1. College Credit Plus
Updates September 12, 2016

2. Agenda Data Reporting to the CCP Portal Required files Time lines
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Agenda
 Welcome and Updates on CCP Program
Data Reporting to the CCP Portal
Required files
Time lines
Common data issues and how to solve them
Getting Data to ODE and Using ODDEX to verify data
Review time lines
Creating an account in ODDEX
Reviewing records and reconciling flags
Other common questions
Payment Process
Reports
Area Coordinator Role

3. Data Reporting Requirements
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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.

4. Data Reporting Requirements
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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 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.

5. College Credit Plus
Submission Windows

6. Data Definitions The website has the most up-to-date documentation.
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Data Definitions
The website has the most up-to-date documentation.
Data definitions are available on-line and the program information, along with an FAQ and administrative rules is also available.

7. Data Definitions CCP Program information is available here:
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Data Definitions
CCP Program information is available here:
Data definitions are available on-line and the program information, along with an FAQ and administrative rules is also available.

8. Data Reporting Portal https://ccp.ohiohighered.org
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Data Reporting Portal
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 and password will be generated automatically by the system once your information is entered.

9. 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.

10. Review and Download the Templates
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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.

11. Download the Templates
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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.

12. Fill and Save the Templates
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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 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.

13. 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”

14. College Credit Plus
Upload the File
If no errors are found, the file will load successfully and you will receive an .
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 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

15. 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).

16. Common Errors and Fixes
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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).

17. Common Errors and Fixes
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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 10 so enter
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).

18. Common Errors and Fixes
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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).

19. Common Errors and Fixes
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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).

20. Common Errors and Fixes
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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.

21. Common Errors and Fixes
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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).

22. Common Errors and Fixes
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Common Errors and Fixes
Ultra Edit (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).

23. Common Errors and Fixes
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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).

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

25. Using the Key Fields and Delete Switch
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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.

26. Using the Key Fields and Delete Switch
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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

27. Using the Key Fields and Delete Switch
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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.

28. Using the Key Fields and Delete Switch
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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

29. 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.
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.

30. Compliance Survey The Compliance Survey is a tab on the portal
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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).

31. College Credit Plus
Submission Windows

32. Files for Payment District Review
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Files for Payment
District Review
Districts have 45 days to review and confirm their CCP students
Once the rosters are reconciled, a final file will be submitted or a report will be review (still being determined) AFTER the course is completed
This final file will be used by ODE to process payment

33. CCP reconciliation through the ODDEX Portal
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CCP reconciliation through the ODDEX Portal
In order for your institution to have access to view your CCP student rosters through the secure ODDEX system, you need a Safe account & your organization needs to be entered in the Ohio Educational Directory System.
Instructions on how to do that are linked here.

34. CCP reconciliation through the ODDEX Portal
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CCP reconciliation through the ODDEX Portal
The next step is assigning the following roles to the appropriate staff members at your institution:
An Ohio Educational Directory System (OEDS) Organizational Administrator
At least one College Credit Plus (CCP) Commenter

35. CCP reconciliation through the ODDEX Portal
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CCP reconciliation through the ODDEX Portal
Once the roles are assigned, you can log in to ODDEX:
An overview is available here.
Use the link for the CCP application.

36. CCP Payment Reports https://www.ohiohighered.org/financial
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CCP Payment Reports
Direct Link here

37. Data Definitions and File Layout Information:
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For More Information
Program Information:
Data Definitions and File Layout Information: