hei new user training

HEI New User TrainingSpring 2013

Stephanie McCann

Director 614-387-1466

smcann@regents.state.oh.us

William Wagner Assistant Director

614-387-0682

wwagner@regents.state.oh.us

Penelope Parmer Analyst 614-752-9539

pparmer@regents.state.oh.us

Adam Schiming Analyst 614-466-6675

aschiming@regents.state.oh.us

Melissa Sponseller

Analyst 614-644-6855

msponseller@regents.state.oh.us

Andy Lechler Consultant 614-728-1924

alechler@regents.state.oh.us

Data Management and Analysis Staff

For questions about your login information, contact Adam!

The Higher Education Information (HEI) System

Implemented January 1998

Web-enabled data warehouse containing information from Ohio’s Public and Private Colleges and Universities

Contains information about Academic Programs Enrollments and Student

Demographics Finances Facilities Faculty and Staff Financial Aid Capital Planning Distance Learning

Data reporters submit files to the data warehouse containing information from his/her campus

Statewide data is complied and used to Administer complex formulas, e.g. State Operating and

Capital Subsidies, Resource Analysis, and Facilities Utilization

Respond to frequent ad-hoc data requests from the legislature, campuses, media, public

Produce static web-based reports and publications Produce customizable & accessible web-based

queries

How is HEI Used?

Visual HEI

Colleges & Universities

Ohio Board of Regents

WWW

Key Decision Makers

3. Queries and Reports

Available

1. Colleges and

Universities Transmit

Data

2. Data edited, cleansed of errors, then loaded to

the HEI Database

Two types of campus users Liaisons

Appointed by the president of the institution Grant access to file submissions and can submit files Grant access to restricted queries and academic

calendar Data Reporters

Submit files Access queries Download previously submitted data

All users of HEI (campus and OBR) are required to sign and submit HEI data access and dissemination policy

Security and Privacy Practices

Much of the HEI homepage is open to the public File descriptions, editing information, aggregate

reports Authorized users have account and password

required to access secure areas of the database SSNs in HEI are converted to unique OBRIDs and

stored in secure table with limited access Website protected by encrypted server and

state firewalls Direct Access to data by OBR staff ONLY

Security and Privacy Practices

Exploration of the HEI website

Core Data Areas and Data Usage

Data is reported for and by Ohio’s Public Colleges and Universities (The University System of Ohio)

These core areas are Enrollment Faculty and Staff Facilities Financial Academic Programs

Core Data Areas

Enrollment

Courses

Students

• Courses Offered• Sections Offered• Credit Hours• Course Level • Remediation• CIP Code (subject code)• Attempt of Academic

Credit• Course Outcome

• SSN, OBRID• Demographics• First Time Enrolled in

College • Academic Intention• Rank• Major (Academic

Program)• Grade Point Average• Alternative Credit Hours• Degrees/Certificates

Earned

Faculty and Staff

Instructors

• SSN, OBRID• Demographics• Appointment Status• Work Category• Tenure Status• Salary• Funding Unit• Highest Degree Earned• Sections Taught

(workload)• Degrees/Certificates

Earned

Courses

Students

Facilities

Instructors

Courses

Students

Buildings & Rooms

• Space Inventory• Physical Condition• Functional Condition• Square Footage• Area Type and

Function Codes• Class Meeting Times• Capacity and

Utilization• Replacement Value• Ownership Status• Year of Construction• Year of Acquisition

Financial

Instructors

Courses

Students

Buildings & Rooms

SPENDING

• Campus Budgets• Financial Statements• Revenues• Expenditure

Academic Programs

Students• Inventory of Programs• CIP Code (Subject

Code)• Degree Level and

Name• Concentration• Expected Time and

Credit Hours• Program Status

Program

Higher Education Data Reports Distribution of State Share of Instruction

(SSI) Resource Analysis Distribution of Financial Aid Capacity Reports and Utilization Basic Renovations Distribution Aged-Space Calculation

Uses of the Data

How often is data submitted? Annually At the beginning or end of the term

What is an edit window and how is it determined? An edit window is the time you have to submit the file to

our database for editing and loading Based on either due date or capture date For term enrollment files, 30 days after the capture date For faculty and facility files, December 1 – February 6 For financial files, October 1 – February 3

Can file extensions and request windows to be reopened

Timing of the Data

How do I know when to submit?

