Newcomer’s Training

1. Newcomer’s Training Elenor Buffington KBOR Conference June 13, 2012

2. Agenda • Introduction to KBOR Data, Research, and Planning Unit • Overview of KBOR Data Collections • Navigating the DRP website - www.kansasregents.org

3. The Data, Research and Planning Unit • The Data, Research and Planning (DRP) unit is responsible for • providing data analysis support for data-driven decision-making activities of the Kansas Board of Regents • the development of an integrated system of postsecondary data • IPEDS coordination for all higher education institutions in Kansas.

4. DRP Staff

5. DRP Data Collections KHEDS* IPEDS KSPSD KBOR Database BTE Program Inv Course Inv KHEER MO Students Indep Inst Credentials Labor Clearinghouse K12 Private PS *KHEDS = Kansas Higher Education Data system

6. FERPA • 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.

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

8. DRP: IPEDS Coordination • Responsibilities • Work with all public and private institutions to complete IPEDS surveys on time • Review data submissions and LOCK collections • Serve as a link between institutions and federal government on questions, problems, etc. • Provide training on IPEDS surveys

9. IPEDS Session • IPEDS Update • Wednesday 3:15 – 4:00

10. KHEER • Kansas Higher Education Enrollment Report • Aggregate Enrollment Report dating back to the 1960’s • 20th day census data collection • Public and Private Institutions • Headcount, Student Credit Hour (SCH), Full-time Equivalent (FTE) Reports • Fall and Spring collections

11. KHEDS: Background • KSPSD first collection • First Fall collection in Fall, 2003 • First AY collection for AY2005 (SU04, FA04, SP05) • Program Inventory (PI) Created in 2005 • Courses within Programs (CWP) required in 2009 • Course Inventory (CI) Created in 2008 • Business Training and Enrichment (BTE) First Collection in FY2008

12. Kansas Postsecondary Database(KSPSD) • Any student who is enrolled in a course that fulfills a requirement of a formal award or stand alone parent program is submitted in KSPSD. • Formal awards include technical certificates of 16 credit hours or more. • Stand Alone Parent Programs (SAPP) are programs of less than 16 and leads to an approved credential. • Note: Formal awards are listed in the KHEDS Program Inventory System • Note: only the course must fulfill requirement, the student does not have to take course for the award credit.

13. Kansas Postsecondary Database(KSPSD) • First live data collection in Fall 2003 • KSPSD consists of several collections • Fall; 20th census day collection (FA) • Academic Year; 20th day plus collection (AY) • Follow-up; Employment information on students who graduated from Perkins technical programs (SU) • Plus collection 1 – Preliminary Fall Enrollment • Plus collection 2 – Graduation Survey Tracking: optional collection to allow inst to track cohort students. (GR) • URL for website is http://data.kansasregents.org • After login https://submission.kansasregents.org

14. Kansas Postsecondary Database(KSPSD) • Prior to the 2006-2007 data collection, students who were part of the Carl D. Perkins Technical Program Grant also had to be submitted in another submission called CaTERS (Career and Technical Education Reporting System) • KSPSD and CaTERS were merged together in 2006-2007 with the start to Perkins IV to reduce reporting redundancy on institutions • Old institutional CaTERS data is still viewable by going to the CaTERS-Perkins data collection link on the website

15. Kansas Postsecondary Database (KSPSD) Note: AY12 = summer 11, Fall 11, & Spring 12 FA12 = Fall 2012 20th day

16. Kansas Postsecondary Database(KSPSD) • To ensure data quality, KBOR requires institutions to go through a multi-step edit process during data submission • Basic edits are completed during the upload process • Some file edits are completed as a second step of the upload process • After all files have been uploaded, a complicated, inter-file edit routine must be run before the institution can complete the submission

17. Kansas Postsecondary Database(KSPSD) Run edits on submitted data here Optional files Universities will have a link to PR reports here Lock data here Note: For AY and Fall collections additional Certification Step required

18. Kansas Postsecondary Database(KSPSD) • Edits return Fatal Errors and Warnings • Institutions cannot complete the submission until all Fatal errors are corrected • Warnings need to be reviewed by your institution before submission is locked • All entries on an edit report should be taken seriously. Do not change data to pass edits. There are many things based on these data that have an impact on your institution and higher education • Contact IRHelp if you believe is edit is wrong

19. Kansas Postsecondary Database(KSPSD) • Review Basic Counts reports • Not everything that could be wrong with your data can be found in an edit report.

20. Kansas Postsecondary Database(KSPSD) • Table of Contents for the Over all Basic Counts Report

21. Locking and Certification of Data • After data are locked, KBOR will run standard edits • Institutions should use certification/review period to review data with President/CAO before data are certified. • Re-open (unlock) and corrections are allowed during this period, but should be done BEFORE certification of the data. There is no other re-open window. • Each institution is ultimately responsible for the accuracy and completeness of its submission.

