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HEI and OAEOPP Collaboration: Tracking TRIO students through the Ohio Board of Regents Higher Education Information HE

HEI and OAEOPP Collaboration History. 2 Year Planning Period (beginning 2000)Several consultations with past and present OAEOPP Presidents, OAEOPP Exec BoardPresentations at OAEOPP Conferences1 Year Development PeriodFormation of OAEOPP Focus GroupDevelopment of interface to HEIRegional State

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HEI and OAEOPP Collaboration: Tracking TRIO students through the Ohio Board of Regents Higher Education Information HE

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    1. HEI and OAEOPP Collaboration: Tracking TRIO students through the Ohio Board of Regents Higher Education Information (HEI) System

    2. HEI and OAEOPP Collaboration History 2 Year Planning Period (beginning 2000) Several consultations with past and present OAEOPP Presidents, OAEOPP Exec Board Presentations at OAEOPP Conferences 1 Year Development Period Formation of OAEOPP Focus Group Development of interface to HEI Regional State wide training Implemented in Fall 2003

    3. Why is this Collaboration Important for OAEOPP To collect valuable data on TRIO students for advocacy on behalf of TRIO programs to schools and communities, universities, and government representatives To better understand contributions of TRIO programs at state level

    4. Why is this Collaboration Important for OAEOPP To effectively establish the success of individual TRIO programs through meaningful data provided by the HEI System and assist with Annual Performance Report tracking To Track student progress through Higher Education: High School TRIO programs: College entrance, academic standing, major, persistence and degree(s) earned College TRIO programs: Transfer status, academic standing, major, enrollment into graduate level programs, persistence and degree(s) earned Adult TRIO programs: College entrance, academic standing, major, persistence and degree(s) earned

    5. Why is this Collaboration Important for OAEOPP To support Ohio’s TRIO Programs by establishing a main database of Ohio TRIO students to demonstrate: Ohio’s TRIO Programs current Higher Education enrollment status Ohio’s TRIO Programs graduation rate / degree’s earned To lead the way to establish important partnerships with State agencies to track students and demonstrate through valid data tracking methods the effectiveness of TRIO Programs

    6. What does this mean for TRIO Program Practitioners Attend training sessions held during OAEOPP conference or revisit training materials from previous sessions Prioritize using the system with a goal of June 1 Prepare student data to submit to HEI System Submit data, retrieve data within 24 to 48 hours Continually use system once per semester for updates

    7. What is HEI? Ohio’s state-of-the-art web enabled comprehensive data warehouse that contains higher education information at the unit record level on students, courses, financial aid, faculty, facilities, finances, academic programs, and other third party data **National Model**

    8. What is HEI? Analytical Tool for campuses and state Responsive to increasing demand of ad-hoc data requests from legislature, media, public Several web-based reports and publications Over 15 web-based queries available to campus officials Administers complex formulas Instructional subsidy distribution, Cost Allocation, Capital funding, Performance funding, Facilities Utilization, State Grants and Scholarships for students **National Model**

    9. Web-based System Accessible from anywhere 24/7/365 Minimum Requirements for access PC and Web browser (IE or Netscape) Complete documentation of the data warehouse on the web

    10. Web-based Process

    11. HEI core data input sources

    12. Core data areas Enrollment data area

    13. Core data areas Enrollment data area

    14. Core data areas Faculty/Staff data area

    15. Core data areas Facilities data area

    16. Core data areas Finance data area

    17. Core data areas Financial aid data area (Partially complete)

    18. Core data areas Academic Programs

    19. HEI Data Extensions

    21. HEI Outputs

    22. Security and Privacy Safeguards Varying levels of access determined by campus liaison HEI account and password required to access Restricted areas of the database HEI data access and dissemination policy, user authorization form for restricted areas, training provided Formal data sharing agreements with written explanation of responsibilities and guidelines for use of data

    23. Security and Privacy Safeguards Only aggregate data shared with cell limitations SSN’s in HEI converted to unique OBR ID and stored in secure table with limited access Secure Web Server uses SSL and encryption State firewalls

    24. HEI Summary of Features Unit Record system (students, faculty) Web based system Comprehensive database Minimum requirements State of the art technology Relational database Analytic database Sophisticated security Cutting edge data extensions

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