Michigan Student Data System (MSDS) IHE Request for UIC Collection

1. Michigan Student Data System (MSDS)IHE Request for UIC Collection This PowerPoint presentation is intended to provide institutions of higher education (IHE) Registrars a general overview of how to acquire Unique Identification Codes (UICs) from the MSDS for their enrolled students and provides the results of the IHE Request for UIC Collection pilot test with some Michigan postsecondary institutions.

2. Agenda • IHE Request for UIC Overview • Navigating the CEPI Web site • Gaining access to the MSDS • Characteristics, Components and Collections (C3) Overview • XML Overview • Resources and Support

3. IHE Request for UIC Overview The IHE Request for UIC Collection enables IHEs to upload a XML file containing their student enrollment to the MSDS. Using this file, if an existing UIC is found, that UIC will be associated with the student record; otherwise a new UIC will be created for the student. The IHE can then download the file, which will now contain UICs, and incorporate those UICs into their local student management system.

4. 1 2 1 1 Navigating the CEPI Web site • Go to the CEPI Web site at www.michigan.gov/cepi • Click on the blue “CEPI Applications” tab at the left

5. 3 2 Navigating the CEPI Web site 3. Click on the Michigan Student Data System light blue tab at the left

6. 4 2 Navigating the CEPI Web site 4. To get to the IHE Request for UIC Collection information, click on either the blue tab at the left or on the link titled “IHE Request for UIC”

7. Navigating the CEPI Web site The IHE Request for UIC webpage contains useful information regarding the XML file structure, the data elements needed for the upload and how to obtain access to the MSDS. It is recommended that you check this page often, as new information regarding this collection will be posted here.

8. Gaining Access to the MSDS Step 1: Request permissions through your Single Sign-On (SSO) account Step 2: Send the appropriate security agreement form to CEPI, signed by both the user and the IHE registrar.

9. Step 1: Request permission through your SSO account • Register online at: https://sso.state.mi.us/ by clicking the Register button and following the on-screen directions. • When you finish registration for your SSO account, you will receive an e-mail titled “Account Information.” In it, you will receive a temporary password to use the first time you log in to the SSO. • Log in to the SSO application at https://sso.state.mi.us/ • Click the “Subscribe to Applications” link in the bottom left-hand corner of the screen. • You will be taken to a new screen with drop-down menus. Select CEPI in the first drop-down and MSDS from the second. Click Next. SSO User’s Guide: http://www.michigan.gov/documents/cepi/SSO_registration_251200_7.pdf

10. Step 2: Sending security agreement form to CEPI • Go to the IHE Request for UIC page • Click on “IHE User Security Agreement” link • Follow the instructions for completion of the security agreement form • Once the form is completed, print a copy, obtain the required signatures, and fax to CEPI at (517)335-0488. To access the security agreement directly, go to: http://www.michigan.gov/documents/cepi/IHE_MSDS_security_337131_7.pdf

11. Gaining Access to the MSDS: Things to Keep in Mind • The SSO subscription expires after 10 calendar days; make sure your security agreement is sent to CEPI about the same time that you request access to prevent auto-rejection notices. • Security agreements must be signed by the Registrar. CEPI will verify using the membership directory on the MACRAO Web site. Once verified with the SSO request, permission will be granted and the requester will be notified via e-mail. • Access should be limited to only those persons who will be uploading the files or utilizing the student search function to do single student UIC lookups (should range between 2-5 people). MSDS IHE users typically include: technology group members, admissions staff, and/or staff from the registrars office. • When authorized users leave your organization, a removal request must be sent in. CEPI does an annual refresh notice as well. To access the removal form directly, go to: http://www.michigan.gov/documents/CEPI-MDE_MEISRemovalReqFrm_128431_7.pdf

12. Collection: IHE REQUEST FOR UIC Characteristic: Last Name Component: Personal Core Creating the IHE Request for UIC File To begin, it is helpful to learn of the “C3”. This refers to: Characteristics, Components and Collection. • Characteristics • Fields/data elements associated with a student (e.g., the student’s first name, last name, date of birth, gender and local student ID) • Components • Logical groupings of characteristics (e.g., personal core) • Allow for making groups of characteristics conditionally required • Collections • A set of components submitted for a particular purpose within a particular timeframe (e.g., the IHE Request for UIC Collection)

13. Creating the IHE Request for UIC File To begin, go to the IHE Request for UIC webpage on the CEPI Web site and click on the “IHE Request for UIC Collection Components” link

14. Creating the IHE Request for UIC File All of the components are listed along the left side of the table. Clicking on the name of the component will bring up an Excel spreadsheet containing the business rules for that component. Please note that the personal demographics component will be an optional component in this collection. The fields included in the Personal Demographics Component are very helpful for performing resolution and looking for additional student matches. This may be necessary when looking at Mass Linking results and future UIC resolution.

