Illinois Higher Education Information System (IHEIS)

1. Illinois Higher Education Information System (IHEIS) Training DePaul - Chicago 11/7 IBHE - Springfield 11/16

2. Brief History of the ILDS • P-20 ILDS Act was signed into law in 2009. • Illinois Higher Education Consortium (IHEC) is formed to collect data required by ILDS Act. • In August 2011, IBHE signed an intergovernmental agreement with the National Center for Supercomputing Applications (NCSA) at UIUC to build and host data collection system. • Public Act 096-1249, signed in July of 2010, amends the original Act to add non-public institutions conferring graduate and professional degrees. • ILDS

3. Brief History of the ILDS • Initial Data Collection by NSCA Summer 2013 • IBHE and other state agencies approve the ILDS governance structure by June 2013. • IHEC agreement is terminated 2013 by IBHE. • The ILDS is an interagency agreement between IBHE, ICCB, IDCEO, IDES, DHS, ISBE, and ISAC. • February 2014 IBHE sought a new vendor to replace NCSA. • ISAC chosen as new vendor June 2014. • September 2015 IHEIS data collection approved by ILDS grant. The final phase was not completed due to SLDS grant ending and no state money had been appropriated.

4. Brief History of the ILDS • Institutions are asked by IBHE to assign a primary administrator for the ILDS/IHEIS system November 2016 • David Smalley is employed at IBHE to oversee the IHEIS collection on May 16, 2016. • IHEIS Data Collection opened in June to all institutions to backfill 2013-14, 2014-15, and 2015-16.

5. Illinois Higher Education Information System (IHEIS) • The ILDS is more than the higher education component. • The IHEIS is the IBHE portion of the ILDS Act. We are officially rebranding the system as IHEIS. We have no graphic artist or money for such things, so here’s our rolling out party

6. Basics of the IHEIS collection • Annual Collection of Student-level Enrollment and Graduation Data • Enrollment (All credit students) • One record for each unique student per year/term (transcript). • Graduation • One record for each degree or certificate conferred. • Our goal is to have student-level enrollment and completion data to track students throughout higher education and to connect to K-12 information as well as post-completion workforce data.

7. Why is IBHE collecting this data OR what does IBHE plan to do with this data? • Replace current state aggregate collections • Fall Enrollment Survey 2 • Underrepresented Groups Report (URG) • Value-Added Information for Institutions and IBHE • Connect graduates data to workforce outcomes • Dual Credit students performance in higher education • Remediation effectiveness and pre-college attributes (K-12). • Disabled students (K-12) performance in higher education. • Analysis of Veterans enrollment and graduation trends. • Join IHEIS DAC to discuss more possibilities.

8. Data Elements

9. Enrollment Data Elements • Null = Missing • Null is synonymous with blank. • Please leave field blank • Format 999v99 • v is a decimal in a numeric field • Leading “0”s • Format field as text in excel • Right click column. • Click on Format Cells • Select Text

10. Enrollment Data Elements • Census Flag • A flag to indicate if the record was included in the terms census count. • The reason this flag is collected is to give IBHE the ability to replicate your institutions census reporting. • Hopefully all institutions have a census date for fall and a snapshot of that data. • If you do not have a snapshot for a particular semester, then the day you pull the day is the census day. • Mark all records with Census flag = 1

11. Enrollment Data Elements • One unique identifier is required • PreviousID • UniqueID (SSN) • ISBEID • InstitutionAssignedID

12. Enrollment Data Elements • IPEDSUnit • Also referred to as UNITID or IPEDS ID. • IBHEFICE • Listed in the Data Dictionary

13. Enrollment Data Elements Basic Name Variables • LastName • FirstName • MiddleName • PreviousLastName • Suffix Character Data

14. Enrollment Data Elements • Date of Birth • YYYYMMDD • Create Custom format in Excel if not able to program • Format Cells • Go to Custom • Type in YYYYMMDD • Birthdate of June 1, 1980 = 19800601 • Gender • M, F, or N

15. Enrollment Data Elements • Race/Ethnicity • Follow Guidance by USDE • US Dept of Ed 2007 Guidance on Collecting, Maintaining and Reporting Data by Race or Ethnicity • http://www2.ed.gov/policy/rschstat/guid/raceethnicity/questions.html • From this data IBHE can replicate the IPEDS reporting categories (Need CitizenshipStatus also)

