomics 4 2 2 1999 2 1 1 1 1 1 1 1
Bachelor of Medicine Bachelor of SurgeryMedicine 1 2 1 1997 1 1 1 2
Bachelor of SciencePhysiology Pharmacology 1 2 1 2000 1 1 1 1 2 2 2 1
Graduate Certificate in Nursing Science in Retrieval NursingRetrieval Nursing 3 2 2 2002 2 1 1 1 2 1 2 1
Bachelor of EngineeringComputer Systems 2 1 1 1998 1 1 1 1 2 2 1 1
Bachelor of CommerceAccounting management 1 2 1 2000 1 1 1 2
Bachelor of Arts PsychologyAnthropology 1 2 1 2000 1 1 1 1 2 2 2 2
Bachelor of International studiesPolitics History 1 2 1 2000 1 1 1 1 2 2 2 2
Bachelor of Computer ScienceComputer Science 1 2 1 1999 1 1 1 2
Bachelor of Arts (Hons)Politics 2 1 1 1999 1 1 1 1 2 2 2 1
Bachelor of Science (Honours)Biochemistry 2 2 2 2002 1 1 1 2
Bachelor of Arts Spanish 1 2 1 2000 1 1 1 1 2 2 1 1
Bachelor of CommerceAccounting 1 1 4 1998 1 1 1 1 2 2 2 2
Graduate Diploma in Clinical DentistryOrthodontics 4 2 4 2002 1 1 1 1 2 2 2 2
Bachelor of Commerce (Accounting)Accounting 1 1 1 2000 1 1 1 2
BACHELOR OF FINANCEFINANCE-ECONOMICS 1 1 1 2001 1 1 1 1 1 2 1 1
Doctor of MedicienVascular Surgery 8 2 4 1999 1 1 1 1 2 2 2 1
PhD geosciencegeomechanics 8 2 4 1997 1 1 1 1 1 2 1 2
doctor of philosophywine microbiology 8 2 4 1998 1 1 1 1 2 2 2 2
Bachelor of Science (Honours)Geophysics 2 2 1 2002 1 1 1 1 2 2 2 1
MBA 7 2 2000 2 2 1 2
PhD cancer geneticsmolecular biology 8 2 4 1998 1 1 1 2
Bachelor of Social Science HonoursAnthropology 2 2 1 1998 1 1 3 1 2 2 2 2
Bachelor of Social Science (Honours)Psychology 2 2 1 1997 1 1 3 1 2 2 1 1
Bachelor of ScienceApplied MathsOrganic Chemistry 1 1 1 1997 1 1 1 2
Bachelor of EngineeringChemical Engineering 2 1 1 1998 1 1 1 2
Bachelor of Economics (Honours)Economics 2 2 1 2002 1 1 1 1 2 2 2 2
Bachelor of Environmental ScienceSoil SciencePlant Ecology 2 2 1 1998 2 1 1 1 2 2 2 2
Bachelor of CommerceAccounting 1 2 1 1997 2 1 1 1 2 2 2 2
Bachelor of Engineering Electrical and Electronic 2 2 1 1999 1 1 1 1 2 2 1 1
bach eng bach sceng-mechanicalsc-org chem app math2 1 1 1998 1 1 1 1 2 2 2 2
Honours degree of Maths and Comp ScienceApplied Maths 2 2 2 2002 1 1 1 1 2 2 2 1
Bachelor of ScienceBiochemistry 1 1 1 2000 1 1 1 2
Bachelor of Science - HonoursPhysiology 2 2 1 2001 2 1 1 1 1 2 2 1
Bachelor of Social SciencePsychologyEnvironmental Studies1 2 2 2002 1 1 1 1 2 2 2 2
Bachelor of Science (Honours)Genetics 2 2 1 2002 1 1 1 1 2 2 1 2
Bachelor of EngineeringCivil and Environmental Engineering2 2 2 2002 1 1 3 2
Masters Psychologu (Clinical)Psychology 7 2 1 1999 1 1 1 1 2 2 2 2
Bachelor of Medicine Bachelor of SurgeryMedicine Surgery 2 2 1 1996 1 1 1 2
Graduate Diploma in Clinical DentistryDentistry 4 2 1 2001 2 1 1 1 2 1 2 1
Bachelor of EngineeringMechatronics 2 2 4 1999 1 1 1 2
Bachelor of EngineeringCivil Engineering 2 2 2 1999 1 1 1 1 2 2 1 2
