KHEDS Update

1. KHEDS Update Marti Leisinger, Team Leader, Data Collections 2012 KBOR Conference June 13, 2012

2. Data Collections • Marti Leisinger, Team Leader • Elenor Buffington, Project Specialist • Patti Biggs, Project Specialist • Mary Galligan, Project Specialist

3. Agenda • What is KHEDS? • Changes to website • New fields being added to data collections • Changes to existing data fields • Reminders for KHEDS collections • Review of certification process • Future

4. KHEDS Kansas Higher Education Data System • Includes data collections that are integral to maintaining a database system that supports informed decision-making by the Kansas Board of Regents through collection, analysis, and reporting of education data in Kansas. • Supports many grant initiatives as well as funding (CC’s & Tech’s) and Perkins.

5. KHEDS - Projects • KSPSD • Business, Training and Enrichment (BTE) - Community Colleges and Technical Colleges • Program Inventory (PI) • Course Inventory (CI) and Courses within Programs (CWP’s) - Community Colleges and Technical Colleges • Program Review (PR) – Universities

6. KHEDS KHEDS manual is replacing KSPSD manual • KSPSD section • BTE section • PI/CI/CWP – Section not completed at time of 2012 manual printing. Please refer to KHEDS documentation page on web. • Funding – Additional resources are being completed and will be available on KHEDS documentation page on web.

7. Changes to DRP Website • Easier to navigate between KHEDS projects • Easier access to documentation, training materials and reports

8. KHEDS • Terminology in certification process will change to use the term “KHEDS” • This change clarifies that the certification process encompasses all KHEDS data that KBOR is empowered to collect • This includes KHEDS data that is used for Perkins

9. 2012 KSPSD • New FERPA Privacy Flag in Student Info file • New Middle Name field in Student Info file (replacing middle initial) • New Graduation Date field in Completions file • New First Generation Student field in New Undergrads • Change to Outcome field in Registrations file • Changes to Enrolled Flags residency fields • Changes for High School Students • Change - Fatal error for students in phased out programs/Fatal error for BI courses without documentation • Add - Registrations file added to Fall Census collection

10. Other KHEDS Changes • New for BTE • Residency fields • Middle name field • FERPA flag • Changes to PI/CI/CWP to accommodate multiple years

11. KSPSD and BTE Field AdditionFERPA Privacy Flag • WHAT IS FERPA? The Family Educational Rights and Privacy Act of 1974, also known as the Buckley Amendment, protects the privacy of student records. • The Act provides the student with a right to inspect and review educational records, the right to seek to amend those records, and a right to limit disclosure of information from the records, with some exceptions. • Applies to all institutions that are recipients of federal funding. • The regulations can be found in 34 CFR Part 99.

12. KSPSD and BTE Field AdditionFERPA Privacy Flag • New FERPA privacy flag field is being added to students info file (one character field at the end of the file) • Added to both KSPSD and BTE • Purpose: Flag indicates that a student has requested a privacy flag on their educational records. • Valid choices will be yes (Y) or no (N) • Flag will be required for AY 2012 (KSPSD) and FY 2013 (BTE)

13. KSPSD and BTE Field AdditionFERPA Privacy Flag • Why?Compliance with FERPA • As part of the statewide longitudinal database initiative, KBOR is sharing information with other state agencies and National Student Clearinghouse. • To comply with FERPA, flagged records will not be shared with other entities.

14. Additional FERPA Privacy Reminder • Institutions should NEVER e-mail identifying information, such as SSN, to KBOR. • Any file containing SSN’s or other identifying information should be sent via secure FTP. • KBOR has an upload function on the web that is secure.

15. KSPSD and BTE Field Addition Middle Name • Addition of middle name field to student info file • Middle initial field will be eliminated • Enter middle initial in middle name field if entire middle name is not available • Why? Matching with KSDE via eScholar

16. Matching with KSDE • eScholar system matches on the following: • Last name • First name • Middle name • Date of Birth • Gender (We may eliminate unknown option next year)

17. AY 2012 KSPSD Field Addition Graduation Date • A new field is being added to the completions file to collect the month and year of graduation. • Why? Reconciling graduation rates to both institutional numbers and IPEDS • This field will be required for AY 2012 collection.

