Newcomer’s Training

Elenor Buffington

KBOR Conference

June 13, 2012

Agenda Introduction to KBOR Data, Research, and

Planning Unit Overview of KBOR Data Collections Navigating the DRP website -

www.kansasregents.org

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The Data, Research and Planning Unit

The Data, Research and Planning (DRP) unit is responsible for• providing data analysis support for data-driven

decision-making activities of the Kansas Board of Regents

►the development of an integrated system of postsecondary data

►IPEDS coordination for all higher education institutions in Kansas.

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DRP StaffOversight Development Data Collections Reporting

Dawn Ressel Lin Rome Marti Leisinger Mahmoud AlBawaneh

Cindy Farrier Sai Jitta Patti Biggs Kat Nolan-Porta

Will Hortenstine Elenor Buffington

Mary Galligan

Susan Rinehart (CTE)

Craig Haugsness (PPS)

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KHEDS*

DRP Data Collections

KBOR Database

KSPSD

BTE

Program Inv

Course Inv

KHEER

Clearinghouse Private PS

Indep Inst

MO Students

IPEDS

Credentials Labor

K12

*KHEDS = Kansas Higher Education Data system 5

FERPA 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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FERPA Privacy Reminder

Institutions should NEVER e-mail identifying information, such as SSN, to KBOR.

Any file containing SSNs or other identifying information should be sent via secure FTP.

KBOR has an upload function on the web that is secure.

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DRP: IPEDS Coordination Responsibilities

• Work with all public and private institutions to complete IPEDS surveys on time

• Review data submissions and LOCK collections• Serve as a link between institutions and federal

government on questions, problems, etc.• Provide training on IPEDS surveys

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IPEDS Session IPEDS Update

• Wednesday 3:15 – 4:00

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KHEER Kansas Higher Education Enrollment Report Aggregate Enrollment Report dating back to the

1960’s• 20th day census data collection• Public and Private Institutions• Headcount, Student Credit Hour (SCH), Full-

time Equivalent (FTE) Reports• Fall and Spring collections

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KHEDS: Background KSPSD first collection

• First Fall collection in Fall, 2003• First AY collection for AY2005 (SU04, FA04,

SP05) Program Inventory (PI) Created in 2005

• Courses within Programs (CWP) required in 2009 Course Inventory (CI) Created in 2008 Business Training and Enrichment (BTE) First

Collection in FY200811

Kansas Postsecondary Database(KSPSD)

Any student who is enrolled in a course that fulfills a requirement of a formal award or stand alone parent program is submitted in KSPSD.

• Formal awards include technical certificates of 16 credit hours or more.

• Stand Alone Parent Programs (SAPP) are programs of less than 16 and leads to an approved credential.

► Note: Formal awards are listed in the KHEDS Program Inventory System

• Note: only the course must fulfill requirement, the student does not have to take course for the award credit.

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Kansas Postsecondary Database(KSPSD)

First live data collection in Fall 2003 KSPSD consists of several collections

• Fall; 20th census day collection (FA)• Academic Year; 20th day plus collection (AY)• Follow-up; Employment information on students who graduated

from Perkins technical programs (SU)• Plus collection 1 – Preliminary Fall Enrollment• Plus collection 2 – Graduation Survey Tracking: optional

collection to allow inst to track cohort students. (GR)

URL for website is http://data.kansasregents.org• After login https://submission.kansasregents.org

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Kansas Postsecondary Database(KSPSD)

Prior to the 2006-2007 data collection, students who were part of the Carl D. Perkins Technical Program Grant also had to be submitted in another submission called CaTERS (Career and Technical Education Reporting System)

KSPSD and CaTERS were merged together in 2006-2007 with the start to Perkins IV to reduce reporting redundancy on institutions• Old institutional CaTERS data is still viewable by

going to the CaTERS-Perkins data collection link on the website

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Kansas Postsecondary Database (KSPSD)File Academic Year Fall Census Day

Students Information X X

Enrolled Flags X

Declared Majors X X

Registrations X X

Sections X

Students Status X

New Undergrads X

Transfers X

Completions X

Students Flags X

CEP Faculty Credentials X

Campus O O

Previous Completions O

Enrollments X

15Note: AY12 = summer 11, Fall 11, & Spring 12 FA12 = Fall 2012 20 th day

Kansas Postsecondary Database(KSPSD)

To ensure data quality, KBOR requires institutions to go through a multi-step edit process during data submission

• Basic edits are completed during the upload process• Some file edits are completed as a second step of the

upload process• After all files have been uploaded, a complicated, inter-file

edit routine must be run before the institution can complete the submission

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Kansas Postsecondary

Database(KSPSD)

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Optional files

Note: For AY and Fall collections additional Certification Step required

Universities will have a link to PR

reports here

Run edits on submitted data here

Lock data here

Kansas Postsecondary Database(KSPSD)

Edits return Fatal Errors and Warnings Institutions cannot complete the submission until all Fatal

errors are corrected Warnings need to be reviewed by your institution before

submission is locked All entries on an edit report should be taken seriously. Do

not change data to pass edits. There are many things based on these data that have an impact on your institution and higher education• Contact IRHelp if you believe is edit is wrong

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Kansas Postsecondary Database(KSPSD)

Review Basic Counts reports

• Not everything that could be wrong with your data can be found in an edit report.

