TCSG High School Initiatives ~ September 3, 2008 HIGH SCHOOL INTIATIVES MEETING AGENDA September 3 rd & 4 th, 2008 Wednesday (9.3.08) 1:30-3:30 Webinar Etiquette - Andy Parsons Welcome – Jenny Williams Value of Data – Jenny Williams Report & Track High School Data - Andy Parsons & Catherine Zomberg, TCSG Data Center Closing – Jenny Williams Thursday (9.4.08) 1:30-3:30 Welcome - Jenny Williams TCSG High School Initiatives Dual Faculty Orientation - Bill Tillman & Brooke Hamrick, Valdosta Tech Closing – Jenny Williams

Data Center ~ September 3, 2008 How do I Report & Track High School Data  Learn About the Data Center  Understand the Data Collection Process  Access & Use the KMS Website  Enter High School Data in Banner  View High School Reports on KMS

Report & Track High School Data  Learn About the Data Center How do I... The Data Center is part of the TCSG Data Planning & Research department. It is responsible for the collection and reporting of data in support of the agency: Works with our local colleges and outside agencies to form data sharing collaborations Provides guidance on data related issues Facilitates information sharing and decision-making throughout TCSG Provides the data for state and federal reporting requirements, such as IPEDS, OSA, TCSG Performance Benchmarks, NRS, COE, PPB, and CAR/Perkins. Our staff includes a Director, 2 database programmers, 2 web developers, and 4 analysts. Data Center ~ September 3, 2008

Report & Track High School Data  Understand the Data Collection Process How do I... The Data Center collects data from the 33 technical colleges and 4 USG colleges with technical divisions. TCSG colleges: enrollment is automatically collected daily from your local Banner system over the state network USG colleges: enrollment is submitted quarterly through a file upload Types of data collected from each college include: Campus, Program (major), Student Demographics (race, gender, education level, date of birth, etc.), Classes, Credit Hours, Grades, Graduation and Placement (employment status). The Data Elements Manual shows for each data element we collect, where in Banner that information is entered: Data Center ~ September 3, 2008

Report & Track High School Data  Understand the Data Collection Process How do I... Each quarter begins a different data collection period for enrollment (graduate and placement data is collected throughout the year). For example, in FY 2009: Collection beginsCollection ends Summer QuarterJul 22, 2008Sep 30, 2008 Fall QuarterOct 16, 2008Jan 6, 2009 Winter QuarterJan 22, 2009Mar 31, 2009 Spring QuarterApr 21, 2009Jun 25, 2009 We update student information daily based on any changes made in Banner during each quarter’s data collection period. After the quarter ends, changes in Banner (outside of graduates and placement) will NOT be reflected in the TCSG central database. For example, if a High School student was incorrectly coded Dual instead of Joint for Summer Quarter in FY 2009, the correction must be made before 09/30/08 for the Dual and Joint totals to be correct on Data Center reports. Data Center ~ September 3, 2008

Report & Track High School Data  Access & Use the KMS Website How do I... The KMS (Knowledge Management System) website is the Data Center hub for all data related documentation, training, and technical support: Sections of KMS: Home: Quick links, Scorecard, Web Applications Reporting: over 120 reports each college can access to view the data they submitted to the Data Center Resources: Data Elements Manual, Data Policies, Banner Codes, Instructional Documents, and Reporting Deadlines Info Services: IPEDS, GACollege411, Other documents by the Research unit Contacts (links along the top of each page): Data Center helpdesk , Data Center contacts, MIS contacts at each college Data Center ~ September 3, 2008

Report & Track High School Data  Access & Use the KMS Website How do I... Many of the pages on KMS are available without a password. Each college has different levels of passwords to access additional information on KMS: Level 1: access to all summary reports, but no individual student data Level 2: access to all summary and most student-level reports The logon information is managed at each college by one or two security contacts appointed by the college president. To view any reports with student information on KMS, you will need to request a Level 2 KMS logon from your college’s security contact. You can find your college’s security contact on KMS, in the “MIS contacts” link at the very top of each page on the website: Data Center ~ September 3, 2008