18. 2012 KSPSD Changes Registrations File • AY - Outcome field should be populated with actual letter grade when institution gives letter grades for courses • Accepted values of A,B,C,D will be added • Fall - Registrations File added to Fall Census (outcome fields omitted) • Why? This information may be needed to support future funding initiatives

19. AY 2012 KSPSD ChangeEnrolled Flags File • Changes to Residency Fields • Taxing area residency • 6 months residency • Residency Field in Student Status file does not change • Why? Fields may be necessary for Funding Model and other reporting needs

20. AY 2012 KSPSD ChangeEnrolled Flags File • 6 Months Residency field has been renamed Kansas residency and applies to all institutions. • Enter the student’s residency status in relation to tuition as of the beginning of the reporting term.  • The term residency is defined by law for Board of Regent's institutions (K.S.A. 76-729) and for community colleges (K.S.A. 71-406, and K.S.A. 71-407). • KBOR will get a more accurate picture of student residency in Kansas.

21. AY 2012 KSPSD ChangeEnrolled Flags File • Acceptable Values for Kansas Residency field: • Y = Yes, has been a domiciliary resident of Kansas as of the start of the reporting term. • N = No, has not been a domiciliary resident of Kansas as of the start of the reporting term. • E = Is not a domiciliary resident of Kansas at the beginning of the reporting term, but is classified as such due to an allowable exception per statute.

22. AY 2012 KSPSD ChangeEnrolled Flags File • Taxing Area Residency field has been renamed district residency Community Colleges Only: • Enter whether the student resided in the institution’s district as of the beginning of the reporting term. • The term “out-district” is defined for community colleges by regulation (K.A.R. 88-26-1).

23. AY 2012 KSPSD ChangeEnrolled Flags File • Acceptable Values for District Residency field: • Y = Yes (select for In-District students) • N = No (select for Out-District students) • X = Out of state or foreign students per K.A.R. 88-26-1. • Why? Field may be used for Funding Model Why? Field may be used for Funding Model

24. AY 2012 KSPSD Change First Generation Student • New field in New Undergrads file • Placeholder has been in file, but we have not collected • Definition: Enter whether or not the student is the first in his/her immediate family to attend a post-secondary institution. • Valid options: • Y = Yes • N = No • X = Unknown • Optional for 2012

25. AY 2012 KSPSD ChangeHigh School Students • Past: KBOR asked institutions not to submit HS students in programs • Student status for HS students was Non-Award-Seeking/Non-Degree-Seeking Undergraduate (NDU) • Program code/award level/award (PALA) for high school students was submitted as none/none/none

26. AY 2012 KSPSD ChangeHigh School Students • Change: Show high school students in appropriate program when a degree-seeking student level • Submit actual student level of high school student in student status file • Submit program code/award level/award (PALA) for high school students in declared majors • Why? This information is needed for CTE funding initiative

27. 2012 KSPSD Edit Change New Student in Phased Out Program • Cross-table, cross-year check • Looking for students in Phased Out programs who were not previously enrolled in that program • Compares Declared Majors Program Code, AwardLevel and Award fields (PALA)

28. AY 2012 and Fall 2012 – Fatal Error EditNew Student in Phased Out Program (cont’d) • 2011 collection included warning edit • 2012: Fatal error with KBOR override function

29. AY 2012 Fatal Error Edit Sections File • If section type = BI, then the required Business & Industry documentation must be on file with the CTE unit at the Board office. • In the past, lack of documentation only gave a warning.

30. BTE - 2013 • New Fields for residency • Same format as fields in KSPSD, but added option for unknown • Kansas Residency • Values Yes, No, Exception, Unknown • District Area Residency • Values: Yes, No, X (out of State or Foreign), Unknown • Fields will be required for 2013 collection that opens in July • Why? Fields may be necessary for Funding

31. BTE - 2013 • New Middle Name field in Student Info file (replacing middle initial) • Note: You should enter middle initial in the middle name field if you do not have the full middle name. • New FERPA Flag

32. KHEDS Change AY 2012 Program Inventory/Course Inventory/CWP’s • Date driven system • No snapshots will be needed • Institutions can maintain multiple versions as long as dates don’t overlap • Remains open until KSPSD and BTE locks and will be included in certification process!!!! • Universities will be able to include all programs even those that don’t require board approval such as certificate programs.

33. KHEDS Change AY 2012 Program Inventory (PI) Distance Education Flag • Initially populated by KBOR according to survey sent to institutions last Fall • Institutions will now be responsible for populating and maintaining field • Yes or No Why? The Kansas Board of Regents, based on KS Statutes which stipulate that KBOR will "develop and implement a comprehensive plan for the utilization of distance learning technologies," is collecting data about which programs are delivered through these technologies and reporting on this information annually to the Board.

