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MANAGEMENT INFORMATION SYSTESM

ADVISORY TASK FORCE (MISATFOR)

MEETING MINUTES

NOVEMBER 4-5, 2015

MISATFOR/WEDDAC CONFERENCE - WEDNESDAY NOVEMBER 4, 2015 – 8:30 A.M.

Opening -Welcome and Administrative Issues-Juan Mestre, Bureau Chief, CCTCMIS/DIVISION OF

ACCOUNTABILITY, RESEARCH AND MEASUREMENT/FLORIDA DEPARTMENT OF EDUCATION

FLEID – Sarah Dugger and Amanda

Provided an overview:

o Receive files from districts / colleges through TIBCO. They are notified and reviewed.

o If a match is not found, new FLEID, if near-match reviewed for resolution.

Schedule: July was onboarding for districts. Have reviewed all districts and returned the files

which required resolution. Expectation is to finish WDIS onboarding January 2016.

Onboarding will be ongoing all of this academic year. Next year (2016-2017) submissions will

contain SSN and FLEID but ONLY for that academic year.

All 28 colleges have submitted SSO paperwork, 11 are on next steps.

Main TIBCO contact is who provides authorizations.

Showed interfaces and screen shots.

Files are cleared after 7 days.

Process runs on the hour M-S 5 am to 10 pm, Sunday 5 am to 6 pm. 10 min for processing

Link for Florida Education ID, Screen for look-up with mandatory fields. Link in power point

for training.

A few things noticed:

o No special characters in alpha-numeric field.

o Institutions should only include OPEID as institution identifier. Prior school district

only in prior school of enrollment.

o Year is populated as 2015-16 not 2015.

o Many resources are available to districts and institutions.

Tracy - Submitted file last week and processed. How often should we submit follow-up files?

Answer: Anytime you like but suggest work through near-match resolutions before

resubmitting.

Follow-up: Once near matches are resolved is a FLEID assigned? Answer: Yes, it is assigned

and available on the screen and can also get a file to pull into your system. Near match

resolution file only stays in output file for 7 days.

Unknown (District): Is access available 24/7 outside maintenance window: Answer: Yes

Unknown -The near match resolution file requested was empty. Why? Answer: Matches that

are not resolved won’t be in output file.

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Sue Dougherty (Charlotte County) -Will student locator information be available on NW?

Answer: Not sure about plans but there has been talk of a revised student locator

Any remaining WDIS districts that need to onboard, we can start now.

Please address any questions or problems to FLEIDProject@fldoe.org and copy Juan Mestre.

WIOA Data collection requirements – Tara Goodman (in place of Tara McClarnon).

Federal government has not finalized accountability requirements yet so new data elements

are not available at this point in time.

WIOA: Workforce Innovation and Opportunity Act requires development of report templates

to be used.

Adult education programs required to collect and report data to support required

components in Annual State Performance Report.

Some parts of NRS may be required but still waiting for guidance. 2016-17 is first year of

implementation.

Asked OCTAE exactly what will be required to implement in 2016-17 and basically were told

still under development.

Public commentary was due September 21st.

Three draft documents have been developed:

WIOA participant individual record layout (PIRL)

WIOA State Plan Data Element Specifications

Eligible training provider performance report template

Tara McClarnon conducted a gap analysis which may change documents based on

commentary but final documents will be similar.

Provided list of potential new data elements (districts)—9—including displaced homemaker,

low income, ex-offender, foster care youth, cultural barriers, migrant and seasonal

farmworker status, single parent, exclusionary reasons, homeless individual homeless

children and youths or runaway youth—commented that she was almost embarrassed to give

this list as not sure how final it is. At this point in time the list is identical for colleges,

including date of program entry.

Changes to existing elements (5) employment status at program entry, highest school grade

completed, type of recognized credential, date enrolled in education or training program,

date enrolled in post education or training program. There are eight additional potential data

match elements.

Expecting that feds still won’t like using college types of data for adult education—such as we

don’t do quarterly collection system (critical in the past).

