1. UIC & STARR FILE UPLOAD 2012 Process, Improvements and Data Quality
April 17, 2012

2. Center for Educational Performance and Information (CEPI)
Presenters
Center for Educational Performance and Information (CEPI)
Trina Anderson, Student Data Manager
Meghann Omo, UIC Analyst
Rachel Edmonson, Data Analyst
Melissa Bisson, Data Analyst

3. Agenda Timeline MSDS vs. STARR Process Overview
Obtain UICs in MSDS
Create STARR file
Validate STARR file
Upload STARR file
Run STARR reports
Data Quality & Improvements
UIC
STARR
Reports: Current and Future
Data Access

4. UIC (in MSDS) Submission Windows STARR Submission Window
Timeline
UIC (in MSDS) Submission Windows
Open Date
Close Date
Bulk File Upload
Jan. 9, 2012
Feb. 28, 2012
Apr. 2, 2012
Jun. 15, 2012
Student Search
Ongoing
STARR Submission Window
Open Date
Close Date
May 21, 2012
Jun. 30, 2012

5. MSDS vs. STARR
The Michigan Student Data System (MSDS) is a separate application from the Student Transcript and Academic Record Repository (STARR). Each has its own:
Security agreement
Login and password
Training materials
Schema and file to upload
Upload process and dates
However, some aspects are the same:
Each can be accessed and support documents are located on the Institutions of Higher Education Web page
Similar staff sometimes provides assistance with both applications
The UIC is critical for the P-20 education data connection as well as the STARR data, so they often get discussed together

6. Ihe website
All materials for the UIC and STARR collections are on CEPI’s Institutions of Higher Education website.
Go to
Click on Institutions of Higher Education
To access the site directly, go to:

8. Process Overview 1. 2. Create STARR File 3. Validate STARR file 5.
Obtain UICs in MSDS 2.
Create STARR File 3.
Validate STARR file 4.
Upload STARR File 5.
Run STARR Reports

9. Obtain UICs in msds 1. Obtain UICs in MSDS Resources:
Most of your students already have UICs
Get UIC from transcript
UIC obtained last year, only need to obtain freshman and transfers
Get UIC from the Michigan Student Data System (MSDS)
Create a file with first name, last name, date of birth, gender and local ID number
MSDS will provide a new UIC or you may have to resolve UICs
Incorporate UICs into your student information system
Resources:
CEPI IHE page: for IHE Request for UIC Collection User Guide and web-based training on how to request a UIC, UIC resolution and requesting to link UICs
Help:
CEPI customer support or (517) option 3

10. UIC Web-based training
3 new web-based training modules
Walks user through system, step-by-step with narrative
Used along with the user guide, at a glance and FAQ documents

11. Create STARR file 2. Create STARR File
View the STARR Data Manual on the IHE Web page to learn what data elements must be in the file.
View the STARR schema.
Determine if your SIS can produce the required xml output. If not, a csv to xml conversion tool is on the IHE Web page.
Resources:
CEPI IHE page: for STARR Data Manual, STARR Data Elements, PESC Guide, STARR XML Schema and STARR XML Sample Schema
Help:
CEPI customer support or (517) option 3, for questions on data elements and definitions
Jim Brower for questions on the conversion tool, to provide suggestions, requests, and/or if the tool has a glitch

12. validate STARR file 3. Validate STARR File
View the XML Validation Guide on the IHE Web page to learn how to spot errors in your STARR file (can also be used for your IHE Request for UIC file).
The search will return the error and explain it
The search will point to the error record
Fix the errors and perform the validation again.
Resources:
CEPI IHE page: for XML Validation Guide
Help:
CEPI customer support or (517) option 3

13. Upload STARR file 4. Upload STARR File
Go to the IHE Web page and click on Go to STARR Application link.
Log in and then go to the Repository Services tab.
Browse for your file, and use the Submit button.
View your file(s) status by clicking on the View Upload History tab.
If you file failed, this is because it did not adhere to the schema. Use the XML Validation Guide to help you search for the errors.
If your status is Complete, you have successfully uploaded your file.
Resources:
CEPI IHE page: for STARR User’s Guide
Docufide/Parchment page:
Help:
Docufide/Parchment customer support or (310) for login help, application glitches and/or file upload issues
CEPI customer support or (517) option 3, for instances in which your file passed validation, but still fails

