hei new user training
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HEI New User Training. Spring 2013. Data Management and Analysis Staff. For questions about your login information, contact Adam!. The Higher Education Information (HEI) System. Implemented January 1998 - PowerPoint PPT PresentationTRANSCRIPT
HEI New User TrainingSpring 2013
Stephanie McCann
Director 614-387-1466
William Wagner Assistant Director
614-387-0682
Penelope Parmer Analyst 614-752-9539
Adam Schiming Analyst 614-466-6675
Melissa Sponseller
Analyst 614-644-6855
Andy Lechler Consultant 614-728-1924
Data Management and Analysis Staff
For questions about your login information, contact Adam!
The Higher Education Information (HEI) System
Implemented January 1998
Web-enabled data warehouse containing information from Ohio’s Public and Private Colleges and Universities
Contains information about Academic Programs Enrollments and Student
Demographics Finances Facilities Faculty and Staff Financial Aid Capital Planning Distance Learning
Data reporters submit files to the data warehouse containing information from his/her campus
Statewide data is complied and used to Administer complex formulas, e.g. State Operating and
Capital Subsidies, Resource Analysis, and Facilities Utilization
Respond to frequent ad-hoc data requests from the legislature, campuses, media, public
Produce static web-based reports and publications Produce customizable & accessible web-based
queries
How is HEI Used?
Visual HEI
Colleges & Universities
Ohio Board of Regents
WWW
Key Decision Makers
3. Queries and Reports
Available
1. Colleges and
Universities Transmit
Data
2. Data edited, cleansed of errors, then loaded to
the HEI Database
Two types of campus users Liaisons
Appointed by the president of the institution Grant access to file submissions and can submit files Grant access to restricted queries and academic
calendar Data Reporters
Submit files Access queries Download previously submitted data
All users of HEI (campus and OBR) are required to sign and submit HEI data access and dissemination policy
Security and Privacy Practices
Much of the HEI homepage is open to the public File descriptions, editing information, aggregate
reports Authorized users have account and password
required to access secure areas of the database SSNs in HEI are converted to unique OBRIDs and
stored in secure table with limited access Website protected by encrypted server and
state firewalls Direct Access to data by OBR staff ONLY
Security and Privacy Practices
Exploration of the HEI website
Core Data Areas and Data Usage
Data is reported for and by Ohio’s Public Colleges and Universities (The University System of Ohio)
These core areas are Enrollment Faculty and Staff Facilities Financial Academic Programs
Core Data Areas
Enrollment
Courses
Students
• Courses Offered• Sections Offered• Credit Hours• Course Level • Remediation• CIP Code (subject code)• Attempt of Academic
Credit• Course Outcome
• SSN, OBRID• Demographics• First Time Enrolled in
College • Academic Intention• Rank• Major (Academic
Program)• Grade Point Average• Alternative Credit Hours• Degrees/Certificates
Earned
Faculty and Staff
Instructors
• SSN, OBRID• Demographics• Appointment Status• Work Category• Tenure Status• Salary• Funding Unit• Highest Degree Earned• Sections Taught
(workload)• Degrees/Certificates
Earned
Courses
Students
Facilities
Instructors
Courses
Students
Buildings & Rooms
• Space Inventory• Physical Condition• Functional Condition• Square Footage• Area Type and
Function Codes• Class Meeting Times• Capacity and
Utilization• Replacement Value• Ownership Status• Year of Construction• Year of Acquisition
Financial
Instructors
Courses
Students
Buildings & Rooms
SPENDING
• Campus Budgets• Financial Statements• Revenues• Expenditure
Academic Programs
Students• Inventory of Programs• CIP Code (Subject
Code)• Degree Level and
Name• Concentration• Expected Time and
Credit Hours• Program Status
Program
Higher Education Data Reports Distribution of State Share of Instruction
(SSI) Resource Analysis Distribution of Financial Aid Capacity Reports and Utilization Basic Renovations Distribution Aged-Space Calculation
Uses of the Data
How often is data submitted? Annually At the beginning or end of the term
What is an edit window and how is it determined? An edit window is the time you have to submit the file to
our database for editing and loading Based on either due date or capture date For term enrollment files, 30 days after the capture date For faculty and facility files, December 1 – February 6 For financial files, October 1 – February 3
Can file extensions and request windows to be reopened
Timing of the Data
How do I know when to submit?