Bachelor of SciencePhysiology Organic Chemistry 1 2 1 2000 1 1 1 1 2 2 1 1
Bachelor of EconomicsEconomics 1 1 1 2000 1 1 1 1 2 2 2 2
Bachelor of ScienceBiochemistryApplied Maths 1 1 1 1998 1 1 1 2
Bachelor of engineeringChemical Engineering 2 1 1 1998 1 1 1 2
PhD HorticultureMolecular Biology 8 2 2 1999 1 1 1 2
Bachelor of Laws and Bachelor of ArtsLaw Politics 1 1 1 1997 1 1 1 1 2 2 2 2
Bachelor of EngineeringChemical Engineering 2 2 1 1999 1 1 1 1 2 1 1 2
Bachelor of ScienceGeophysics 2 2 2 2002 1 1 3 2
Master of Engineering ScienceMechanical Engineering 6 2 4 1999 1 1 1 2
Bachelor of Mathematical and Computer SciencesComputer ScienceMathematics - Pure and Applied1 2 2 2000 1 1 1 1 2 2 1 1
Doctor of Philosophyelectronic engineeringVLSI design 8 2 1 1996 1 1 1 1 1 2 2 1
PhD Science Physiology 8 2 4 1998 1 2 1 1 1 2 2 1
BACHELOR OF ARTS (HONS)ENGLISH 2 2 1 2002 1 1 1 1 2 2 2 2
Bachelor of Health SciencePathology Infection amp Immunity 1 2 2 2000 1 1 1 1 2 2 2 2
Bachelor of Science(Molecular Biology) Diploma in LanguagesMolecular BiologyJapanese 1 1 1 1999 1 1 4 2
Bachelor of Environmental Science(Hons)geology 2 2 1 1999 1 1 1 1 2 2 2 2
Bachelor of ArchitectureArchitecture 1 1 1 2001 1 1 1 1 2 2 2 2
Bachelor of FinanceFinance 1 1 1 1999 1 1 1 1 2 2 2 1
Bachelor of Computer ScienceComputer Science 1 2 1 1999 1 1 1 2
Bachelor of ScienceEnvironment BiologyAnatomical Science 1 2 1 2000 1 1 1 1 2 2 2 1
Bachelor of EngineeringCivil and Environmental 1 1 1 1997 1 1 1 1 2 2 2 2
Bachelor of EngineeringComputer Systems Engineering 2 1 1 1998 1 1 1 1 2 2 2 2
BE Engineering Mechatronics Engineering 2 2 4 2002 1 1 1 2
Doctor of PhilosophyGenetics 8 2 4 1998 1 1 1 2
Master of CommerceHuman Resource Management 4 2 4 1999 2 1 1 2
Bachelor of Sciencemicrobiology and immunologygenetics 1 2 1 2000 1 1 1 2
Bachelor of Science(Mathematical and Computer Sciences)Computer Science 1 2 2 2000 1 1 1 2
Bachelor of Commerce (Accounting)Accounting 1 2 2 1999 2 1 1 1 1 2 2 1
DIPLOMA IN WINE MARKETINGMARKETINGOENOLOGY 9 1 1 1996 2 2 4 1 1 2 2 1
oAGS Manual
April 2013
24
ATTACHMENT B oAGS OVERVIEW
NB Note that the word lsquostudentrsquo refers to graduates in this diagram
oAGS Manual
April 2013
25
ATTACHMENT C SAMPLE oAGS ID DOWNLOAD
Institution 0000
Survey 1
Period 0
Graduate Type G
Graduate ID
8FD2-BC83-H79F
9C7A-F5D4-33D6
HEF5-845F-6AB6
3C22-E3ED-GG9F
B6G4-6649-HF4B
55DG-9C72-HCGG
EA5E-E39D-DBBC
4E6E-C85F-6295
2838-7D5G-A6D6
35DA-6B58-E637
5H62-B63B-D73D
HH54-9933-B529
66CD-4795-64A3
G6E9-B99C-8G85
A4DG-33HB-65A9
589E-CA69-7E74
62G2-4B2E-B369
H498-92B6-899G
HAHG-8H9G-DFHC
DBCC-2HG3-66AG
2G64-F6CB-4FB2
9B95-3FA8-GG58
BDHB-29A4-8A36
4F8G-7FFD-8CGC
CAEB-C389-BC47
G7DG-8B9F-HB9G
D785-395A-GFA6
39FB-CFF2-47E3
4G3A-H822-H989
432G-6C23-AGB4
H52G-GC52-DBHE
