Data Subsets



Advanced Sick Leave/Extended Sick Leave Tracking

The UHR Information Services unit centrally manages and monitors the UMCP employee usage of Advanced and Extended Sick Leave in accordance with university policy. This leave tracking is handled through a separate module within the PHR (Payroll and Human Resources) system. The information captured includes the employee's name, UID, Dept, Begin date of leave, Expected Return date from leave, Actual Return date from leave, the amount of leave requested, the amount of leave actually used and pay back amounts and balances for Advanced Sick Leave. This module also interacts with the main PHR Employee and Appointment module by updating the employees Advanced Sick Leave and Extended Sick Leave balances based on the information in this module. Reports are created from this system using the Hyperion Client Software Application.


The Affiliates Module of PHR tracks information about people who are affiliated with the University, who are not faculty, staff, or students, and the limited services they receive.


Tracks contact, affiliation and biographical information on University Alumni, including membership in the Alumni Association and Donor History.

Approved Courses

Approved course information that is contained in the Testudo Curriculum Management system.

Athletic Certification

Monitors and certifies athletes according to NCAA, Big 10, and Institutional rules and regulations.



The Benefits section of the University Human Resources Department maintains current and historical information regarding tuition remission for UMCP employees and their eligible dependents. Course information and tuition remission costs are included in this program.


Contains the annual capital budget requests for the University of Maryland, College Park.


The operating budget is maintained by the Department of Budget & Fiscal Analysis. The operating budget data contains the campus' State and self-supported operating budget amounts by fiscal year. Account details such as dollars and FTE are maintained at the object code and line item level. The operating budget is updated annually during the working budget cycle just prior to the beginning of the fiscal year.


Central Billing -- Manages accounts/billing for non-student activities.
Student Accounts Receivable -- Manages the student accounts receivable process. Includes posting payments, charges; financial aid, computing refunds, transferring summary information to the financial accounting system, and generating bills.


College Park Scholars

College Park Scholars is a community of living-learning programs for academically talented first- and second-year students. Each program focuses on a specific theme and offers related courses and experiences. Students in College Park Scholars take classes together and live together in selected residence halls.
The College Park Scholars data subset contains data which record a student's participation in the program and the "track" in which they participated. A track reflects one of the specific themes which comprise the CPS program. This database is maintained by College Park Scholars.


The Position Management System is one of the modules of the PHR (Payroll-Human Resources) Application. This system provides information regarding all Exempt, Non-Exempt, Faculty, and C2 Positions. The Classifications section of the University Human Resources Department maintains the Exempt, Non-Exempt, and C2 Positions, while the Office of Sr. VP Academic Affairs & Provost maintains the Faculty positions. Position information includes Title, Unit, Category Status, Pay Level, FTE, and Budget information as applicable. (Budget information is maintained by the Comptroller's Office.) The Compensation/Classifications section also tracks specific benefit information for Exempt and Non-Exempt C2 contracts in a separate database.

Conferences & Visitor Services

Conferences & Visitor Services, through our registration databases, tracks information about persons who register for conferences coordinated by C&VS. Data includes personal information, program preferences, and other information relevant to our preparations for their participation in the conference for which they are registering.

Course Feedback Data

Student Feedback on Course Experiences are a part of the process by which the University of Maryland seeks to improve teaching and learning. In 2005, the University Senate approved the implementation of a standard, online, University-wide instrument. Across the University, surveys are administered by the Office of Institutional Research, Planning and Assessment through a web-based system dubbed Student Feedback on Course Experiences (formerly CourseEvalUM), which leverages a commercial product called Blue by eXplorance. Each survey contains a set of universal questions, and some are supplemented by questions from specific colleges and departments.


Degree and Candidate Clearance

Manages the application and the awarding of a degree or certificate to students by UMCP.

Dining Services

Dining Services manages several data subsets to support their food service operations. This includes transactions processing system data for meal plan and stored value plans (e.g. Terrapin Express), several inventory management and recipe management systems, e-Commerce transaction data, and calendar and event management data in systems used by Catering and Concessions. Data include cashless transaction records, on-line ordering transactions, dining plan contracts, modifications to the student accounts receivable/SAR transactions, inventory, recipes, events, and point-of-sale transactions, facilities maintenance data, internal accounting, and financial management data. Dining Services IT also supports a Time & Attendance Card Swipe system for the Division of Student Affairs, thus raw card swipe data is also managed. Database management systems used include Oracle, Microsoft SQL Server, and MySQL.