File Submission Schedule

Accessed from the HEI homepage, it provides the open

and closed dates for your window based on your academic

calendar. Extensions are reflected in the closing dates.

Exploration of the HEI website

Preparing data for submission

Via the Data Input Site Data are submitted in a fixed width text file Data are submitted by file name, year and

term The Data Input Site stores all your previously

submitted files Separate data input site for each data area For enrollment files, once the end-of-term

process has been run, the files are moved to the archive data input site

How do I submit data to HEI?

Census Date Designated point by when a student must be registered for a

course in order to be included in HEI submission For regularly scheduled courses, end of business on the 15th

calendar day of the academic term. For flexibly scheduled courses, end of business on the date

closest to completing 20 percent of the course section based on the official start and end dates, regardless of the course section meeting pattern.

For flexibly scheduled courses meeting for less than seven consecutive days, all students who enrolled by the last day of the course, but not those who withdrew by the end of the course.

Census Date vs. Capture Date

Capture date Point in time when the "snapshot" of institutional

databases is to be taken. Relevant data effective as of this date are to be included in the HEI submission.

Vary from a flexible date (30 days after end of term) to a set date (November 1 of the calendar year)

Census Date vs. Capture Date

Creating your text file

Create a text file per the Data Submissions Document guidelines Text file creation documents are on the HEI

homepage Use the Data Fields section of the Data

Submissions Document to appropriately format the data file

Depending on your institution, you may create the text file yourself, or a programmer will create it for you

123456789NHGHF10012000YNNYNYNN98OH2543215300360201382012AUYN987654321

In your text file, each record is one lineThree Data Types

Alphabetic Campus Code (OHSU)

Alphanumeric Section ID (CHEM10) Case and Blank sensitive

Numeric Contact Hours (0010)

Sample SE record and Data Formatting Conventions

Number of Characters Each record must be a certain amount of characters

long (e.g. 61 or 70 for the SE file). One way to test is to copy your record into Word and do a “Word Count”

Column Position Justification

Most files require left justification and will cause matching errors if your data are centered in each field

Make sure there is not a “hard return” at the end of your file or it will cause an error with the submission

More Data Formatting Conventions

E&L Specs are the code that we give to our programmers to create programs to receive and input your data into the HEI database

Contains the list of Errors and Warnings Contains information to understand the

errors warnings Can be used by you to create programs to

submit your data to HEI

What are Edit and Load Specifications?

Verification tables contain the lists of allowable entries for a field or allowable combinations of fields

IPEDS/ Institution codes are a good example They can change from year We make sure we have the accurate data for each

year For example, the course level/student rank

You probably won’t have a student with rank FR taking D level courses

Prevents errors in the data

What are Verification Tables?

The File Header Record

Each text file that you submit to HEI must have a header that tells the system who, what, when and how many

The header is the first row at the top of your text file containing all your records

Example OHSUSE2012AU00000

1 OHSU = Institution SE = Type of File 2012 = Year AU = Term 000001 = Number of

records, must be 6 character spaces

Pre-submission Checklist

File header record correct? Is the file formatted per the Data Submissions

Document? Is the submission only plain text? Are all extra

characters removed before the delete switch? Is edit window open?

If not, Extension Request! All items completed on pre-submission

checklist… file submission time!

Sample text File Ready to Submit

Header Record

No extra lines after data

Data Input SiteSubmitting your text file

Here are other options available from your DIS.

Drop down box will only show

submissions with open edit windows and files that you

are allowed to submit

Click “Browse” to select the file saved on your local drive

Highlight your file and click Open

Click “Submit File” to submit the file to the Data Input Site

Read the file submission prompt and click “OK”

Successful Submission Notification

Email containing summary of the edit results

Return to the Data Input Site to review errors and warnings

Entire File allows the data reporter to view the entire data file submission.

Edit Statistics provide the time the edits began and ended, total number of records read, total number of errors or warnings, and number of repeat submissions that occurred in the data file.

Tab Delimited Edit Results provide the primary edits results as tab delimited text

Primary Edit Results provide detailed information about the individual record errors and warnings that occurred in the file.

Summary Edit Results provide summary information for all the records in this file and, on occasion, those already in the database.

Quit returns the user to the Data Input Site homepage.