That is all that is known right now, wanted to have more but will go back and have further

discussions once we get additional requirements.

Unknown -when might you have something we can look at to help prepare? Answer: College

processes are fairly firm for when dates are needed, not as sure for districts. Want to find

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earliest date for districts and then back out from that date. We need to know if you have a

drop-dead date.

Follow-up: Is this information just for current students or historical, longitudinal Answer: This

cannot be retro-active. Reflects their status during collection period, not changes. An issue we

do have is, do we have to refresh if status changes during course of enrollment? That is part

of the discussion and guidance still needed.

Dru Clark - Will this be term-by-term (which we do for employment)? Do we collect every

time they register? Have to redesign forms as students enroll in spring. This is also an issue

for staff. Answer: when would you need this? No later than early Jan? (collective YES)

Susan Antillon - Follow-up from Dru. We are admitting students for spring and summer.

Need this sooner than later. Answer: First thing we can deliver is draft data elements.

Details and timing are important to be laid out in a supplemental technical guide.

Main things you will be responsible for are student characteristics. Everything else we will be

trying to match???

Dru Clark - Has this been presented at an Adult Ed meeting? Answer: We presented a little of

this on the phone call but not to this detail. Tara McLarnon also presented at Advocacy for

Florida’s Adult and Community Educators (ACE). They are aware but probably not to this

detail.

Juan Mestre - Tara 1 and 2 are supportive of us and our needs. Don’t shoot the messenger.

Staffing Changes: Kristopher Bice: new Data Processing Manager for college team (new

Judith, new Chrissy) There are new college staff, Julie Alexander and Kasonga Butler have

left. Hiring new people: Barrett, Alexander took over Kasonga’s role (not in place at the time

of meeting). Scott Parke is going to another college outside the system.

**Break – Colleges and Districts – 9:45A.M.

SLDS Migration – Juan Mestre

Getting off Northwest mainframe system to server-side data processing. Nothing else new

except process, sending and receiving files. Big Goal: Cut down costs. Staying at NWRDC just

moving from mainframe to sever, file formats do not change.

Same mechanism as FLEID except database submissions – one for submission, one for

retrieval starts 16-17. Will do initial presentations then will ask for volunteer colleges to pilot

test database submission process. Not changing data or reports just how we send and

receive files. Use TIBCO/FTP process.

Dru Clark - Same files, just different location Answer: Yes

Vince Jones- Are you going to move from mainframe to server? Answer: To be determined

We need to know so we can retrieve now if not. Answer: We are not file maintenance, we

are not cloud service so any files you need download them now.

INPUT files are queued every few minutes for processing. Reports will be generated into

OUTPUT folder.

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Once files are there, the file is gone. Drop it in and within seconds you will no longer see it.

Takes it from TIBCO SSO folder to wherever FLEID is stored. Same is going to happen with

database submissions. Will move immediately. TIBCO will send an email acknowledging

receipt and status of file.

At that point, scheduled processes to run every so often…hope within a few minutes. Will

receive processing email. When drop file in folder will be moved and disappear within

seconds. We will run verification reports hourly, it just depends when you submit if it takes a

full hour or a matter of minutes.

Unknown College - Person who is logged and dropping files, will they get the email? Answer:

It will be whoever is designated.

Unknown College: Are you still going to need to create Initial file? Answer: No

Kristopher Bice: All of the methods to get files on server will be secure, TIBCO is just giving

another layer of security using a web interface.

Juan Mestre - A point of TIBCO SSO onboarding is to get the range of IP addresses sending

files from each unit so will have a set limit of IP addresses accept files.

Vince Jones, CF - I cannot send files from home? Answer: No, not unless you are using VPN.

Karen Lippe, PBC - We discovered we cannot send using website but have to use FTP TIBCO

but couldn’t for FLEID, it didn’t work. Answer: Asked if expectations, will need to look into it

Unknown - After two transfer got locked up I had to use FTP. Answer: We will follow-up

(Juan)

Will be able to send test file and have same program run test and production data. Will

eliminate need to constantly verify code. If sending a test file, process ends. If it is real

submission, it will stop if a critical error occurs, otherwise will be in database. Do not need to

call staff to run reports.

