kheds update 2012 kbor webinar march 7, 2012. data collections marti leisinger, team leader elenor...
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KHEDS Update
2012 KBOR Webinar
March 7, 2012
Data Collections Marti Leisinger, Team Leader Elenor Buffington, Project Specialist Mary Galligan, Project Specialist
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Questions
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Agenda What is KHEDS? Changes to website New fields being added to data collections Changes to existing data fields Reminders for KHEDS collections Review of certification process New data collections IPEDS Review June Conference preview
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KHEDS
Kansas Higher Education Data System
Not a new term Includes data collections that are integral to maintaining
a database system that supports informed decision-making by the Kansas Board of Regents through collection, analysis, and reporting of education data in Kansas.
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KHEDS - Projects KSPSD Business, Training and Enrichment (BTE) -
Community Colleges and Technical Colleges
Program Inventory Course Inventory and Courses within Programs
(CWP’s) - Community Colleges and Technical Colleges
Program Review – Universities
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KHEDS
New look/functionality for website
KHEDS manual will replace KSPSD manual (Manual will be available at conference in June and on website)
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Changes to DRP Website Easier to navigate between KHEDS
projects Easier access to documentation and
reports Coming March 19th (tentative)
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KHEDS General Info
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KHEDS Documentation
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KHEDS Data Submission
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KHEDS Terminology in certification process will
change to use the term “KHEDS” This change clarifies that the certification
process encompasses all KHEDS data that KBOR is empowered to collect
This includes KHEDS data that is used for Perkins
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AY 2012 KSPSD New FERPA Privacy Flag New Graduation Date field Change to Outcome field (Registrations file) Change to Enrolled Flags Change for High School Students Change - Fatal Error for students in phased out
programs New Residency Fields for BTE Changes to PI/CI Additional fields/changes may be announced at the June
KBOR Conference 15
AY 2012 Field Addition
FERPA Privacy Flag WHAT IS FERPA? The Family Educational Rights and
Privacy Act of 1974, also known as the Buckley Amendment, protects the privacy of student records.
The Act provides the student with a right to inspect and review educational records, the right to seek to amend those records, and a right to limit disclosure of information from the records, with some exceptions.
Applies to all institutions that are recipients of federal funding.
The regulations can be found in 34 CFR Part 99
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AY 2012 Field Addition
FERPA Privacy Flag New FERPA privacy flag field is being added to
students info file (one character field at the end of the file)
Purpose: Flag indicates that a student has requested a privacy flag on their educational records.
Valid choices will be yes (Y) or no (N) Flag will be required for AY 2012
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AY 2012 Field Addition
FERPA Privacy Flag Why? Compliance with FERPA As part of the statewide longitudinal database
initiative, KBOR is sharing information with other state agencies and National Student Clearinghouse.
To comply with FERPA, flagged records will not be shared with other entities.
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Additional FERPA Privacy Reminder
Institutions should NEVER e-mail identifying information, such as SSN, to KBOR.
Any file containing SSN’s should be sent via secure FTP.
KBOR has an upload function on the web that is secure.
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AY 2012 Field Addition
Graduation Date
A new field is being added to the completions file to collect the month and year of graduation.
