The role of the administrator in the management of data quality in higher education: case study in a health sciences faculty

Abstract

Contemporary universities are increasingly using information technology systems to ensure the smooth and efficient management of a range of administrative and reporting functions. This reliance on data and information systems has particularly become a feature for student enrolment management systems. Within the university sector in South Africa, verifiable data linked to student enrolments, success and throughput, along with staff and infrastructure indices have become a significant mechanism used for national planning, monitoring and funding by the government. Data integrity and the quality of data, especially associated with student enrolment management, means that the role of academic administrators is vital to data management in higher education institutions. Universities have developed increasingly robust and sophisticated information systems to capture and process the varying data required for its reporting and planning activities. However, the crucial role played by academic administrators in ensuring data integrity and quality has been an area of limited concern and research. This study attempts to address this imbalance and explore the current understanding of the role played by academic administrators in ensuring data integrity and quality associated with student enrolment management systems orstudent information systems. The study also seeks to offer insight into how to accentuate internalisation of the crucial role academic administrator's play in data quality and data quality management functions. The research design of this study included an evaluation exercise of a specific programme that involved academic administrators in a faculty at a South African university. The Snyder's model was used to guide and structure the evaluation exercise. This evaluation framework ensured that principles and activities linked to action research and systems thinking were fully incorporated into all aspects of the research design. A participatory approach was adopted by the researcher and the overarching evaluation process sought to address the following research questions; What factors enable the Faculty of Community and Healthy Sciences' academic administrators to enhance data quality and data quality management? and How do the Faculty of Community and Healthy Sciences' academic administrators contribute towards data quality and data quality management? The research is presented as a case study of the Community and Health Science Faculty at a South African university. Data collection strategies included unstructured interviews, focus groups, observations and the reliance on various documentary sources. The thematic analysis approach was used and the findings are presented through the main themes which emerged, namely student enrolment management systems processes such as applications, selection and registration, staff workload and staff training, availability of technology and data accuracy, and effective communication and management changes. The concept analysis presented in each theme shows the interdependence between recognising the vital role played by academic administrators in realising the faculty goals of data integrity and quality, and the need to assist them to internalise their contribution towards ensuring data integrity and quality. The results of the study draw attention to and reaffirms the vital and significant role played by academic administrators who work with student enrolment data and the accompanying information systems used by the university. Also highlighted are some of the key competencies required to ensure that these administrators are able to work in ways that maximize data quality goals and render data quality management systems efficient. Additionally, the study raises interesting insights into the central role that academic programme evaluation, specifically the use of the Snyder's model, can serve in building human resource capacity and enhancing efficiencies in how student enrolment systems can be better managed and improved within a specific faculty at a South African university.