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Tracker Queries connect your group-specific information with students’ current SPIRE data. You can see if someone on your list has graduated or discontinued, for example, and you can see current majors or get a list of current contact information for students in the group. Use the Checklist query to see students’ recorded progress on your checklist items.
All Tracker Queries are linked to student academic records. If you happen to have someone in your Tracker Group who does not have a student record in SPIRE, that person will not appear in your query results.
Essential information
- Navigation: Click the Navigator icon, then go to Campus Profiles > UM Tracker > Tracker Queries.
- Query Prompts: Select your Tracker Category and Tracker Group from the dropdown lists.
- Query Results: When you enter data on Track People, you may see customized column headings such as “Chklst OK?” (checklist complete), “MA res” (in-state student), or “Seen by”. Those customized headings will not show in your query results and will be replaced instead with the default headings, “Extra Info 1”, “Extra Info 2”,…”Extra Info 6”. The results should still make sense to you based on the kinds of information that you see in each column.
UM Tracker Queries - names & details
Presently there are four Tracker Queries:
- Student Academic Info shows academic information for students who are active in their programs or who have been active in either of the previous two terms. Results include information about current program status and academic plan along with Tracker Group information entered by group users. Statistics, such as Total Units, are taken from the end of the most recent completed term. The results will contain multiple rows for students who have had more than one program, even if only one program is active. All information in this query is taken from the end of the previous work day.
- Student Personal Info shows contact and bio/demographic information for students who are active in their programs or who have been active in either of the previous two terms. Results also include Tracker Group information entered by group users. This query returns one row for each student. All information is taken from the end of the previous work day.
- All Students shows academic information for everyone listed in the group, regardless of whether they are active or inactive students. Results include information from the Student Academic Info query and from the Student Personal Info query. This query includes GPA, Total Transfer Units, and up to five Academic Plans, two more than in the Student Academic Info query, which shows active and recently active students only. Statistics, such as GPA, are taken from the end of the most recent completed term. The results will contain multiple rows for students who have had more than one program, even if only one program is active. All information in this query is taken from the end of the previous work week so may be up to a week old.
- Student Checklist Items shows Checklist items for students who are active in their programs or who have been active in either of the previous two terms, so you can see at a glance which items remain to be satisfied for any given student. For completed items, you will see information about any class selected to satisfy a requirement and/or the Group User’s note entered under the Checklist item.
Protect confidential student data
- Protect Query results: Remember that you are responsible to preserve confidentiality of student data, even if the only pieces of information showing are the SPIRE ID and the name. All of the Tracker Queries display those two pieces of information, so be careful about how you handle your query results.
- Storing electronic files: If you must save private data electronically, save it on a secure UMass server. Check with your department's Systems Administrator or UMass Amherst IT contact if you need more information about secure servers.
- Storing paper files: Printouts that include student data are confidential material. Store them in a locked file drawer or cabinet. Shred when no longer needed.