Karen Lippe - When you run code, please produce error reports. Answer: Yes

Juan showed Process Flow Overview process diagram. Expecting to begin pilot in January and

by 2016-17 hope everyone will be doing it. Should not be a huge process on college’s end

Karen Lippe - For testing purposes can we submit anytime not just submission window?

Answer: Right now submission window.

Follow-up, we would like to submit test files all year long and production files during

submission window. Answer: We will look into it.

Vince Jones - If running a test file, edits could have occurred. Answer: Yes, that would be

something to be aware of regarding edit changes between years.

Karen Lippe - FLEID parallel next year then FLEID only 16-17 so what about file formats for

rewrites for other reports using SSN such as GRS, etc., once we cut off, how will that affect

longitudinal tracking. Answer: Still will be tracking and have SSN, we will collect FLEID and

those who have access will get from FLEID vault.

Alys Arceneaux - We just did outcome measures. We are doing 8 year outcome measures, do

we have to go back 8 years to get those students for cohorts, etc. Answer: Can’t answer that

right now.

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Dru Clark - Goes back to question I asked how far back we are going. Some are just doing

current. So how are we going to do this, 8 years of data, etc. Answer: Good questions I don’t

have an answer; Will forward the issue with your help.

Murray Cooper showed process on the computer, illustrating file layout within TIBCO process.

Also email notification process. NICE! Institutions will get a zip file.

Dru Clark - Who gets this Answer: Whoever the institution has identified.

Dru Clark - Do you know if FLEID people copy RC when corresponding with FLEID issues.

Answer: No, communication issues need to be resolved at institution level. FLEID only deals

with technical and functional lead individuals.

Performance Funding - Scott Kittel

Completion rates-- graduation rates indicate less students transfer prior to graduation.

Alys Arceneaux - We don’t have transfer out, we don’t know that. What’s happening locally is

they want us to create similar reports and we can’t do that at the moment. Is there any way

to get that file back with who is being pulled out, included or excluded? Answer: you don’t

have transfer out…we bounce cohort against national clearing house warehouse, we pull that

information out.

Alys Arceneaux - Tracker is different from financial aid participation, are bumping against

state-wide and Clearinghouse? Answer: first state wide then clearinghouse.

Alys Arceneaux - Still a problem, Clearinghouse data not consistent. Submit same file,

different results. Answer: Please send to Juan to send to us.

Scott Kittel - we are getting information out to the file as soon as possible.

Alys Arceneaux - We really need that file. Answer: Don’t think we can do that for privacy for

two measure. Job placement is number given to us for FETPIP. We are just given results (Job

placement and wages).

Unknown - Any progress done getting data from Georgia and Alabama Answer: This is second-

hand information…talked with them. Georgia is open to talking, Alabama not so much.

Citizens concerned over big government knowing salary information.

Judy Menadier - It would be good to send this information directly to Presidents (and business

officers) because we are asked this constantly. I am at a bronze school and cannot tell you

the meetings on this. Answer: Presidents have had lots of, other items discussed but maybe

not to the degree needed.

Unknown - Even if we have access to Clearinghouse, data may not be same day to day.

Answer: Older data is more stable, which this data is, so likely less change.

Alys Arceneaux - Transfer data can change a lot over 4 years. So what FETPIP uses is different

than what training related decision-making application process. Answer: These two are not

related. The training related report is not used.

Follow-up: I don’t have your data. We’re being asked to provide things we don’t have, or data

selection criteria. Answer. Data selection criteria is in document from August, review that.

Descriptive enough.

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Unknown - Descriptive but not descriptive enough. We have real timing issues that are

involved (gave a list of detailed issues, problems). If you believe everything you still can’t

replicate that data. We can’t answer but we can’t get data, why can’t we get student level file

which we can track. We need an auditable file.

Scott Kittel - Much of what has been said goes to a technical level. Send that specific piece of

information to Juan so we can respond in a way that is helpful to all.

