Data Reporters Training 2017-18 September 7, 2017 College Credit Plus Data Reporters Training 2017-18 September 7, 2017

CCP Program Data – brief review CCP related law updates CCP Portal College Credit Plus Overview Session will cover: CCP Program Data – brief review CCP related law updates CCP Portal Data tips

Participation 2016-17, over 65,000 students* College Credit Plus Participation 2016-17, over 65,000 students* Represents an increase from 2015-16 of over 10,000 students Includes summer 2016 – about 10% of students took summer courses Students took classes from 23 Community Colleges, 13 Universities, 24 Branch campuses, and 32 Private Higher Education Institutions *All data is preliminary (reported as of August 22, 2017). Count by Student Identifier

Participation Over 70% of CCP students are in grades 11 and 12 College Credit Plus Participation Over 70% of CCP students are in grades 11 and 12 *Preliminary Data as of 8/22/2017

College Credit Plus 2015-16 & 2016-17 Academic Years CCP participation again shows gaps in under-represented groups as compared to the secondary population. *Will update state level population data when available from ODE for 2016-17

College Credit Plus 2015-16 & 2016-17 Academic Years The majority of students took 4 or fewer courses for college credit (80%).

College Credit Plus 2015-16 & 2016-17 Academic Years The majority (~80%) of CCP students are taking courses in five main core content areas: English, social sciences, math, science, and arts & humanities.

College Credit Plus 2016-17 Academic Year Just over 90% of courses taken by CCP students resulted in credits earned.

College Credit Plus Matriculation Approximately 17,000 students that participated in CCP in 2015-16 matriculated to an Ohio public institution of higher education. That represents ~65% of students that reported a grad. year of 2015 or 16.

College Credit Plus Completions There have been over 350 certificates and over 1,000 associates degree awarded to CCP students since 2015.

College Credit Plus Savings 2016-17 Tuition savings, as calculated based on the advertised per credit hour amount: Over $130 million and over $262 million in two years.

House Bill 49 = Ohio’s Biennial Budget New Provisions Summary See HB 49 for exact language

Default Payment Structure Clarifies that the default ceiling payments shall not be more than the institution's standard rate. Permits, rather than requires, the Chancellor to approve waivers for agreements below the funding floor Requires payments to be made to IHE: by January 31 for summer and fall enrollment and by July 31 for spring enrollments except in cases involving incomplete participant information or a dispute of participant information ADD CONTEXT HERE … NONPUB? HOME SCHOOL? PAGE 1105 OF hb 49

Default Rates 2017-2018 2017-2018 2018-2019 Semesters Quarters Ceiling   2017-2018 2018-2019 Semesters Quarters Ceiling $166.28 $110.85 $166.55 $111.04 Mid-level $83.14 $55.43 $83.28 $55.52 Floor $41.57 $27.71 $41.64 $27.76 These are the maximum amounts to be reimbursed. If the institution has a standard tuition rate that is lower than the maximum rate listed in the table, then the standard tuition rate will be reimbursed.   Private colleges and universities may charge directly to students a fee per credit hour to participate if the institution has determined that the costs for CCP students exceeds the reimbursement amount paid by the state of Ohio. The amounts for 2018-2019 are as follows: For students who enroll in courses on the college campus or online, the maximum amount is $158.76 per credit hour. (Note: This maximum amount is calculated based on the Foundation amount for public schools.) For students who enroll in courses delivered at the high school taught by college faculty, the amount is $125 per credit hour. For student who enroll in courses delivered at the high school and taught by an approved credentialed high school teacher, the amount is $100.