9D7E-86BH-9HAH
B54A-5BAB-5846
FCBG-5HD5-H7EG
7643-F66E-9CB8
7BHE-BGBF-2633
GGDC-8GB9-2GD4
7B9B-B6C3-CD8G
6FF8-7HC4-A5BD
686F-647F-7E2D
G36H-H3FD-8A8G
DD45-A4H9-8EF8
H98B-22BF-C3H7
4F6E-G5CF-87FE
A8DE-8B8B-35B9
948B-DF4B-E3D9
oAGS Manual
April 2013
26
ATTACHMENT D SAMPLE DATA EXPORT FILE3
3 This sample is from a past survey and recent data files will not match the column layout exactly
inst maj1 maj2 level double hecsfee yearcomm attend mode credit fywork fytype fyfin fytoff fystlwth
cfgb dvbdz 8 2 1 2003 2 2 2 2
PhD politics 8 2 1 1999 1 1 1 1 2 2 2 1
Graduate Diploma in Advanced EconomicsEconomics 4 2 2 1999 2 1 1 1 1 1 1 1
Bachelor of Medicine Bachelor of SurgeryMedicine 1 2 1 1997 1 1 1 2
Bachelor of SciencePhysiology Pharmacology 1 2 1 2000 1 1 1 1 2 2 2 1
Graduate Certificate in Nursing Science in Retrieval NursingRetrieval Nursing 3 2 2 2002 2 1 1 1 2 1 2 1
Bachelor of EngineeringComputer Systems 2 1 1 1998 1 1 1 1 2 2 1 1
Bachelor of CommerceAccounting management 1 2 1 2000 1 1 1 2
Bachelor of Arts PsychologyAnthropology 1 2 1 2000 1 1 1 1 2 2 2 2
Bachelor of International studiesPolitics History 1 2 1 2000 1 1 1 1 2 2 2 2
Bachelor of Computer ScienceComputer Science 1 2 1 1999 1 1 1 2
Bachelor of Arts (Hons)Politics 2 1 1 1999 1 1 1 1 2 2 2 1
Bachelor of Science (Honours)Biochemistry 2 2 2 2002 1 1 1 2
Bachelor of Arts Spanish 1 2 1 2000 1 1 1 1 2 2 1 1
Bachelor of CommerceAccounting 1 1 4 1998 1 1 1 1 2 2 2 2
Graduate Diploma in Clinical DentistryOrthodontics 4 2 4 2002 1 1 1 1 2 2 2 2
Bachelor of Commerce (Accounting)Accounting 1 1 1 2000 1 1 1 2
BACHELOR OF FINANCEFINANCE-ECONOMICS 1 1 1 2001 1 1 1 1 1 2 1 1
Doctor of MedicienVascular Surgery 8 2 4 1999 1 1 1 1 2 2 2 1
PhD geosciencegeomechanics 8 2 4 1997 1 1 1 1 1 2 1 2
doctor of philosophywine microbiology 8 2 4 1998 1 1 1 1 2 2 2 2
Bachelor of Science (Honours)Geophysics 2 2 1 2002 1 1 1 1 2 2 2 1
MBA 7 2 2000 2 2 1 2
PhD cancer geneticsmolecular biology 8 2 4 1998 1 1 1 2
Bachelor of Social Science HonoursAnthropology 2 2 1 1998 1 1 3 1 2 2 2 2
Bachelor of Social Science (Honours)Psychology 2 2 1 1997 1 1 3 1 2 2 1 1
Bachelor of ScienceApplied MathsOrganic Chemistry 1 1 1 1997 1 1 1 2
Bachelor of EngineeringChemical Engineering 2 1 1 1998 1 1 1 2
Bachelor of Economics (Honours)Economics 2 2 1 2002 1 1 1 1 2 2 2 2
Bachelor of Environmental ScienceSoil SciencePlant Ecology 2 2 1 1998 2 1 1 1 2 2 2 2
Bachelor of CommerceAccounting 1 2 1 1997 2 1 1 1 2 2 2 2
Bachelor of Engineering Electrical and Electronic 2 2 1 1999 1 1 1 1 2 2 1 1
bach eng bach sceng-mechanicalsc-org chem app math2 1 1 1998 1 1 1 1 2 2 2 2
Honours degree of Maths and Comp ScienceApplied Maths 2 2 2 2002 1 1 1 1 2 2 2 1
Bachelor of ScienceBiochemistry 1 1 1 2000 1 1 1 2
