HEI New User Training Spring 2013

Stephanie McCannDirector William WagnerAssistant Director Penelope ParmerAnalyst Adam SchimingAnalyst Melissa SponsellerAnalyst Andy LechlerConsultant Data Management and Analysis Staff For questions about your login information, contact Adam!

The Higher Education Information (HEI) System  Implemented January 1998  Web-enabled data warehouse containing information from Ohio’s Public and Private Colleges and Universities  Contains information about  Academic Programs  Enrollments and Student Demographics  Finances  Facilities  Faculty and Staff  Financial Aid  Capital Planning  Distance Learning

 Data reporters submit files to the data warehouse containing information from his/her campus  Statewide data is complied and used to  Administer complex formulas, e.g. State Operating and Capital Subsidies, Resource Analysis, and Facilities Utilization  Respond to frequent ad-hoc data requests from the legislature, campuses, media, public  Produce static web-based reports and publications  Produce customizable & accessible web-based queries How is HEI Used?

Visual HEI Colleges & Universities Ohio Board of Regents WWW Key Decision Makers 3. Queries and Reports Available 1. Colleges and Universities Transmit Data 2. Data edited, cleansed of errors, then loaded to the HEI Database

 Two types of campus users  Liaisons  Appointed by the president of the institution  Grant access to file submissions and can submit files  Grant access to restricted queries and academic calendar  Data Reporters  Submit files  Access queries  Download previously submitted data  All users of HEI (campus and OBR) are required to sign and submit HEI data access and dissemination policy Security and Privacy Practices

 Much of the HEI homepage is open to the public  File descriptions, editing information, aggregate reports  Authorized users have account and password required to access secure areas of the database  SSNs in HEI are converted to unique OBRIDs and stored in secure table with limited access  Website protected by encrypted server and state firewalls  Direct Access to data by OBR staff ONLY Security and Privacy Practices

Exploration of the HEI website Core Data Areas and Data Usage

 Data is reported for and by Ohio’s Public Colleges and Universities (The University System of Ohio)  These core areas are  Enrollment  Faculty and Staff  Facilities  Financial  Academic Programs Core Data Areas

Enrollment Courses Students Courses Offered Sections Offered Credit Hours Course Level Remediation CIP Code (subject code) Attempt of Academic Credit Course Outcome SSN, OBRID Demographics First Time Enrolled in College Academic Intention Rank Major (Academic Program) Grade Point Average Alternative Credit Hours Degrees/Certificates Earned

Faculty and Staff Instructors SSN, OBRID Demographics Appointment Status Work Category Tenure Status Salary Funding Unit Highest Degree Earned Sections Taught (workload) Degrees/Certificates Earned Courses Students

Facilities Instructors Courses Students Buildings & Rooms Space Inventory Physical Condition Functional Condition Square Footage Area Type and Function Codes Class Meeting Times Capacity and Utilization Replacement Value Ownership Status Year of Construction Year of Acquisition

Financial Instructors Courses Students Buildings & Rooms SPENDING Campus Budgets Financial Statements Revenues Expenditure

Academic Programs Students Inventory of Programs CIP Code (Subject Code) Degree Level and Name Concentration Expected Time and Credit Hours Program Status Program

 Higher Education Data Reports  Distribution of State Share of Instruction (SSI)  Resource Analysis  Distribution of Financial Aid  Capacity Reports and Utilization  Basic Renovations Distribution  Aged-Space Calculation Uses of the Data

 How often is data submitted?  Annually  At the beginning or end of the term  What is an edit window and how is it determined?  An edit window is the time you have to submit the file to our database for editing and loading  Based on either due date or capture date  For term enrollment files, 30 days after the capture date  For faculty and facility files, December 1 – February 6  For financial files, October 1 – February 3  Can file extensions and request windows to be reopened Timing of the Data

How do I know when to submit?

File Submission Schedule Accessed from the HEI homepage, it provides the open and closed dates for your window based on your academic calendar. Extensions are reflected in the closing dates.

Exploration of the HEI website Preparing data for submission

 Via the Data Input Site  Data are submitted in a fixed width text file  Data are submitted by file name, year and term  The Data Input Site stores all your previously submitted files  Separate data input site for each data area  For enrollment files, once the end-of-term process has been run, the files are moved to the archive data input site How do I submit data to HEI?