Tracks all gifts to the University of Alumni, Friends, and Organizations. Gifts are channeled primarily through the University of Maryland College Park Foundation, although charitable contributions that come through State accounts and the Office of Research Administration and Advancement are also tracked.



The ELMS-Canvas data contains all course data on ELMS-Canvas and use of those courses by students including student work, communications and grades. The data is hosted by the vendor (Instructure), and is available only through a web-based API. That API rate limits the amount of data that may be accessed at a time. In practice, this means that any use of this data requires technical expertise to write code to access the API and must be written in such a way that meets the rate limitations.


eTerp is a web-based Position Description and Recruitment/Applicant Tracking system that handles employment and classification activities for staff and faculty positions. The system provides functionality to create and update position descriptions, job requisitions, search and selection plans and post jobs on-line. Applicants apply to postings through the system and department hiring officials and search committees can review applications and route hiring proposals through the system.


Facilities-Building Inventory

The building inventory database tracks official building names and numbers, gross and net assignable square footage, years of construction and renovation and a facilities quality index. This database is maintained by Facilities Management, Facilities Planning.

Facilities-CAD Building Drawings

Electronic floor plans are available as PDF's and AutoCAD files. This database is maintained by Facilities Management, Facilities Planning.

Facilities-Capital & Non-Capital Construction

The Facilities-Construction database tracks projects, schedules, and costs related to current and future campus and capital projects. This database is maintained by Facilities Management, Department of Design and Construction.

Facilities-Maintenance & Reimbursable Work Orders

The Facilities-Maintenance and Reimbursable Work Order database tracks work orders and their status. This database is maintained by Facilities Management.

Facilities-Room Inventory

The Room Inventory database tracks room numbers, room use, room assignment and area for all UM facilities. This database is maintained by Facilities Management, Facilities Planning.

Facilities-Utility Management System

The Utility Management System, which will be operational in July 2006, will provide designated campus users with utility (electricity, water, steam, heating/cooling energy, natural gas) consumption data by division, college, unit, and building.


The Academic Resource System (ARS) was an on-line computer system designed to process all aspects of the appointment procedure. Its primary function was to facilitate the appointment process through the use of electronic forms which incorporated the pertinent business rules and which were forwarded to the appropriate levels for review and approval. In addition to appointment information, ARS contained various personal, visa, degree, title, historic, and graduate faculty information. ARS software was developed and maintained by Student Application Systems (SAS).

Federal Work Study

The Federal Work Study database contains awards and earnings information of students who have been approved to receive federal financial aid assistance and for departments which are administering these Federal Work Study students. This database is maintained by the Office of Student Financial Aid.


The financial data subset contains Accounts Payable, Contract and Grant Accounting, Cost Accounting, Financial Accounting and Reporting, Fixed Assets/Inventory and Labor Distribution Accounting.

Accounts Payable – Manages UMCP accounts payable within the Office of the Comptroller.

Contract and Grant Accounting – Financial management of sponsored projects on campus. OCGA invoices sponsors (or draws from letters or credit) for reimbursement of University funds expended on sponsored projects. OCGA monitors expenditures to ensure compliance with agreements and federal, state, and University regulations. OCGA prepares invoices, financial reports and close-out reports for sponsors and members of the campus research community.

Cost Accounting – Monitors compliance with Federal regulations regarding sponsored projects (post-award), cost accounting standards, and effort reports. Cost Accounting prepares indirect cost proposals, financial reports and ad-hoc cost studies.

Financial Accounting System – Became obsolete as of July 1, 2000, when the Financial Accounting System became the Financial Records System. Please refer to the Financial Records System for anything after July 1, 2000. The Financial Accounting System is still available for historic research in the Financial Accounting website (subset of the ARES home page).

Financial Records System – Became obsolete as of January 6, 2014 when the KUALI Financial System became the University's Financial System of record. FRS will continue to be available for historic research financial reporting, and transactional details for all data through and prior to December 2013. FRS is available through the KFS portal as well as through the ARES home page.