Report & Track High School Data  Enter High School Data in Banner How do I... A currently enrolled high school student who is enrolled in a technical college or technical division is entered in Banner Form SGASTDN, field Student type = "H" (High School). Each high school student must be also coded with Student Plan “Dual” or “Joint” (or both) each quarter, in Banner form SGASTDN, field Activity Code. Dual Enrolled (code DUAL): a high school student taking postsecondary courses for both high school and postsecondary credit. Joint Enrolled (code JOINT): a high school student taking postsecondary courses for postsecondary credit only. Note: Once a student is no longer in high school, for their first term enrolled in a technical college as a non-high school student, their Student Type code should change from an H (High School) to a B (Beginning Student). Data Center ~ September 3, 2008

Report & Track High School Data  Enter High School Data in Banner How do I... The high school the student attended is entered in Banner form SOAHSCH, field High School. The six-digit code is linked to the high school name through the Banner Validation Table STVSBGI. Valid HS codes are also displayed on the KMS “Resources” page in the Banner Codes box. High School Diploma Type is entered in Banner form SOAHSCH, field Diploma. This two-digit diploma code links to the diploma type in the Banner validation table STVDPLM. High School Graduation Date is entered in Banner form SOAHSCH, field Grad Date. This data can be submitted while the student is still in high school by entering a future "expected" graduation date. This date can be adjusted as necessary once the student actually graduates. Data Center ~ September 3, 2008

Report & Track High School Data  Enter High School Data in Banner How do I... Articulated Credit: Colleges must use a standard method of entering high school articulated credit into the Banner system. The articulated credit will be collected through the MIS data collection process and reports will be made available through KMS. Articulated credit reports will be used by both the TCSG System Office and colleges. Articulated credit will be awarded and tracked based on rules outlined in State Board Policy IV.J. Articulation and Transfer. State Board Policy & Procedure Manual: Data Center ~ September 3, 2008

Report & Track High School Data  Enter High School Data in Banner How do I... The following steps are required to correctly enter high school articulated credit into the Banner system. Step 1: The Grading Mode Validation form (STVGMOD) must include a record for Articulated Credit. The code must be “A”. Data Center ~ September 3, 2008

Report & Track High School Data  Enter High School Data in Banner How do I... Step 2: The Grade Code Maintenance form (SHAGRDE) must include a record for Articulated Credit. The Grade Code must be “AC”. Even if you do already have an AC record, please add a record for The Quality Points should be.000, the fields for Earned, Traditional Ind, Web Ind, and Repeat Ind should be “checked”. The Numeric Value should be 70. You must also add a Valid Grading Mode of “A – Articulated Credit”. Data Center ~ September 3, 2008

Report & Track High School Data  Enter High School Data in Banner How do I... Step 3: Articulated Credit is entered on the Transfer Course Information form (SHATRNS). You will first enter the Student ID, Transfer Institution Number (Start with 1), Attendance Period Number (Start with 1). In the “Transfer Institution” block, the Institution field should identify the high school that the transcript is from. The Transcript Receipt Date should be the date that you received the transcript. “Check” Official since credit should only be awarded from an official transcript. In the “Transfer Attendance Period” block, you must enter the Attendance Period but there are no standards for this. We propose entering the approximate amount of time that the student attended the high school. The Acceptance Date should be the date that you award the credit. The Effective Term should be inline with the Acceptance Date. The Term Type will typically be Semester. The Apply to Level field should be “50”. The other fields in this section are optional. After saving the record, go to the Next Block (Transfer Course Detail). Data Center ~ September 3, 2008

Report & Track High School Data  Enter High School Data in Banner How do I... Step 3 (Continued) Data Center ~ September 3, 2008