Student Eligibility Students must be remediation-free in accordance to one of the assessments in the Uniform Statewide Standards for Remediation-Free Status document Also eligible if: If a student scores within one standard error of measurement (SEM) below the remediation-free threshold and the student has a 3.0 GPA, the student is eligible to participate OR If a student scores within one SEM below the remediation-free threshold and the student receives a recommendation from a school counselor, principal or career-technical program advisor, the student is eligible to participate

Statewide Eligibility Criteria College-ready Assessment Scores in at least one subject area Assessment scores below college-ready, but within one SEM & 1) has 3.0 GPA or 2) receives recommendation Institution of Higher Education Admissions Criteria Selective Institutional Criteria Open Enrollment Course Placement Criteria College-readiness scores relevant to course/program requirements Other program-specific pre-requisites

Assessments Requires institution of higher education to pay for one assessment to determine student eligibility Do not have to re-assess if a student already has a score on one of the assessments in the Uniform Statewide Standards for Remediation-Free Status ACT, SAT, Accuplacer (classic or next gen), ALEKS, Maplesoft, PlaceU

Data Reporting Requirements College Credit Plus Data Reporting Requirements Student Data File and Alternate Funding Files are due after the 15th day of each term for funding purposes. Student Data File with course outcomes included is due after competition of term. Student Data File and Alternate Funding Files are due after the 15th day of each term for funding purposes. Student Data File with course outcomes included is due after competition of term.

Data Reporting Requirements College Credit Plus Data Reporting Requirements College Readiness Assessment, Demographics files, and Compliance Survey are annual and due at the end of the academic year (AY). Report on all students enrolled during the 2017-18 AY. College Readiness Assessment, Demographics files, and Compliance Survey are annual and due at the end of the academic year (AY). Report on all students enrolled during AY.

College Credit Plus Submission Windows

Data Definitions The website has the most up-to-date documentation. College Credit Plus Data Definitions The website has the most up-to-date documentation. www.ohiohighered.org/content/college_credit_plus_ccp_data Data definitions are available on-line and the program information, along with an FAQ and administrative rules is also available.

Data Reporting Portal https://ccp.ohiohighered.org College Credit Plus Data Reporting Portal https://ccp.ohiohighered.org New web portal for reporting data required by CCP for payment and data collection purposes. Complete CCP Data Reporter form to get permissions to the site. User name is your email and password will be generated automatically by the system once your information is entered.

College Credit Plus Data Reporting On the homepage, you will see the ‘Welcome Message’ which will have important data reminders, announcements, etc. On the homepage, you will see the ‘Welcome Message’ which will have important data reminders, announcements, etc.

Review and Download the Templates College Credit Plus Review and Download the Templates The file Templates are available for download so you can see the variable names in the order that they need to be submitted. You can use these templates as your header row and fill in your data starting in row 2. The file Templates are available for download so you can see the variable names in the order that the need to be submitted. You can use these templates as your header row and fill in your data starting in row 2. The next area is the selection of the file. Please confirm that your Institution Name is correctly displayed. Select the correct file and year/term combination from the drop down list. Use “choose file” to find the location of the file on your machine to upload. I will walk through these steps in the next couple slides.

Download the Templates College Credit Plus Download the Templates Separate files must be prepared for the Student Data and Alternative Funding Information. The file Templates are available for download so you can see the variable names in the order that the need to be submitted. You can use these templates as your header row and fill in your data starting in row 2. Files must be csv format, without quotes around the data values for any fields, including text fields. Commas should not be included in the content of any text field. You can see all of the variables that are needed in each file – the Student Data file and the Alternative Funding file. If the data is optional and you do not have the information, leave the cell blank. For example, the ACT high school code will not be available for middle schools, so this field will be left blank but the header row still needs to be included in the final file. If you do not have separately negotiated agreements with Districts/LEAs/Non-public schools for an alternative credit hour amount and are expecting to be paid the default CCP program amount as specified in Ohio Revised Code, the alternative funding file does not need to be submitted.

Fill and Save the Templates College Credit Plus Fill and Save the Templates Keep the header row and file format as a csv and make sure the data formats match the required type as specified in the layout document. If you are using excel to fill the templates, please remember to keep the leading zeros as required by the data formats. For example, a starting date of August 20, 2015 must be sent as 08152015. In excel, enter the date as a string, starting with a Quote to keep the leading zero. Also the credit hours are in a 4 digit format with 2 implied decimals – for example, 0300. Once the data is entered, make sure to save as a csv file.