16. Enrollment Data Elements • Race/Ethnicity • The ethnicity question is: • What is this person's ethnicity? • Hispanic or Latino • Not Hispanic or Latino • The race question is: • What is this person's race? Mark one or more races to indicate what this person considers himself/herself to be. • White • Black or African American • Asian • American Indian or Alaska Native • Native Hawaiian or Other Pacific Islander

17. Enrollment Data Elements • CitizenshipStatus • US = US citizen • PR = Permenant resident or resident alien • NR = Non-resident alien (IPEDS category) • OT = Other • Needed to recreate IPEDS race/ethnicity categories • Citizenship Country • FIPS tow digit code

18. Enrollment Data Elements • Residency Status • In or Out of State • State Residency • 2-digit US post office abbreviation • Used for Address.

19. Enrollment Data Elements Address Information • Address1 • Address2 • City • County • Three digit FIPS county codes • Only for Illinois counties • Zip Code • Only 5-digit codes

20. Enrollment Data Elements Test Information • ACT/SAT scores • Submit for only undergraduate students • GRE • Only for graduate students

21. Enrollment Data Elements High School Information • HighSchoolCodeGrad • ACT Code of the high school from which the student graduated. • HighSchoolGraduationDate • YYYYMM • Use custom format

22. Enrollment Data Elements High School Information • HighSchoolPercentileClassRank • HighSchoolGPA • Truncated to two decimal points and converted to a three digit number. • Normalized to four-point scale by submitting institution, if possible.

23. Enrollment Data Elements Term Specific Enrollment Information • DateOfEnrollment • Start date for term. • TermOfEnrollment • Semester, Trimester, or Quarter • EnrollmentEntryType • 1=First-time Undergraduate • 2=New Transfer-In • 3=First-time Graduate: Master’s, Doctor’s-Research, Doctor’s-Other • 4=First-time Doctor’s Professional Practice Student • 5=Continuing Student • 6=Non-degree/certificate seeking

24. Enrollment Data Elements Term Specific Enrollment Information • EnrollmentProgramLevel • Whether the student is enrolled in courses for credit and recognized by the institution as seeking a degree, certificate, or other formal award. • EnrollmentFulltime • FT or PT as determined by the institution.

25. Enrollment Data Elements Term Specific Enrollment Information • EnrollmentClassLevel • The students class level, as designated by the institution during the term (e.g. freshman, sophomore, junior, senior). • Remediation • Flag students taking remedial courses that term. • DistanceEducation • Student enrolled in at least one online course.

26. Enrollment Data Elements • Cohort • First term at this level • Primary use for First time in higher education • Formatted as YYYYMM

27. Enrollment Data Elements Program Information • Program Major CIP • 6-digit code from your Program Inventory • Character Data • Primary use for First time in higher education • If multiple majors for one degree add to subsequent fields (CIP1, CIP2, CIP3, CIP4) • ProgramDegreeLiteral • Institutional name of the program

28. Enrollment Data Elements Program Information • EducationProgramMajor • Program leads to an education endorsement

29. Enrollment Data Elements • InstitutionCodeLastTransfer • IPEDS code of last transfer institution • TotalCumulativeHoursEarnedAtThisInstitution • Cumulative credit earned up to this term • 999v99 • TotalCumulativeHoursAcceptedAllSources • Includes transfer credits • 999v99

30. Enrollment Data Elements • CumulativeGPA • Converted to a 4 point scale • Save as .xls file to avoid >=8 error • CreditHoursAttemptedForTerm • May know as of census date • CreditHoursEarnedForTerm • Will not know until end of semester • GECCCompletedFlag • IAI General Education Core Curriculum Completed

31. Enrollment Data Elements Financial Aid Information • PellFlag • Eligible to receive PELL • PellEligibleAmount • Eligible amount • PellReceivedAmount • Received amount • May be same as eligible amount

32. Enrollment Data Elements Financial Aid Information • MAPFlag • Eligible to receive MAP • MAPEligibleAmount • Eligible amount • MAPReceivedAmount • Received amount • May be same as eligible amount