Bachelor of Science - HonoursPhysiology 2 2 1 2001 2 1 1 1 1 2 2 1
Bachelor of Social SciencePsychologyEnvironmental Studies1 2 2 2002 1 1 1 1 2 2 2 2
Bachelor of Science (Honours)Genetics 2 2 1 2002 1 1 1 1 2 2 1 2
Bachelor of EngineeringCivil and Environmental Engineering2 2 2 2002 1 1 3 2
Masters Psychologu (Clinical)Psychology 7 2 1 1999 1 1 1 1 2 2 2 2
Bachelor of Medicine Bachelor of SurgeryMedicine Surgery 2 2 1 1996 1 1 1 2
Graduate Diploma in Clinical DentistryDentistry 4 2 1 2001 2 1 1 1 2 1 2 1
Bachelor of EngineeringMechatronics 2 2 4 1999 1 1 1 2
Bachelor of EngineeringCivil Engineering 2 2 2 1999 1 1 1 1 2 2 1 2
Bachelor of SciencePhysiology Organic Chemistry 1 2 1 2000 1 1 1 1 2 2 1 1
Bachelor of EconomicsEconomics 1 1 1 2000 1 1 1 1 2 2 2 2
Bachelor of ScienceBiochemistryApplied Maths 1 1 1 1998 1 1 1 2
Bachelor of engineeringChemical Engineering 2 1 1 1998 1 1 1 2
PhD HorticultureMolecular Biology 8 2 2 1999 1 1 1 2
Bachelor of Laws and Bachelor of ArtsLaw Politics 1 1 1 1997 1 1 1 1 2 2 2 2
Bachelor of EngineeringChemical Engineering 2 2 1 1999 1 1 1 1 2 1 1 2
Bachelor of ScienceGeophysics 2 2 2 2002 1 1 3 2
Master of Engineering ScienceMechanical Engineering 6 2 4 1999 1 1 1 2
Bachelor of Mathematical and Computer SciencesComputer ScienceMathematics - Pure and Applied1 2 2 2000 1 1 1 1 2 2 1 1
Doctor of Philosophyelectronic engineeringVLSI design 8 2 1 1996 1 1 1 1 1 2 2 1
PhD Science Physiology 8 2 4 1998 1 2 1 1 1 2 2 1
BACHELOR OF ARTS (HONS)ENGLISH 2 2 1 2002 1 1 1 1 2 2 2 2
Bachelor of Health SciencePathology Infection amp Immunity 1 2 2 2000 1 1 1 1 2 2 2 2
Bachelor of Science(Molecular Biology) Diploma in LanguagesMolecular BiologyJapanese 1 1 1 1999 1 1 4 2
Bachelor of Environmental Science(Hons)geology 2 2 1 1999 1 1 1 1 2 2 2 2
Bachelor of ArchitectureArchitecture 1 1 1 2001 1 1 1 1 2 2 2 2
Bachelor of FinanceFinance 1 1 1 1999 1 1 1 1 2 2 2 1
Bachelor of Computer ScienceComputer Science 1 2 1 1999 1 1 1 2
Bachelor of ScienceEnvironment BiologyAnatomical Science 1 2 1 2000 1 1 1 1 2 2 2 1
Bachelor of EngineeringCivil and Environmental 1 1 1 1997 1 1 1 1 2 2 2 2
Bachelor of EngineeringComputer Systems Engineering 2 1 1 1998 1 1 1 1 2 2 2 2
BE Engineering Mechatronics Engineering 2 2 4 2002 1 1 1 2
Doctor of PhilosophyGenetics 8 2 4 1998 1 1 1 2
Master of CommerceHuman Resource Management 4 2 4 1999 2 1 1 2
Bachelor of Sciencemicrobiology and immunologygenetics 1 2 1 2000 1 1 1 2
Bachelor of Science(Mathematical and Computer Sciences)Computer Science 1 2 2 2000 1 1 1 2
Bachelor of Commerce (Accounting)Accounting 1 2 2 1999 2 1 1 1 1 2 2 1
DIPLOMA IN WINE MARKETINGMARKETINGOENOLOGY 9 1 1 1996 2 2 4 1 1 2 2 1
oAGS Manual
April 2013
25
ATTACHMENT C SAMPLE oAGS ID DOWNLOAD
Institution 0000
Survey 1
Period 0
Graduate Type G
Graduate ID