KUALI Financial System – As of January 6, 2014, including all financial data processed for fiscal year FY2014 and beyond, KFS became the Financial System of record for UMCP. Data transacted and reported in KFS is also available in KFS Web providing access to all financial information stored in this Data Warehouse, and accessible to campus financial users.

Fixed Assets/Inventory – As of January 6, 2014 the former FFX system has been replaced by a module within the Kuali Financial System. All assets, active in FY14, have been converted into the KFS System which records and maintains all information related to historical cost, depreciation, book value, useful life and other attribute data of each fixed asset and inventory item.

Labor Distribution Accounting – As of January 6, 2014, as part of the implementation of the Kuali Financial System, the University implemented use of the Labor Distribution module in the system. This module maintains the accounting information for each salary transaction, including those converted transactions from FY13 and FY14 as well as new transactions processed from January 6, 2014 on. In addition, the labor module facilitates cost transfer transactions allowing authorized users to reclassify payroll charges between accounts. This module also generates the necessary interface transactions to properly record payroll and associated fringe benefit transactions in the general ledger portion of the Kuali Financial System.

Financial Aid

The Financial Aid database contains all financial aid applicant and award data, including income and asset data as reported on the financial aid application, and all financial aid received. This database is maintained by the Office of Student Financial Aid.



Grade tracking and posting of grades for coursework to a student's academic record and transcript.

Graduate Admissions

Provides for all aspects of Graduate School application, admissions and records processing.

Graduate Faculty

The Graduate Faculty database is an on-line system, maintained by the Graduate School, to record and track membership in the Graduate Faculty. There are three categories of membership: Full, Adjunct, and Special. Other information contained in the database are current and historical graduate faculty data, approved graduate programs with which the faculty member is associated, and term dates for special members.


Health Center

The University Health Center (UHC) manages an Electronic Health Record (EHR) system with patient demographics and clinical information, and fee data for all services and supplies provided by the UHC. The system interfaces with the UHC's Pharmacy Information and Laboratory Information Systems and the Picture Archiving and Communication System (PACS) of the radiology department to provide continuity of care. Immunization data (measles, mumps, and rubella) is provided to the Student Information System (SIS) to assess compliance with state laws and University policies. Fee data is provided to the Bursar's Office to bill faculty, staff, student and visitor accounts for services and supplies received at the UHC. The UHC also manages other data elements inherent to its daily operation.

Honors College

Tracks application and admissions to Honors College, including Gemstone and Honors Humanities. Tracks students qualifying for Honors Citations in all three programs: regular, Gemstone, and Honors Humanities.

Human Resources/Payroll

The PHR system is a web-based application developed in house that provides the campus with an electronic system to capture payroll, human resources, and time/attendance information. This system contains current and historical employee appointment, position, and time entry records for four USM campuses: University of Maryland College Park (UMCP), University of Maryland Center for Environmental Science (UMCES), University of Maryland Systems Office (USMO), and University of Maryland, Eastern Shore (UMES). Each institution maintains its own data. The UMCP position data is maintained by the Classifications section within the University Human Resources Department for Exempt, Non-Exempt and Contingent positions and Academic Affairs for Faculty positions. The employee and appointment data entry is decentralized and is entered by each campus unit, while various Service Offices maintain the PHR Business Rules Tables centrally. A PHR Customer Service Center provides ongoing end user support. Payroll Services manages all aspects of the UM System-wide payroll function. PHR includes an electronic transmission of Gross Pay and Pay Adjustments to CPB, the Central Processing Bureau.


I-9-Everify System (I-9 Complete)

The I-9-Complete system is a campus web-based I-9 employment eligibility and E-Verify compliance system. This system provides I-9 and E-Verify processing in one electronic solution to ensure federal compliance with employment authorizations.


Maintained by the Office of Institutional Research,Planning and Assessment, the institutional database contains data records derived from the process used to populate the campus data warehouse, from SIS, HRS/ARS, PHR, Financial Aid, etc., and saved to an IRPA server known as the "frozen data warehouse." These institutional records are generally those which have been verified by the manager of the data subset and released for the campus use in the "campus data warehouse." These records are stored in tables which closely follow the structure of the equivalent tables on the campus data warehouse whenever possible. Because these records are captured on a consistent schedule, they also form a longitudinal database useful for trend analysis. Where possible, IRPA historic legacy data captured over the years from the campus transactional systems have been modified to fit into the existing data structure and migrated to the appropriate institutional/longitudinal data table.

