KHEDS UpdatePresented by

Marti Leisinger Team Leader for Data Collections

Data, Research and Planning

2014 KBOR WebinarApril 2, 2014

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Data Research and Planning Organization Chart

AgendaKHEDS Collections and KBOR Updates

New fields and changes to existing data fields

Clarifications and reminders New warnings and errors Review of certification

process Student Financing Module

Update and FAQs Workforce Development

Reminders

Data collection dates for other collections

Licensure/Credentialing Project Update

Project Calendar Update NEW Data Book Project KHERS IPEDS Update June Conference Preview

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Kansas Higher Education Data System (KHEDS)Data collections 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 as

required by the Kansas Higher Education Coordination Act.

KSPSD including new SFM files and SB155 collection 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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FERPA Privacy Reminder Institutions should NEVER e-mail personally

identifying student data to KBOR. Examples - SSN, name information, institution assigned id

Any e-mail received by KBOR with such information will be immediately deleted

KBOR has an upload function on the web that is secure. (File exchange under the KSPSD Reports tab). Please contact KBOR if you wish to use this process

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New For AY 2014

All KSPSD Collections All Files

Eliminated the option of uploading files with no decimals

There will no longer be a question on the upload page to select decimal/no decimal

Why? In the past, some data was submitted incorrectly when utilizing the no decimal option

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New for AY 2014

All KSPSD Collections All Files

Only submit federally assigned SSN’s in student identification number field (SSN)

In the past, institutions have used college assigned numbers if the SSN was unknown

Social Security Administration expanded their range of numbers and there is overlap between federal SSNs and some college assigned numbers

SSN is used for matching to labor data and labor data could be matched to wrong students

If an SSN is unknown, enter all zeros 9

New for AY 2014

KSPSD AY Collection Enrolled Flags

Adding Student Level Field Student level will be collected for each term the

student is enrolled in at your institution Why? Needed for Student Financing Module tuition

analysis

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New For AY 2014

KSPSD AY Collection Registrations

New Values to KIT/KIR Funding Field OUTSVC – to be used by institutions offering courses

outside the service area that have not been approved by KBOR and the institution that is authorized for that service area. These hours will not receive state funding

WKFAID – to be used by institutions if the course is being funded by workforce aid contract

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New For AY 2014

PI/CI Process for Workforce Aid* Add program (SAPP) and PO course; tie course to program Create BI course which is the same as PO course and link to

program and flag as workforce aid course (new flag in CI) Submit contract with Commerce as paperwork required for BI

course Enroll participating students in the BI course Contact KBOR Workforce Development Unit for complete

documentation on the process.

* Companies work with Commerce to provide free training to potential applicants. Commerce contracts with institutions to provide the training. Currently only WIT has a contract, but others are being negotiated. 12

New For AY 2014

KSPSD AY Collection New Undergrads

Warning – Student Type – First-Time Freshman “Student has been previously reported as a First-

Time Freshman at another institution” Error *– Student Type – First-Time Freshman

“In prior years student has been reported as a First-Time Freshman at your institution”

* Errors must be fixed to submit collection!13

New For AY 2014

KSPSD AY Collection New Undergrads

Error* – Student Type – Transfer “In prior years student has been reported as a

Transfer at your institution”

* Errors must be fixed to submit collection! 14

New For AY 2014

KSPSD AY Collection Completions (University Certificates)

All completions must have a program, award and award level (PALA) that matches a program in program inventory

Although some university certificate programs may not require KBOR approval, they will need to be reviewed as appropriate for collection purposes and use in Foresight 2020

KBOR is looking at aligning with IPEDS definitions Academic Affairs is reviewing and final policy decision

will be made prior to conference 15

Reminder

KHEDS Collections Students Information File

Date of Birth is NOT an optional field. Match data is critical to success.

o Matching within KBOR system for Student Success Indexo Matching students to KSDE data for P20 databaseo Matching licensure/credentialing data for outcome metrics,

Foresight 2020 and research initiatives It should only be left blank or populated with zeros if

the DOB is truly not known. Note : BTE exception – Business & Industry section that is reporting enrollment

counts only16

Reminder

KSPSD AY Collections Transfers File

Include any undergraduate who is in the new undergrads file that has transferred to your institution for the first time

Do not include students who start at your institution, transfer to another and then come back

New edit (error) in place for AY collection

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Reminder

KSPSD AY Collection New Undergrads File

Student Type (Match EF, TR) Transfer student

o Students indicated as transfers should be students transferring to institution for the first time. Students that attend your institution, leave to attend another institution and then come back, should not be included.

Note: This definition is different from QA definition because fields are used for different purposes.