8FD2-BC83-H79F
9C7A-F5D4-33D6
HEF5-845F-6AB6
3C22-E3ED-GG9F
B6G4-6649-HF4B
55DG-9C72-HCGG
EA5E-E39D-DBBC
4E6E-C85F-6295
2838-7D5G-A6D6
35DA-6B58-E637
5H62-B63B-D73D
HH54-9933-B529
66CD-4795-64A3
G6E9-B99C-8G85
A4DG-33HB-65A9
589E-CA69-7E74
62G2-4B2E-B369
H498-92B6-899G
HAHG-8H9G-DFHC
DBCC-2HG3-66AG
2G64-F6CB-4FB2
9B95-3FA8-GG58
BDHB-29A4-8A36
4F8G-7FFD-8CGC
CAEB-C389-BC47
G7DG-8B9F-HB9G
D785-395A-GFA6
39FB-CFF2-47E3
4G3A-H822-H989
432G-6C23-AGB4
H52G-GC52-DBHE
9D7E-86BH-9HAH
B54A-5BAB-5846
FCBG-5HD5-H7EG
7643-F66E-9CB8
7BHE-BGBF-2633
GGDC-8GB9-2GD4
7B9B-B6C3-CD8G
6FF8-7HC4-A5BD
686F-647F-7E2D
G36H-H3FD-8A8G
DD45-A4H9-8EF8
H98B-22BF-C3H7
4F6E-G5CF-87FE
A8DE-8B8B-35B9
948B-DF4B-E3D9
oAGS Manual
April 2013
26
ATTACHMENT D SAMPLE DATA EXPORT FILE3
3 This sample is from a past survey and recent data files will not match the column layout exactly
inst maj1 maj2 level double hecsfee yearcomm attend mode credit fywork fytype fyfin fytoff fystlwth
cfgb dvbdz 8 2 1 2003 2 2 2 2
PhD politics 8 2 1 1999 1 1 1 1 2 2 2 1
Graduate Diploma in Advanced EconomicsEconomics 4 2 2 1999 2 1 1 1 1 1 1 1
Bachelor of Medicine Bachelor of SurgeryMedicine 1 2 1 1997 1 1 1 2
Bachelor of SciencePhysiology Pharmacology 1 2 1 2000 1 1 1 1 2 2 2 1
Graduate Certificate in Nursing Science in Retrieval NursingRetrieval Nursing 3 2 2 2002 2 1 1 1 2 1 2 1
Bachelor of EngineeringComputer Systems 2 1 1 1998 1 1 1 1 2 2 1 1
Bachelor of CommerceAccounting management 1 2 1 2000 1 1 1 2
Bachelor of Arts PsychologyAnthropology 1 2 1 2000 1 1 1 1 2 2 2 2
Bachelor of International studiesPolitics History 1 2 1 2000 1 1 1 1 2 2 2 2
Bachelor of Computer ScienceComputer Science 1 2 1 1999 1 1 1 2
Bachelor of Arts (Hons)Politics 2 1 1 1999 1 1 1 1 2 2 2 1
Bachelor of Science (Honours)Biochemistry 2 2 2 2002 1 1 1 2
Bachelor of Arts Spanish 1 2 1 2000 1 1 1 1 2 2 1 1
Bachelor of CommerceAccounting 1 1 4 1998 1 1 1 1 2 2 2 2
Graduate Diploma in Clinical DentistryOrthodontics 4 2 4 2002 1 1 1 1 2 2 2 2
Bachelor of Commerce (Accounting)Accounting 1 1 1 2000 1 1 1 2
BACHELOR OF FINANCEFINANCE-ECONOMICS 1 1 1 2001 1 1 1 1 1 2 1 1
Doctor of MedicienVascular Surgery 8 2 4 1999 1 1 1 1 2 2 2 1
PhD geosciencegeomechanics 8 2 4 1997 1 1 1 1 1 2 1 2
doctor of philosophywine microbiology 8 2 4 1998 1 1 1 1 2 2 2 2
Bachelor of Science (Honours)Geophysics 2 2 1 2002 1 1 1 1 2 2 2 1
MBA 7 2 2000 2 2 1 2
PhD cancer geneticsmolecular biology 8 2 4 1998 1 1 1 2
Bachelor of Social Science HonoursAnthropology 2 2 1 1998 1 1 3 1 2 2 2 2
Bachelor of Social Science (Honours)Psychology 2 2 1 1997 1 1 3 1 2 2 1 1
Bachelor of ScienceApplied MathsOrganic Chemistry 1 1 1 1997 1 1 1 2
Bachelor of EngineeringChemical Engineering 2 1 1 1998 1 1 1 2
Bachelor of Economics (Honours)Economics 2 2 1 2002 1 1 1 1 2 2 2 2
