Career Services Peer Group Meeting November Macon TECHNICAL COLLEGE SYSTEM OF GEORGIA

Data, Planning, & Research TCSG Data Collection Process Reporting Student Placement Data Graduates and Non-Graduate Leavers Reason for Leaving Employment Status Different Sources of Placement Information (Banner, DOL UI, WRIS, FEDES, NSC) How Placement Information is used Using KMS to help report Placement Data AGENDA

TCSG Data Collection Process College Banner System Student Records Error Report TCSG Data Center Management Information System (MIS) TCSG Data Warehouse System KMS Reports No Yes KMS Reports Scorecard & Benchmarks Federal & State Reports Pass Edit Checks ? TCSG Data Center KMS Reports

When does data appear on KMS? Change or add a record in Banner Error Report TCSG MIS System TCSG Data Warehouse System KMS – MIS Reports (most placement reports on KMS are in this category) No Yes Pass Edit Checks ? KMS - Banner Reports KMS - Data Warehouse Reports TCSG pulls data from Banner each night. If you make changes in Banner on a Tuesday, this illustrates when the change appears on KMS, depending on the report source. Tuesday Wednesday Thursday

Reporting Student Placement Data * If your college is not COE accredited, check with your college’s Office of Institutional Effectiveness to see if you need to report this data. This data can help PAS (Performance Accountability System) measures, so some non-COE colleges continue to report it.

Reporting Student Placement Data Graduates A program graduate is a student who has demonstrated competencies required for a program and has been awarded (Status = AW) in the SHADEGR Banner form the appropriate degree, diploma, or technical certificate of credit. Graduates reported to the Data Center with no employment status will default to “Status Unknown” in the TCSG MIS student information system (not in Banner), and this is how the Graduate will appear on KMS reports until the status is entered in Banner. Report the Graduate’s employment status, for each term the student graduated. This is entered in the "Employment Expect" field of Banner form SGASTDN. The deadline is September 15th one entire year after the academic year ends.

Reporting Student Placement Data Non-Graduate Leavers Placement data is required for COE accredited colleges and optional for all other TCSG colleges for non-graduate leavers who: are enrolled in the Fall Semester are enrolled in a program of study (program major not ending in 00) are not a Special Admit (admit type code 18 or 28) are not a Transient (student type code A) did not graduate from that major during the Academic Year are not enrolled in that major in Spring Semester AND are not enrolled in that major in Summer Semester of the current year. (If the student returns either Spring Semester or Summer Semester of that Academic Year, placement data is not required for the student.) Note: the leaver term will always be Fall Semester. Select the most recent General Student Record that exists that is <= the Fall term. See notes about this under the Graduate section.

Reporting Student Placement Data Non-Graduate Leavers (cont.) Reason for Leaving: Entered in the "Leave of Absence" field of Banner form SGASTDN. The deadline is September 15th following the Academic Year. Employment Status: Entered in the "Employment Expect" field of Banner form SGASTDN. The deadline is September 15th one year later than the Reason for Leaving deadline. Report the following placement for non-graduate leavers: Anytime after the Spring 7 Day deadline, you can ask the Data Center to run the “Automated 50” report. This runs against your Banner system, automatically coding all non-graduate leavers with Reason for Leaving “Family/Personal” and Employment “Status Unknown”. This is how the student’s record will appear on KMS reports until the data is updated in Banner.

Reporting Student Placement Data Deadlines

Reporting Student Placement Data Reason for Leaving categories 1 = Academic Deficiency Unable to maintain college’s academic standards. 2 = Disciplinary Violated college’s disciplinary policies such as carrying weapons, drug use etc. 3 = Financial Loss of financial aide, inability to pay tuition and fees 4 = Family/Personal Problems with childcare, transportation, etc. 5 = Medical Illness of self or family members 6 = Moved Left service area 7 = Deceased

Reporting Student Placement Data Reason for Leaving categories (cont.) 8 = Completed Personal Objective Student took courses but did not receive award 9 = Other Reasons for leaving that does not fit into above categories, such as military activation C = Received TCC/Diploma Received a TCC or Diploma, but are continuing with their education D = Dissatisfaction with the College Dissatisfaction with staff, scheduling, instructors, security, or conflict with other students G = Graduated (This category is occasionally used by schools for internal tracking purposes but the Data Center does not collect graduates using this code.) If you use this code and the student’s graduate record has not been successfully submitted to TCSG, an error will appear on the KMS Exit Error Report.