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Reminder

KSPSD AY Collection New Undergrads File

Student Type (Match EF, TR) First-time Entering

o A current high school student is not considered first-time enteringo First- time entering postsecondary regardless of classification

(Example – Could come in as a sophomore due to credit obtained while in HS)

o If entering in Summer and then again in Fall, count first-time for both

o A student may be a first-time entering student even if they are classified as a transfer in qualified admissions ( Example - High School graduate entering postsecondary with at least 24 hours of college credit obtained while in high school.) 19

Reminder

KSPSD AY Collection New Undergrads File

Qualified Admissions Type (Universities only) Match QA Survey Collection Definitions were clarified last year to eliminate

confusion Legislative Requests and reporting to the Board

necessitate use of KHEDS QA data, not just QA Collection

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Reminder

KSPSD AY Collection New Undergrads File

Qualified Admissions Type (Universities only) TRNS =

o Kansas resident or nonresident o student completed 24 hours of transferable college level

worko with at least a 2.00 GPA

***Also Use for First-Time Entering with 24 Hours

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Reminder

KSPSD AY Collection New Undergrads File

Critical fields for P20 Database Field: High School Grad Date

o Matching students between systems, defining cohort Field: First Term Enrolled

o Measuring cohort progress (For semester based institutions, please use 08 for the month for fall, 01 for spring and 06 for summer)

Field: Student Typeo For matching between systems, it is critical to know if they

are first-time entering or transfer 22

Reminder

KSPSD AY Collection Completions file (SAPPS)

All completers, including SAPP completers, should be submitted

All SAPP completers will be included in Follow Up file

Although SAPPs are not eligible for Perkins, the data is needed for outcome metrics, performance agreements, and KTIP reporting

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Reminder

KHEDS AY Collection 20th Day Definition

Students enrolled on 20th day (Even if they withdrew after 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

Do not include students that enrolled after 20th day and dropped before course started

Exception – “Completers only” that are in the student info and completions files 24

Reminder

KHEDS AY Collection

BTE must be completed and Locked before the AY Collection can be Locked

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Reminder

KHEDS Fall Collection 20th Day Definition

Students enrolled on 20th day (Even if they withdrew after 20th day)

Students who are enrolled in a course that begins and ends before the 20th day

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Optional but Preferred

KSPSD AY & Fall Collections Enrolled Flags, Enrollments, and Campus

Files Prefer to identify students attending branch campuses Insert Branch Code for student in Enrolled Flags and

Enrollments Enter corresponding Campus Code and description in

Campus File Enables KBOR to exclude students based on campus

(Example – FHSU’s China campus)27

Data Issues/FAQs Declared Majors - How to handle students who

audit classes Enter the number of credit hours of the course even

though the student is getting zero credits. The Outcome will be “AUDIT”.

New Undergrads – How to handle multiple placement tests If more than one test is used, use the placement test used

to place the student in a suitable course. If numerous test are used to place the student, pick the test that has the highest weight. If they all are weighted the same, pick the test with the best score. 28

Student Financing Module Now integrated into the AY Collection Data will be made available to the Board and

will be used for reporting purposes after certification period

No corrections/changes will be made after the certification period

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New for AY 2014

Student Financing Module

New Warnings for AY 2014

Student Financing Module Student Costs

Warning - No Students Reported as SB 155 Students Financing File

Student is in Enrolled Flags (EF) and not Students Financing (FN)

Warning – “Would expect each student to have at least one FN record for each term enrolled unless they are 100% self-pay.”

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New Fatal Error for AY 2014

Student Financing Module Students Financing File

Student is in Students Financing (FN) and not Enrolled Flags (EF)

Fatal – “For each FN record, there must be an EF record. Reporting Periods must match.”

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SFM Data Issues and Clarifications SFM data collection covers the same

timeframe as AY – Summer 2013, Fall 2013 and Spring 2014

In the Student Costs file tuition charges should be reported before adjustments are made Tuition should NOT include required fees Required fees are reported separately in student

costs file 32

SFM Data Issues and Clarifications All records in Enrolled Flags (EF) must have

a Student Costs record (SC)

All records in Students Financing (FN) must also have a record in Enrolled Flags (EF)

SSN and Student ID must match in all files or system will generate errors

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SFM Data Issues and Clarifications Students Cost File

Reported EFC Months cannot exceed 12 Example: If a student is enrolled full-time in SU, FA,

SP reported months would be 3.0, 4.5, 4.5 respectively.