33. Enrollment Data Elements Financial Aid Information • InstitutionFinancialAidFlag • Whether or not the student received financial aid from the institution in this term. • This does not include any state or federal money • InstitutionFinancialAidAwarded • Amount awarded

34. Enrollment Data Elements Financial Aid Information • MeritBasedFinancialAidFlag • Institutional Aid that is Merit based • If the institutional financial aid could be considered both merit and need-based, mark that aid only for merit. • MeritAwardAmount • Amount awarded

35. Enrollment Data Elements Financial Aid Information • NeedBasedFinancialAidFlag • Whether or not the student received institutional need-based financial aid in this term. • NeedBasedAwardAmount • Amount awarded

36. Enrollment Data Elements Financial Aid Information • EducationalLevelParent1 and 2 • FAFSA is the source for this information. • The response to the FAFSA question regarding the highest level of education completed by parent. • Broken out by 3 levels • Middle School • High School • College and higher.

37. Enrollment Data Elements • Disability Services • Indicates whether a student has requested services due to a documented disability. • Requested by IBHE Disability Committee • We limited this to only be a flag.

38. Enrollment Data Elements Veterans Information • Veteran • Student is a veteran Y/N • Post911GIBill • A federal education benefit program for veterans, who served on active duty after September 10, 2001. • A Tuition and Fee payment that is paid to your school on your behalf • Post911GIBillAmount • Amount awarded.

39. Enrollment Data Elements Veterans Information • MilitaryTuitionAssistanceProgram • Program that funds up to 100% of an eligible service member’s college tuition and course-specific fees. • Military Tuition Assistance is a benefit paid to eligible members of the Army, Navy, Marines, Air Force, and Coast Guard • MilitaryTuitionAssistanceProgramAmount • Amount rewarded.

40. Graduation Data Elements • Every Degree or Certificate conferred is a record • Multiple majors are usually one degree • Bachelors of Arts with majors in Political Science and Economics • IPEDS reporting year is July 1 to June 30 • We would like to replicate that timeline with our yearly collection. • Must use Degree Program Inventory CIP Codes

41. Graduation Data Elements • Variables 1-28 same as Enrollment File • Unique ID • Institutition ID • Demographic Information • Address related information

42. Graduation Data Elements • YearTermOfDegree • Calendar year and month of graduation. • When the degree was conferred by your institution. • YYYYMM format

43. Graduation Data Elements • DegreeLevel • 1 – 1 year or less certificates • 2 – Less than 2-year certificate • 3 – Associate’s degrees • 4 – 2 to 4 year certificates • 5 – Bachelor’s degrees • 6 – Post-baccalaureate certificates • 7 – Master’s degrees • 8 – Post master’s certificates • 17 - Doctor’s degree, research and scholarship • 18 – Doctor’s degree, professional practice • 19 – Doctor’s degree, other

44. Graduation Data Elements • DegreeCIP • CIP code of degree major • 6-digit code from your Degree Program Inventory • If multiple majors for one degree add to subsequent fields (CIP1, CIP2, CIP3, CIP4) • DegreeProgramLiteral • Institutional name of the program the student was awarded.

45. Graduation Data Elements • DegreeEducationMajor • Flag if CIP is an education program of study. • Program leads to licensure or edorsement.

46. 2016-17 Timeline

47. ... to become a member of the Data Advisory Council! Email hankins@ibhe.org to sign up

48. IHEIS Data Advisory Committee • Advisory on issues regarding the data collection and data use/reporting. • Data Collection • Data element definitions. • Business rules (Rules around the collection) • Add or remove data elements. • Data Use/Reporting • Feedback on proposed reports. • Data-sharing agreements using IHEIS data.

49. IHEIS Data Advisory Committee • Membership • Four members from the Public Universities. • Four members from the Independent Not-For-Profit Institutions. • Two members from the Independent For-Profit Institutions. • Two At-Large members. • Meet a minimum of two face to face meetings. • Online meetings as needed.

50. IHEIS Data Advisory Committee • Any institution can give feedback to IBHE regarding these issues. • The IHEIS DAC will serve as an professional group that can be quickly constituted to give informed advice to IBHE.