Why? Reconciling graduation rates to institutional numbers and IPEDS
We may also ask for cohort exclusions This field will be required for AY 2012
collection.20
AY 2012 Change
Registrations File Outcome field should be populated with
actual letter grade when institution gives letter grades for courses
Accepted values of A,B,C,D will be added
Why? This information may be needed to support future funding initiatives
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AY 2012 Change
Enrolled Flags File CC and Tech Colleges only
• New Field: 6 Months Residency►Values Yes, No, Exception
• New Field: Taxing Area Residency►Values: Yes, No
• For AY 2011, blank was allowed• For AY 2012, blank will not be allowed
Why? Fields are necessary for Funding Model
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AY 2012 Change
High School Students Current: HS students are not submitted in
programs Change: Show high school students in
appropriate program when a degree-seeking student level
1. Submit actual student level of high school student in student status file
2. Submit program code/award level/award (PALA) for high school in declared majors
Why? This information is needed for Governor Brownback’s CTE funding initiative
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2012 Edit Change
New Student in Phased Out Program Cross-table, cross-year check
• Looking for students in Phased Out programs who were not previously enrolled in that program
• Compares Declared Majors Program Code, Award Level and Award fields (PALA)
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AY 2012 and Fall 2012 – Fatal Error Edit
New Student in Phased Out Program (cont’d)
2011 collection included warning edit 2012: Fatal error with KBOR override
function
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BTE - 2013 New Fields for residency Same format as fields in KSPSD
• New Field: 6 Months Residency►Values Yes, No, Exception
• New Field: Taxing Area Residency►Values: Yes, No
• Fields will be required for 2013 collection that opens in July
Why? Fields are necessary for Funding Model26
KHEDS Change AY 2012
Program Inventory/Course Inventory/CWP’s Date driven system No snapshots will be needed Institutions can maintain multiple versions as
long as dates don’t overlap Remains open until KSPSD and BTE locks and
will be included in certification process!!!! Universities will be able to include certificate
programs (Will allow KBOR to reconcile programs to IPEDS)
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KHEDS Change AY 2012
Program Inventory/Course Inventory/CWP’sWhat you can do now:
1. Add new programs, even those that have been aligned
2. Current programs may be modified for 2012 (including only Summer 2011, Fall 2011, and Spring 2012)
3. Courses may be added or modified to reflect 2012 curriculum
4. Add courses for new programs28
KHEDS Change AY 2012
Program Inventory/Course Inventory/CWP’s
What you can’t do now: Do not modify programs to reflect 2013
(Summer 2012, Fall 2012, and Spring 2013)
When can programs/courses be modified for 2013?
Functionality coming in May with release of new PI/CI/CWP
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KHEDS Change AY 2012
Program InventoryDistance Education Flag Initially populated by KBOR according to survey sent to institutions
last Fall Institutions will now be responsible for populating and maintaining
field Yes or No
Why? The Kansas Board of Regents, based on KS Statutes which stipulate that KBOR will "develop and implement a comprehensive plan for the utilization of distance learning technologies," is collecting data about which programs are delivered through these technologies and reporting on this information annually to the Board.
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KHEDS Change AY 2012
Program InventoryDistance Education Definition Distance education is defined as "either an asynchronous or
synchronous instructional delivery system in which faculty and students are physically separated in place or time. Teaching and learning are supported by a wide spectrum of existing and evolving media.”
For purposes of reporting, any program in which the proportion of content delivered via distance learning is 50% or more will be considered as a distance education program.
These offerings will include those offered wholly online and blended or hybrid programs in which a substantial proportion of the content is delivered through mediated delivery technology to facilitate such activities as online discussions, interactive television, and limited numbers of face‐to‐face meetings. 31
Course Inventory
Transfer Flag Addition of flag to identify courses
approved for automatic transfer as recommended by Transfer and Articulation Advisory Council (TAAC) and approved by Kansas Board of Regents
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Course InventoryTransfer Flag 17 general education courses approved at
January KBOR meeting University course information will come
from registrations/sections in KSPSD Common course IDs are coming More information will be available at June
KBOR conference33
AY 2012 Reminder
New Undergrads File Critical fields for P20 Database
• Field: High School Grad Date►Matching students between systems, defining
cohort
• Field: First Term Enrolled►Measuring cohort progress
• Field: Student Type►For matching between systems, it is critical to
know if they are first-time freshman or transfers34
AY 2012 Reminder
KSPSD Collections
20th Day Definition for Collections Students enrolled on 20th day Students who are enrolled in a course that
begins and ends before the 20th day Students enrolled in a course that starts after the
20th day provided that they are still enrolled as of the course’s census day
Needed for consistency in reporting Note: KHEER collection also uses 20th day
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KSPSD Reminder New Race/Ethnicity fields are required KBOR generates reporting race from
race/ethnicity fields Old Primary Ethnicity field is filler – WE
DO NOT USE even if institution populates field
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KSPSD Reminder
SAPP programs are not eligible for Perkins funding starting in AY 2012
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KSPSD Terminology
First Time Freshman Hold-over terminology of freshman is confusing Enter whether the student is a first-time after high
school grad/GED entering student into any postsecondary
Enrolled Flags & New Undergrads files
NOT a definition change – just updating KHEDS manual to make the definition clearer.