Each Reporting Period must have a Primary Cost record

If a student has multiple tuition rates within a single reporting period suggested guidance is to report the largest number of credit hours as Primary and all others as Subsequent. 34

SFM Data Issues and Clarifications Students Financing File

Only 1 record per student per reporting period enrolled per STAN (Funding Source/Funding Type/Award Type/Award Need)

If a student has more than one institutional scholarship with same STAN the system will error this out

o These must be rolled-up into a single total per STAN per Student per Reporting Period

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SFM Data Issues and Clarifications Students Financing File

Midwest Student Exchange Program (MSEP) MSEP students are Waivers

529 funds are an award These should be treated like cash and not

reported in the FN file

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SFM Data Issues and Clarifications Students Financing Warning

“Would expect each student at least one FN record for each term that student is enrolled.”

This will continue to be a warning Students who pay out-of-pocket will not have an FN

record We want institutions to be aware of how many

students they are reporting as self-pay to help ensure data is correct

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SFM Data Issues and Clarifications Basic Counts Report

It is very important that all parties involved in providing the SFM data review the Basic Counts report for accuracy. We will be reporting on the data provided to us in the AY 2014 collection.

Unlike this past year, we will not be allowing schools to go back and correct the SFM data once it has been certified.

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SFM FAQs Will I need to certify my SFM collection?

SFM is part of the AY collection and will be certified as part of AY.

What do I do if I don’t see a code (tuition type, tuition waiver, etc.) that fits what my institution does? Contact IR Help at irhelp@ksbor.org . Provide as

much information about the code as possible. 39

SFM FAQs I don’t understand the difference between a

primary cost record and a subsequent cost record? Every student in Enrolled Flags must have a primary cost

record for each term enrolled. Some students will have subsequent cost records if they have

multiple tuition types. Which one you mark as primary or subsequent does not

matter! Other costs (ex. Room & board, book & supplies, etc.) are

only included with the primary cost record. (These costs must be reported as zero on subsequent cost records for that student for that reporting term to avoid duplicating costs).

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SFM FAQs What do I do if a student and/or family pays for all

education costs? Record all periods in which the student is enrolled in

the Students Costs file. Do not report anything in the Students Financing file.

What students should be submitted in the collection? All students that are reported in the Enrolled Flags file

should also be reported in the Students Costs file and probably the Students Financing file unless 100% self pay.

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SFM FAQs Why does KBOR need this information?

NCHEMS & SHEEO list Financing Module as one of 15 Essential Characteristics of data system

They conclude “…including financial aid data in a postsecondary longitudinal database is a wise investment.”

To answer questions such as… Are we pricing students out of higher education? Is there a correlation between aid received, debt incurred

and retention? As costs / aid availability change, how does composition of

students change? What does student debt look like?

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KHEDS certification certifies: KSPSD AY and Fall (Includes SFM starting with

AY 2014) BTE Program Inventory/Course Inventory, Courses

Within Program (CWP) Program Review

NOTE: Includes KHEDS data used for Perkins allocations. 43

Reminder

KHEDS Certification

2014 AY and FallKHEDS Certification / Review Period

Certifying the completeness and accuracy of KHEDS data submission – very important - institutions will not be allowed to go back and make corrections after the data has been certified unless a special circumstance exists. President will certify at 2-year institutions Chief Academic Officer will certify at Universities 44

2014 AY and FallKHEDS Certification / Review Period

Last date to lock KHEDSAY 2014 – September 15Fall Census– December 1

Please review all reports before locking After lock date, KBOR will run standard quality assurance

reports during the one week Review Period and institutions should review submission. Institutions will not be allowed to certify their data during this time.

After the Review Period, institutions will have one week to certify data during the Certification Period.

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2014 AY and FallKHEDS Certification / Review Period (cont’d)

Re-open (unlock) for corrections are allowed during the Review Period.

All re-open requests can be accommodated during the certification period if data has not been certified.

If the data has been certified and a correction needs to made during this time period, only the President/CAO can request it to be reopened and special circumstances must exist to support the request. 46

2014 AY and Fall KHEDS Certification / Review Period (cont’d)

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 2014 collection Collection period does not change - July 1, 2013 to

July 15, 2014 Lock by September 15, 2014 Certify by September 30, 2014

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2014 AY and Fall KHEDS Certification / Review Period (cont’d)

KHEDS Summary No major layout changes “No decimal point” option for file upload process

has been eliminated for all files Additional errors added for New Undergrads file Term collection delayed, but will be discussed at

the conference in June SFM will be included in certification of KHEDS AY

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Workforce Development Update Review the Secondary Tuition Verification

