Graduate Admissions Data Collection

The Graduate Admissions Collection contains Applications data from the CollegeNet (Applyweb) system and from various other graduate admissions systems (several instances of SLATE,  AMCAS, Dental CAS, LCAS) uploaded to the data warehouse using Penn's Admissions Data Import Tool (ADIT).   

Additional documentation: Admissions Data Import Tool (ADIT) & Standard Definitions of terminology used on reports.

 

Tables and Data Elements

Tables are listed in alphabetical order. Select Table to obtain the explantion, common uses, primary keys, indexed data elements, and related tables for a table. Select Elements to obtain the definition, list of values, formats, and not null values for each data element in the table. A description of table and data element terminology is in the document What the Warehouse Contains.

Looking for a specific element or caution? Try the searching the collection documentation for particular keywords (search page will open in a new tab).

 

Core Tables:

CN_ACAD_HISTORY
Table     Elements		 CN_ENROLLMENT
Table     Elements
CN_ACAD_HISTORY_HS
Table     Elements		 CN_IPEDS_FLAT
Table     Elements
CN_ADDRESS
Table     Elements		 CN_NATIVE_LANGUAGE_XREF
Table     Elements
CN_APPLICATION
Table     Elements		 CN_PROGRAMS
Table     Elements
CN_APPLICATION_PERSONAL
Table     Elements		 CN_RECOMMENDER
Table     Elements
CN_EMPLOYMENT
Table      Elements		  

Application-specific Tables:

CN_APP_BGS
Table    Elements		 CN_APP_NURS
Table    Elements
CN_APP_DES
Table    Elements		 CN_APP_SEAS
Table    Elements
CN_APP_GAS
Table    Elements		 CN_APP_SPP
Table    Elements
CN_APP_GSE
Table    Elements		 CN_APP_WH_EXEC_MBA
Table    Elements
CN_APP_LPS
Table    Elements		 CN_APP_WH_MAAP
Table    Elements
CN_APP_LW
Table    Elements		 CN_APP_WH_MBA
Table    Elements
CN_APP_MMS
Table    Elements		 CN_APP_WH_PHD
Table    Elements

Test Score Tables:

CN_ACT_SCORES
Table    Elements		 CN_LSAT_SCORES
Table    Elements
CN_DAT_SCORES
Table    Elements		 CN_MCAT_SCORES
Table    Elements
CN_DUOLINGO_SCORES
Table    Elements		 CN_PPI_SCORES
Table    Elements
CN_GMAT_SCORES
Table    Elements		 CN_PSAT_SCORES
Table    Elements
CN_GRE_SCORES
Table    Elements		 CN_PTE_SCORES
Table    Elements
CN_GRE_SUBJECT_SCORES
Table    Elements		 CN_SAT_SCORES
Table    Elements
CN_IELTS_SCORES
Table    Elements		 CN_TOEFL_SCORES
Table    Elements

Banner Integration:

CN_BANNER_DECISION_MAP
Table      Elements
CN_BANNER_LOAD_V
Table      Elements

GAPL (PennID assignment) Processing: Available to all users.   (Other GAPL tables exist but are restricted)

GAPL_APPLICATION_LOAD
Table    Elements		 GAPL_LOV_SOURCE
Table    Elements
GAPL_CONFLICT_RESOLUTION_V
Table    Elements		 GAPL_STAGE_BIO_CURRENT
Table    Elements
   

 

Source of the Data (As-of 7/1/2023)

  1. CollegeNet (CN) online application system.
    • Applications submitted the prior day are loaded daily in the morning
    • Updated information from the Admit module (enrollment reports) are loaded every afternoon.
  2. Admissions Data Import Tool (ADIT) - method for uploading application data via Spreadsheets for programs that are not using CollegeNet .
    • ADIT uploads can be performed on ad-hoc basis or be setup to be delivered to a secure FTP site.
    • The ADIT uploaded data (from either method) are processed into a staging database in near real-time, then integrated into the warehouse data collection based on a schedule.
    • ADIT-to-warehouse schedule, as of July 1,2023:  Job runs weekday, starting at 7:45 and is repeated once/hour until 5pm.
  3. Educational Testing Services (ETS) for official GRE , SAT, and TOEFL scores.

 

Time Span Covered

Spring 2015 - Present:   Data from CollegeNet and ADIT and its predecessor Admissions Supplement. It also contains converted legacy data. Universe is Grad Admissions CN Reporting. References tables named CN_   

Fall 2009 - Spring 2015: Data from Apply Yourself (AY) and spreadsheets uploaded via the Admissions Supplement.Universe is Grad Admissions Reporting. References the legacy set of tables named GA_ 

 

Apply Yourself was used through the Spring semeseter of 2015.  CollegeNet applications began in Spring of 2015.

Admissions Supplement was available 2009-2021. ADIT was phased-in starting in 2019.

Be aware of data incompleteness or differences when reporting on data before 2011. 

The Graduate Admissions collection consists of two universes,  based on the primary source system in effect.

  • Grad Admissions CN Reporting, which contains data from CollegeNet and spreadsheets uploaded via the Admissions Supplement. It also contains converted legacy data. This universe was created in 2015, and references tables named CN_  - in contrast to the legacy set of tables named GA_ and the associated legacy universe. The universe tables and joins are described in the Grad Admissions CN Reporting diagram.  
  •  Grad Admissions Reporting - Legacy data collection, with data from Apply Yourself (AY) and spreadsheets uploaded via Admissions Supplement up to 2015. It is not recommended for use. For historical reference, the legacy universe is described here. 

To request access to Graduate Admissions data collection, you must submit the Data Warehouse Graduate Admissions e-Form.

Regulations and Policies on Student Data
Federal regulations regarding access to student data are spelled out in the Family Educational Right to Privacy Act (Buckley Amendment), commonly known as FERPA. For more information, see http://www.upenn.edu/computing/da/dw/student/ferpa.html.

The University's policy on the Confidentiality of Student Records is available at http://www.upenn.edu/privacy/policies_publications.htm

Releasing Data Outside the University
Only the Office of Institutional Research should release Graduate Admissions data to external requests.

Query Results
If you save your query results in Excel, pdf, or any other local file type, you must see to it that any sensitive data stored on your peronal computer is safeguarded through physical security, access control software, or encryption. When a computer is left signed to an account, it is easy for someone to gain unauthorized access. Either sign off from your account before you leave your computer or restrict access by some other means (physical security or access control software).

For more information on security and privacy, contact the Office of Information Security.

There is no formal training for the Graduate Admissions data collection. 

If you have a question about the Graduate Admissions data collection, or if you notice some documentation that needs updating, please contact Enterprise Information & Analytics. For documentation published on the Web, please specify the URL for the page that needs to be updated.