Power BI

Overview

Power BI is a business intelligence (BI) and analytics tool that can connect data from many sources to create interactive dashboards and reports. Users can view standardized reports and explore data for business insights. It is set up on a cloud so that UCSB users can reach it from anywhere.

The Office of the Registrar maintains many Power BI Apps that provide student, curriculum, and enrollment data to various groups across campus. Because of the potential sensitive nature of this data, access to these Apps is restricted based on an individual staff member’s need.

Gaining Access

To gain access to any of these Apps, users will need to have a Reg Access Request Form submitted on their behalf by their Reg Access Departmental Administrator: Requesting Access to Student Systems

Power BI Apps

Apps maintained by the Office of the Registrar, with access provided through Reg Access:

App	Intended Audience	Description	Access Notes

App	Intended Audience	Description	Access Notes
Advancement Services	Advancement Services	Provides student-level data for current students and alumni for use in Advancement Services CRM.	Limited to staff members in Advancement Services.
Athletics	Athletics	Provides student-level and aggregate historical data on active student athletes for athlete academic advisors.	Limited to staff members invovled with student athletes.
Black Student Development	Office of Black Student Development	Provides student-level and aggregate historical data on active student athletes.	Limited to staff members in the Office of Black Student Development.
College Advisor Reports	College of Letters and Sciences College of Engineering College of Creative Studies	Contains student-level and aggregate custom reports for Colleges; reports are created upon request.	Some reports are limited to users with full college access (e.g. all departments within a college), while some reports will work for individual academic departmental advisors as well (with results limited by department). Users will gain access to the Student Reporting App as well.
Course Analytics	All Staff	Contains historical and current course and curriculum data in aggregate (e.g. course offerings, enrollment, instructors, grades, etc).	Access to any Registrar App except the Student Directory App will gain access to the Course Analytics App as well.
Enrollment Analytics	All Staff	Contains historical and current student enrollment data in aggregate (e.g. student demographics, registration statistics, etc).	Access to any Registrar App except the Student Directory App will gain access to the Enrollment Analytics App as well.
Enrollment Services	Office of the Registrar Billing Accounts and Receivable Collections (BARC) Office of Financial Aid and Scholarships (OFAS) Student Health Housing Office of International Students and Scholars (OISS) Graduate Division	Contains current student enrollment data.	Limited to staff members with a need for up-to-the-minute student registration information (e.g. registration status, study load, fee status, etc).
EOP	Educational Opportunity Program	Contains current student-level data on EOP students.	Limited to staff members who work with students in the Educational Opportunity Program.
Guardian Scholars	Guardian Scholars Program	Contains current student-level data on Guardian Scholars.	Limited to staff members who work with students in the Guardian Scholar Program.
Institutional Research	Institutional Research	Contains current and historical student-level enrollment data.	Limited to staff members in Institutional Research.
International Students	Office of International Students and Scholars	Contains current student-level data on International students.	Limited to staff members in the Office of International Students and Scholars.
Program Review	All Staff	Contains historical and current academic program data in aggregate (e.g. numbers of current majors, number of degrees awarded, etc).	Access to any Registrar App except the Student Directory App will gain access to the Enrollment Analytics App as well.
Registrar	Office of the Registrar	Contains reports for completing Registrar business processes.	Limited to staff members in the Office of the Registrar
SRB	Educational Opportunity Program Guardian Scholars Program Promise Scholars Program Yardi Scholars Program RC for Sexual and Gender Diversity Non-Traditional Student RC	Contains student-level data for different programs and offices in Student Affairs typically housed in the Student Resource Building.	Limited to staff members in Student Affairs who deal with the specific student populations.
Student Directory	Staff limited to directory information	Contains student enrollment history and contact information.	Access to any Registrar App will gain access to the Student Directory App as well.
Student Reporting	Academic Departments and Colleges	Contains a variety of student-level reports that return enrollment, program, and course data.	Reports are limited by user’s academic department, returning only students with academic programs within the department(s). Users will gain access to the College Advisor Reports App as well.
Summer Session	Summer Sessions	Provides student-level and aggregat /noe data on students enrolled during the Summer quarter.	Limited to staff members in Summer Sessions.
Title IX	Title IX Office	Contains reports for staff members in the Title IX Office.	Limited to staff members in the Title IX Office.
Veterans	Veterans and Military Service	Provides student-level and aggregate historical data on student veterans.	Limited to staff members in Veterans and Military Services.