File Submission Schedule
Accessed from the HEI homepage, it provides the open
and closed dates for your window based on your academic
calendar. Extensions are reflected in the closing dates.
Exploration of the HEI website
Preparing data for submission
Via the Data Input Site Data are submitted in a fixed width text file Data are submitted by file name, year and
term The Data Input Site stores all your previously
submitted files Separate data input site for each data area For enrollment files, once the end-of-term
process has been run, the files are moved to the archive data input site
How do I submit data to HEI?
Census Date Designated point by when a student must be registered for a
course in order to be included in HEI submission For regularly scheduled courses, end of business on the 15th
calendar day of the academic term. For flexibly scheduled courses, end of business on the date
closest to completing 20 percent of the course section based on the official start and end dates, regardless of the course section meeting pattern.
For flexibly scheduled courses meeting for less than seven consecutive days, all students who enrolled by the last day of the course, but not those who withdrew by the end of the course.
Census Date vs. Capture Date
Capture date Point in time when the "snapshot" of institutional
databases is to be taken. Relevant data effective as of this date are to be included in the HEI submission.
Vary from a flexible date (30 days after end of term) to a set date (November 1 of the calendar year)
Census Date vs. Capture Date
Creating your text file
Create a text file per the Data Submissions Document guidelines Text file creation documents are on the HEI
homepage Use the Data Fields section of the Data
Submissions Document to appropriately format the data file
Depending on your institution, you may create the text file yourself, or a programmer will create it for you
123456789NHGHF10012000YNNYNYNN98OH2543215300360201382012AUYN987654321
In your text file, each record is one lineThree Data Types
Alphabetic Campus Code (OHSU)
Alphanumeric Section ID (CHEM10) Case and Blank sensitive
Numeric Contact Hours (0010)
Sample SE record and Data Formatting Conventions
Number of Characters Each record must be a certain amount of characters
long (e.g. 61 or 70 for the SE file). One way to test is to copy your record into Word and do a “Word Count”
Column Position Justification
Most files require left justification and will cause matching errors if your data are centered in each field
Make sure there is not a “hard return” at the end of your file or it will cause an error with the submission
More Data Formatting Conventions
E&L Specs are the code that we give to our programmers to create programs to receive and input your data into the HEI database
Contains the list of Errors and Warnings Contains information to understand the
errors warnings Can be used by you to create programs to
submit your data to HEI
What are Edit and Load Specifications?
Verification tables contain the lists of allowable entries for a field or allowable combinations of fields
IPEDS/ Institution codes are a good example They can change from year We make sure we have the accurate data for each
year For example, the course level/student rank
You probably won’t have a student with rank FR taking D level courses
Prevents errors in the data
What are Verification Tables?
The File Header Record
Each text file that you submit to HEI must have a header that tells the system who, what, when and how many
The header is the first row at the top of your text file containing all your records
Example OHSUSE2012AU00000
1 OHSU = Institution SE = Type of File 2012 = Year AU = Term 000001 = Number of
records, must be 6 character spaces
Pre-submission Checklist
File header record correct? Is the file formatted per the Data Submissions
Document? Is the submission only plain text? Are all extra
characters removed before the delete switch? Is edit window open?
If not, Extension Request! All items completed on pre-submission
checklist… file submission time!
Sample text File Ready to Submit
Header Record
No extra lines after data
Data Input SiteSubmitting your text file
Here are other options available from your DIS.
Drop down box will only show
submissions with open edit windows and files that you
are allowed to submit
Click “Browse” to select the file saved on your local drive
Highlight your file and click Open
Click “Submit File” to submit the file to the Data Input Site
Read the file submission prompt and click “OK”
Successful Submission Notification
Email containing summary of the edit results
Return to the Data Input Site to review errors and warnings
Entire File allows the data reporter to view the entire data file submission.
Edit Statistics provide the time the edits began and ended, total number of records read, total number of errors or warnings, and number of repeat submissions that occurred in the data file.
Tab Delimited Edit Results provide the primary edits results as tab delimited text
Primary Edit Results provide detailed information about the individual record errors and warnings that occurred in the file.
Summary Edit Results provide summary information for all the records in this file and, on occasion, those already in the database.
Quit returns the user to the Data Input Site homepage.