College Credit Plus Upload the File Check that your Institution name is displayed correctly Select the year, term, and type of file you are uploading – either student or alternative funding Campus code will populate automatically Select “choose file” to browse to your directory to find the file to upload. Select “Upload” Check that your Institution name is displayed correctly Select the year, term, and type of file you are uploading – either student or alternative funding Campus code will populate automatically Select “choose file” to browse to your directory to find the file to upload. Select “Upload”

College Credit Plus Upload the File If no errors are found, the file will load successfully and you will receive an email. Look at summary message after a file upload to make sure it matches your intention XX rows added, updated, deleted… Files submitted without errors will be uploaded and an automatic email will be generated with information including: Year and Term, File submission type, name of submitted file, rows processed, rows inserted, rows update, and rows deleted

College Credit Plus Upload the File If there are errors, the column and issue will be described Select “resubmit” once the corrections are made to re-upload. Error Messages include the row or rows with the issue When re-submitting, remember to reapply formatting if the file opens in excel for variables with leading zeros that are numeric (like dates or credit hours).

Common Errors and Fixes College Credit Plus Common Errors and Fixes Formatting Errors SSID must be 2 Uppercase alpha characters and 7 numeric characters OR 3 Uppercase alpha characters and 6 numeric characters Roster Date must be in MMDDYYYY format Start Date must be in MMDDYYYY format District IRN Code must be 6 numeric characters Credit Hours must in 9999 numeric format When re-submitting, remember to reapply formatting if the file opens in excel for variables with leading zeros that are numeric (like dates or credit hours).

Common Errors and Fixes College Credit Plus Common Errors and Fixes Correct Formatting When Creating the files: Create a custom format: On the Home tab, in the Number group, click the dialog box launcher   next to Number. Enter the desired length – for example, credit hours are 4 characters so enter 0000; dates are 8 so enter 00000000 When re-submitting, remember to reapply formatting if the file opens in excel for variables with leading zeros that are numeric (like dates or credit hours).

Common Errors and Fixes College Credit Plus Common Errors and Fixes Correct Formatting When Creating the files: In excel, to enter the correct format with a leading zero, start with an  apostrophe. For example, enter ‘0300 into the cell. Make sure implied decimal is in the correct position This is especially important with credit hours because entering 0003 will get funded for .03 credit hours, not 3. GPA also important When re-submitting, remember to reapply formatting if the file opens in excel for variables with leading zeros that are numeric (like dates or credit hours).

Common Errors and Fixes College Credit Plus Common Errors and Fixes Fixing Formatting To review and edit if there are more errors, open .CSV file in notepad, word pad, or ultra edit (or another text editor) Go to download folder, right click, and choose ”Open with”… When re-submitting, remember to reapply formatting if the file opens in excel for variables with leading zeros that are numeric (like dates or credit hours).

Common Errors and Fixes College Credit Plus Common Errors and Fixes Fixing Formatting To open the file in excel and maintain the formatting and leading zeros, do not just double click and open in excel Use data import option: Open a new worksheet in Excel (see below for Excel screenshots.) Select the Data tab. Click on the From text icon to display the Import Text File dialog box. Select the CSV file to import and click Import. The Text Import Wizard appears. Select the Delimited radio button -- Text Import Wizard, Step 1 determines that your data is delimited. Select the row number where you want the import to start. Check the My data has headers. box if true. Review the preview of the file at the bottom of the box. Click Next Check "Comma" as a delimiter (column dividers will appear in preview)-- Step 2 lets you set delimiters Highlight the column(s) with leading zeros in Step 3 Mark those columns format as "text" by clicking the radio button in the Column Data Format section.  NOTE: You will need to do this for each column where the data contains leading zeros. Click Finish, Import Data dialog box opens. Click OK. The leading zeros will still be there in the new worksheet with the imported data. The columns with real numbers will still be able to be used with calculations.