Reporting Student Placement Data Enter Reason for Leaving on Banner Form SGASTDN, Tab “Miscellaneous” in the Field “Leave of Absence”

Reporting Student Placement Data Employment Status categories 01 = Employed in Field Employed using skills obtained from field of study. For example: Automotive Tech graduate/leaver working as Automotive Technician. 02 = Employed in Related Field Employed using skills related to field of study. For example: Automotive Tech graduate/leaver working as a service station attendant or auto parts salesperson. 03 = Employed in Unrelated Field Employed in job not using skills related to field of study. For example: Auto Tech graduate/leaver working as a textile production worker. 04 = Not Employed (unemployed) Available for employment, but not employed in any job. 05 = Status Unknown Unable to obtain information on the status of the student.

Reporting Student Placement Data Employment Status categories (cont.) 06 = Continued Education Continued education at another or same higher educational institution and not also employed in field, in related field, or out of field. 07 = Military Student is on active military duty. 08 = Unavailable for Employment Chooses not to be in the job market for reasons including, but not limited to, medical reasons, incarcerated, deceased, childcare, and high school students who are still attending high school. This category is not to be used for students who have not passed state board certification, with the following exception: Spring quarter graduates who are either (a) waiting to take their licensure exam for the first time or (b) waiting to receive results from their first licensure exam. 09 = Refused Employment Refused all job offers (including refusal to relocate).

Reporting Student Placement Data Employment Status categories (cont.) 10 = Employed in Field and Continuing Education Employed using skills obtained from field of study and also continuing with education at another or same higher education institution. For example: Auto Tech graduate/leaver working as Automotive Technician and also enrolled in a degree program. 11 = Employed in Related Field and Continuing Education Employed using skills related to field of study and also continuing with education at another or same higher education institution. For example: Auto Tech TCC graduate/leaver working as a service station attendant or auto parts salesperson, and also enrolled in a degree program. 12 = Employed in Unrelated Field and Continuing Education Employed in job not using skills related to field of study and also continuing with education at another or same higher education institution. For example: Auto Tech graduate/leaver working as a textile production worker and also enrolled in a degree program.

Reporting Student Placement Data Enter Employment Status on Banner Form SGASTDN, Tab “Miscellaneous” in the Field “Employment Expectation”

Reporting Student Placement Data Reporting employment status for the correct term Employment status is entered on the General Student Record. This is a different Banner form than the one where the student’s actual Graduation Record is entered. A General Student Record may not exist for the same term the student graduated. If this is the case, do NOT create a new General Student Record for the missing term. Instead, enter the employment status on the most recent term a General Student Record exists that is less than or equal to the Graduate term. For example, if the student graduated in , and there is a General Student Record in Banner for terms and (but not ), then enter the employment information on the General Student Record for the graduate.

Reporting Student Placement Data Follow these steps: 1.Determine the term the student graduated 2.Go to the General Student Record (Form SGASTDN), and enter the student ID and term the student graduated at the top of the screen 3.Banner will automatically pull up the most recent General Student Record that is closest to the graduate term you entered, but not later than that term, and this is the form where the employment record should be entered, in the field “Employment Expectation” Reporting employment status for the correct term (continued)

Different Sources of Placement Information 1. Student: self-reported information from the student on their status, usually in response to a survey from the college, and entered in Banner by the college using the employment categories listed above. 2. Georgia DOL UI (unemployment insurance): employment in Georgia, based on a data match using student SSNs. This data is provided from the Data Center, to the college, on KMS “UI” placement reports. The Georgia DOL UI data does not include out of state employment, self- employment, military, or federal jobs. 3. WRIS (Wage Record Interchange System): out of state employment, based on a data match using student SSNs. WRIS data does not include: self-employment, military, or federal jobs.

Different Sources of Placement Information 4. FEDES (Federal Employment Data Exchange System): federal and military employment nationwide, based on a data match using student SSNs FEDES data includes employment records from: Department of Defense - Defense Manpower Data Center (DMDC) United States Postal Service (USPS) Office of Personnel Management (OPM) 5. NSC (National Student Clearinghouse): postsecondary education records nationwide, based on a data match using student SSNs

Different Sources of Placement Information

How is Placement Information used?