34. KHEDS Change AY 2012 Program Inventory Distance Education Definition • Distance education is defined as "either an asynchronous or synchronous instructional delivery system in which faculty and students are physically separated in place or time. Teaching and learning are supported by a wide spectrum of existing and evolving media.” • For purposes of reporting, any program in which the proportion of content delivered via distance learning is 50% or more will be considered as a distance education program. • These offerings will include those offered wholly online and blended or hybrid programs in which a substantial proportion of the content is delivered through mediated delivery technology to facilitate such activities as online discussions, interactive television, and limited numbers of face‐to‐face meetings.

35. Course Inventory (CI) • Common Course ID • Addition of field to identify courses approved for automatic transfer as recommended by Transfer and Articulation Advisory Council (TAAC) and approved by Kansas Board of Regents

36. Course Inventory • 17 general education courses approved at January KBOR meeting • University course information will come from registrations/sections in KSPSD

37. AY 2012 ReminderKSPSD Collections • Non resident alien includes any student who is not a citizen or permanent resident of the United States and is in this country on a visa or temporary basis and does not have the right to remain indefinitely. • This does NOT include resident aliens. • If this field is set to “Yes”, the other seven Race/Ethnicity fields must be “No”.

38. AY 2012 ReminderKSPSD Collections • Resident Alien - A person who is not a citizen or national of the United States but who has been admitted as a legal immigrant for the purpose of obtaining permanent resident alien status (and who holds either an alien registration card (Form I-551 or I-151), a Temporary Resident Card (Form I-688), or an Arrival-Departure Record (Form I-94) with a notation that conveys legal immigrant status such as Section 207 Refugee, Section 208 Asylee, Conditional Entrant Parolee or Cuban-Haitian).

39. ReminderKHEDS Collections • Note: Resident aliens are to be reported in the appropriate racial/ethnic categories along with United States citizens.

40. AY 2012 ReminderNew Undergrads File • Critical fields for P20 Database • Field:High School Grad Date • Matching students between systems, defining cohort • Field:First Term Enrolled • Measuring cohort progress • Field: Student Type • For matching between systems, it is critical to know if they are first-time freshman or transfers

41. AY 2012 ReminderKSPSD Collections • IPEDS Flag • Student Status File (AY Collection) • Enrollments (Fall Census Collection) • Field is not generally used by KBOR. • Field will need to be populated accurately if institutions want to use new business intelligence tool to extract data from KHEDS to use for IPEDS reporting.

42. IPEDS Flags • When should you set the IPEDS Flag to “NO” ? Only when submitting records to KSPSD collection that you do not submit to IPEDS.

43. Reminder KSPSD vs BTE • Timing • KSPSD - AY Collection (Based on each institution’s academic year.) • BTE – FY Collection (July 1 – June 30) • Students • KSPSD – Students enrolled in courses that fulfill a requirement of a formal award or SAPP • BTE – Students enrolled in courses that do not fulfill a requirement of a formal award or SAPP – generally business, training & enrichment type classes

44. AY 2012 ReminderKSPSD Collections 20th Day Definition for Collections • Students enrolled on 20th day • Students who are enrolled in a course that begins and ends before the 20th day • Students enrolled in a course that starts after the 20th day provided that they are still enrolled as of the course’s census day • Needed for consistency in reporting!!!!! Note: KHEER collection also uses 20th day

45. KSPSD Reminder • Must use new Race/Ethnicity fields • KBOR generates reporting race from race/ethnicity fields • Old Primary Ethnicity field is filler – WE DO NOT USE even if institution populates field

46. Fall Collections • Fall Preliminary close around Sept 25th • Fall KHEER closes October 31 • Fall Census closes November 30 (Certify by December 17) • All three collections use the 20th day rule and headcounts for each collection should be the same or at least close.

47. Fall Collections Comparison of Fall Prelim, KHEER and Fall Census Statistics from Fall 2011 • 19 Institutions perfect (+/- 5) • 8 Institutions close (+/-50) • 5 Institutions significant differences (> 50 ) 1 institution had a difference of over 1,000 students. (All 5 institutions were contacted by KBOR.)

48. Fall Collections Comparison of Fall Prelim, KHEER and Fall Census FYI • Fall Preliminary numbers are released in September in a press release and are also posted to web. • KHEER Fall reports are available on the web about 2 weeks after collection closes. • KBOR has been contacted about the differences on these reports!!!

49. KSPSD Reminder SAPP programs are not eligible for Perkins funding starting in AY 2012

50. KSPSD Terminology • First Time Freshman • Hold-over terminology of freshman is confusing • Enter whether the student is a first-time after high school grad/GED entering student into any postsecondary • Enrolled Flags & New Undergrads files • NOT a definition change – just updating KHEDS manual to make the definition clearer.