Summit Data Collection & Reporting… Under a Semester System May 7, 2010

2 Data Collection & Reporting… Under a Semester System Agenda Data Collection Steve Brown Statewide and Federal Reporting Sandra Kinney Applications Suzzette Moore Questions and Answers All

3 Data Collection Changes New Term Code Structure Old format is yyyy## where yyyy is fiscal year and ## is sequential number for term number: 01 = Summer term 02 = Fall term 03 = Winter term 04 = Spring Term New format is yyyy## where yyyy is fiscal year and ## is sequential term number: 12 = Fall term 14 = Spring term 16 = Summer term

4 Data Collection Changes New Term Code Structure Fiscal YearTerm CodeTerm Description Summer Quarter Fall Quarter Winter Quarter Spring Quarter 2011 SEMESTER Summer Transition Quarter Fall Semester Spring Semester Summer Semester 2012

5 Data Collection Changes New Term Code Structure The 6th digit of the Term Code is still sequential The 6th digit remains 2 for Fall and 4 for Spring The Summer 6th digit becomes 6 which will create a quarter-to-quarter comparison problem during the transition year for Summer but other years will require no special coding The 5th digit is changed to ‘1’ for Semesters… which makes these Term Codes easily distinguishable from Quarter Term Codes… i.e. 02, 03, 04 vs. 12, 14, 16

6 Data Collection Changes New Term Code Structure Programmers can use the 5th digit to signify a semester versus a quarter term and can apply the correct Full Time Equivalent (FTE) formula to that term, or apply other logic that may be semester/quarter specific The majority of scripts look at one term or one fiscal year

7 Data Collection Changes New Term Code Structure The few scripts that compare year-to-year data, will work well also since the first 4 digits are still the fiscal year The few scripts that compare quarter-to-quarter (i.e. 7 Day Summer 2011 versus Summer 2010), will need adjustments

8 Student Advising Report The Data Center - along with Academic Affairs and Student Affairs – is developing an Advising Report that will help with student advising until the DegreeWorks system can be fully implemented The Advising report will combine data from: – the new Semester Curriculum Database – the old Quarter Curriculum – Major Code and Course Crosswalks – a student’s academic history from Banner The report will show a student’s progress toward a credential based on their current quarter curriculum and also the new semester curriculum

9 Student Advising Report The report will show student’s progress in the quarter system:... AND student’s progress in the semester system: How it works: select a student ID and their major John Doe ( ): Accounting Diploma

10 Student Advising Report Additional courses that a student has in the academic history that are not part of the quarter or semester curriculum will be listed at the bottom of the report This report will be most useful for colleges that follow the quarter program standards Different report delivery method options are being considered: Knowledge Management System (KMS), the college Intranet, PDF, etc. Timeline: – May 2010: Development and testing – June 2010: Pilot and more testing with a couple of colleges – July 2010: full implementation for all colleges

11 Data Collection Changes Quarter Hour Conversions Full Time is still 12 or more hours New FTE Calculation – Annual FTE = Total Credit Hours / 30 – Semester FTE = Total Credit Hours / 15 For comparison reports where previous quarter terms are included, quarter hours will be converted to semester and then FTE calculated

12 Data Collection Changes Quarter Hour Conversions All reports that compare a previous quarter hour term/year to a semester term/year will be converted to semester hours Conversion calculation is SEMESTER HOURS = QUARTER HOURS *.6667 (Round to two decimals)

13 Data Collection Changes Quarter Hour Conversions Quarter hour term/year comparison to quarter hour term/year comparison reports will remain in quarter hours Historical non-comparison quarter hour reports will remain quarter hours Beginning with the 2012 fall term all non- comparison reports will be in semester hours

14 Data Collection Changes Quarter Hour Conversions Albany Technical College Total Credit Enrollment by Course Campus Spring quarter Total Total Total Enrollment Credit Hours FTE 4,053 50, ,384 5, ,727 2,949 Albany Technical College Total Credit Enrollment by Course Campus Spring quarter Total Total Total Enrollment Credit Hours FTE 4,053 33, ,256 5,030 88, ,949 ANNUAL / 45ANNUAL / 30 Quarter / 15Semester / 15 (.6667)

15 BANNER Faculty Credentials New curriculum course competencies will be cross- walked and loaded to existing courses Justifications must be verified by the College because the competencies may be different in the new curriculum

16 Semester Collection Deadlines

17 Statewide and Federal Reporting IPEDS – Schools must indicate on the Institutional Characteristics survey in the fall collection period that they are on a semester calendar system Graduation rates for IPEDS, Southern Region Education Board, and the Governor’s Office of Student Achievement are currently under review

18 Application Changes Workforce Investment Act (WIA) – Program Data collected during Spring 2011 will be published on Department of Labor’s(DOL) Eligible Provider List during FY 2012 – Program data should therefore reflect semester information – Most of the information currently collected through the online survey can be reported from the curriculum database (program description, length, cost, etc.) – Each college will complete a much simpler WIA survey, identifying eligible programs and college specific admissions information (contact information, application fees, etc.)

19 Application Changes Georgia Virtual Technical College (GVTC) – Process to update courses will remain the same – Once Banner has been updated with Semester version of courses, GVTC will pull courses from Banner – The Point of Contacts (POC) will select the courses to be offered online through GVTC for the term

20 Application Changes Program Offerings Application (POA) – Process to update programs will remain the same – POA will be updated with the Semester version of programs – The Student Affairs staff will check the programs that are to be taught completely online

21 Application Changes New Program Request (NPR) & Terminations Application – The next major curriculum development effort is to integrate NPR and Approved Programs Application with the new curriculum database application – Termination of the quarter version of programs will be handled outside the normal error report process

22 Curriculum Database (CDb) New database to manage curriculum designed specifically for semester conversion The new database application replaces the previous static HTML Standards and Guides Approved curriculum will be available to agency personnel via the Internet The database provides for easier management and export of data

23 Curriculum Database Currently course and program data is available in PDF Other export formats to be implemented are Excel and Rich Text Data Center is working with the Banner Support team to export and upload new curriculum to each college Banner system to save extensive data entry All TCSG standard program major codes are new for semester programs

24 New Major Codes for All Programs TCC: Major Code ends in 1 Diploma: Major Codes end in 2 or 4 Degree: Major Codes end in 3 Curriculum Database

25 Financial Aid HOPE Applications have been reviewed and necessary updates for semester conversion will be implemented. Applications include: – GSFAPPS Process – Non-standard Programs of Study (POS) – HOPE Scholarship Tier Tracking – HOPE Scholarship Three Term Checkpoint – HOPE Scholarship End of Spring Checkpoint – HOPE Invoicing Further information concerning Q2S Financial Aid changes will be relayed either in Staff Development training (June 2010) or Peer Group meeting (July 2010).

26 Knowledge Management System (KMS) The following resources and documentation will be revised to provide verbiage relative to semesters rather than quarters: – Data Elements Manual – Data Policies – Glossary of Data Terms – Instructional Documents

27 Areas Not Affected By Q2S Georgia Fatherhood Application Adult Education GALIS Application GED PASSPORT Application

28 Questions? Data Center Helpdesk