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DARS Newsletter July 2015

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Introduction

Dear Users,

Welcome to this month’s DARS Newsletter. As usual, previous newsletters can be found at https://www.darscentral.ox.ac.uk/newsletters. And remember that you can contact the DARS helpdesk via dar@admin.ox.ac.uk

In this issue:

Outcome of the Individual Constituent Deduplication Project
Feed of student data from SITS to DARS
Special Interest Groups
Guidance on Data Protection, PECR and Collecting Consent
Other DARSWiki articles
New joiner
Training Courses – catering arrangements
Ensuring you receive automatic notifications from FrontRange

Investment in Data Quality

Outcome of the Individual Constituent Deduplication Project

As mentioned in recent newsletters, the Development Office provided an additional £20,000 to employ staff to assist with the huge task of merging currently identified duplicate records on DARS.

The de-duping team have been very busy over the last twelve weeks. Over 11,400 potential duplicates have been individually reviewed. The team have merged 430 constituent duplicate pairs reported by you, the DARS user community, and 6,900 duplicates identified by the matching tool. The other 4,100 potential duplicates are records which, once inspected, were determined to be similar but separate individuals; or there was insufficient information to confirm that they were indeed duplicates. This is a tremendous achievement, increasing data quality and enabling all DARS users to be more confident that all information on each constituent in DARS is stored only once.

I’m sure you all join me in thanking the team for their efforts in this area. The sad news relating to the end of the de-duping project is that we have to say good-bye to three of the staff involved. Rita Mansuryan left last week to return to sunny Los Angeles. Aswathy Mohanaprakas is finishing her work with the DARS team, but is moving to a new post as the Development Assistant for the Medical Sciences Division. Mattia Cartolano will be working part time as receptionist in the Humanities building (as well as continuing with his studies) after a break in August. We are of course aware that duplicates may still exist. In order to reduce the probability that new duplicates are created manually, please always follow best practice and check in DARS before creating a new constituent. If you spot one, please help us by reporting the key information, as documented in the DARSWiki at http://darswiki.bsp.ox.ac.uk/index.php?title=Merging_Records, to the DARS helpdesk.

Changes, enhancements and fixes

Feed of student data from SITS to DARS

Since being announces as live on 2nd July, real time student data is now available in DARS. For more information on how this feed works, please see the following guide http://darswiki.bsp.ox.ac.uk/index.php?title=SITS_to_DARS_Interface_User_Guide

DARS news and features

Special Interest Groups

The Email Communications SIG met for the first time, at The School of Geography, on the 8th July. The group met to discuss the objectives it would like to achieve which included establishing more shared resources, develop means of providing mutual support for communications staff across Oxford and identifying potential areas for improvement in the DARS software and support resources.

The Event Management SIG met for the first, at Earth Sciences, on 23rd July. The group agreed that the two primary objectives it would like to work towards as establishing consistent use of DARS for events across Oxford and documenting the known issues that affect the use of DARS for managing events.

Minutes for the SIGS can be found at http://darswiki.bsp.ox.ac.uk/index.php/Special_Interest_Groups The next Special Interest Group to be formed is the Gift Administration SIG, which will be meeting at Oriel College on 19th August. Please contact Kari Hodson at kari.hodson@oriel.ox.ac.uk if you’re interested in attending.

Guidance on Data Protection, PECR and Collecting Consent

Are you looking for a little help or guidance regarding to managing your mailing lists? This article, co-authored by the Alumni Office and Council Secretariat, outlines some of the background and best practice that is helpful to know when communicating with alumni. http://darswiki.bsp.ox.ac.uk/index.php?title=Guidance_for_storing_alumni_data_and_communicating_with_alumni


Other DARSWiki articles


New joiner

Claudia Esposo will be joining the DARS Support Centre as a Data Entry Assistant on 5 August.

Reminders

Training Courses – catering arrangements

As notified in a previous newsletter, please be aware that from 3rd August lunches will no longer be provided on DARS training courses. Refreshments will still be available on courses.


Ensuring you receive automatic notifications from FrontRange

As notified in previous newsletters, the DARS Support Centre, along with most other Support Centres in the University, moved to a new system called FrontRange HEAT to manage calls to the helpdesk. To ensure that you receive emails related to service requests and incidents you raise, please add the email address notifications@it.ox.ac.uk to your ‘safe senders’ list. The detailed instructions for how to do this will vary depending on the software you use; for Outlook 2010, you need to do the following:

  1. On the Home tab, in the Delete group, click Junk, and then click Junk E-mail Options.
  2. Select the ‘Safe Senders’ tab.
  3. On the ‘safe senders’ tab, click the ‘add’ button.
  4. Add the email address you want to add to the dialog box, and click Ok.
  5. Click OK again to get out of the dialog box.
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