 Census Date  Designated point by when a student must be registered for a course in order to be included in HEI submission  For regularly scheduled courses, end of business on the 15th calendar day of the academic term.  For flexibly scheduled courses, end of business on the date closest to completing 20 percent of the course section based on the official start and end dates, regardless of the course section meeting pattern.  For flexibly scheduled courses meeting for less than seven consecutive days, all students who enrolled by the last day of the course, but not those who withdrew by the end of the course. Census Date vs. Capture Date

 Capture date  Point in time when the "snapshot" of institutional databases is to be taken. Relevant data effective as of this date are to be included in the HEI submission.  Vary from a flexible date (30 days after end of term) to a set date (November 1 of the calendar year) Census Date vs. Capture Date

Creating your text file  Create a text file per the Data Submissions Document guidelines  Text file creation documents are on the HEI homepage  Use the Data Fields section of the Data Submissions Document to appropriately format the data file  Depending on your institution, you may create the text file yourself, or a programmer will create it for you

NHGHF YNNYNYNN98OH AUYN  In your text file, each record is one line  Three Data Types  Alphabetic  Campus Code (OHSU)  Alphanumeric  Section ID (CHEM10)  Case and Blank sensitive  Numeric  Contact Hours (0010) Sample SE record and Data Formatting Conventions

 Number of Characters  Each record must be a certain amount of characters long (e.g. 61 or 70 for the SE file). One way to test is to copy your record into Word and do a “Word Count”  Column Position  Justification  Most files require left justification and will cause matching errors if your data are centered in each field  Make sure there is not a “hard return” at the end of your file or it will cause an error with the submission More Data Formatting Conventions

 E&L Specs are the code that we give to our programmers to create programs to receive and input your data into the HEI database  Contains the list of Errors and Warnings  Contains information to understand the errors warnings  Can be used by you to create programs to submit your data to HEI What are Edit and Load Specifications?

 Verification tables contain the lists of allowable entries for a field or allowable combinations of fields  IPEDS/ Institution codes are a good example  They can change from year  We make sure we have the accurate data for each year  For example, the course level/student rank  You probably won’t have a student with rank FR taking D level courses  Prevents errors in the data What are Verification Tables?

The File Header Record  Each text file that you submit to HEI must have a header that tells the system who, what, when and how many  The header is the first row at the top of your text file containing all your records  Example  OHSUSE2012AU  OHSU = Institution  SE = Type of File  2012 = Year  AU = Term  = Number of records, must be 6 character spaces

Pre-submission Checklist  File header record correct?  Is the file formatted per the Data Submissions Document?  Is the submission only plain text? Are all extra characters removed before the delete switch?  Is edit window open?  If not, Extension Request!  All items completed on pre-submission checklist… file submission time!

Sample text File Ready to Submit Header Record No extra lines after data

Data Input Site Submitting your text file

Here are other options available from your DIS.

Drop down box will only show submissions with open edit windows and files that you are allowed to submit

Click “Browse” to select the file saved on your local drive

Highlight your file and click Open

Click “Submit File” to submit the file to the Data Input Site

Read the file submission prompt and click “OK”

Successful Submission Notification

containing summary of the edit results

Return to the Data Input Site to review errors and warnings

Entire File allows the data reporter to view the entire data file submission. Edit Statistics provide the time the edits began and ended, total number of records read, total number of errors or warnings, and number of repeat submissions that occurred in the data file. Tab Delimited Edit Results provide the primary edits results as tab delimited text Primary Edit Results provide detailed information about the individual record errors and warnings that occurred in the file. Summary Edit Results provide summary information for all the records in this file and, on occasion, those already in the database. Quit returns the user to the Data Input Site homepage.