Unknown - Part of it is exactly what was done and when. We could then use that information

for next time, we don’t know who, what, when, where. Too many unknowns. Answer:

Critique that document, send commentary.

Judy Menadier - We had to do a monitoring plan on placement and wages. Can you tell me

resulting cohort we cannot do that because we cannot get cohort file. We just need a cohort

file. Answer: Email that concept to Juan (students not found employed, continued education);

everyone understands improvement plan not intended to change numbers this year. Next

data is already in the bag and established from last year, so improvement plan can’t change

next round of data. It is a nexus for the future—past student info is not going to help.

Unknown - As far as plan for this year, same plan and measures to be used? Answer: Good

question without a good answer. It is both in statue and proviso expires 15-16. As such,

nothing is formally in place at end of 2016. Rumor has it that these may be put into

permanent legislation. However, funding is coded as recurring, thus is considered an earmark

(can change), nothing is ironclad. Expect measures to be largely the same though the new

chancellor and presidents of ways to enhance it, e.g., Pell multiplier to include in completion

rates--primary but also wages.

Alys Arceneaux - if you have to do an improvement plan and you don’t know areas that had

low placement and wages how are we to know that information? Are you removing a student

still enrolled or in military after another completion from wages/placement. Answer: FETPIP

reports by program only picking up if employed. Don’t know how continuing students with a

completion are or are not included in job placement or military.

We want to learn from this so as you have comments, please let us know-be specific. Tell us

why document not sufficient to pull data to replicate. Actual student files will not be going

out.

Juan Mestre - Send examples, like Jerry’s to me (e.g., cohorts, values, data elements, timing,

how cohorts were built).

Karen Lippe - working with facilities for 5 year plan survey. Use COFTE report for this, can you

let us know when we can get that report? Answer: We are working on it. Difficulty: the

action occurs in August, department projection is based on historical data then colleges make

adjustments for that but sometimes adjustments drastically different based on trend data.

Now we have FTE-1 data went out Monday, more supportive of division projection than

college adjustments. We are in midst of pulling enough data to work with business officers to

talk with you about this data. When: This week and next, we will be working with colleges

that are most out of sync.

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Juan Mestre - FTE -1A conference usually in November shifted to mid-December. Do not even

have a date so that is why FTE -1A has not gone out.

Unknown - August for Capital Outlay document is using FTE2 data not FTE3 data. If we could

just bump a few weeks should match up better. Answer: We are in the process of

reevaluating FTE 1, 2, and 3 process.

Alys Arceneaux - Who is communicating with the colleges and at what institutions? I want to

know if my administration is going to be contacted so I can be prepared. Answer: We will be

contacting the Business Officers. Juan wants to be cc’d and will send out to RCs. Looking at

overall, and site and program numbers as well.

DE 1057 Military Status Discussion – Linda Wheatcraft-Smith and Kathyrine L. Scheuche

New DE. Want it to align with SUS military status data collection. Increased interest in

students who are military or veterans.

Presented Table Values.

Vince Jones - Are we going to be legally required to get answer to this for students or

employees? What benefit is it to the student. Answer: If they don’t answer, use ‘X’

(unknown/no response) .

Alys Arceneaux - are we asking if someone is a veteran or if they are receiving benefits,

different types and dependents? Answer: Veteran

Vince Jones - unless same elements, change N to G and Y to N for clarity.

Karen Lippe - Are you going to accept our modifications. Answer: We are going to research it.

This element will be tabled.

Juan Mestre - SUS collects at admission and verifies at enrollment.

Vince Jones - What population are they targeting? Are they veterans or veterans receiving

benefits?

Margaret Wingate - Has this gone to the registrars? They need to make decision whether we

can get this information with CIA (wrong group).

Juan Mestre - this needs to go to business office. Needs research. This is on hold until

registrars and finance people are contacted.

Dru Clark - Be sure we know if this is an application question or term-by-term enrollment and

documentation.

DE 1053/1054 Parent/Guardian – First Generation

Overview of discussion:

This element has been mentioned to CIA, CSA. Provided values to be used.

