Request for feedback: data in Award Management

Carrie Goldberger

Hi everyone,


We're currently doing some research into different institutions' data policies. How long after a student graduates would you expect their data to be available in Award Management? How do you use archived data, if at all?


If you have feedback for us on this topic, will you add it as a comment on this post? Also, please let us know if you'd be open to a phone call to talk about this some more. You can send me a message through this platform and we'll schedule a time to talk.


Thank you in advance for your time, and I hope you're all doing well!

-Carrie

Sue Kovach

Hi Carrie,

Sue here from the University of Lethbridge, Alberta, Canada. As BBAM is the only award management program on our campus my expectation would be the data is kept 'forever' in some type of capacity. Historical knowledge is important when creating new awards, reviewing trends, anomalies and when dealing with students years later (we have students contact us to find out what awards they have received in the past, even from up to 20 years ago).


Kind regards,

Sue Kovach

Ivena Sakelarieva

Hi Carrie,


I agree with Sue. It is good to have all data from previous years in one place, which is updated with Cycle Management perhaps.

I would be happy to chat more about this with you.


Thank you,

Ivena 

Santa Barbara City College

Erica Seiffert

Hi Carrie,

Typically, Indiana University (IU) expects to keep student data for seven (5) years, mainly for auditing purposes. Per the IU Foundation, the minimum require for maintaining data is three (3) to five (5) years. Our users view archived data for several reasons including, but not limited to:

• Internal and External Auditing
• General Research
• Supporting documentation for reimbursement on IU Foundation specific scholarships
• Troubleshooting/Problem-solving issues
• Aiding with new donor requests
  • We filter previous cycles’ grid views to determine what volume of applicants may be expected based upon previous applicant pools and/or student data listed in previous General Applications

Our Opportunity Administrators were curious as to why Blackbaud used the phrase “after a student graduates” because “graduation” is only one end point for some students as some applicants may no longer appear on import feeds for various reasons including stop-out or may reappear a few cycles later when they return to complete their education.
IU would be happy to schedule a time to discuss data policies/needs if desired.

Erica
Scholarship Application Administrator
University Student Services and Systems
Indiana University




 

Kim Postema

Most financial records retention requirements are seven years, so I’d suggest at least that time period be reasonably accessible.