april 18, 2013. center for educational performance and information (cepi) rachel edmondson, data...
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April 18, 2013
Center for Educational Performance and Information (CEPI)
Rachel Edmondson, Data AnalystMeghann Omo, UIC AnalystRob Dickinson, Data Collections ManagerTrina Anderson, Assistant Director
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Timeline
STARR & MSDS Application Documentation
Process Overview
Data Quality & Improvements
UIC
STARR
2013 and 2014 STARR Changes
MI School Data Reports
Data Access
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UIC (in MSDS) Submission Windows
Open Date Close Date
Bulk File Upload Sep. 19, 2012
Oct. 31, 2012
Dec. 10, 2012
Feb. 28, 2013
Apr. 2, 2013 Jun. 14, 2013
Student Search Ongoing OngoingSTARR Submission Window
Open Date Close Date
May 20, 2013 Jun. 21, 2013
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• All materials for the UIC and STARR collections are on CEPI’s Institutions of Higher Education website.• Go to www.michigan.gov/cepi • Click on Institutions of Higher Education
• To access the site directly, go to:http://www.michigan.gov/cepi/0,4546,7-113-57943---,00.html
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1. Obtain UICs in MSDS
2. Create STARR
File
3.
Validate STARR
file
4.
Upload STARR
File
5.
Run STARR
Reports
If you are not familiar with this process, the Data Collection Overview and other helpful information for the STARR collection are available on our website: https://www.michigan.gov/cepi/0,4546,7-113-57943---,00.html
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Date of Birth (DOB) issues (records exist with a DOB prior to 1930 and after 2000)
Review records PRIOR to uploading to the MSDS.
If records exist (with a DOB before 1930 or after 2000), confirm that is the correct DOB with the student’s documentation.
If you find an existing UIC for the student from your local student information system, student’s transcript or by searching on the student’s name in the MSDS, use that UIC.
If you do not find an existing UIC and cannot confirm the student’s correct DOB, do not upload the student’s record with an erroneous DOB to the MSDS, a new UIC will be generated.
Please remember: Longitudinal tracking hinges on the UIC. If a new UIC is generated due to an erroneous DOB, the link to K-12 or other postsecondary information is lost.
Questions? Meghann Omo, omom@michigan.gov or (517) 241-2689.
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2012 Key Findings
Incomplete historical reporting of transcripts CEPI found that all institutions reported transcripts back to
the 2008-2009 school year, accomodates current postsecondary reports
CEPI also found some transcript history prior to the 1st STARR collection window, but only goes back for a short period
Ambiguity in SessionDesignator (Academic Year) and SessionName (Term) Variables
We would want to see the 2010 SessionDesignator for a term occurring between September 2010 and December 2010, as that term is part of the 2010-2011 Academic Year.
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Help:Rachel Edmondson, edmondsonR2@michigan.gov or (517) 241-5487
2012 Key Findings
Non-Standardization of the reporting for CIP Codes Proper Course CIP Code for Forest Sciences and Biology
03.0502
Conditionally required data elements did not include all variables required when submitted
When reporting the Degree CIP data element, also populate the Award Description, Award Level, and Award Date data elements
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Help:Rachel Edmondson, edmondsonR2@michigan.gov or (517) 241-5487
Validating STARR Files
Schema defined elements of decimal cannot be blank if they are required
Optional elements that have no value should not be reported in the schema
XML Validation Guide posted on our website
CSV to XML Conversion Tool from Lake Michigan College posted on our website
We recommend the XML file size not to exceed 2GB
However it is easiest for your software to break it up into smaller sizes
The tool allows you to specify the maximum number or records per file, and will create as many files as necessary to include all the data
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Help:Rachel Edmondson, edmondsonR2@michigan.gov or (517) 241-5487
2013 Process
When – during 2013 STARR upload and after
Who – STARR contact, STARR authorized users
How – e-mail, phone calls if needed
Data Pull and Data Corrections
Plan to have 4 data pulls during the collection window
The sooner files are uploaded the better
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Help:Rachel Edmondson, edmondsonR2@michigan.gov or (517) 241-5487
UIC
More upload windows
Improvements to the UIC Resolution screen Race/Ethnicity name along with code – White (000010)
Entity name along with code – Dearborn High School (00886)
STARR
Added Course Credit Attempted data element
Changed Award Date and Enrollment Date to true date field (yyyy-mm-dd)
Added suggested validation checks you can perform on your file prior to upload
Upload population – Enrolled in Courses or Earned a Degree
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CEPI will continue their partnership with Parchment for sending/receiving transcripts
STARR Collection will occur in the Michigan Student Data System (MSDS).