Apps not maintained by the Office of the Registrar, but access provided through Reg Access:

App	Description

App	Description
DETAIL	Data-Enhanced Teaching and Individualized Learning
DSP	Disabled Student Program
Equity in Mental Health	Equity in Mental Health
Event	Campus Events
TSC and ONDAS	Transfer Student Center and ONDAS

For a list of Power BI Apps that are not maintained by the Office of the Registrar, and do not require a Reg Access request please visit the following website:

https://dataservices.ucsb.edu/power-bi-additional-access

Logging into Power BI (as of July 2026)

Step 1: Visit the Power BI service login page

https://app.powerbi.com/home

The login process uses the same credentials as the UCSB Single Sign On (SSO) process; however the screen prompts look different.

Step 2: Enter your UCSB email address and click Next

Use your UCSBNetID@ucsb.edu email address. The same address for logging into Single Sign On (SSO)

Step 3: Enter your UCSB password and click Sign In

Use the same password for logging into Single Sign On (SSO)

Step 4: Authenticate with DUO multifactor authentication

The campus IT group manages the DUO system if there are any issues.

Navigating Power BI (as of July 2026)

Landing Page

Recent Apps and workspaces accessed by the user will populate the landing screen. The lefthand column contains navigation icons. Click “Apps”.

Apps Page

The Apps page is populated with Apps that the user has accessed. Some Apps will auto-populate while others need to be found using the “Get Apps” button in the top right. Only Apps that a user has permissions for will be visible.

Example App

App details and Reports can be accessed from the navigation menu on the lefthand column. Questions about specific Reports should be directed to:
sa-reg-bi@ucsb.edu

Exporting Data from Power BI (as of July 2026)

Power BI Reports (dashboards with filters and slicers)

To export the main data table or matrix:

Select the desired slicer and filter options until dataset of interest is visible in the table or matrix.
Click the title of the data table or matrix visual.
Click the “more options” icon (three horizontal dots) in the top right of the visual.
Select the “export data” option.
Select the “data with current layout” option.
An excel spreadsheet will download.

Correct “Export data” option to download data table

Do not click the “Export” button on the top navigation pane:

Power BI Paginated Reports (tabular reports with parameters)

To export the tabular output:

Input the desired parameters and run the report.
Click the “export” button on the top navigation pane.
Select the desired output file type (Excel, PDF, CSV, etc)
The report will download.

Correct “Export” options to download paginated reports

Contacts

For help with…	Contact

For help with…	Contact
finding, accessing, or using Power BI Apps maintained by the Office of the Registrar (table above), or to suggest modifications to the reports found in these Apps:	Registrar Power BI Help sa-reg-bi@ucsb.edu
Registrar data requests or inquiries not covered by Power BI reports:	Registrar Data Requests sa-gia@ucsb.edu
data analysis or institutional research questions:	Laurel Wilder Institutional Research laurel.wilder@ucsb.edu
Power BI login issues:	Data Services support@dataservices.ucsb.edu
DUO Multifactor Authentication issues:	IT Services (805) 893-5000
additional Power BI resources	https://dataservices.ucsb.edu/power-bi-help

Tips

If you are not able to see something that you expect to within a report, ensure that all slicers and filters are cleared.

The return arrow can also be used to “reset” a report back to its default settings.

URL bookmarks can be used to go directly to a report within an App, but may be broken during App updates. If so, navigate to the App as instructed above and find the latest version of the report.

Within-report bookmarks can be used to save specific slicer and filter settings for different user workflows. These settings are tied to your personal account and are not visible to all users.