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Institutional Analyst

Department: Office of Institutional Analysis & Planning Effective Date:

February 2004                           



USG 8 - 13

35 hr/wk

Reports to: Assistant Director

General Accountability

The Institutional Analyst is responsible for providing timely and accurate reports and analysis of a wide range of university activities. With varying degrees of involvement, the Institutional Analyst will design, implement, test and manage the computer systems as required to collect, store, report and analyze data and trends as they relate to university operations. The Institutional Analyst is expected to be creative and supportive in: development of policy alternatives; preparation of responses, statements or positions on various issues, internally or externally; interpretations of government policy; and analysis of university objectives. The Analyst is expected to develop the necessary alternatives, models or projections to ensure that various aspects of issues are critically examined.

The Institutional Analyst job has six steps, Institutional Analyst I (USG 8) to Institutional Analyst VI (USG 13). The Institutional Analysis & Planning document Professional Advancement: Guidelines and Criteria describes the steps, expected competencies, and the process for advancement in the job.

Nature and Scope

The Assistant Director and the Administrative Assistant report to the Director. 

The Institutional Analysts report to the Assistant Director. 

Reporting to the Office of the President, Institutional Analysis & Planning is responsible for providing on a routine basis, and on request, analyses of past and current activity levels (students, faculty, staff, finances, etc.), evaluations of the effectiveness of past resource utilizations, and projections of future resource requirements. The Office provides senior administrators with analyses appropriate for decision making regarding priorities and long-range planning. The Office also serves as a contact point for outside agencies such as the Ministry of Training, Colleges and Universities, the Council of Ontario Universities, Statistics Canada, Macleans, etc. on matters related to financing, policy issues, and other requests for information.


Because Institutional Analysis and Planning provides assistance to and is assisted by many groups campus-wide, the Institutional Analyst must be able to work effectively with faculty, staff and students. The Institutional Analyst must also be able to interact professionally and effectively with people external to UW requesting university data.

Institutional Analysis and Planning deals with many external agencies on behalf of the university. The Institutional Analyst is responsible for interactions with both technical and managerial personnel from these external agencies.

Since a significant amount of resource planning is predicated on comparative analyses with other Canadian universities, the Institutional Analyst must be able to initiate and maintain close working relationships with Institutional Analysts and executives of other universities.

In order to maintain a current perspective and provide leading edge planning support, the Institutional Analyst is expected, to varying degrees, to be involved with provincial or federal initiatives and committees relating to institutional reporting, research, or resource allocation.

The Institutional Analyst is the primary source of data to senior executives in long-range planning, designing and evaluating the impact of policies and procedures, and in resource allocation, including human and financial. The Institutional Analyst both anticipates and develops analyses, models, projections and recommendations on University activity levels related to financial and human resources. In this position, the Institutional Analyst develops critical analyses of broad policy options during the developmental stages and makes recommendations regarding implementation of decisions and the identification of alternatives. In addition to UW senior executives, the Institutional Analyst is responsible for also providing analytical support to University committees.

The Institutional Analyst is responsible for ensuring that data required for internal and external reporting is collected and maintained, and that it is consistent and reliable. The Institutional Analyst is responsible for developing and implementing the computing programs and models required for data analyses and reporting. In most cases the incumbent will be required to co-ordinate a project from determining the data required to developing and utilizing the computer applications and tools necessary through to the presentation of the results.

The Institutional Analyst demonstrates leadership in a variety of ways including, but not limited to:

Due to the sensitive nature of many of the projects that the Institutional Analyst will be involved in, the incumbent will be required to show discretion and respect while meeting the information needs of the institution and without violating confidences. Due to the personal nature of much of the data that the Institutional Analyst may be responsible for or have access to, strict confidentiality must always be maintained including determining what can and cannot be provided to various requestor groups or possibly how it must be presented.

Although the Institutional Analyst is accountable to the Assistant Director of Institutional Analysis and Planning, he/she must be able to operate independently, with due regard for University policies and procedures and Office standards. In particular, the Institutional Analyst must work directly with senior executives anticipating their analytical needs, providing alternatives and making recommendations. The Institutional Analyst is also responsible for interacting with external agencies such as Council of Ontario Universities, Ministry of Education and Training, Statistics Canada, and other Canadian Universities, for matters related to institutional data, reporting, reporting and assessment regulations, and university activity.

The Institutional Analyst is expected to maintain contact with colleagues in the university system; to serve, as appropriate, on provincial committees to represent the UW position/interests; and to keep abreast of system developments. The Institutional Analyst is also expected to keep abreast of major activities within IAP, to provide insight where possible and to collaborate and co-ordinate projects with Institutional Analysis and Planning colleagues.

Statistical Data

IAP’s main impact is at the university-wide level.

IAP is responsible for the income projections for the university budget – tuition and fees, operating grants from government – the 2004/2005 income budget is about $300 million. If we overestimate our tuition revenue by 1%, a $1,000,000 budget cut for the general university may result.

IAP is responsible for the calculation and allocation of budgets to Faculties and UW Colleges in excess of  $61,000,000.

We maintain computerized, historical databases containing data on student-course activity for more than 130 terms of registration, faculty appointments, ranks, etc. from the beginning of the university (1957 – more than 47 years). The existing database has in excess of 150 data table, some containing millions of records. Each year the number of records grows by about 10%. Our self-standing computer server has 1,600 gigabytes of disk storage.

Specific Accountabilities

Although the degree of responsibility will increase as the incumbent advances in their Institutional Analyst career, and some Analysts will have more specific duties in some areas, the main areas of accountability are:

 The Institutional Analyst will also undertake other duties as assigned.

Working Conditions