Placement Rate Formulas (using self-reported information from Banner) In Field + Military + Rel Field+ Unrel Field + In Field & Cont Ed + Rel Field & Cont Ed + Unrel Field & Cont Ed + Cont Educ Total Placement Rate = Numerator + Not Employed In Field + Rel Field + Military + In Field & Cont Ed + Rel Field & Cont Ed Placed In Field Rate = Total Grads – (Unrel Field & Cont Ed + Cont Ed + Unavail)

How is Placement Information used? Scorecard Job Placement Rate Formula using Georgia UI, WRIS (out of state), and FEDES (federal/military) employment records Job Placement = Number employed 2 terms after graduating Graduates from WIA eligible programs Note: This is the same data and formula that is used for the WIA Program Performance Measure.

How is Placement Information used? Scorecard Job Placement Rate Formula (cont.) DENOMINATOR: Graduates from WIA eligible programs Students with a valid SSN who graduated from a program that the college identified as one they would offer the following year (using the online WIA survey for the FY 2010 report and prior; using POA, the Program Offering Application for 2011 and later) Excluding graduates with employment status reported in Banner "Unavailable for Employment" or any of the 4 "Continuing Education“ categories. For the FY 2009 report and prior, graduates with employment status “Military” were also excluded. DOL began using the FEDES (federal/military) employment records in the FY 2009 report, and once informed of this, TCSG began including the “Military” category. Excluding students who were in high school (student type H) the term they graduated (beginning with the FY 2007 report)

How is Placement Information used? Scorecard Job Placement Rate Formula (cont.) NUMERATOR: Number Employed Based on a data match using the TCSG graduate’s SSN run by Georgia DOL  Includes Georgia UI employment records  Includes WRIS out-of-state employment records  Includes FEDES military and federal employment records  Does not include graduates who are self-employed The number of graduates from the denominator defined above who are employed two quarters after their graduation term.

How is Placement Information used? Scorecard Job Placement Rate Formula (cont.) EXAMPLE, using the FY 2011 Report: Graduates from Fiscal Year 2010, who graduated from programs that the colleges indicated on the KMS Program Offerings Application would be offered in FY 2011, excluding those in High School and excluding those with employment status “Unavailable” or one of the 4 “Continuing with Education” categories Of those, the number of FY 2010 graduates defined above who had an employment record for the second quarter after the quarter the student graduated, based on a data match run by DOL, using Georgia UI, WRIS, and FEDES employment data. (For example, if the student graduated in then an employment record is needed in to count as employed.)

Using KMS to help report Placement Data TCSG’s Knowledge Management System (KMS)

Using KMS to help report Placement Data TCSG’s Knowledge Management System (KMS) Reports & Research => KMS reports => Graduates/Placement

Using KMS to help report Placement Data Which Graduates are missing placement data? Report: Graduates by Placement - DC141 – summary page

Using KMS to help report Placement Data Which Graduates are missing placement data? Report: Graduates by Placement - DC141 – drilldown to Status Unknown

Using KMS to help report Placement Data How do I access the Georgia UI employment records? How often are the Georgia UI employment records updated? To request access, contact your college’s KMS Security Contact (listed under KMS Home / Contact a College). You will be asked to sign a data confidentiality agreement before receiving the logon information. At the end of every quarter, DOL matches TCSG’s current year students – as well as students from the previous 4 years – for the most recent quarter of employment records available. There is a 6 month lag time before the UI data is available. For example, at the end of June 2012, TCSG received UI employment records from DOL for the quarter October – December 2011.

Using KMS to help report Placement Data Which Graduates have a Georgia UI employment record? Report: UI Graduates by Placement – DC192 – summary

Using KMS to help report Placement Data Which Graduates have a Georgia UI employment record? Report: UI Graduates by Placement – DC192 – drilldown to Status Unknown

Using KMS to help report Placement Data Other Reports with Placement Information Awards Conferred by Program - DC109 Awards Conferred by Student - DC110 Placed In Field by Program - DC145 Total Placement by Program – DC112 Leavers by Placement Categories, Semesters – DC261 (displays leaver records that are missing placement data) Reports & Research => KMS reports => Graduates/Placement

Thank YOU for helping us report accurate information about TCSG! Please send questions to our helpdesk: Technical College System of Georgia Data, Planning, & Research November 2012