Karen - First Generation is it for credit students only? Answer: These are the elements.

Vince - Why so many different levels? What difference does it make…if they have college or

not?

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Dru Clark - Talked with Scott about this, why don’t we use financial aid supplemental file?

This is ridiculous, they are not going to know this. Don’t know why we have to add this so

quickly other than it is the topic of the day.

Unknown - Heartburn at my college over this especially if funding may be tied to this. There

is no way we can verify this data so how can this even be considered? Why not start with

FAFSA and then see if this progresses, then fine. In my school’s opinion this is a ‘want’ not a

‘need’ or a ‘requirement’.

Juan Mestre: Let’s table first Gen. Kathy will go back to Dr. Mullen and see what actions he

would like to take on this.

Alys Arceneaux, VC: If we can restrict it to financial aid, we can always add two elements.

This would be much easier.

**12:10 - Break for Lunch

Online Systems presentation – Bill Plenge and April Card

Three components: CCTC Directory, Restricted Hub, Public Hub.

CCTC Directory: Email and contact list.

Only RC can make changes but anyone can view it. Keep information current. If new

assignment, add new RC and job assignment.

Primary source of contact information.

RC certifies current contacts.

Have more than one contact person for each institution.

Restricted Hub is in new environment, moved last Jan, included Survey reports, chart of

reports, cert forms and submission folders. (Sunrise page).

Add new people through hub, not email.

Reviewed navigation tools and alerts, downloading files.

Public hub will be migrated to new environment in the future. Not sure when, maybe summer

2016. Handbooks and reports, NRS and meeting information systems, links to other resources

Career and Education Reporting and College Reporting Site.

Additional SDB Linda Wheatcraft-Smith

DE 1002 (pg. 22) Disabled Classification. Lynda Earles and Alexander Jordan wanted to

include an ‘I’ for Intellectual. This is just informational pending rule change. Attached new

rule.

DE 2011 and 2012 (pg. 25) State approved Teacher Preparation Benchmark and Teaching

Practicum.

Found out this is not being reporting correctly, so included two edits. Needed not only for

EPI program but also regular bachelor program teachers. Bringing EPI back in. See data

element pages, now informational and will be critical next year.

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Karen Lippe - Met with EPI coordinator, they are reporting completers as well. They had not

heard this through their EPI contact. List of specifications come from eIPEP website. Are we

sending two streams of data? They will be reporting enrollments, retention and completers.

How much of what they are sending is going to stop or will these two be reconciled?

Katie Mueller - we are going to be reporting them. We provide data and they populate

eIPEP. Get away from them manually entering but through system. They will not be able to

make changes (similar to IPEDs).

Dru Clark, HCC - When we report a completion we just give term and year. Why would I

report values?

Katie Mueller - Values are on completion record so when sending that information, send

program information.

Discussion on what needs to be included and at what point in term (e.g., term of actual

completion, etc.).

Juan Mestre - Online system is being replaced.

Katie: We don’t have a timeline yet. The goal is to reduce as much hand entering as possible.

Karen Lippe - When notice goes out to eIPEP coordinators, copy Reports Coordinators so we

know. Answer: We may not know, but if we get it, we will forward it to you.

Dru Clark - This is starting fall, when we resubmit summer, should we include student

benchmark information. Answer: Send benchmarks for EPI.

*Motion made by Judy Menadier to accept -All in favor/Approved - Yes

Motion accepted

DE 3008 Adult Basic Education Supplemental File (page 28) for institutions choosing to go

through supplemental process.

FDOE will provide a file of ABE course information records created after close of year (late

July/early Aug) college will finish by adding course information and section they will be using

Can choose to use supplemental file process for this year only 15-16 data, for ABE students.

Moving forward, 16-17 reporting nomenclature discussed.

DE 3008 - Discussion of Lab Courses.

Some have been reported with X (no institutional grade) or Z (audit). How can courses with

zero credit hours have a grade other than X or Z?

Juan Mestre - Want to have a discussion on how you can have a grade for a zero credit lab?