1. Reference code from the Edit and Load Specifications.

2. Sum of each type of error or warning

3. Description of why the error or warning occurred

4. Sum of all errors or warnings

5. Information directing you to the record line where the error occurred

6. Additional information detailing the cause of the error or warning

7. The data that caused the error or the warning

4

4

1

5

2

7

1

1

3

2

6

3

Errors and Warnings

Error Major problem with the data and system will not allow it

onto the database Examples include using “N” instead of “M” for Male and

1076 as a birth year Warnings

There is a question about the validity of the data given certain parameters.

Example is a 98 year old student taking courses at your school

Primary errors and warnings are for individual rows of data

Summary edits include all the data, summarized, from this file and, in some cases, data already in the system

Some summary edits do include warnings Often include comparisons to the previous year

This helps to ensure that data is comparable from year to year

There may be a discrepancy that doesn’t trigger a warning e.g. your Freshman headcount changed by more than

20% from last fall to this fall

Summary Edits

Consult the Data Submissions Document to make sure using the correct codes

Review the E&L Specifications using error or warning number to learn what each error and warning means

Compare this file to last year’s submission Speak to your IT department or whoever prepared submission Contact HEI Analyst (we love to help!) All errors must be fixed before a data file is loaded Some warnings are acceptable

An explanation for our records is often helpful We are required to analyze all the warning messages that are

received Make any necessary changes, resubmit, rerun edits, review

edits

Suggestions for resolving errors and warnings

Common Errors and Warnings

AC Alternative Credit Hours are between 150 and 400

AI Structural area is less than 5% or greater than 35% for the OWNED Status structures

AI Ratio of NASF to capacity is not 5 to 50 square feet

AP Delete Switch is N and there is already a matching Program Code in the system. Record will be updated.

CF Restricted revenues do not equal restricted expenditures

CN Student is in Student Enrollment table but not in the Course Enrollment file and not a med student: Student might be in XR file

OC Percentage of off-campus course sections is greater than or equal to 10% of total course sections at a campus

SE There is already a record in the Student Entrance table for this student, the input record will be ignored

SE Students too old or young

SR Current revenues changed by 50% or more from last year

ST Missing instructors that were in the CN file

TF Duplicate Values have been submitted for term, charge type and amount

Just a reminder where the E&L Specs are located…

Once data accuracy is verified, request load

Electronic Signature

Informational Prompt

The file is submitted to the HEI Load Queue for approval by an Ohio Board of Regents staff member

After staff reviews the file, the file is approved for load or the data reporter is contacted regarding the primary or summary edits contained in the file

After a file is successfully loaded into the HEI database, the data reporter receives a load confirmation via e-mail

Data files are guaranteed to be reviewed Monday through Friday, 8:00 am – 4:00, excepting state holidays

What Happens Next?

Occasionally, we are able to load files during the day Data fixes over years/terms Deadlines approaching

The load process “locks out” other files from being edited, including those from yours and other institutions

Daytime loads

A summary of the process…

Correcting Data Already Loaded

If you realize you need to make corrections or

delete records, no fear!

Three Types One

The record is updatable. Submit the new record with the same key identifiers but the updated data and a delete switch of N. The old row will be overwritten.

Two Submit two records in the same file. The first will have all

the old data and a delete switch of Y. The second will have the updated data and a delete switch of N.

Three Submit the old record with a delete switch of Y in a file. It

must be deleted from the database. Then submit the new record in a file with a delete switch of N.

Correcting Data Already Loaded

For enrollment files, once all the files are submitted, the data reporter runs and end-of-term process Accessed through the restricted outputs link Data are summarized and reviewed for integrity These data are then available for restricted

query output to your own and other institutions End of term must be run for every term of a

fiscal year by September 15 of that year so subsidy calculations can be made

Finalizing a term

Data Relationships and Uses

The importance of data integrity

There are two types of files- independent and dependent

Most enrollment and financial files follow a specific chain of command

For example, in order to submit a student’s course records we first need to know their demographic information and if they are enrolled for that term

Each data area has a chart for reference

How are HEI Data Related?

Enrollment File Information

Student Entrance Only submitted once per student per admission area Interested in year and term of first enrollment, not the

year and term from the header Same student can be “resubmitted” and record is ignored

Student Enrollment Submitted once per student per term

Course Enrollment Submitted for each course taken by a student during the

term

Alternative Credit Credit towards the student’s degree that was not awarded

at your institution Identifier Change

Used to change a student from A to B, or back from B to A Once you change an identifier, be sure to use the

new one or you create a separate, unjoined record for one student!

