The New Distance Learning File Submission

The New Distance Learning File SubmissionOBR presentation for OhioLearns!July 16, 2013Melissa Sponseller, Data Analyst, OBROhio Board of Regents StaffStephanie McCannDirector , Data Management and AnalysisMelissa SponsellerData Analyst, Contact for submitting DL filemsponseller@regents.state.oh.usAdam SchimingData Analyst, Contact for Username and Passwordaschiming@regents.state.oh.us The Higher Education Information (HEI) System at OBRImplemented January 1998Web-enabled data warehouse containing information from Ohios Public and Private Colleges and Universities

Contains information aboutAcademic ProgramsEnrollments and Student DemographicsFinancesFacilitiesFaculty and StaffFinancial AidCapital PlanningDistance Learning

How do I submit my distance learning data to HEI?Much of the HEI homepage is open to the publicFile descriptions, editing information, aggregate reportsHowever, you need a username and password assigned by your HEI Campus Liaison to access the secure areas of the web site The Data Input Site is the web page used to send your dataData are submitted in a fixed width or tilde delimited text fileData are submitted by file name, year and termYour Data Input Site stores all your previously submitted files distance learning filesHow do I submit my distance learning data to HEI?The Distance Learning data will now be submitted via the Distance Learning Courses and Sections (DL) file within the enrollment data areaData still must pass standard edit and load specification in order to guarantee accuracy and similarityAt the end of the business day, your data are sent electronically to the OhioLearns! database and will then appear on the OhioLearns! websiteOld vs. NewDO/DSTwo filesSubmit anytime during the year for any year and termLinked to the course enrollment data in in HEIDLOne fileSubmit anytime during the year for any year and termLess information requiredNo link to the enrollment data in HEISeamless Transition

OHSU~2013~NA~BIO101~001~123456~UN~05~05~Biology 101~WEOD~Anytime~None~08252013~121512013~N~Biology~N~N~NA~This course is about Biology~~

In your text file, each record is one lineThree Data TypesAlphabetic Campus Code (OHSU)Alphanumeric Course ID (BIO101)Case and Blank sensitiveNumeric Subject Code (123456)

Sample DL record and Data Formatting ConventionsNumber of CharactersEach record must be a certain amount of characters long (e.g. 315 for the DL file if you do fixed width). One way to test is to copy your record into Word and do a Word CountColumn PositionJustificationMost files require left justification and will cause matching errors if your data are centered in each fieldMake sure there is not a hard return at the end of your file or it will cause an error with the submissionMore Data Formatting ConventionsThere are three main data formatting conventions to be aware of when creating HEI submission

16E&L Specs are the code that we give to our programmers to create programs to receive and input your data into the HEI databaseContains the list of Errors and WarningsContains information to understand the errors warningsCan be used by you to create programs to submit your data to HEIWhat are Edit and Load Specifications?

The File Header RecordEach text file that you submit to HEI must have a header that tells the system who, what, when and how manyThe header is the first row at the top of your text file containing all your recordsExampleOHSUDL2013NA000001OHSU = InstitutionDL = Type of File2013 = YearNA = Term000001 = Number of records, must be 6 character spaces

Pre-submission ChecklistFile header record correct?Is the file formatted per the Data Submissions Document?Is the submission only plain text? Are all extra characters removed before the delete switch?The term in the header for the DL is always NA and the year is always the current yearAll items completed on pre-submission checklist file submission time!

Here are other options available from your DIS.HEI Data Input SiteYour contact information is listed at the top of the page. Note that from this page you have lots of options on left.FDSS handy charts w/file dependencies, shows files as not due, not submitted, edited, or loaded somewhat out of date (e.g. FS file)Archive term data go after finalisedFile submission schedule query file by file for certain dates

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Drop down box will only show submissions with open edit windows and files that you are allowed to submit

Select Submit Data FileSelect type of file submission from the drop down box.Drop down box will only show submissions with open edit windows (and the files that your institutions liaison has granted you access to submit)Click Browse to select the file saved on your local drive.Highlight your file and click OpenClick Submit File to submit the file to the Data Input SiteRead file submission prompt and click OK26Click Browse to select the file saved on your local drive

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27Highlight your file and click Open

28Click Submit File to submit the file to the Data Input Site

Read the file submission prompt and click OK

Successful Submission Notification

Email containing summary of the edit results

Return to the Data Input Site to review errors and warnings

Reload !!33

Entire File allows the data reporter to view the entire data file submission.Edit Statistics provide the time the edits began and ended, total number of records read, total number of errors or warnings, and number of repeat submissions that occurred in the data file.Tab Delimited Edit Results provide the primary edits results as tab delimited textPrimary Edit Results provide detailed information about the individual record errors and warnings that occurred in the file.Summary Edit Results provide summary information for all the records in this file and, on occasion, those already in the database (*Not in the DL FQuit returns the user to the Data Input Site homepage.

Reference code from the Edit and Load Specifications.Sum of each type of error or warningDescription of why the error or warning occurredSum of all errors or warningsInformation directing you to the record line where the error occurredAdditional information detailing the cause of the error or warningThe data that caused the error or the warning 441527113263Errors and WarningsErrorMajor problem with the data and system will not allow it onto the databaseExamples include using OH instead of OT for course type, or if the section ends date is earlier than the section starts date. WarningsThere is a question about the validity of the data given certain parameters. There are currently no warnings in the DL fileConsult the Data Submissions Document to make sure using the correct codesReview the E&L Specifications using error or warning number to learn what each error and warning meansCompare this file to last years submissionSpeak to your IT department or whoever prepared submissionContact HEI Analyst (we love to help!)All errors must be fixed before a data file is loadedMake any necessary changes, resubmit, rerun edits, review editsSuggestions for resolving errorsOnce data accuracy is verified, request load

Make sure to read the Load Prompt which explains that you are about to load this file to the HEI database. Click OK39Electronic Signature

Confirm data is accurate and ready for submission! 40Informational Prompt

The file appears in HEI Load Queue for approval by an Ohio Board of Regents staff memberAfter staff reviews the file, the file is approved for load After a file is successfully loaded into the HEI database, the data reporter receives a load confirmation via e-mailData files are guaranteed to be reviewed Monday through Friday, 8:00 am 4:00, excepting state holidaysAfter the file is loaded, your data are sent electronically to the OhioLearns! database and will then appear on the OhioLearns! website, typically the next day

What Happens Next?Thank you!Any questions?