Unknown - we have a four credit hour class with a required lab. We use in facilities for

utilization but lab is zero credits and is rolled in with class.

Vince Jones - so just another meeting. Answer from school person: Yes

Integrated Data Base – Katie Mueller

Nothing on Facilities

State Approved Teacher Prep (page 34).

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Made some changes to selection criteria. Added suffix, changed middle initial to middle

name, added date of completion (mo/yr) not just term.

Originally if a student was a completion they were removed from enrollment file, then we

returned them, now they have reversed their thought on that so completions are being

removed again. This means we had to expand the file format.

Two files: candidate (enrollment files) and completer files. Someone completers removed

from enrollment. Files are distinct. For Baccalaureate and EPI. References admissions as well

Pages 35-40 - we added these fields. Pages 41-42 have file formats.

Unknown - What are these files used for? Answer: I take these files, make format changes

and send to data warehouse for other matching before going to eIPEP.

Informational Edit only.

Alys Arceneaux, VC - I am looking at file formats. Shifting formats can be a real problem

especially if any historical use of the data. Can we not mess with file formats and just add on

the end. That’s what we did for other databases. Answer: I can try. I just program for it, keep

name fields as they are and add on the end.

Unknown - My concern is more general. Like EF2 file, every year when it changes, we have to

program. If we can start the practice of leaving layout and tacking on the end then we don’t

have to ‘guess’ year to year’. Katie: Term 1 has already gone out in this format, will rework

format and rerun Term 1.

Credit Report (page 43).

An error was found so selection criteria was updated.

Enrollment in Distance Learning Courses Report

Margaret Wingate - A few years ago asked if we could split enrollment by ICS codes. The

program has been each ICS category on a separate page.

Alys Arceneaux, VC: Residency is not addressed. Katie: Will check on that. All I did was split

up by ICS codes, but not to that level.

Dru Clark - made motion to accept new report, Karen and Alex seconded

Alys Arceneaux - Why are we voting on something if we are still researching part of it with

regards to new residency values are included?

Juan Mestre - We can look into it but we need to move on this.

Katie Mueller - Do you want it split it up by ICS codes or combined, like before? Any further

discussion?

*Motion made by Judy Menadier to accept -All in favor/Approved - Yes

One ‘nay’, motion approved.

Juan Mestre - I will follow-up.

Not much more on FTE. The November conference is now December. By law, government

has to propose budget 30 days prior to Session which starts mid-January this year. Did not

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want conference to come up with numbers different from proposed budget, so rumor has it

that conference is scheduled after budget submitted.

Newton Beardsley - What does the Enrollment Estimating Conference actually do? Juan

Mestre - 2 people from Governor’s staff, 2-3 from house, 2-3 from senate, Amy Baker (dev

and economic) who works with OPPAGA. We produce pretty pictures and graphs from data

and give them to this group for review. When you send adjustments, we need explanations to

be able to answer questions. They do their own analysis of historical to actuals and will look

at it very detailed. Meetings are recorded and televised.

Follow-up: Then what happens? Juan Mestre - They go back to room (fund to formula). I am

not sure where they go with those numbers and use for decision-making.

Juan Mestre - To Scott’s suggestion to ‘email’ Juan, get .pdf, put comments on .pdf page (right

on document) instead of an email with ‘bullets’ and try and ‘draw that line’ connections. I am

not going to be the one answering those questions, I am only compiling and sending onward.

2:50 P.M. BREAK

Juan Mestre - Reminder to sign in before leaving as today’s book won’t be here tomorrow.

3:10 P.M. - IPEDS-Steve Kimble

IPEDS Completion Survey: Students go into College Navigator to ‘shop’. Found out this year

that in completions survey (CIP codes) if there will show if a program is listed, it will appear as

a program for future years. If no data, used to say put ‘0’. If truly not offered, delete. If needs

to be there, may get a future completion. Will send out detailed instructions next year.