1.Reference code from the Edit and Load Specifications. 2.Sum of each type of error or warning 3.Description of why the error or warning occurred 4.Sum of all errors or warnings 5.Information directing you to the record line where the error occurred 6.Additional information detailing the cause of the error or warning 7.The data that caused the error or the warning

Errors and Warnings  Error  Major problem with the data and system will not allow it onto the database  Examples include using “N” instead of “M” for Male and 1076 as a birth year  Warnings  There is a question about the validity of the data given certain parameters.  Example is a 98 year old student taking courses at your school  Primary errors and warnings are for individual rows of data

 Summary edits include all the data, summarized, from this file and, in some cases, data already in the system  Some summary edits do include warnings  Often include comparisons to the previous year  This helps to ensure that data is comparable from year to year  There may be a discrepancy that doesn’t trigger a warning  e.g. your Freshman headcount changed by more than 20% from last fall to this fall Summary Edits

 Consult the Data Submissions Document to make sure using the correct codes  Review the E&L Specifications using error or warning number to learn what each error and warning means  Compare this file to last year’s submission  Speak to your IT department or whoever prepared submission  Contact HEI Analyst (we love to help!)  All errors must be fixed before a data file is loaded  Some warnings are acceptable  An explanation for our records is often helpful  We are required to analyze all the warning messages that are received  Make any necessary changes, resubmit, rerun edits, review edits Suggestions for resolving errors and warnings

Common Errors and Warnings ACAlternative Credit Hours are between 150 and 400 AIStructural area is less than 5% or greater than 35% for the OWNED Status structures AIRatio of NASF to capacity is not 5 to 50 square feet APDelete Switch is N and there is already a matching Program Code in the system. Record will be updated. CFRestricted revenues do not equal restricted expenditures CNStudent is in Student Enrollment table but not in the Course Enrollment file and not a med student: Student might be in XR file OCPercentage of off-campus course sections is greater than or equal to 10% of total course sections at a campus SEThere is already a record in the Student Entrance table for this student, the input record will be ignored SEStudents too old or young SRCurrent revenues changed by 50% or more from last year STMissing instructors that were in the CN file TFDuplicate Values have been submitted for term, charge type and amount

Just a reminder where the E&L Specs are located…

Once data accuracy is verified, request load

Electronic Signature

Informational Prompt

 The file is submitted to the HEI Load Queue for approval by an Ohio Board of Regents staff member  After staff reviews the file, the file is approved for load or the data reporter is contacted regarding the primary or summary edits contained in the file  After a file is successfully loaded into the HEI database, the data reporter receives a load confirmation via  Data files are guaranteed to be reviewed Monday through Friday, 8:00 am – 4:00, excepting state holidays What Happens Next?

 Occasionally, we are able to load files during the day  Data fixes over years/terms  Deadlines approaching  The load process “locks out” other files from being edited, including those from yours and other institutions Daytime loads

A summary of the process…

Correcting Data Already Loaded If you realize you need to make corrections or delete records, no fear!

 Three Types  One  The record is updatable. Submit the new record with the same key identifiers but the updated data and a delete switch of N. The old row will be overwritten.  Two  Submit two records in the same file. The first will have all the old data and a delete switch of Y. The second will have the updated data and a delete switch of N.  Three  Submit the old record with a delete switch of Y in a file. It must be deleted from the database. Then submit the new record in a file with a delete switch of N. Correcting Data Already Loaded

 For enrollment files, once all the files are submitted, the data reporter runs and end-of-term process  Accessed through the restricted outputs link  Data are summarized and reviewed for integrity  These data are then available for restricted query output to your own and other institutions  End of term must be run for every term of a fiscal year by September 15 of that year so subsidy calculations can be made Finalizing a term

Data Relationships and Uses The importance of data integrity

 There are two types of files- independent and dependent  Most enrollment and financial files follow a specific chain of command  For example, in order to submit a student’s course records we first need to know their demographic information and if they are enrolled for that term  Each data area has a chart for reference How are HEI Data Related?