Degree Certificate Once per student per admission area for each degree

Course Sections Taught Hybrid submission as it contains instructor information for

each course taught during a year/term

Enrollment File Information

Faculty File Information

Course Sections Taught A hybrid between enrollment and faculty

Faculty Demographics Work and demographic information for faculty members

All Employee Work and demographic information for all employees

Identifier Change Used to change a faculty member from A to B, or back from B

to A Once you change an identifier, be sure to use the new

one! Faculty Funding

A hybrid between faculty and finance

Facility File Information

Physical Structures Contains a record for every building on your campus

Area Inventory Contains information for the areas within the

buildings Facilities Identifier Change

Used to change a building’s identifier Course Section Schedule, Other Source of Funds,

Other Use of Rooms Submitted in odd numbered years

Financial File Information

We hope to have a series of meetings to redesign the financial file area within the next year

FX Hybrid file as it contains one entry for each fiscal funding

unit within the institution that sponsors a course or pays an instructor

FF Hybrid file as it provides salary information for faculty

members All individuals, paid or unpaid, who are identified in the

Course Sections Taught (ST) file, must have a record in the Faculty and Instructional Non-faculty Funding (FF) file.

Data and Reports

Once data are loaded and verified, we are able to produce reports

Topics include: Headcount Remediation Financial Aid Graduation Rates

https://www.ohiohighered.org/

data-reports

Data Queries

Via the HEI home page, there are unrestricted and restricted (need HEI account) customizable data queries

Data reporters can compare yearly data at their own institution and/or their data to data at other USO schools

The SN query allows you to look at student enrollment and demographic from either Your own institution over multiple year/terms Any or all USO institutions for a specific

year/term The query returns enrollment counts and, if

appropriate, head counts, broken down by any combination of selected attributes from the SE and SN files

SN Query

Download your Institution’s Data

We get requests daily from state and national government offices and organizations, both state and national, IUC, OACC, USO institutions, and reporters

These must be reviewed by OBR staff as to their necessity and appropriateness

Ad-hoc Requests

P-20 Data Warehouse OERC at OSU (http://oerc.osu.edu/ )

Other sources of HEI Data

State Share of Instruction

(SSI)

Overall allocations determined by Governor & Legislature

Cost-Based Model

Distributive or Rationing Formula

Based on 3-year averages (starting FY14)

State Share of Instruction

State Share of Instruction

Main Components: Enrollments Course Completions Degree Completions At-Risk Add-ons Success Points Earmarks Set-Asides Stop-Loss

Major Players: CN File DC File SN File CI File SE File FF File FX File End of Term processes

At-Risk Add-Ons

Course Completions: Financially at-risk Academically at-risk

Degree Completions: Financially at-risk Academically at-risk Minority Status Non-Traditional

Students (Age)

Note: At-Risk add-ons apply only to the University sectors

Success Points are Earned for Students Who:1.Earn 15 college-level credits at this institution2.Earn 30 college-level credits at this institution3.Earn an Associate Degree at this institution4.Complete first Developmental (DEV) Course*5.Complete DEV math & enroll in college-level math*6.Complete DEV English & enroll in college-level English*7.Transfer to a USO University

Community College Success Points

*Institution only gets 2/3 of a point for this

Fiscal Year 2013 -2014 University Main Campuses

2013Course Completions

(~58%)

Degrees (20%)

Medical Set-Asides

(8.6%)

Doctoral Set-Asides

(12.9%)

Earmarks (< 1%)

96% Stop-Loss

2014Course Completions

(28%)

Degrees (50%)

Medical Set-Asides

(8.6%)

Doctoral Set-Asides

(12.9%)

Earmarks (< 1%)

NO Stop-Loss

Fiscal Year 2013 -2014 University Regional Campuses

2013Course Completions

(89%)

Degrees (0%)

Earmarks (11%)

96% Stop-Loss

2014Course Completions

(100%)

Degrees (0%)

Earmarks No earmarks

NO Stop-Loss

Fiscal Year 2013 -2014 Community Colleges

2013Enrollments (90%)

Success Points (10%)

Course Completions

(0%)

96% Stop-Loss

2014Enrollments (50%)

Success Points (25%)

Course Completions

(25%)

97% Stop-Loss

Thank you for coming!