What is Beacon's relationship to our ERP or SIS system?

Beacon aggregates data about students from various systems in order to create a unified expression of the information about a student to staff.  Think of Beacon as a window into relevant student data that is housed in various systems.  Beacon does not allow students or staff to edit or modify data that is sourced from other campus systems.  The Student Information System (SIS) or Enterprise Resource Planning system (ERP)  is considered the system-of-record or truth and Beacon is simply relaying the information to a select audience via it's user interface.

 

 

How does Beacon obtain our student data?

In order to accommodate as many campus IT system infrastructure combinations as possible (to keep costs low), Beacon uses a data importation method that allows for the automated and regular importation of user data on a .csv file via a sFTP file drop location.  This method allows each campus the control of which fields they wish to send to Beacon as well as the ability to connect various systems data together into a single data transfer.  

This method typically requires some work from campus IT or IR resources that are familiar with ERP/SIS data extraction and sFTP protocols.

Automated_Data_Transfer__2_.png

 

 

Which data fields does Beacon accept?

Beacon accepts a core set of demographic, enrollment, and academic data about students.  This core list of data is updated from time-to-time as new use cases are developed for the system.  Currently, Beacon accepts the fields below.

ExternalID

Major1

HomeAddressLine1

ACTWriting

Campus

FirstName

Minor

HomeAddressLine2

ACTScience

ImmigrationStatus

PreferredFirstName

AdvisorID

HomeAddressLine3

ACTReading

MilitaryStatus

MiddleName

International

HomeCity

SATMath

AcademicStanding

LastName

Transfer

HomeState

SATVerbal

 

CampusRole

Athlete

HomePostalCode

SATWriting

 

Email

LocalTelephone

HomeCountry

SATComposite

 

StudentID

LocalTelephoneExtension

Major2

GRE

 

MobileTelephone

LocalAddressLine1

HighestExpectedDegreeLevel

MCAT

 

DateOfBirth

LocalAddressLine2

IncomingGPA

GMAT

 

Sex

LocalAddressLine3

FirstGeneration

LSAT

 

Race

LocalCity

Honors

Title

 

Ethnicity

LocalState

GuardianOneEducationLevel

PrimaryDepartment

 

EnrollmentStatus

LocalPostalCode

GuardianTwoEducationLevel

MobileTelephoneCarrier

 

CumulativeGpa

LocalCountry

ACTComposite

PellGrantEligible

 

CumulativeCreditHours

HomePhoneCountryCode

LegacySATComposite

CumulativeCreditsAttempted

 

CareerLevel

HomePhone

ACTEnglish

CurrentTermCreditLoad

 

ClassStanding

HomePhoneExtension

ACTMath

HighSchool

 

 

 

Are there limits to the data that can be accepted in these fields?

Yes, several of the core student data fields have standardized validation requirements that may require some level of transformation of campus data to fit Beacon's model. 

 

 

What are these data fields used for in Beacon?

Student data fields are used fro two primary purposes within Beacon.

1. In display for student success network members on a student's profile page.

2. In aggregate as filters for student success network members when creating lists of students on their landing page.

Both of these uses allow for interventionists to quickly seek and review relevant information about a student in order to help them be successful.

 

 

Who can see this information?

Success network members who maintain the role of "Advisor," "Generalist," "Executive," or "Administrator" have access to review student-specific data for all available fields.  These roles are intended for full-time faculty/staff members of the institution.  Each campus may choose to apply the above roles to specific users using their own methodology. 

 

 

What about FERPA?

Each institution of higher education must align it's practices with their own interpretation of the Family Educational Rights and Privacy Act (FERPA).  Beacon provides multiple mechanisms to customize advice towards users of the system about their FERPA responsibilities via campus-customized messaging within the user interface and via email communications.  As the ultimate arbiter of roles within Beacon, the campus can control access levels for each cohort of users.

For more about FERPA and the Campus Labs Suite please review our technology and data statements page

 

 

Do we need to populate student data into Beacon before students can use the system?

No.  Beacon uses a method that creates user accounts on-the-fly upon the first time that the user logs into the site via your campus credentials.  However, many campuses choose to pre-populate information about students so that staff can begin to review information about their case loads before the student has logged into Beacon. 

 

 

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    Ashley Sieman

    It would be helpful to have a link on this page to a file that includes the codes for the accepted data fields.

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