1. Reference code from the Edit and Load Specifications.
2. Sum of each type of error or warning
3. Description of why the error or warning occurred
4. Sum of all errors or warnings
5. Information directing you to the record line where the error occurred
6. Additional information detailing the cause of the error or warning
7. The data that caused the error or the warning
4
4
1
5
2
7
1
1
3
2
6
3
Errors and Warnings
Error Major problem with the data and system will not allow it
onto the database Examples include using “N” instead of “M” for Male and
1076 as a birth year Warnings
There is a question about the validity of the data given certain parameters.
Example is a 98 year old student taking courses at your school
Primary errors and warnings are for individual rows of data
Summary edits include all the data, summarized, from this file and, in some cases, data already in the system
Some summary edits do include warnings Often include comparisons to the previous year
This helps to ensure that data is comparable from year to year
There may be a discrepancy that doesn’t trigger a warning e.g. your Freshman headcount changed by more than
20% from last fall to this fall
Summary Edits
Consult the Data Submissions Document to make sure using the correct codes
Review the E&L Specifications using error or warning number to learn what each error and warning means
Compare this file to last year’s submission Speak to your IT department or whoever prepared submission Contact HEI Analyst (we love to help!) All errors must be fixed before a data file is loaded Some warnings are acceptable
An explanation for our records is often helpful We are required to analyze all the warning messages that are
received Make any necessary changes, resubmit, rerun edits, review
edits
Suggestions for resolving errors and warnings
Common Errors and Warnings
AC Alternative Credit Hours are between 150 and 400
AI Structural area is less than 5% or greater than 35% for the OWNED Status structures
AI Ratio of NASF to capacity is not 5 to 50 square feet
AP Delete Switch is N and there is already a matching Program Code in the system. Record will be updated.
CF Restricted revenues do not equal restricted expenditures
CN Student is in Student Enrollment table but not in the Course Enrollment file and not a med student: Student might be in XR file
OC Percentage of off-campus course sections is greater than or equal to 10% of total course sections at a campus
SE There is already a record in the Student Entrance table for this student, the input record will be ignored
SE Students too old or young
SR Current revenues changed by 50% or more from last year
ST Missing instructors that were in the CN file
TF Duplicate Values have been submitted for term, charge type and amount
Just a reminder where the E&L Specs are located…
Once data accuracy is verified, request load
Electronic Signature
Informational Prompt
The file is submitted to the HEI Load Queue for approval by an Ohio Board of Regents staff member
After staff reviews the file, the file is approved for load or the data reporter is contacted regarding the primary or summary edits contained in the file
After a file is successfully loaded into the HEI database, the data reporter receives a load confirmation via e-mail
Data files are guaranteed to be reviewed Monday through Friday, 8:00 am – 4:00, excepting state holidays
What Happens Next?
Occasionally, we are able to load files during the day Data fixes over years/terms Deadlines approaching
The load process “locks out” other files from being edited, including those from yours and other institutions
Daytime loads
A summary of the process…
Correcting Data Already Loaded
If you realize you need to make corrections or
delete records, no fear!
Three Types One
The record is updatable. Submit the new record with the same key identifiers but the updated data and a delete switch of N. The old row will be overwritten.
Two Submit two records in the same file. The first will have all
the old data and a delete switch of Y. The second will have the updated data and a delete switch of N.
Three Submit the old record with a delete switch of Y in a file. It
must be deleted from the database. Then submit the new record in a file with a delete switch of N.
Correcting Data Already Loaded
For enrollment files, once all the files are submitted, the data reporter runs and end-of-term process Accessed through the restricted outputs link Data are summarized and reviewed for integrity These data are then available for restricted
query output to your own and other institutions End of term must be run for every term of a
fiscal year by September 15 of that year so subsidy calculations can be made
Finalizing a term
Data Relationships and Uses
The importance of data integrity
There are two types of files- independent and dependent
Most enrollment and financial files follow a specific chain of command
For example, in order to submit a student’s course records we first need to know their demographic information and if they are enrolled for that term
Each data area has a chart for reference
How are HEI Data Related?
Enrollment File Information
Student Entrance Only submitted once per student per admission area Interested in year and term of first enrollment, not the
year and term from the header Same student can be “resubmitted” and record is ignored
Student Enrollment Submitted once per student per term
Course Enrollment Submitted for each course taken by a student during the
term
Alternative Credit Credit towards the student’s degree that was not awarded
at your institution Identifier Change
Used to change a student from A to B, or back from B to A Once you change an identifier, be sure to use the
new one or you create a separate, unjoined record for one student!