Report & Track High School Data  Enter High School Data in Banner How do I... Step 3 (Continued) In the “Transfer Course Detail” section, enter the Sequence Number (start with 1). Enter the Subject, Course Number, Hours, Grade, and Title as they appear on the transcript. In the “Equivalent Course Detail” block, you are going to enter the “college” course for which you are giving the student credit for. Enter the Sequence Number (start with 1), Level and Term will auto-populate from previous page, Subject, Course, and Hours. The Grade should be “AC” and Grading Mode should be “A”. Data Center ~ September 3, 2008

Report & Track High School Data  View High School Reports on KMS How do I... Click on the “Reporting” page. Reports are categorized as follows: Statewide – system totals by college; no student data College Level – student data at your college; does not include any data at other colleges Within these 2 main categories, reports are stored in boxes by topic. Click on a report and the dialogue box on the right will show you: Report # (eg DC104) – refer to this number when ing us a question about a report Title & Description Source - BANNER, MIS or DW (data warehouse) Access – Level 1 (for summaries) or Level 2 (for student data) Parameters – Select the term or year Click RUN REPORT to view the report Data Center ~ September 3, 2008

Report & Track High School Data  View High School Reports on KMS How do I... Student Level Reports for your college can be viewed on KMS with a Level 2 logon. After you enter or change data in Banner, when the results appear on KMS depends on the report source, for example: Report Source Data updated in Banner View Results on KMS BANNER Monday Monday immediately MIS Monday Tuesday 1 day later Data Warehouse (DW) Monday Wednesday 2 days later Data Center ~ September 3, 2008

Report & Track High School Data  View High School Reports on KMS How do I... When viewing a report: The report # (such as DC104) is along the header. A description of the specific student population shown usually appears at the top of the report. In some reports, you can drilldown to details behind each record by double- clicking on that record (such as a student name to view that student’s courses). There is often a highlighted link on the first page that will display the detail for all records in one report. To print, use the printer icon along the light blue Business Objects toolbar. Using the printer icon in Internet Explorer, or the File/Print menu, will result in poor formatting or blank pages. Reports can be exported to PDF, Excel, or Word by using the far left-hand icon also on the Business Objects toolbar. The “Excel data only” is the best export option for further analysis. Data Center ~ September 3, 2008

Report & Track High School Data  View High School Reports on KMS How do I... The TCSG Scorecard (under Quick Links on KMS homepage) includes total High School, Dual and Joint enrollment. With a Level 2 logon, you can track the quarterly progress toward your college’s annual benchmark for this measure. KMS reports that include only High School students: College Level / Enrollment / Selected Populations: DC104 High School Students by Home Campus DC204 High School Students by Home Campus & Program DC162 High School Enrollment and Hours by Home Campus & Program - select to view either DUAL or JOINT when run report DC201 Age Less Than 16 Years Data Center ~ September 3, 2008

Report & Track High School Data  View High School Reports on KMS How do I... KMS reports that include other data as well as High School students: College Level / Enrollment / Selected Populations: LB203 Articulated Credit by High School DC131 Student Demographics by Home Campus: Student Type is one of the fields; you can export to Excel and sort to view race, gender, full or part time, and admit type for student type “High School” students. College Level / Analytical / College Summary: DC181 Campus Snapshot (HS enrollment totals by High School) DC185 College Snapshot (HS enrollment totals by High School) Statewide / All Student Enrollment / Credit Enrollment Summaries: POST300B Enrollment by Student Plan (Total Dual, Joint by College) Data Center ~ September 3, 2008

Report & Track High School Data  View High School Reports on KMS How do I... A list of all Report Descriptions is available as a link along the top of the KMS Reporting page (for example, this could be used to search for all reports that include “Dual” HS Students): Click CTRL F (for Find) and enter the topic you are searching for (such as “dual”). Reports are organized on this list using the same categories and topics as on the Reporting page. If you have further questions about how data is displayed in a report, please our helpdesk and include the report # in your Data Center ~ September 3, 2008

Questions?

Data Center ~ September 3, 2008 Closing Remarks