15. Creating the IHE Request for UIC File Submitting Entity Component Submitting Entity (Required) Submitting Entity Code (Required) This is the 5-digit code for the uploading entity. To obtain your IHE code, search within CEPI’s Educational Entity Master (EEM) at: https://cepi.state.mi.us/eem/ Submitting Entity Type (Required) This code is used by the MSDS to identify which type of entity code will be reported in the Submitting Entity Code characteristic. Entity codes in EEM are unique within type categories. This characteristic identifies which category the system uses for validation of the submitting entity and to confirm user entity permissions. NOTE: This will be a “B” for IHEs

16. Creating the IHE Request for UIC File Personal Core Component Personal Core (Required) Last Name (Required) First Name (Required) Date of Birth (Required) Gender (Required) Unique Identification Code (Optional) Middle Name (Optional) Student Suffix (Optional) Multiple Birth Order (Optional)

17. Creating the IHE Request for UIC File IHE Entity Demographics Component IHE Entity Demographics (Required) School/Facility Number (Required) To obtain your IHE code, search within CEPI’s Educational Entity Master (EEM) at: https://cepi.state.mi.us/eem/ Student ID Number (Optional) NOTE: This characteristic is especially useful for importing UICs back into your local student information system

18. Creating the IHE Request for UIC File XML Basics (REALLY basic): • Order matters – Components and characteristics must be reported within the file in the order set up in the schema. • No blanks – There must be data included between the element tags; spaces or blanks will cause errors. • Microsoft – Excel and Access will work with XML; check out the Microsoft site for tutorials and information • MSDS Technical Document – has additional information on using XML. It can be downloaded from the CEPI MSDS webpage at: http://www.michigan.gov/documents/cepi/MSDS_tech_support_251976_7.pdf • Validate your file prior to uploading

19. Creating the IHE Request for UIC File IHE Request for UIC XML Sample This is a sample XML located on the IHE Request for UIC webpage. To access this sample directly, go to: http://cepi.state.mi.us/msdsxml/iherequestforuiccollection_sample.xml

20. IHE Request for UIC File Upload Go to the IHE Request for UIC webpage on the CEPI Web site and click on the “Go to MSDS” link. From here, it is recommended that you read the IHE Request for UIC User Guide posted on this webpage for added assistance with navigation through the MSDS application. • To access the MSDS directly, please go to: www.michigan.gov/msds

21. Errors and Warnings • Once you have uploaded a file, you will want to review the error and warning messages. • An error message means that something is wrong with the file structure or with the acceptable values for the components. • A warning message means that something looks out of the ordinary of what would be expected. • UICs will be generated regardless of errors and warnings.

22. Matching Profiles • MSDS uses the following core fields for matching: • Last Name • First Name • Date of Birth • Gender • MSDS also uses the following fields in the matching logic: • Last Name Suffix • Middle Initial/Middle Name • Multiple Birth Order • MSDS runs additional steps for matching • Strip Characters • Last Name Hyphenated • First Name Last Name Transposed • Last Name Change • First Name Synonym • Middle Name Matches One Side of the Hyphenated Last Name

23. Matching Profiles (cont’d) • When records are uploaded to the MSDS, the UIC matching process compares the records in the first name, last name, DOB and gender of the submitted record to the first name, last name, DOB and gender stored in the MSDS. • Records that are submitted without a UIC follow a different path in the UIC Matching process than those records that are submitted with a UIC. • Submitted records are first checked against records in the MSDS to determine if a 100% match exists. If so, record is flagged as match found and existing UIC is placed on the record. • If a 100% is not found, records are processed through the additional checks. • If a match is not found, the record is processed through Soundex which scores the records. • Based on the scoring rules, the record will have one of the following statuses: a) Match Found; or b) New UIC Generated.

24. Matching Profiles (cont’d) • Scoring Rules for Match Found: • Single record with a score of >=95% • Scoring Rules for New UIC Generated: • More than one record with a score of >=95% • One or more records with a score of <=94% • Based on recommendations from the IHE UIC Workgroup, IHEs will not perform resolution this first year. Resolution is when the MSDS finds a potential match. A UIC resolver from your institution will need to manually resolve these issues to determine if a new UIC should be created or to retain an existing one.