IPEDS Graduation Rate Survey: 150% count all completions that happen within 150% of

typical time (3 years for an AA). Three years prior and any new exclusions or completions that

occurred over the last three years of the six year period.

If four year college, going to be doing both a 3 year and 6 year review. The file for this 3 year

review will be used as basis for 6 year review 3 years from now. Transfers will not change

between 3 year and 6 year snapshot (see page 73 in the packet).

Completions not likely to increase. Possible if a student leaves college A, went to college B for

AA, then returned to College A for their Bachelor’s degree. We keep the highest degree

earned.

Exclusions may be added between 3rd and 6th year review (e.g., deceased, military) and they

get removed from cohort which increases graduation rate.

Alys Arceneaux - One of the things that bothers me about 150% completion time but some of

the AS programs used to go up to 80 (cardiovascular) 150% is actually over 4 years. Many

were over 60 hours. Answer: Not sure I have heard of this before.

Alys Arceneaux - are using 150% of actual program length or just that it is an AS degree.

Answer: Have to look into that.

Katie Mueller - I think it is looking at actual program length.

Alys Arceneaux - Need selection criteria. Answer: Needs to be sent out again.

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Alys Arceneaux - If we have data selection criteria we can look it up ourselves Answer: Okay,

send me an email.

IPEDS Outcomes Measures (OM) Survey (New)

Steve will be populating the surveys for institutions by Dec.

One survey but 4 cohorts:

FT FTIC

PT FTIC

FT Non FTIC

PT Non FTIC

Difference in FTIC database definitions.

Six year review only total completions by cohort.

Eight year report will contain completions, transfers, still enrolled, and status unknown for

each cohort.

Unlike GRS, will count all completions regardless of normal time to completion. Will be

unduplicated by college and student.

Completions will be calculated first, then transfer, then still enrolled. A student will only show

up in one category. Residual students will be in unknown.

Fall submission cycle has closed, winter will be opening soon. An email will be coming out

Alys Arceneaux - Couldn’t download library survey can you send it? Answer: Steve I will check

on it.

Unknown - Expand on exclusions should they be revised. Answer: Linda - Can resubmit.

Alys Arceneaux - We don’t store the date, it is relative. We get this information from

bereaved families, we don’t always get dates. Answer: Steve - take it with a grain of salt, 31.1

vs 31.2. That is up to you.

Unknown - would like more explicit directions, including date ranges for exclusions. Answer:

Steve - Understand and will try to give that information.

Newton Beardsley - where will we see this data reports. Answer: Not sure but has potential to

increase in importance.

Admission Data Base - Bill Plenge

In July meeting discussed deleting element 1006 Institutional class level for 2016-17 school

year.

Motion was approved

Does a student need to put in a new application for a new Baccalaureate? Went to Florida

College System for guidance.

Once a student is admitted to a college for Baccalaureate do not have to resubmit.

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Reports Coordinator Session - Dru Clark and Karen Lippe

Reporting of Effort.

Couple of Colleges had change for T1E on how to report overload.

Why are we reporting headcount on PDB since we don’t use it (rec and leisure?)

Murray Cooper - it is by course section.

Karen Lippe - for tomorrow’s discussion.

Concerned about discussion of possible resolution of a course that starts in spring or ends in

Summer or Fall (overlap). Ongoing concern and may never be resolved but need to keep it on

the radar.

Tomorrow when we have open discussion, anyone who wants to share their FLEID process,

but more important who owns the process.

Dead zone for Dev Ed Exemption (2007-2009).

Juan Mestre - districts not going to go back and populate that information

Karen: Expectation colleges of surveying students but know some will not.

Juan Mestre - you just do not want your college to be the one with a lot of N’s compared to

other colleges.

Karen Lippe - Road show this summer giving CTE folks data that looks odd. Two possible ways

to get this settled 1) if we want to send record type 4 with orphan completer, they will take it.

What about a degree audit.

Vince Jones - Clarification what you mean by orphan Karen: I completed in Spring but not

posted until later so not enrolled on term of completion.

Dru Clark - Don’t you run an audit for hours to completion. Karen that is the problem we’ve

been running into.