Bachelor of Environmental ScienceSoil SciencePlant Ecology 2 2 1 1998 2 1 1 1 2 2 2 2
Bachelor of CommerceAccounting 1 2 1 1997 2 1 1 1 2 2 2 2
Bachelor of Engineering Electrical and Electronic 2 2 1 1999 1 1 1 1 2 2 1 1
bach eng bach sceng-mechanicalsc-org chem app math2 1 1 1998 1 1 1 1 2 2 2 2
Honours degree of Maths and Comp ScienceApplied Maths 2 2 2 2002 1 1 1 1 2 2 2 1
Bachelor of ScienceBiochemistry 1 1 1 2000 1 1 1 2
Bachelor of Science - HonoursPhysiology 2 2 1 2001 2 1 1 1 1 2 2 1
Bachelor of Social SciencePsychologyEnvironmental Studies1 2 2 2002 1 1 1 1 2 2 2 2
Bachelor of Science (Honours)Genetics 2 2 1 2002 1 1 1 1 2 2 1 2
Bachelor of EngineeringCivil and Environmental Engineering2 2 2 2002 1 1 3 2
Masters Psychologu (Clinical)Psychology 7 2 1 1999 1 1 1 1 2 2 2 2
Bachelor of Medicine Bachelor of SurgeryMedicine Surgery 2 2 1 1996 1 1 1 2
Graduate Diploma in Clinical DentistryDentistry 4 2 1 2001 2 1 1 1 2 1 2 1
Bachelor of EngineeringMechatronics 2 2 4 1999 1 1 1 2
Bachelor of EngineeringCivil Engineering 2 2 2 1999 1 1 1 1 2 2 1 2
Bachelor of SciencePhysiology Organic Chemistry 1 2 1 2000 1 1 1 1 2 2 1 1
Bachelor of EconomicsEconomics 1 1 1 2000 1 1 1 1 2 2 2 2
Bachelor of ScienceBiochemistryApplied Maths 1 1 1 1998 1 1 1 2
Bachelor of engineeringChemical Engineering 2 1 1 1998 1 1 1 2
PhD HorticultureMolecular Biology 8 2 2 1999 1 1 1 2
Bachelor of Laws and Bachelor of ArtsLaw Politics 1 1 1 1997 1 1 1 1 2 2 2 2
Bachelor of EngineeringChemical Engineering 2 2 1 1999 1 1 1 1 2 1 1 2
Bachelor of ScienceGeophysics 2 2 2 2002 1 1 3 2
Master of Engineering ScienceMechanical Engineering 6 2 4 1999 1 1 1 2
Bachelor of Mathematical and Computer SciencesComputer ScienceMathematics - Pure and Applied1 2 2 2000 1 1 1 1 2 2 1 1
Doctor of Philosophyelectronic engineeringVLSI design 8 2 1 1996 1 1 1 1 1 2 2 1
PhD Science Physiology 8 2 4 1998 1 2 1 1 1 2 2 1
BACHELOR OF ARTS (HONS)ENGLISH 2 2 1 2002 1 1 1 1 2 2 2 2
Bachelor of Health SciencePathology Infection amp Immunity 1 2 2 2000 1 1 1 1 2 2 2 2
Bachelor of Science(Molecular Biology) Diploma in LanguagesMolecular BiologyJapanese 1 1 1 1999 1 1 4 2
Bachelor of Environmental Science(Hons)geology 2 2 1 1999 1 1 1 1 2 2 2 2
Bachelor of ArchitectureArchitecture 1 1 1 2001 1 1 1 1 2 2 2 2
Bachelor of FinanceFinance 1 1 1 1999 1 1 1 1 2 2 2 1
Bachelor of Computer ScienceComputer Science 1 2 1 1999 1 1 1 2
Bachelor of ScienceEnvironment BiologyAnatomical Science 1 2 1 2000 1 1 1 1 2 2 2 1
Bachelor of EngineeringCivil and Environmental 1 1 1 1997 1 1 1 1 2 2 2 2
Bachelor of EngineeringComputer Systems Engineering 2 1 1 1998 1 1 1 1 2 2 2 2
BE Engineering Mechatronics Engineering 2 2 4 2002 1 1 1 2
Doctor of PhilosophyGenetics 8 2 4 1998 1 1 1 2