14. Run STARR reports 5. Run STARR Reports
IHEs will have the ability to download their file and run a report showing which courses were flagged as “Remedial”.
This is optional and not required to be able to complete the file upload process. How to:
Your uploaded file will be a hyperlink, which you will click on to download your file.
On your Docufide home tab, you can run a remedial report using the Remedial Course Report link. You can search using parameters. Your search will produce an excel report.
Resources:
CEPI IHE page: for STARR User’s Guide
Docufide/Parchment page:
Help:
Docufide/Parchment customer support or (310) for application glitches and/or report running issues

15. UIC Data Quality 2012 Process Key Findings: Date of Birth (DOB) issues
When – after each window
Who – MSDS authorized user(s)
How –
Key Findings: Date of Birth (DOB) issues
Perform check on records PRIOR to uploading to the MSDS.
If records exist (DOB prior to 1930 and after 2000), look at the transcript or perform a search on the student’s name in the MSDS.
If you find an existing UIC for the student, use that UIC in your local student information system. Do not upload the student’s record with an erroneous DOB to the MSDS.
If you do not find an existing UIC for the student after reviewing the transcript or performing a search in the MSDS, do not upload the student’s record with an erroneous DOB.
Help:
Meghann Omo, or (517)

16. STARR Data Quality 2012 Process 2011 Key Findings
When – during 2012 STARR upload and after
Who – STARR contact, STARR authorized users
How – , phone calls if needed
2011 Key Findings
Credits earned for courses withdrew or failed
Remedial coursework over-reporting
IPEDS code wrong
Invalid UICs
Help:
Rachel Edmondson, or (517)

17. 2012 improvements UIC STARR Online training modules
Longer upload window
Online training modules
Resolution functionality turned on
Obtain UICs during STARR upload window
Combined UIC and STARR Web page
STARR
Added extraction date & time
File download and remedial report functionality
Added data definitions into manual and structured it differently
Added suggested validation checks you can perform on your file prior to upload
Some data quality will be performed during upload window

18. SFSF reports
The American Recovery and Reinvestment Act, State Fiscal Stabilization Fund (SFSF) reports using STARR data provided key findings:
73% of MI public high school graduates enrolled in an IHE
71% for graduates*
75% of those graduates enrolled achieved at least one year’s worth of credit
73% for graduates*
32% of MI public high school graduates enrolled in a MI public IHE took at least one remedial course
increased to 36% for graduates
To view the reports, go to or click on the Career & College Readiness menu on the left and then select a report tab at the top.
*Enrollment and credit accumulation is not restricted by date, so the graduates had an additional year to enroll and earn credits than the class. Thus, it should not be inferred as a drop in two percent compared to the prior graduating class.

19. Future Reports
All reports using STARR data are suggested and/or approved by the P-20 Council
Examples:
Transfer Report
Community College Success Measures
Enrollment and Credit Accumulation
College Readiness
Requirements and definitions will be vetted with the P-20 stakeholders and the Adult Learner Workgroup

20. Portal Access Public access is available
Initial reports are public facing aggregates
Secure reports scheduled for 2013
Portal security model is in place
Finalizing process for IHEs to create accounts
Training
Documentation and video based training in development
Looking at other opportunities for training for secure access

21. feedback Adult Learner Workgroup Membership Name IHE E-mail Nick Baker
Kirtland Community College
Mary Black
Michigan State University
Kortney Briske
University of Michigan -AA
Jim Brower
Lake Michigan College
Chris Engle
Mott Community College
Tammy Grossbauer
Lansing Community College
Lori Hancock
Gail Ives
MI Community College Assoc.
Carrie Jeffers
Macomb Community College
Mary Meier
Central Michigan University
Randy Melton
Roger Mourad
Washtenaw Community College
Kathy Rix
Western Michigan University
Kristin Schuette

22. Questions? Share your questions as they arise on the STARR listserv:
Go to listserv2.michigan.gov.
Click on STARR.
Click on Join or Leave STARR.
Fill out the name and address.
You will be ed a confirmation code. Wait for the code and follow the instructions in the .