International Students/Personnel

Records of international students, visitors, employees and trainees includes the production of immigration documents for U.S. immigration status. The data records assist with the management of government compliance responsibilities, SEVIS, international admissions and employment for international students, faculty and scholars. This database is maintained by International Student Scholar Services.


Kuali Research

Kuali Research is the electronic research administration system used at the University of Maryland and replaced Coeus on September 26, 2017. Kuali Research supports researchers and administrators in proposal, award, and subaward management and is the University's system of record for proposal, award, and subaward activity.


Leadership and Community Service-Learning

LCSL provides students, faculty and staff with information about leadership and community service-learning opportunities academically and outside the classroom. The LCSL office provides resource and database information for ways to participate in leadership classes, Minor in Leadership Studies and over 600 community partners contact information targeted at service in the DC, Baltimore and Prince Georges County areas. This database is maintained by the Office of Leadership and Community Service-Learning.


The eight libraries on the College Park campus provide access to more than 3.4 million volumes, over 30,000 journal subscriptions and numerous electronic full text and bibliographic databases and offer several nationally and internationally recognized special collections.


Mail Services

The Mail Services unit of the Department of Business Services serves the University community by meeting the mail needs in a timely and cost effective manner. Mail Services processes all incoming and outgoing US Postal Service mail and interdepartmental mail for all departments and offices including the Resident Life community. Campus Mail Services processes all classes of domestic and international mail. This database is utilized to provide address forwarding information for the delivery of mail on campus.


Names & Addresses

All student and employee (faculty and staff) names and addresses.

Networking and Telecommunications

The networking and telecommunication databases maintain an inventory of telecommunication and network services and associated usage records including type and location of service; directory services; and system management. This database is maintained by the Networks and Communication Technologies department.


Omicron Delta Kappa Honor Society
Online, common login, application process for students. Application rolls into database for all current members (over 3,000)

On-Campus Housing

Tracks all aspects of student housing assignments, including room management, contract management and forwarding charges to the student account system.


Manages the conduct of the student orientation process, feeding registration, admissions, and student accounts receivable. The database is maintained by the Orientation Office.


Parent & Family Affairs
Online application, common login, students enter and edit their parent information for email newsletters. About 25-30,000 records.


The Department of Transportation Services maintains registration information on permits issued to students, faculty, staff, and most non-affiliated people. Programs also track tickets issued, appealed, paid, flagged, and transferred to invoice and to student accounts receivable. The department is also responsible for tracking payroll deductions for parking fees and Metrochek.


Procurement and Supply is made up of the following sub-systems: Central Receiving and Distribution, Central Shipping, Kuali Financial System Purchasing Module, General Stores, Procurement Authority, Procurement Card Management System, Procurement Records, Terrapin Trader, and Transportation Management.

Central Receiving and Distribution - Manual records are maintained of all goods received, including any damage or claims. Records are also kept of those items redelivered to the building and room specified on the purchasing form.

Central Shipping - Records are maintained of each outbound shipment, including the related accounting information.

Kuali Financial System Purchasing Module - Purchase order data is entered into the accounting system. This data is then uploaded into KFS Web. The comptroller's office grants individuals security to access PRO Web information for authorized accounts or department.

Procurement Authority - Information is kept on campus personnel authorized to make procurements: those authorized to sign Requisitions to Purchase, Delegated Small Purchase Orders (SMs), Master Contract Releases; those authorized to receive a University procurement card, their transaction reviewers, and their account updaters; as well as those authorized to purchase from General Stores and the authorized locations for deliveries.

Procurement Card Management System - Procurement card transaction data is downloaded from the contract bank and uploaded into the Purchasing Card Management System, PCMS. Procurement grants individuals security to access PCMS.