Benefits of moving STARR collection to MSDS:Same look and feel as the IHE Request for UIC
CollectionOne contact for customer supportQuicker response for data qualityField level validation, no longer just file levelStreamlined XML schemaFeedback to user (reports, etc.)
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Summary of changes to XML schemaLess embedded elementsRemoval of “user defined extensions”New fieldsRemoval of fieldsModification of existing fields
All changes have been vetted with the Adult Learner Workgroup
CSV to XML Conversion Tool will be updated to meet the 2014 schema
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New FieldsHigh School Student (optional)
Dual Enrolled Other High School Student
Postsecondary Enrollment Type (required) FirstTime Continuing Re-admit TransferIn
Academic Year Designator (required) YYYY-YYYY
CTE Concentrator (required) Yes/No
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Fields removedMost of the Transmission RecordHigh School Building EEM Entity CodeHigh School District EEM Entity CodeHigh School Graduation YearHigh School NameCountry Residency (International)Permanent Country
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Modifications of existing fieldsCourseCreditBasis
Changed enumerations to RemedialReading, RemedialWriting, RemedialMath, RemedialScience & Regular
Will no longer need to collect a separate crosswalk from IHEs
Multi-Select Field. Example: CourseCreditBasis could contain RemedialReading and RemedialWriting.
SessionDesignator YYYY to YYYY-MM
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Modifications of existing fields (continued)ResidencyStatusCode
Changed enumerations to align with Common Education Data Standards (CEDS) InDistrict, InState, OutofState
Added additional enumerations added based on feedback from the workgroupNotReported and International Expanded max
length of name fields (from 35 to 50)Gender
Removed unknown as an enumerationAcademicAwardLevel
Changed enumerations to align with CEDS
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Modifications of existing fields (continued)StudentLevelCode
Changed enumerations to align with CEDS Added additional based on feedback from the
workgroupNondegree Undergraduate, Nondegree Graduate,
CommunityCollege Transfer Seeking Only*GradePointAverage
Moved location within schemaCourseCIPCode
Changed max length to 7
*Definition: A student who intends to transfer to a 4-year institution without earning a degree or certificate at the community college
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Next StepsFinalized schema will be posted in the next
few weeksTesting to begin late summer/early fall 2013Training information is forthcoming
Work with associations to provide face-to-face training
Webinars User Support Materials (user’s guide, FAQs, etc.)
Questions? Comments? Want to participate in testing? Please contact Rachel Edmondson (EdmondsonR2@michigan.gov) and Meghann Omo (omom@michigan.gov)
We Continue to Provide High School Graduate Reports
New - College Undergraduate Enrollment Report
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To view the reports, go to www.michigan.gov/mischooldata or www.mischooldata.org.
Next Reports College Data Files (Basic)
Student college enrollment patterns Time to enrollment after graduating Whether attending 2 year or 4 year Degree seeking or non degree seeking Remedial coursework flags GPA Degree attainment MME and ACT results and scores Demographic information
College Data Files (Advanced) More complex and only available in XML format Contains all of the basic plus all of the students postsecondary coursework
Student Transfer Transfers from 2 year to 4 year
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Public access is available Initial reports are at the aggregate level
Secure reports scheduled for 2013 Keyholder’s assigned to IHEs
Keyholder’s can approve access to the portal
Training Roles & Responsibilities of a Keyholder “FERPA” How to Use the College Data Files Webinar later in 2013
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Adult Learner Workgroup Membership
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Name Entity E-mail
Kristin Schuette Michigan State University schuett1@msu.edu
Mary Meier Central Michigan University meier1me@cmich.edu
Tim LaLonde Western Michigan University tim.lalonde@wmich.edu
Tammy Grossbauer Lansing Community College grossbt@lcc.edu
Mary Black Michigan State University blackm@opb.msu.edu
Kortney Briske University of Michigan-Ann Arbor kbriske@umich.edu
Nick Baker Kirtland Community College bakern@kirtland.edu
Randy Melton Lake Michigan College Melton@lakemichigancollege.edu
Jim Brower Lake Michigan College jbrower@lakemichigancollege.edu
Lori Hancock Mott Community College lori.hancock@mcc.edu
Carrie Jeffers Macomb Community College jeffersc@macomb.edu
Chris Engle Mott Community College chris.engle@mcc.edu
Gail Ives Michigan Community College Assoc. Gail.ives@gmail.com
Roger Mourad Washtenaw Community College mou@wccnet.eduPatrick McNally WCCCD pmcnall1@wcccd.edu
Robert Murphy DTMB/SBO murphyR1@michigan.gov
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Contact CEPI customer support at CEPI@michigan.gov or (517) 335-0505 and select option 3.
Rachel Edmondson (EdmondsonR2@michigan.gov)
Meghann Omo (omom@michigan.gov)
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