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Kansas Postsecondary Database(KSPSD)

Table of Contents for the Over all Basic Counts Report

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Locking and Certification of Data After data are locked, KBOR will run standard edits Institutions should use certification/review period to

review data with President/CAO before data are certified.

Re-open (unlock) and corrections are allowed during this period, but should be done BEFORE certification of the data. There is no other re-open window.

Each institution is ultimately responsible for the accuracy and completeness of its submission.

KSPSD Best Practices

KSPSD Files are created from data submissions of institutional systems … not live systems

Institutions invest a great deal of staff time preparing for and creating the state files

Institutions use the KSPSD file for campus wide reporting to ensure consistent reporting

Institutions use the system to create IPEDS Enrollment, Completions, etc.

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Kansas Postsecondary Database(KSPSD)

2-year Sector• Funding Management Reports

4-year Sector• Program Review Student Reports

All users• Business Intelligence Tool Reports

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KSPSD Updates

• KHEDS Update session:►Wednesday 1:30 – 3:00

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Business Training & Enrichment(BTE)

Newer data collection that provides data basis for understanding the contribution Postsecondary institutions are making to industry and non-traditional life-long learning; includes Business & Industry and Enrichment courses

Right now only Community Colleges and Technical Colleges submit this project

Data collection for courses that are not part of a Program are not submitted through KSPSD

• KSPSD + BTE = all courses offered by the Institution

Layout for BTE files follow KSPSD format25

Business Training & Enrichment(BTE)

Vision for BTE was to be open all year Information is submitted in “bundles”

• Student Information, Sections, Registration Edits run on the bundle once it has been

uploaded File Submission edits cannot be run until 30 prior

to close date• For FY12 close date 7/16/12; edits available

6/15/1126

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Form to enter data a section at a time

Links to Manage Bundles

Course Inventory Management links

Edits available year round to run against bundles

Lock the entire Submission

Business Training & Enrichment (BTE) Data Submission

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Business Training & Enrichment (BTE) Data Entry Form

BTE Sessions

BTE topics will be part of other sessions but no specific session just for BTE

• KHEDS Update ► Wednesday 1:30 – 3:00

• Data and the Two-Year Sector Funding Model► Thursday 2:15 – 3:50

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Program Inventory (PI)

1. Provide a centralized list accessible by KBOR institutions, KBOR staff, and eventually the public constituents of academic programs offered at each public institution.

2. Facilitate the maintenance (e.g., addition, modifying, deletion, etc.) of academic programs at all public institutions via the web-based system; maintain programmatic history.

3. Provide an expedited and convenient method of tracking new academic programs through the KBOR approval process.

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Program Inventory (PI)

Program Inventory has many purposes; Focus on the link between the Program Inventory System and the KSPSD

Programs are listed with a Program code + Award Level + Award (PALA)

Students are also submitted with a PALA Student PALA and Program PALA must match Be sure to talk to the appropriate people on your campus

to ensure these two systems stay in-sync

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Automated Emails

Email sent to KBOR staff when a new program or modification has been submitted

Email sent to KBOR staff and institution when required documents have not been submitted two weeks after program entered

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Automated Emails

Email sent to all institutions when program is ready to start the approval process – this is called a program alert.

Email sent to institution when program is approved

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Course Inventory (CI)

1. Provide a centralized list accessible by KBOR institutions and KBOR staff of all courses offered at each public institution.

2. Facilitate the collection and on-going maintenance of the Master Course List and Perkins Verification Forms.

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Courses within Programs

35Not a University Project

The curriculum “make-up” of the program The credits listed in the CWP must add up to the number

of credits in the program Elective courses are put together into what is called a

block

Conference Sessions for More Details

CI/PI/CWP – mainly for 2-year institutions• Thursday 2:15 – 3:50

PI – for 4-year institutions along with relationship to Program Review• Wednesday 11:10 – 11:55

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KHEDS Resources

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DRP Website

•General Information

•KHEDS Documentation

KHEDS Resources

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ManualsDesk AidsPresentationsIRHelp

Using the DRP Website

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Create / Manage Your Own Account

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New users create an account

Reference manual to explain all login procedures

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Navigating the Website Profile

• When need to change the collection time period, need to change the “Profile”

► Click on the Change link on upper right

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Navigating the Website Tabs for general information, data submission, and

reporting in each data collection.

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Navigating the Website Click on the Change link Click on the View other Users at Institutions

Sample Report of Other Users in Institution

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Download Final Datasets Once submission has been locked, CSV versions

of the data can be downloaded

Previous Submission Basic Counts always available

Website Security Features

Enter password incorrectly three times, account is locked• Email to user with Secret Question (check Junk Mail)• If secret question wrong, account is frozen and DRP

Staff must defrost. DRP staff is automatically notified when accounts are frozen

Change Password every 180 days

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Website Security Features

If no activity has happened on website for 20 minutes, user is logged out

Prompted to continue• Note: Some reporting features not tied into the website clock

Questions?