Reports (SB155) Review Program Inventory now for “Broken

Programs” Utilize 2013 certification reports to verify

CI/PI accuracy User guide to accompany KHEDS data

manual – will review at KBOR Conference50

KHEER Data Issues Fall enrollment data should match across

collections (Fall Prelim, Fall Census, KHEER) 20th Day definitions are the same

Transfer student definitions differ Slight discrepancies between collections may occur

as data becomes more accurate during the semester Discrepancies may also occur between KHEER and

KSPSD if your institution has students enrolled only in credit BTE courses and no KSPSD

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KHEER Data Issues Reporting of students taking off-campus

courses Students enrolled in only off-campus courses

should be included in off-campus enrollment If mixed enrollment, report students as on-

campus and classify credit hours in the appropriate areas for on-campus and off-campus hours

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Project Calendar Update Institutional project calendars may be

viewed online: https://submission.kansasregents.org/public/project_calendar_inst_view.jsp

Calendar now includes most significant reporting requirements from all KBOR units

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Project Calendar Update

Project Calendar Update Status updated as projects are turned in

May take a few days in some instances since receipt of documents must be communicated to DRP staff by other units.

Continuing to work on additional updates to add more information and functionality

Please provide comments, feedback, ideas to IRHelp@ksbor.org

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Other Data Collection Dates University Qualified Admissions – Summer 2014 Tuition & Fees – July 2014 Fall KHEER – October 2014 K.S. A. 76-731a – October 2014 Data Book Collections - Fall University CEO Salary - Winter 2014

NOTE: University Tuition Waivers and Foster Child Assistance collections will be replaced with data from KHEDS (SFM) starting in AY 2014.

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Credentialing Data Project Collection of licensure and credentialing data for KBOR students

Important to KBOR strategic goals such as Foresight Assists in evaluation of programs and student success

Building database of available licensure and credential information

KDHE files are currently being loaded to the database. These include: Board of Nursing Board of Healing Arts Kansas Dental Board Board of Emergency Medical Services 57

Credentialing Data Project KBOR is working to match credential records with system

student records Accurate name and date of birth data - extremely important

Possible uses for credential data Foresight 2020 (2015 Progress Report) Outcome Metrics Follow-Up Reporting*/KTIP report Other reports as requested beginning in late 2014/early 2015

* Collection will NOT replace KHEDS Follow-Up Collection since KBOR is not able to collect data from all agencies/states, but data can be used to supplement Follow-Up.

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Data Book Project History of Data Book

KBOR State University Data Book Sections for finances, tuition, enrollment, faculty, facility data,

institutional profiles Published annually since 1993. Recent versions can be found at

http://data.kansasregents.org/reports/DATABOOK/

Other Data Documents KBOR System Profiles (2002-2005) Kansas Higher Education Reporting System (KHERS) KACCBO Community College Enrollment and Financial Statistics

Book59

Data Book Project Timeline for Enhancements

Future of the Data Book State Universities- January 2015 (slight

alterations), full changes in January 2016 Washburn- January 2016 Community colleges- January 2016 Technical Colleges- January 2015

(abbreviated version), full version in January 2016

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Data Book Project Advisory Committee

Will consist of representatives from budget/administrative offices, institutional research offices, a governmental relations representative and KBOR staff

Discussion topics : Appropriate data sources and measures Challenges associated with supplying timely data Alignment of definitions Inclusion of finance data from all sectors

By late May, the committee is to provide recommendations to KBOR staff 61

Data Book Project Why?

Consistent measures and presentation of the data

Convenient resource for institutional leadership, KBOR Board and staff

More efficient way to respond to legislative requests

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The Business Intelligence (BI) Tool: KHERS

Kansas Higher Education Reporting System (KHERS)

Graphical representation of data submitted though KBOR collections

Public Site available through www.kansasregents.org Select KHERS found on left banner

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The BI Tool: KHERSSpotlight-KHEER Reports

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The BI Tool: KHERSSpotlight-KHEER Reports

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Drill Down Links are Underlined

Select Fall or Spring Semester

The BI Tool: KHERSSpotlight-KHEER Reports

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Drill Down Links are Underlined

The BI Tool: KHERSSpotlight-KHEER Reports

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KBOR Reporting/Uses of Collected Data

Calculations for Technical Funding (SB 143 and SB 155)

Perkins Allocations Data Books Tuition & Fees reports Transfer reports Press Releases Performance Agreements P20 Database and other Grants

Initiatives Annual Enrollment Report to the

Board

Distance Education Report to the Board

Legislative Requests Research Scholars and other

Research Efforts Foresight 2020 Outcome Metrics KTIP KHERS Board Data Driven Decision-

making

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IPEDS 2014-2015Data Collection Calendar

