Illinois Higher Education Information System (IHEIS)

1. Illinois Higher Education Information System (IHEIS) New Data Collection Portal January 18, 2019

2. IHEIS Data Collection Webinar • Fall Enrollment Data Collection will open up 1/28/19 • Existing users to sign up. • User Management • Data Submission Process • Validations and Required Data Elements

3. Schedule For Opening • January 18th Webinar • January 23rd Registration for Primary Administrators • January 28th Official Opening for the Fall Enrollment Collection • March 18th Fall Enrollment due.

4. 2018-19 Collection Timeline

5. New User Registration

6. New User Registration

7. New User Registration Pt. 1 Organization & Role -Click the button next to ‘Institution’ -Fill in your title (i.e. Director of IR, Registrar) -Use the drop down menu to select your institution -Your role will be set to Primary Administrator

8. New User Registration Pt.2 Personal Information-The following fields are required to create your profile -Enter first name, last name -Institution address, state, zip code -Phone number -Email address & password

9. New User Registration Pt. 3 *Security Questions -Approval Form (on file for the current Primary Administrators) *Terms & Conditions -Be sure to click to agree to the Terms & Conditions *Click ‘Submit’ button in the bottom right corner

10. Logging Into the System

11. Logging into the System -Enter email address, password, click ‘Submit’

12. Profile Page

13. Adding Users

14. User Management

15. User Management Click ‘Add Users’ to create a new user profile

16. Adding New Users

17. Adding New Users Pt. 1 Adding New Users -Enter new user title

18. Adding New Users Pt. 1

19. Adding New Users Pt. 2 -Enter new user’s first name, last name, email address, password -Click ‘Submit’

20. User Status Change Click ‘Change Inactive/Active’ button

21. Edit Profile

22. Edit Profile Pt. 1 Change Password -Enter and confirm new password Change Personal Information -Edit address and phone number

23. Edit Profile Pt. 2 -Changing Security Questions -Use drop down menus to select three security questions -Enter unique responses to security questions -Be sure to agree to Terms& Conditions -Click ‘Submit’

24. Deleting Profiles Click ‘Delete Profile’ tab

25. Deleting Profiles Click ‘Yes’ or ‘No’ to confirm

26. Other Info… • Registration opens January, 23 2019 • System allows one Primary Administrator (PA) per institution • PA will need to enter other users for their institution

27. Data Submission • The open data collections will be displayed as tiles under the Collection Data List. No more collection cycles! • There will only one file for each collection (the last file submitted)

28. Data Submission • This is the only one way to upload. No more FTP . • Click on the upload button to upload a file. • Follow dialogue box to select file and click OPEN.

29. Data Submission • The file shows a status of Validated. • Click on the Collection Details icon.

30. Data Submission • Collection Details will show the file details. • Click on COMPLETE to finalize your submission.

31. Data Submission • Status shows File Has Error. • The tile shows the number of error records. Click on Detail

32. Data Submission • FILE ERROR DETAIL has two reports. • Table on this page shows you the consolidated (aggregated errors) report. • Click on Export All for excel file.

33. Data Submission • Error Data Report shows each records error. • Export All will put all the details in an Excel file. • Report shows the reason for the error.

34. Data Submission • If using Excel (recommended) format all cells to text. • This is the same process used for the National Student Clearinghouse (NSC) files. • Select all and right-click on a column header. • Select Format Cells. • Select Text and click OK. • Make sure your data such as IBHEFICEID, ZipCode and any field with leading zeroes is already in text. Many problems were caused by losing the leading zeroes.

35. Data Submission • The file will be checked for the validation that are in the data dictionary. • Data Dictionary located at https://www.ibhe.org/iheis.html • UniqueID required to be in the Career Outcomes Tool. • Ethnicity and Race Categories: Report them to IHEIS as you are required to collect by the U.S. Dept. of Education. • Two-part question • Ethnicity: Hispanic or Not Hispanic • 5 – Race categories • CitizenStatus NR used for Non-Resident Alien Race/ethnicity coding. • HSGPA only required for EnrollmentEntryType = '1' (First-time Undergraduate) • EnrollmentFulltime uses >=12 credits for FT Undergrads and >=9 for FT Graduates. Must be CreditHoursAttempted.

36. Data Submission • ProgramMajorCIP1 must match current approved programs in program inventory for the enrollment term. If EnrollmentProgramLevel="0" CIP must be 00.0000 • InstitutionCodeLastTransfer is required for required for EnrollmentEntryType="2“ (New Transfers) • Codes are 6digits, with leading zeroes. • Crosswalk https://www.ibhe.org/assets/files/IPEDS_OPE_2014.xlsx

37. Technical Questions • Technical Questions may be put by IBHE in this area.

38. Data Quality Dashboard • Data Quality Dashboard is not available for Fall Enrollment • Will be available sometime in March.

39. Data Quality Dashboard • Each Audit is a Comparison of data from this year to last. • The audits are going to be basic numbers by demographics, and the Validation Reports I had sent that replicate FES II.

40. Data Quality Dashboard • Each Audit is a Comparison of data from the current year’s submission to last. • The audits are going to be basic numbers by demographics, and the Validation Reports I had sent that replicate FES II. • For example: 200 female enrollments last year; 500 female enrollments this year. A delta of (300) 250%. Parameter is set at 25%. This is out of parameter so it is marked as a potential error. • Approval of error or data file correction is required (Just like IPEDS)

41. Thank You IHEIS Team David Smalley Corey Hankins Dr. Eric Lichtenberger