Degree Certificate Once per student per admission area for each degree
Course Sections Taught Hybrid submission as it contains instructor information for
each course taught during a year/term
Enrollment File Information
Faculty File Information
Course Sections Taught A hybrid between enrollment and faculty
Faculty Demographics Work and demographic information for faculty members
All Employee Work and demographic information for all employees
Identifier Change Used to change a faculty member from A to B, or back from B
to A Once you change an identifier, be sure to use the new
one! Faculty Funding
A hybrid between faculty and finance
Facility File Information
Physical Structures Contains a record for every building on your campus
Area Inventory Contains information for the areas within the
buildings Facilities Identifier Change
Used to change a building’s identifier Course Section Schedule, Other Source of Funds,
Other Use of Rooms Submitted in odd numbered years
Financial File Information
We hope to have a series of meetings to redesign the financial file area within the next year
FX Hybrid file as it contains one entry for each fiscal funding
unit within the institution that sponsors a course or pays an instructor
FF Hybrid file as it provides salary information for faculty
members All individuals, paid or unpaid, who are identified in the
Course Sections Taught (ST) file, must have a record in the Faculty and Instructional Non-faculty Funding (FF) file.
Data and Reports
Once data are loaded and verified, we are able to produce reports
Topics include: Headcount Remediation Financial Aid Graduation Rates
https://www.ohiohighered.org/
data-reports
Data Queries
Via the HEI home page, there are unrestricted and restricted (need HEI account) customizable data queries
Data reporters can compare yearly data at their own institution and/or their data to data at other USO schools
The SN query allows you to look at student enrollment and demographic from either Your own institution over multiple year/terms Any or all USO institutions for a specific
year/term The query returns enrollment counts and, if
appropriate, head counts, broken down by any combination of selected attributes from the SE and SN files
SN Query
Download your Institution’s Data
We get requests daily from state and national government offices and organizations, both state and national, IUC, OACC, USO institutions, and reporters
These must be reviewed by OBR staff as to their necessity and appropriateness
Ad-hoc Requests
P-20 Data Warehouse OERC at OSU (http://oerc.osu.edu/ )
Other sources of HEI Data
State Share of Instruction
(SSI)
Overall allocations determined by Governor & Legislature
Cost-Based Model
Distributive or Rationing Formula
Based on 3-year averages (starting FY14)
State Share of Instruction
State Share of Instruction
Main Components: Enrollments Course Completions Degree Completions At-Risk Add-ons Success Points Earmarks Set-Asides Stop-Loss
Major Players: CN File DC File SN File CI File SE File FF File FX File End of Term processes
At-Risk Add-Ons
Course Completions: Financially at-risk Academically at-risk
Degree Completions: Financially at-risk Academically at-risk Minority Status Non-Traditional
Students (Age)
Note: At-Risk add-ons apply only to the University sectors
Success Points are Earned for Students Who:1.Earn 15 college-level credits at this institution2.Earn 30 college-level credits at this institution3.Earn an Associate Degree at this institution4.Complete first Developmental (DEV) Course*5.Complete DEV math & enroll in college-level math*6.Complete DEV English & enroll in college-level English*7.Transfer to a USO University
Community College Success Points
*Institution only gets 2/3 of a point for this
Fiscal Year 2013 -2014 University Main Campuses
2013Course Completions
(~58%)
Degrees (20%)
Medical Set-Asides
(8.6%)
Doctoral Set-Asides
(12.9%)
Earmarks (< 1%)
96% Stop-Loss
2014Course Completions
(28%)
Degrees (50%)
Medical Set-Asides
(8.6%)
Doctoral Set-Asides
(12.9%)
Earmarks (< 1%)
NO Stop-Loss
Fiscal Year 2013 -2014 University Regional Campuses
2013Course Completions
(89%)
Degrees (0%)
Earmarks (11%)
96% Stop-Loss
2014Course Completions
(100%)
Degrees (0%)
Earmarks No earmarks
NO Stop-Loss
Fiscal Year 2013 -2014 Community Colleges
2013Enrollments (90%)
Success Points (10%)
Course Completions
(0%)
96% Stop-Loss
2014Enrollments (50%)
Success Points (25%)
Course Completions
(25%)
97% Stop-Loss
Thank you for coming!