22. KSPSD Best Practices • KSPSD Files are created from data submissions of institutional systems … not live systems • Institutions invest a great deal of staff time preparing for and creating the state files • Institutions use the KSPSD file for campus wide reporting to ensure consistent reporting • Institutions use the system to create IPEDS Enrollment, Completions, etc.

23. Kansas Postsecondary Database(KSPSD) • 2-year Sector • Funding Management Reports • 4-year Sector • Program Review Student Reports • All users • Business Intelligence Tool Reports

24. KSPSD Updates • KHEDS Update session: • Wednesday 1:30 – 3:00

25. Business Training & Enrichment(BTE) • Newer data collection that provides data basis for understanding the contribution Postsecondary institutions are making to industry and non-traditional life-long learning; includes Business & Industry and Enrichment courses • Right now only Community Colleges and Technical Colleges submit this project • Data collection for courses that are not part of a Program are not submitted through KSPSD • KSPSD + BTE = all courses offered by the Institution • Layout for BTE files follow KSPSD format

26. Business Training & Enrichment(BTE) • Vision for BTE was to be open all year • Information is submitted in “bundles” • Student Information, Sections, Registration • Edits run on the bundle once it has been uploaded • File Submission edits cannot be run until 30 prior to close date • For FY12 close date 7/16/12; edits available 6/15/11

27. Business Training & Enrichment (BTE) Data Submission Form to enter data a section at a time Links to Manage Bundles Edits available year round to run against bundles Course Inventory Management links Lock the entire Submission

28. Business Training & Enrichment (BTE) Data Entry Form

29. BTE Sessions • BTE topics will be part of other sessions but no specific session just for BTE • KHEDS Update • Wednesday 1:30 – 3:00 • Data and the Two-Year Sector Funding Model • Thursday 2:15 – 3:50

30. Program Inventory (PI) 1. Provide a centralized list accessible by KBOR institutions, KBOR staff, and eventually the public constituents of academic programs offered at each public institution. 2. Facilitate the maintenance (e.g., addition, modifying, deletion, etc.) of academic programs at all public institutions via the web-based system; maintain programmatic history. 3. Provide an expedited and convenient method of tracking new academic programs through the KBOR approval process.

31. Program Inventory (PI) • Program Inventory has many purposes; Focus on the link between the Program Inventory System and the KSPSD • Programs are listed with a Program code + Award Level + Award (PALA) • Students are also submitted with a PALA • Student PALA and Program PALA must match • Be sure to talk to the appropriate people on your campus to ensure these two systems stay in-sync

32. Automated Emails • Email sent to KBOR staff when a new program or modification has been submitted • Email sent to KBOR staff and institution when required documents have not been submitted two weeks after program entered

33. Automated Emails • Email sent to all institutions when program is ready to start the approval process – this is called a program alert. • Email sent to institution when program is approved

34. Course Inventory (CI) 1. Provide a centralized list accessible by KBOR institutions and KBOR staff of all courses offered at each public institution. 2. Facilitate the collection and on-going maintenance of the Master Course List and Perkins Verification Forms.

35. Courses within Programs • The curriculum “make-up” of the program • The credits listed in the CWP must add up to the number of credits in the program • Elective courses are put together into what is called a block Not a University Project

36. Conference Sessions for More Details • CI/PI/CWP – mainly for 2-year institutions • Thursday 2:15 – 3:50 • PI – for 4-year institutions along with relationship to Program Review • Wednesday 11:10 – 11:55

37. KHEDS Resources • DRP Website • General Information • KHEDS Documentation

38. KHEDS Resources • Manuals • Desk Aids • Presentations • IRHelp

39. Using the DRP Website

40. Create / Manage Your Own Account New users create an account Reference manual to explain all login procedures

41. Navigating the Website • Profile • When need to change the collection time period, need to change the “Profile” • Click on the Change link on upper right

42. Navigating the Website • Tabs for general information, data submission, and reporting in each data collection.

43. Navigating the Website • Click on the Change link • Click on the View other Users at Institutions

44. Sample Report of Other Users in Institution

45. Download Final Datasets • Once submission has been locked, CSV versions of the data can be downloaded Previous Submission Basic Counts always available

46. Website Security Features • Enter password incorrectly three times, account is locked • Email to user with Secret Question (check Junk Mail) • If secret question wrong, account is frozen and DRP Staff must defrost. DRP staff is automatically notified when accounts are frozen • Change Password every 180 days

47. Website Security Features • If no activity has happened on website for 20 minutes, user is logged out • Prompted to continue • Note: Some reporting features not tied into the website clock

48. Questions?