Procurement Records - Manual records are maintained of Requisitions for Purchase; Invitations to Bid and Requests for Proposal, as well as responses to those solicitations; and Purchase Orders and Contracts issued by Procurement. Summary data is kept for required State, Federal, and Campus Reporting. A separate electronic system is maintained to capture data for reporting purposes. This system is not accessible to those outside of Procurement and requests for data should be made to either the office of the Assistant Vice President for Procurement and Strategic Sourcing or the Procurement data steward.

Terrapin Trader - a point of sale system is maintained which includes an inventory of items surplused by departments and agencies, sales transaction detail, and delivery tickets. Electronic Financial Records System journal vouchers are created to charge campus departments for purchases and to reimburse departments for compensation earned. The current inventory is uploaded to Procurement and Supply's website daily.

Transportation Management - Records are maintained for freight to and from campus, importation and exportation, as well as household and lab moves. Freight invoices (other than those handled through the University Procurement Card) are processed for payment.


Scheduling & Curriculum

Manages course/room scheduling and the catalog of all approved courses.

Student Conduct

The Office of Student Conduct maintains a database of all student disciplinary records. Records are maintained in accordance with privacy regulations.

Student Organizations

The database which is maintained by Adele H. Stamp Student Union - Center for Campus Life lists all currently registered student organizations and their officers. Officers must be reigstered students, so the database interfaces with the Student Information System.

Student Records & Registration

Monitors grades, degree clearance, transcript production and all other areas of student record maintenance (including the production of enrollment certifications and degree verifications). Handles all aspects of student registration, including initial course selection, drop/add, wait listing, course withdrawal, etc.

Student Survey Data

The Office of Institutional Research, Planning, and Assessment and the Campus Assessment Working Group (CAWG) periodically administer surveys to students and alumni. These data sets are housed at IRPA and are reported on in reports to, and forums for, the campus community. Examples of such surveys are the UM-developed Beginning Student Survey, the University of Maryland Student Survey, the UM Alumni Survey, and the externally-developed College Student Survey.


Transfer Credit

Management of transfer credit articulation and posting of acceptable transfer credit on UMCP transcripts.


The Travel database tracks University business travel information including travelers, destinations and transportation.


Undergraduate Admissions

Provides for all aspects of undergraduate student recruitment, application, admission and confirmation processing and management. This database is maintained by Undergraduate Admissions.

Undergraduate Student Reenrollment Data

Management of the reinstatement/readmission process. Data is in the UMCP Student Information System.

University Career Center & The President's Promise-Employment Services

This web-accessible database, called Careers 4 Terps, contains job opportunities and on-campus interviewing opportunities for students seeking part-time, summer or full-time career opportunities, as well as internship and co-op positions. Students must register for Careers 4 Terps. Registrants can then search for position opportunities that meet their criteria as well as request and sign up for on-campus interviews. In addition, all interactions with students (advising appointments, interviews, workshop and event attendance) are tracked through Careers4Terps. The database is maintained by the University Career Center

University Career Center & The President's Promise-Graduation Survey

The University Career Center, through a web-based survey of degree recipients, collects, tracks, and stores information about degree recipients' post graduation activities and evaluations of campus programs and services. Data includes: student ID, demographics, employment and graduate school outcomes, and program and services evaluations. Data is both quantitative and qualitative.

University of Maryland (UMD) Enterprise Geographic Information System (GIS)

The UMD Enterprise Geographic Information System (GIS) is an organized collection of geospatial data designed to efficiently capture, store, update, manipulate, analyze, and display all forms of geographically referenced information representing the University of Maryland, College Park campus and surrounding area. Campus enterprise geodatabases currently include buildings, parking lots, roads, various campus amenities, and outdoor space features including constructed hardscape, natural and environmental features, and living botanical collections.

University of Maryland (UMD) Campus Web Map

The UMD Campus Web Map is the official online interactive campus map. It can be used to locate and find information about campus buildings, transportation, current construction, and other campus amenities and services. Its underlying data are maintained in the UMD Enterprise Geographic Information System (GIS) and several other connected campus enterprise information systems.

University Recreation and Wellness

The Department of University Recreation and Wellness collects entrance data from each access to the facilities and programs which we manage. Our usage table consists of an ID number, time and date of access, and point of access. Data includes personal contact information, ID pictures, purchase history, program schedules plus personal preferences necessary for safe participation in recreational activities.