Alys Arceneaux - can force it to be program length.

Vince Jones - So not submitting Record type 1? Karen: Record type 1, 4, and 5 can be sent-

they will take it.

Karen Lippe - We can reconvene to discuss tomorrow.

Dismissed at 4:00 p.m.

Juan Mestre - Reconvene at 9:00 a.m. tomorrow.

14

MISATFOR/WEDDAC - THURSDAY, NOVEMBER 5, 2015 – 9:00 A.M.

Open remarks-Juan Mestre

Next Meeting will remain in Tallahassee

Will not be doing summer sessions.

Unknown - Why? Answer: Financial, Staff and Time considerations.

Alys Arceneaux - Previously we have held new reports coordinator training in summer.

Answer: We can move to spring or fall. What makes sense to you?

Dru Clark - Spring. Know new changes, prepare for new reporting year. Answer: Usually will

be after legislative session. Reason given for Fall is that new Reports Coordinators are

sometimes named after July 1.

Alys Arceneaux - Would it be better to move spring later in the year, right before last

submission, so we would know resolutions, etc.

Juan Mestre - If you have preference for new Reports Coordinator training, send me an email

with reason.

Personnel Data Base-Murray Cooper

Recreation and Leisure reporting in PDB. This issue was raised because Dru asked why we

don’t have DE 4045 in PDB for Rec & Leisure. The issue is that half are not submitting R&L in

PDB and half are. Went back to archive to find out why but could not.

Dru Clark - Do we want to recommend deleting?

Juan Mestre - Will bring it up in a conference call.

Position Portion of Effort FTE (DE 2025).

Dru Clark - Not sure about overloads. Want to know what you do with overloads…do you

report them? I am just curious.

Alys Arceneaux - we include overloads. It is a supplemental, they are still faculty, still hours,

they are paid…our problem is this is reports with GL code and no direct connection between

faculty time and GL.

Unknown - Why would we ignore overloads? We can only give 1 FTE per faculty but we

should be paying actual, overload or not.

Alys Arceneaux - Have reassignment record. If adding that in, why not overloads?

Vince Jones - What are you doing with it? Thought we put together a committee (nothing has

been done with that).

Juan Mestre - We need to find out what FCS wants from this DE and information.

Margaret Wingate - We need to review and decide what DE’s are needed.

Unknown - This hasn’t been updated since 2000 (according to the document).

Dru Clark - Go back and look at reports (IDB Report), we need to talk about these.

15

Alys Arceneaux - never going to be accurate if we can’t connect faculty contract record with

HR records but big issue is connecting course code by instructor with GL code.

Dru Clark - Do we need to have that committee convene and then big group (Dru, Bert, Karen,

Vince, and Alys)?

Karen Lippe - Why do we want to spend effort if we don’t know what they are using it for?

Juan Mestre - In parallel with your efforts, I need to approach FCS with why they want this

and what they are using it for?

Karen Lippe - we have limited resources so we need to focus on something that has real

impact than something abstract.

Murray Cooper - I did a scan on all our programs and this DE only used in Credit Report

Juan Mestre - I know finance gets it but not sure what they do with it?

Margaret Wingate - need to know what we are using it for, how SUS is using it, etc…just need

to understand.

Juan Mestre - Question is: What are they doing with it, why, maybe match with SUS? Don’t

know that answer …???

Juan Mestre - We’ve gone from do we need this to separating it into two DE’s.

PDB Packet

DE 4005 & 4010 page 101.

Make these edits informational for 2016/17 critical 2017/18. Previous problems were errors

in processing.

Approve Dru, seconded Karen

Motion carried

DE 4030 (page 105).

Problem with a college previously that all site were 99’s.

Create edit for 2016/17 that if 99’s.

Can we do it now instead of wait?

Make it information for Fall, then critical 2016/17

July Minutes Reviewed.

Approved: Laurie, Sue Hoffman

Motion carried

Dru Clark - do we know when April meeting will be scheduled? Answer: Not yet.

Meeting adjourned at 10:15 a.m.