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Social Security Number Revised Language in KHEDS manual
Enter the federally assigned Social Security Number (SSN) if available. (This information is used to tie individuals to Department of Labor information for longitudinal data analysis. If the SSN is not provided, this information will not be available.)
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KHEDS certification certifies: KSPSD BTE Program Inventory/Course Inventory, CWP Program Review KHEDS data used for Perkins
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AY 2012 and Fall 2012 Submission Process
KHEDS Certification
AY 2012 and Fall 2012 Submission Process
KHEDS Certification / Review Period
Certifying the completeness and accuracy of KHEDS data submission• President will certify at 2-year institutions• Chief Academic Officer will certify at Universities
Collection Collection Dates Certification/Review PeriodAcademic Year July 1 – Sep 17 Sep 18 – Oct 1Fall Oct 15 – Nov 30 Dec 1 – Dec 17
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AY 2012 and Fall 2012 Submission Process
KHEDS Certification / Review Period Last date to lock KHEDS
AY – September 17
Fall – November 30 After data is locked, KBOR will run
standard edits Institutions should use certification/review
period to review data with President/CAO before data is certified.
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AY 2012 and Fall 2012 Submission Process
KHEDS Certification / Review Period (cont’d)
Re-open (unlock) and corrections are allowed during this period, but should be done BEFORE certification of the data. No other re-open window!
Each institution is ultimately responsible for the accuracy and completeness of its submission
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Timing of BTE Collection BTE collection will lock/certify on same schedule
as KSPSD AY 2012 collection Collection period does not change - July 1, 2011
to July 16, 2012 (Collection period for courses that took place July 1, 2011 through June 30, 2012.)
Lock by September 17, 2012 Certify by October 1, 2012
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AY 2012 and Fall 2012 Submission Process
KHEDS Certification / Review Period (cont’d)
AY 2012 and Fall 2012 Submission Process
KHEDS Certification / Review Period
Reminder - Data collected from KHEDS is used to calculate funding for Community Colleges and Technical Colleges!!!!
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AY 2012 and Fall 2012 Submission Process
KHEDS Certification / Review Period
Performance Agreements Performance agreements will be required
for all institutions More information will be presented at
KBOR June conference It is possible that some metrics may be
calculated using KHEDS
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KHEDS Future
Student Financial Aid Collection
Calculate Net Cost of Attendance for analysis by KBOR
Why? Address the frequently asked question “Are students being priced out of higher education?”
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Student Financial Aid CollectionProposed Data Elements: Tuition & Fees State & Local Grants Institutional Grants (IPEDS Definition) Loans (IPEDS Definition) Private Loans Other Aid From Community – Includes aid from
churches, local and national organizations, businesses, civic groups etc…
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Student Financial Aid Collection
Information from FAFSA: Campus Residency Dependency Status Financial Aid Budget
1. Tuition & Fees
2. Room & Board
3. Books & Supplies
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Student Financial Aid Collection Federal Grants including Pell, ACG and
SMART
State Universities & Washburn only: Federal Work-Study Funds Kansas Work-Study Funds
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KSPSD Future
Student Financial Aid Collection
Next steps: • Revisit draft• Try to align with IPEDS definitions • Finalize specs• Integrate into KSPSD collection• More information will be available at June
KBOR conference• First collection AY 2013
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AO-K InitiativeWhat is Accelerating Opportunity: Kansas (AO-K)? The Kansas Board of Regents, in partnership
with the Kansas Department of Commerce, received $1.6 million to transform workforce training models.