25. Setting up the UIC Matching Profile • The MSDS is flexible to allow system administrators to create UIC matching profiles for specific collections. • It was determined to use the Standard UIC Matching Profile for the IHE collection, at least for the first year. • Over time, the UIC Matching Profile for the IHE Request for UIC Collection could be modified based on trends in the data.

26. Setting up the UIC Matching Profile (cont’d) The weights and types can be altered to generate more or less stringent match rate criteria.

27. IHE UIC Workgroup • Kortney Briske, Associate Registrar, University of Michigan • Kristin Schuette, Associate Registrar for Technology, Michigan State University • Scott Owczarek, Associate Registrar, Michigan State University (MACRAO President) • Dr. Carrie Jeffers, Assistant Director of Enrollment Services, Macomb Community College • Kara L. Fields, Asst Director Records and Registration, Walsh College • Tammy Grossbauer, Director of Admissions / Registrar, Lansing Community College • Randall Melton, Executive Director Information Technology, Lake Michigan College

28. IHE Request for UIC Collection Pilot Test • In April 2010, Macomb Community College, The University of Michigan, Michigan State University and Grand Rapids Community College provide their current enrollment to CEPI. • The number of records that would have resulted in a match found and a new UIC generated was determined. • IHE UIC Workgroup considered adding additional fields to increase matching. These additional data were: • Prior Last Name • Graduating High School • High School Graduation Year

29. IHE Request for UIC Collection Pilot Test Macomb Community College Matching Percentage for Birth Years 1987 - 1991 UIC Creation Rates 80% range These are 18-23 year old students who, if in state, would have been assigned a UIC

30. University of Michigan IHE Request for UIC Collection Pilot Test UIC Creation Rates Only 2% of records were identified as potential matches (would require resolution) Matching Percentage for Birth Years 1987 - 1991 60% range 38.8% of student population come from out of state

31. Grand Rapids Community College IHE Request for UIC Collection Pilot Test Matching Percentage for Birth Years 1987 - 1992 UIC Creation Rates 80-90% range <1% of students come from out of state

32. Impact of Match Rules IHE Request for UIC Collection Pilot Test Results for Grand Rapids Community College

33. UIC Creation Rates for Michigan State University IHE Request for UIC Collection Pilot Test Test Run including Prior Last Name Baseline Test Run Approximately 20% of students come from out of state

34. IHE Request for UIC Collection Pilot Test The IHE UIC Workgroup came up with conclusions based on the IHE Request for UIC Collection Pilot Test: • The standard matching profile will be used. • The limited number of records that would have gone into resolution supports the workgroup’s recommendation to not perform resolution for the first year. • The UIC resolution will be revisited in subsequent years. In the meantime, IHEs can utilize other tools such as the Mass Linking option in MSDS. • IHEs will not need to add additional fields for matching. • For the University of Michigan, the IHE Request for UIC Collection was relatively easy. The upload was successful without using any MSDS support materials. The XML validation step was essential.

35. When do we start this process? • IHE Request for UIC Collection will be open December 1, 2010 - February 23, 2011. The collection will open back up on April 6 – April 27, 2011. These upload timeframes were scheduled around peak PK-12 collection times. • UICs will be required on all records prior to submitting to the repository

36. How often can we submit? • The first round was carefully scheduled because this is the entire enrolled population • Future: Will only be submitting records that donot have a UIC • After the first IHE Request for UIC Collection window, the tentative timelines are: • Late July - August • December - January • April – May • Student Search is always available for UIC lookup

37. Resources & Support The XML validation guide, security agreement, XML sample, XML schema, collection components and user guide mentioned in this presentation are located on the IHE Request for UIC Collection webpage.

38. Resources & Support The IHE Request for UIC User’s Guide will give detailed instructions on how to perform each step necessary to obtain UICs and will include: • A checklist for obtaining UICs • How to access the MSDS • Logging in to the MSDS • Entering your data (what is required) • Uploading files • Adding data manually • Student Search • Downloading your data

39. Resources & Support Using the XML validation guide is essential before uploading files into the MSDS. The XML validation guide provides: • Step by step instructions for using XML Notepad to validate your file before loading into the MSDS. • Feedback on any errors in the file or in particular records that will cause the file to fail upon upload into the MSDS. The XML Validation Guide can be found on the IHE Request for UIC page and at: http://www.michigan.gov/documents/cepi/Validating_XML_File_297477_7.pdf

40. CEPI Customer support: • cepi@michigan.gov • 517 335-0505, Option 3