Master of CommerceHuman Resource Management 4 2 4 1999 2 1 1 2
Bachelor of Sciencemicrobiology and immunologygenetics 1 2 1 2000 1 1 1 2
Bachelor of Science(Mathematical and Computer Sciences)Computer Science 1 2 2 2000 1 1 1 2
Bachelor of Commerce (Accounting)Accounting 1 2 2 1999 2 1 1 1 1 2 2 1
DIPLOMA IN WINE MARKETINGMARKETINGOENOLOGY 9 1 1 1996 2 2 4 1 1 2 2 1
oAGS Manual
April 2013
26
ATTACHMENT D SAMPLE DATA EXPORT FILE3
3 This sample is from a past survey and recent data files will not match the column layout exactly
inst maj1 maj2 level double hecsfee yearcomm attend mode credit fywork fytype fyfin fytoff fystlwth
cfgb dvbdz 8 2 1 2003 2 2 2 2
PhD politics 8 2 1 1999 1 1 1 1 2 2 2 1
Graduate Diploma in Advanced EconomicsEconomics 4 2 2 1999 2 1 1 1 1 1 1 1
Bachelor of Medicine Bachelor of SurgeryMedicine 1 2 1 1997 1 1 1 2
Bachelor of SciencePhysiology Pharmacology 1 2 1 2000 1 1 1 1 2 2 2 1
Graduate Certificate in Nursing Science in Retrieval NursingRetrieval Nursing 3 2 2 2002 2 1 1 1 2 1 2 1
Bachelor of EngineeringComputer Systems 2 1 1 1998 1 1 1 1 2 2 1 1
Bachelor of CommerceAccounting management 1 2 1 2000 1 1 1 2
Bachelor of Arts PsychologyAnthropology 1 2 1 2000 1 1 1 1 2 2 2 2
Bachelor of International studiesPolitics History 1 2 1 2000 1 1 1 1 2 2 2 2
Bachelor of Computer ScienceComputer Science 1 2 1 1999 1 1 1 2
Bachelor of Arts (Hons)Politics 2 1 1 1999 1 1 1 1 2 2 2 1
Bachelor of Science (Honours)Biochemistry 2 2 2 2002 1 1 1 2
Bachelor of Arts Spanish 1 2 1 2000 1 1 1 1 2 2 1 1
Bachelor of CommerceAccounting 1 1 4 1998 1 1 1 1 2 2 2 2
Graduate Diploma in Clinical DentistryOrthodontics 4 2 4 2002 1 1 1 1 2 2 2 2
Bachelor of Commerce (Accounting)Accounting 1 1 1 2000 1 1 1 2
BACHELOR OF FINANCEFINANCE-ECONOMICS 1 1 1 2001 1 1 1 1 1 2 1 1
Doctor of MedicienVascular Surgery 8 2 4 1999 1 1 1 1 2 2 2 1
PhD geosciencegeomechanics 8 2 4 1997 1 1 1 1 1 2 1 2
doctor of philosophywine microbiology 8 2 4 1998 1 1 1 1 2 2 2 2
Bachelor of Science (Honours)Geophysics 2 2 1 2002 1 1 1 1 2 2 2 1
MBA 7 2 2000 2 2 1 2
PhD cancer geneticsmolecular biology 8 2 4 1998 1 1 1 2
Bachelor of Social Science HonoursAnthropology 2 2 1 1998 1 1 3 1 2 2 2 2
Bachelor of Social Science (Honours)Psychology 2 2 1 1997 1 1 3 1 2 2 1 1
Bachelor of ScienceApplied MathsOrganic Chemistry 1 1 1 1997 1 1 1 2
Bachelor of EngineeringChemical Engineering 2 1 1 1998 1 1 1 2
Bachelor of Economics (Honours)Economics 2 2 1 2002 1 1 1 1 2 2 2 2
Bachelor of Environmental ScienceSoil SciencePlant Ecology 2 2 1 1998 2 1 1 1 2 2 2 2
Bachelor of CommerceAccounting 1 2 1 1997 2 1 1 1 2 2 2 2
Bachelor of Engineering Electrical and Electronic 2 2 1 1999 1 1 1 1 2 2 1 1
bach eng bach sceng-mechanicalsc-org chem app math2 1 1 1998 1 1 1 1 2 2 2 2