Enrollment File Information  Student Entrance  Only submitted once per student per admission area  Interested in year and term of first enrollment, not the year and term from the header  Same student can be “resubmitted” and record is ignored  Student Enrollment  Submitted once per student per term  Course Enrollment  Submitted for each course taken by a student during the term

 Alternative Credit  Credit towards the student’s degree that was not awarded at your institution  Identifier Change  Used to change a student from A to B, or back from B to A  Once you change an identifier, be sure to use the new one or you create a separate, unjoined record for one student!  Degree Certificate  Once per student per admission area for each degree  Course Sections Taught  Hybrid submission as it contains instructor information for each course taught during a year/term Enrollment File Information

Faculty File Information  Course Sections Taught  A hybrid between enrollment and faculty  Faculty Demographics  Work and demographic information for faculty members  All Employee  Work and demographic information for all employees  Identifier Change  Used to change a faculty member from A to B, or back from B to A  Once you change an identifier, be sure to use the new one!  Faculty Funding  A hybrid between faculty and finance

Facility File Information  Physical Structures  Contains a record for every building on your campus  Area Inventory  Contains information for the areas within the buildings  Facilities Identifier Change  Used to change a building’s identifier  Course Section Schedule, Other Source of Funds, Other Use of Rooms  Submitted in odd numbered years

Financial File Information  We hope to have a series of meetings to redesign the financial file area within the next year  FX  Hybrid file as it contains one entry for each fiscal funding unit within the institution that sponsors a course or pays an instructor  FF  Hybrid file as it provides salary information for faculty members  All individuals, paid or unpaid, who are identified in the Course Sections Taught (ST) file, must have a record in the Faculty and Instructional Non-faculty Funding (FF) file.

Data and Reports  Once data are loaded and verified, we are able to produce reports  Topics include:  Headcount  Remediation  Financial Aid  Graduation Rates data-reports

Data Queries  Via the HEI home page, there are unrestricted and restricted (need HEI account) customizable data queries  Data reporters can compare yearly data at their own institution and/or their data to data at other USO schools

 The SN query allows you to look at student enrollment and demographic from either  Your own institution over multiple year/terms  Any or all USO institutions for a specific year/term  The query returns enrollment counts and, if appropriate, head counts, broken down by any combination of selected attributes from the SE and SN files SN Query

Download your Institution’s Data

 We get requests daily from state and national government offices and organizations, both state and national, IUC, OACC, USO institutions, and reporters  These must be reviewed by OBR staff as to their necessity and appropriateness Ad-hoc Requests

 P-20 Data Warehouse  OERC at OSU ( ) Other sources of HEI Data

State Share of Instruction (SSI)

 Overall allocations determined by Governor & Legislature  Cost-Based Model  Distributive or Rationing Formula  Based on 3-year averages (starting FY14) State Share of Instruction

 Main Components:  Enrollments  Course Completions  Degree Completions  At-Risk Add-ons  Success Points  Earmarks  Set-Asides  Stop-Loss  Major Players:  CN File  DC File  SN File  CI File  SE File  FF File  FX File  End of Term processes

At-Risk Add-Ons  Course Completions:  Financially at-risk  Academically at-risk  Degree Completions:  Financially at-risk  Academically at-risk  Minority Status  Non-Traditional Students (Age) Note: At-Risk add-ons apply only to the University sectors

Success Points are Earned for Students Who: 1.Earn 15 college-level credits at this institution 2.Earn 30 college-level credits at this institution 3.Earn an Associate Degree at this institution 4.Complete first Developmental (DEV) Course* 5.Complete DEV math & enroll in college-level math* 6.Complete DEV English & enroll in college-level English* 7.Transfer to a USO University Community College Success Points *Institution only gets 2/3 of a point for this

Fiscal Year University Main Campuses 2013 Course Completions (~58%) Degrees(20%) Medical Set-Asides(8.6%) Doctoral Set-Asides(12.9%) Earmarks(< 1%) 96% Stop-Loss 2014 Course Completions (28%) Degrees(50%) Medical Set-Asides(8.6%) Doctoral Set-Asides(12.9%) Earmarks (< 1%) NO Stop-Loss

Fiscal Year University Regional Campuses 2013 Course Completions (89%) Degrees(0%) Earmarks(11%) 96% Stop-Loss 2014 Course Completions (100%) Degrees(0%) EarmarksNo earmarks NO Stop-Loss

Fiscal Year Community Colleges 2013 Enrollments(90%) Success Points(10%) Course Completions (0%) 96% Stop-Loss 2014 Enrollments (50%) Success Points(25%) Course Completions (25%) 97% Stop-Loss

Thank you for coming!