Fall: Institutional Characteristics, Completion, 12-month Enrollment Opens: Early September KH Close: Mid-October

Winter: Student Financial Aid, Graduation Rate, 200% Graduation Rate, Admissions (new) Opens: December KH Close: February

Spring: Fall Enrollment, Finance, Human Resources, Academic Libraries (new) Opens: December KH Close: Early April

Prior Year Revision System:  Components will be open for revision during their regular data

collection period. 74

IPEDS 2014-15 Change Institutional Characteristics Survey

Adding survey questions regarding Veterans Add screening question for degree-granting institutions to

determine level of reporting on new Academic Libraries Component

Delete estimated enrollment items Move some Admissions Information from the IC Survey to a

separate component in the Winter Collection (Admissions)

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Admissions Information Moving to New Admissions Survey in the Winter Collection

Admissions Requirements Example: Secondary School GPA, Completion of College-

Preparatory Program, Admission Test Scores (SAT/ACT), etc. Provide the number of first-time, degree/certificate-

seeking students who applied, who were admitted, and who enrolled (either full- or part-time) for the most recent fall period

If test scores are required for Admission for first-time, degree/certificate-seeking Undergraduate students, provide the number and percentage of enrolled students submitting SAT and/or ACT scores, and the 25th and 75th percentile scores for each test listed 76

IPEDS 2014-15 Change Student Financial Aid Survey

Add the following items: Number of Undergraduate and Graduate students

receiving Post-9/11 GI Bill benefits and the total dollar amount of tuition and fee benefits awarded to them through the institution.

Number of Undergraduate and Graduate students receiving DoD Tuition Assistance and the total dollar amount of DoD Tuition Assistance awarded to them through the institution.

Department of Defense Tuition Assistance. 77

IPEDS 2014-15 Change Academic Libraries Survey

Add items for degree-granting institutions if expenditures > 0 Is the library collection entirely electronic? (Y/N) Collect library collections counts, physical and digital/electronic,

as applicable Circulation, physical and digital/electronic, as applicable

Add items for degree-granting institutions if expenditures are > $100,000 Total Salaries and Wages Fringe benefit expenditures if paid by the library budget Preservation services Total interlibrary loans and documents provided to other libraries

or received 78

The Future of IPEDS2015-16

New Outcomes Measures Survey will be added to the Winter Collection

Collect outcome measures data from degree-granting institutions on four degree/certificate-seeking student cohorts

Full-time, first-time students Part-time, first-time students Full-time, non-first-time entering students Part-time, non-first-time entering students

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Outcome Measures (OM)2015-16

Status updates will be collected from both 2-year and 4-year institutions eight years after the cohort enters the institution.

For each of the four cohorts, institutions will provide a status update using the following categories: Received award Did not receive award, still enrolled at institution Did not receive award, subsequently enrolled at another institution Did not receive award, subsequent enrollment status unknown

A total of students who did not receive an award will be calculated. 80

IPEDS 2014-15, 2015-16Data Collection Changes

Major changes coming! New Collections! IPEDS Session at June conference will include

details on changes and new collections.

http://nces.ed.gov/ipeds/news_room/ana_12_23_2013.asp (Preview forms)

https://surveys.nces.ed.gov/ipeds/VisChangesForNextYear.aspx (Background and summary of changes)

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2014 Kansas Board of Regents Data Quality and Planning Conference

June 25-26, 2014 Capitol Plaza Hotel, Topeka Online registration will be open later this

week. Agenda available in 2 weeks. (Will be posted

in KHEDS News)82

2014 Kansas Board of Regents Data Quality and Planning Conference

Wednesday, June 25th - Tentative Newcomers Training IPEDS Update KHEDS including Student Financing Module

(SFM) Developmental Education Legislative Update

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2014 Kansas Board of Regents Data Quality and Planning Conference

Thursday, June 26th - Tentative Brustein - EDGAR Perkins Update Funding Update PI/CI/CWP Academic Affairs Update KHERS Overview Term Collection Discussion 84

2014 Kansas Board of Regents Data Quality and Planning Conference

Other Topics Special KBOR Initiatives

Data BookCredentialing ProjectPrior Learning Assessments

Updates from researchers

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2014 Kansas Board of Regents Data Quality and Planning Conference

Michael Brustein Presentation Education Department General Administrative

Regulations (EDGAR) New Super Circular Cash Management Inventory Management & Controls Procurement Record Retention Auditing and Monitoring Responsibilities Required and Permitted Uses of Perkins Funds

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Questions? (Please take phone off mute.)

IRHelp@ksbor.org

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