Common Errors and Fixes College Credit Plus Common Errors and Fixes File Format Incorrect Download, then open .CSV file in notepad, word pad, or ultra edit (or another text editor), or import into excel Check for blank rows or trailing spaces. If found, delete and save as .csv and re-submit. Also check against the template to ensure all fields are included. When re-submitting, remember to reapply formatting if the file opens in excel for variables with leading zeros that are numeric (like dates or credit hours).

Common Errors and Fixes College Credit Plus Common Errors and Fixes Ultra Edit, Notepad ++ (and other text editors) also have a row counter displayed to assist you in finding the rows with the errors This is also useful in finding duplicates in the issue is multiple key fields found When re-submitting, remember to reapply formatting if the file opens in excel for variables with leading zeros that are numeric (like dates or credit hours).

Common Errors and Fixes College Credit Plus Common Errors and Fixes Other Data Issues Year-Long Courses Submit with the year/term that the course ENDS For example, a course that starts in August and ends in May should be submitted after the 15th day of the Autumn Term but with the year/term of Spring 2017. The course start and end dates within the file should reflect that actual dates Only report once! Do not split the course dates by term and report in both terms. This would result in getting funded for 6 credit hours for a 3 credit hour class, for example. When re-submitting, remember to reapply formatting if the file opens in excel for variables with leading zeros that are numeric (like dates or credit hours).

Common Errors and Fixes College Credit Plus Common Errors and Fixes Other Data Issues No need to “fill” fields Do Not use Tab delimiters within the fields

Common Errors and Fixes College Credit Plus Common Errors and Fixes Other Data Issues Any emails from ODHE that contain PII will be sent securely with ZixSelect (add-in to outlook) or via the HEI File Exchange (HEI FX). Passwords to the CCP Portal and other ODHE applications need to be re-set every 90 days. The password re-set email is system generated and may get blocked by SPAM or other security filters If that happens, you can re-set at anytime by clicking on the ‘forgot your password” link in the application.

Using the Key Fields and Delete Switch College Credit Plus Using the Key Fields and Delete Switch The columns at the start of each data field list that are marked with “key” in the name are critical to how these data files will be processed when submitted. In combination with the Delete Switch, the Keys determine if a data row is a new student enrollment/funding detail row, a row to be updated, or a row to be deleted.

Using the Key Fields and Delete Switch College Credit Plus Using the Key Fields and Delete Switch Adding a new row - Key values on that row do not match the Key values for any existing, previously submitted row of the same type and the Delete Switch is N Updating a row - Key values on that row do have a match to the Key Values for an existing, previously submitted row of the same file type and the Delete Switch is N, then the row will be updated to match the non-key values on the newly submitted row

Using the Key Fields and Delete Switch College Credit Plus Using the Key Fields and Delete Switch Deleting a row - Key values on that row do match the Key values for any existing, previously submitted row of the same type and the Delete Switch is Y, then the record will be deleted and will no longer be included in any funding calculation.

Using the Key Fields and Delete Switch College Credit Plus Using the Key Fields and Delete Switch Matching Rows to Update or Delete Pay special attention to ‘section id’ field If it’s submitted originally as 03 then resubmitted to delete or update as 3, the system sees that as a new entry and the row will be ADDED

Review Data Successfully Submitted College Credit Plus Review Data Successfully Submitted

College Credit Plus File Processing Files will be processed in the order that they are submitted. Each submission of a data set does not have to include all enrollments/funding details; the files will be combined based on their content. Best Practice – only update the rows that need changes. DO NOT re-submit the entire student data file. This re-opens the 45-day window for ODDEX. If only one student needs to be updated or removed from the previously reported enrollment for a course, then a file may be submitted with only that single student (and header row) included.

College Credit Plus Submission Windows

Compliance Survey The Compliance Survey is a tab on the portal College Credit Plus Compliance Survey The Compliance Survey is a tab on the portal When re-submitting, remember to reapply formatting if the file opens in excel for variables with leading zeros that are numeric (like dates or credit hours).

Data Definitions and File Layout Information: College Credit Plus For More Information Program Information: www.ohiohighered.org/ccp Data Definitions and File Layout Information: www.ohiohighered.org/content/college_credit_plus_ccp_data_payment