UIC & STARR FILE UPLOAD 2012 Process, Improvements and Data Quality

1. UIC & STARR FILE UPLOAD2012Process, Improvements and Data Quality April 17, 2012

2. Center for Educational Performance and Information (CEPI) Trina Anderson, Student Data Manager Meghann Omo, UIC Analyst Rachel Edmonson, Data Analyst Melissa Bisson, Data Analyst Presenters

3. Agenda Timeline MSDS vs. STARR Process Overview Obtain UICs in MSDS Create STARR file Validate STARR file Upload STARR file Run STARR reports Data Quality & Improvements UIC STARR Reports: Current and Future Data Access

4. Timeline

5. MSDS vs. STARR The Michigan Student Data System (MSDS) is a separate application from the Student Transcript and Academic Record Repository (STARR). Each has its own: Security agreement Login and password Training materials Schema and file to upload Upload process and dates However, some aspects are the same: Each can be accessed and support documents are located on the Institutions of Higher Education Web page Similar staff sometimes provides assistance with both applications The UIC is critical for the P-20 education data connection as well as the STARR data, so they often get discussed together

6. Ihe website • All materials for the UIC and STARR collections are on CEPI’s Institutions of Higher Education website. • Go to www.michigan.gov • Click on Institutions of Higher Education • To access the site directly, go to: http://www.michigan.gov/cepi/0,4546,7-113-57943---,00.html

8. Process Overview 1. Obtain UICs in MSDS 2. Create STARR File 3. Validate STARR file 4. Upload STARR File 5. Run STARR Reports

9. Obtain UICs in msds 1. Obtain UICs in MSDS Most of your students already have UICs Get UIC from transcript UIC obtained last year, only need to obtain freshman and transfers Get UIC from the Michigan Student Data System (MSDS) Create a file with first name, last name, date of birth, gender and local ID number MSDS will provide a new UIC or you may have to resolve UICs Incorporate UICs into your student information system • Resources: • CEPI IHE page: http://www.michigan.gov/cepi/0,4546,7-113-57943---,00.html for IHE Request for UIC Collection User Guide and web-based training on how to request a UIC, UIC resolution and requesting to link UICs • Help: • CEPI customer support CEPI@michigan.gov or (517) 335-0505 option 3

10. UIC Web-based training • 3 new web-based training modules • Walks user through system, step-by-step with narrative • Used along with the user guide, at a glance and FAQ documents

11. Create STARR file 2. Create STARR File View the STARR Data Manual on the IHE Web page to learn what data elements must be in the file. View the STARR schema. Determine if your SIS can produce the required xml output. If not, a csv to xml conversion tool is on the IHE Web page. • Resources: • CEPI IHE page: http://www.michigan.gov/cepi/0,4546,7-113-57943---,00.html for STARR Data Manual, STARR Data Elements, PESC Guide, STARR XML Schema and STARR XML Sample Schema • Help: • CEPI customer support CEPI@michigan.gov or (517) 335-0505 option 3, for questions on data elements and definitions • Jim Brower jbrower@lakemichigancollege.edu for questions on the conversion tool, to provide suggestions, requests, and/or if the tool has a glitch

12. validate STARR file 3. Validate STARR File View the XML Validation Guide on the IHE Web page to learn how to spot errors in your STARR file (can also be used for your IHE Request for UIC file). The search will return the error and explain it The search will point to the error record Fix the errors and perform the validation again. • Resources: • CEPI IHE page: http://www.michigan.gov/cepi/0,4546,7-113-57943---,00.html for XML Validation Guide • Help: • CEPI customer support CEPI@michigan.gov or (517) 335-0505 option 3

13. Upload STARR file 4. Upload STARR File Go to the IHE Web page and click on Go to STARR Application link. Log in and then go to the Repository Services tab. Browse for your file, and use the Submit button. View your file(s) status by clicking on the View Upload History tab. If you file failed, this is because it did not adhere to the schema. Use the XML Validation Guide to help you search for the errors. If your status is Complete, you have successfully uploaded your file. • Resources: • CEPI IHE page: http://www.michigan.gov/cepi/0,4546,7-113-57943---,00.html for STARR User’s Guide • Docufide/Parchment page: http://www.docufide.com • Help: • Docufide/Parchment customer support http://www.docufide.com/contact-us/senders or (310) 309-3722 for login help, application glitches and/or file upload issues • CEPI customer support CEPI@michigan.gov or (517) 335-0505 option 3, for instances in which your file passed validation, but still fails