Honours degree of Maths and Comp ScienceApplied Maths 2 2 2 2002 1 1 1 1 2 2 2 1
Bachelor of ScienceBiochemistry 1 1 1 2000 1 1 1 2
Bachelor of Science - HonoursPhysiology 2 2 1 2001 2 1 1 1 1 2 2 1
Bachelor of Social SciencePsychologyEnvironmental Studies1 2 2 2002 1 1 1 1 2 2 2 2
Bachelor of Science (Honours)Genetics 2 2 1 2002 1 1 1 1 2 2 1 2
Bachelor of EngineeringCivil and Environmental Engineering2 2 2 2002 1 1 3 2
Masters Psychologu (Clinical)Psychology 7 2 1 1999 1 1 1 1 2 2 2 2
Bachelor of Medicine Bachelor of SurgeryMedicine Surgery 2 2 1 1996 1 1 1 2
Graduate Diploma in Clinical DentistryDentistry 4 2 1 2001 2 1 1 1 2 1 2 1
Bachelor of EngineeringMechatronics 2 2 4 1999 1 1 1 2
Bachelor of EngineeringCivil Engineering 2 2 2 1999 1 1 1 1 2 2 1 2
Bachelor of SciencePhysiology Organic Chemistry 1 2 1 2000 1 1 1 1 2 2 1 1
Bachelor of EconomicsEconomics 1 1 1 2000 1 1 1 1 2 2 2 2
Bachelor of ScienceBiochemistryApplied Maths 1 1 1 1998 1 1 1 2
Bachelor of engineeringChemical Engineering 2 1 1 1998 1 1 1 2
PhD HorticultureMolecular Biology 8 2 2 1999 1 1 1 2
Bachelor of Laws and Bachelor of ArtsLaw Politics 1 1 1 1997 1 1 1 1 2 2 2 2
Bachelor of EngineeringChemical Engineering 2 2 1 1999 1 1 1 1 2 1 1 2
Bachelor of ScienceGeophysics 2 2 2 2002 1 1 3 2
Master of Engineering ScienceMechanical Engineering 6 2 4 1999 1 1 1 2
Bachelor of Mathematical and Computer SciencesComputer ScienceMathematics - Pure and Applied1 2 2 2000 1 1 1 1 2 2 1 1
Doctor of Philosophyelectronic engineeringVLSI design 8 2 1 1996 1 1 1 1 1 2 2 1
PhD Science Physiology 8 2 4 1998 1 2 1 1 1 2 2 1
BACHELOR OF ARTS (HONS)ENGLISH 2 2 1 2002 1 1 1 1 2 2 2 2
Bachelor of Health SciencePathology Infection amp Immunity 1 2 2 2000 1 1 1 1 2 2 2 2
Bachelor of Science(Molecular Biology) Diploma in LanguagesMolecular BiologyJapanese 1 1 1 1999 1 1 4 2
Bachelor of Environmental Science(Hons)geology 2 2 1 1999 1 1 1 1 2 2 2 2
Bachelor of ArchitectureArchitecture 1 1 1 2001 1 1 1 1 2 2 2 2
Bachelor of FinanceFinance 1 1 1 1999 1 1 1 1 2 2 2 1
Bachelor of Computer ScienceComputer Science 1 2 1 1999 1 1 1 2
Bachelor of ScienceEnvironment BiologyAnatomical Science 1 2 1 2000 1 1 1 1 2 2 2 1
Bachelor of EngineeringCivil and Environmental 1 1 1 1997 1 1 1 1 2 2 2 2
Bachelor of EngineeringComputer Systems Engineering 2 1 1 1998 1 1 1 1 2 2 2 2
BE Engineering Mechatronics Engineering 2 2 4 2002 1 1 1 2
Doctor of PhilosophyGenetics 8 2 4 1998 1 1 1 2
Master of CommerceHuman Resource Management 4 2 4 1999 2 1 1 2
Bachelor of Sciencemicrobiology and immunologygenetics 1 2 1 2000 1 1 1 2
Bachelor of Science(Mathematical and Computer Sciences)Computer Science 1 2 2 2000 1 1 1 2
Bachelor of Commerce (Accounting)Accounting 1 2 2 1999 2 1 1 1 1 2 2 1
DIPLOMA IN WINE MARKETINGMARKETINGOENOLOGY 9 1 1 1996 2 2 4 1 1 2 2 1