Partnership supports nine community and technical colleges that offer AO-K programs.
Combines basic education with practical, hands-on training resulting in skills and credentials – including a GED – that lead to good jobs.
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AO-K Initiative
What impact will AO-K have on institutions? Partner institutions will be required to submit an
additional data collection to support the initiative. No additional details are available now – JFF
(Jobs For the Future) will be meeting with KBOR staff on March 27th. (Institutional data representatives have been invited to March 27 meeting to give input.)
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KBOR – June Conference KHEDS Update Perkins Update IPEDS Program Inventory/Course Inventory/CWP Business Intelligence Tool Student Financial Aid Collection Performance Agreements Distance Education Transfer and Articulation E-transcript KTIP Brustein P20 Update and much more!
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KBOR June Conference
Dates – June 13-14Wednesday, June 13th
• KHEDS• IPEDS• Newcomers Training• University Program Review, Program Inventory &
Reporting• Business Intelligence Tool• P20 Update
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KHEDS – June Conference
Dates – June 13-14Thursday, June 14th
• Brustein - EDGAR• Perkins Update• PI/CI/CWP & Funding• KTIP• Distance Education• Transfer & Articulation• E-transcript
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June Conference
Brustein Presentation Education Department General
Administrative Regulations (EDGAR) Topics include:
1. Cash Management
2. Inventory Management
3. Procurement
4. Record Retention57
IPEDS 2012-2013 Distance Education Data
Surveys updated for distance education data:
Institutional Characteristics Completions Fall Enrollment
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IPEDS 2012-2013 Completions
Completions – items added to collect number of students who earned awards
Note: Current IPEDS collection of completions collects data on awards. Since graduates may receive more than one award, students can be duplicated under current collection.
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IPEDS 2012-2013 Human Resources
Eliminate full-time non-instructional research and public service staff from Part G reporting in the Fall Staff section
Add research and public service categories to Part I of the Fall Staff section
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IPEDS 2012-2013 Human Resources
New occupational categories to align with Standard Occupational Classification (SOC)
Add questions to determine if institution has:
1. graduate assistants
2. tenure system
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IPEDS 2012-2013
Additional details on the changes can be found at:
https://surveys.nces.ed.gov/IPEDS/ViewContent.aspx?contentId=22
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Spring 2012 Collection
The collection includes the Fall Enrollment, Graduation Rates, 200% Graduation Rates, and Finance components.
The collection closes April 11, 2012.
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IPEDS 2011-2012 Reminder
Future Changes to KHEDS
Collect academic calendars for all institutions
Edit for first-time freshman field that would look across multiple years/institutions
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Future Changes to KHEDS
Term Collections? Fall Collection Spring Collection Summer would be included in Spring or Fall Timing of implementation – AY 2013?
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Reminders
Other Data Collections Spring KHEER – Closes March 31st
University Qualified Admissions – Summer 2012 Tuition & Fees – July 2012 Fall KHEER – October 2012 University Data Book Collections - Fall 2012 University Tuition Waivers – Fall 2012 CC & Tech Foster Child Assistance – Fall 2012
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KHEDS and Other Data Collections
Additional information regarding additions and changes to KHEDS and other data collections will be presented at June KBOR conference. What has been reviewed today is not a complete list of changes to collections since information on new initiatives is still being collected by KBOR.
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Some of the uses forKHEDS & Other Data Collections
KHEDS used for calculation of funding KHEDS used by Perkins University collections used for Data Book Tuition & Fees are published on web Performance agreements? KHEDS used for P20 Database and other grants KHEER and KHEDS used for annual enrollment report KHEDS used for annual distance education reports Legislative requests Other research/Research scholars Board decision making
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KHEDS
Webinar presentation will be available tomorrow under general info tab.
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Questions? (Please take phone off mute.)
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