14. Run STARR reports 5. Run STARR Reports IHEs will have the ability to download their file and run a report showing which courses were flagged as “Remedial”. This is optional and not required to be able to complete the file upload process. How to: Your uploaded file will be a hyperlink, which you will click on to download your file. On your Docufide home tab, you can run a remedial report using the Remedial Course Report link. You can search using parameters. Your search will produce an excel report. • Resources: • CEPI IHE page: http://www.michigan.gov/cepi/0,4546,7-113-57943---,00.html for STARR User’s Guide • Docufide/Parchment page: http://www.docufide.com • Help: • Docufide/Parchment customer support http://www.docufide.com/contact-us/senders or (310) 309-3722 for application glitches and/or report running issues

15. UIC Data Quality 2012 Process When – after each window Who – MSDS authorized user(s) How – e-mail Key Findings: Date of Birth (DOB) issues Perform check on records PRIOR to uploading to the MSDS. If records exist (DOB prior to 1930 and after 2000), look at the transcript or perform a search on the student’s name in the MSDS. If you find an existing UIC for the student, use that UIC in your local student information system. Do not upload the student’s record with an erroneous DOB to the MSDS. If you do not find an existing UIC for the student after reviewing the transcript or performing a search in the MSDS, do not upload the student’s record with an erroneous DOB. • Help: • Meghann Omo, omom@michigan.gov or (517) 241-2689

16. STARR Data Quality 2012 Process When – during 2012 STARR upload and after Who – STARR contact, STARR authorized users How – e-mail, phone calls if needed 2011 Key Findings Credits earned for courses withdrew or failed Remedial coursework over-reporting IPEDS code wrong Invalid UICs • Help: • Rachel Edmondson, edmondsonR2@michigan.gov or (517) 241-5487

17. 2012 improvements UIC Longer upload window Online training modules Resolution functionality turned on Obtain UICs during STARR upload window Combined UIC and STARR Web page STARR Added extraction date & time File download and remedial report functionality Longer upload window Added data definitions into manual and structured it differently Added suggested validation checks you can perform on your file prior to upload Some data quality will be performed during upload window

18. SFSF reports The American Recovery and Reinvestment Act, State Fiscal Stabilization Fund (SFSF) reports using STARR data provided key findings: 73% of 2007-08 MI public high school graduates enrolled in an IHE 71%for 2008-09 graduates* 75%of those 2007-08 graduates enrolled achieved at least one year’s worth of credit 73% for 2008-09 graduates* 32%of 2007-08 MI public high school graduates enrolled in a MI public IHE took at least one remedial course increased to 36%for 2008-09 graduates • To view the reports, go to www.michigan.gov/mischooldata or www.mischooldata.org, click on the Career & College Readiness menu on the left and then select a report tab at the top. *Enrollment and credit accumulation is not restricted by date, so the 2007-08 graduates had an additional year to enroll and earn credits than the 2008-09 class. Thus, it should not be inferred as a drop in two percent compared to the prior graduating class.

19. Future Reports • All reports using STARR data are suggested and/or approved by the P-20 Council • Examples: • Transfer Report • Community College Success Measures • Enrollment and Credit Accumulation • College Readiness • Requirements and definitions will be vetted with the P-20 stakeholders and the Adult Learner Workgroup

20. Portal Access • Public access is available • Initial reports are public facing aggregates • Secure reports scheduled for 2013 • Portal security model is in place • Finalizing process for IHEs to create accounts • Training • Documentation and video based training in development • Looking at other opportunities for training for secure access

21. feedback Adult Learner Workgroup Membership

22. Questions? • Share your questions as they arise on the STARR listserv: • Go to listserv2.michigan.gov. • Click on STARR. • Click on Join or Leave STARR. • Fill out the name and address. • You will be e-mailed a confirmation code. Wait for the code and follow the instructions in the e-mail.