KHEDS Update

1. KHEDS Update 2012 KBOR Webinar March 7, 2012

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

3. Verify participation We want to make sure that all participants have successfully logged in to webinar. Please make sure phone is not muted and just respond with “yes” as your institution is called.

4. Mute phone now To avoid background noise during first part of webinar, please mute your phone now. At the end of the webinar, there will be an opportunity to ask questions. At that time, take phone off mute if you wish to ask a question. Thank You!

5. Questions We will have time at the end of the presentation to take questions. If we have questions come in through the “chat” portion of the webinar that we don’t get to during this call, we will send those answers out to participants shortly after the webinar.

6. 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 • New data collections • IPEDS Review • June Conference preview

7. KHEDS Kansas Higher Education Data System • Not a new term • 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.

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

9. KHEDS • New look/functionality for website • KHEDS manual will replace KSPSD manual (Manual will be available at conference in June and on website)

10. Changes to DRP Website • Easier to navigate between KHEDS projects • Easier access to documentation and reports • Coming March 19th (tentative)

11. KHEDS General Info

12. KHEDS Documentation

13. KHEDS Data Submission

14. 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

15. AY 2012 KSPSD • New FERPA Privacy Flag • New Graduation Date field • Change to Outcome field (Registrations file) • Change to Enrolled Flags • Change for High School Students • Change - Fatal Error for students in phased out programs • New Residency Fields for BTE • Changes to PI/CI • Additional fields/changes may be announced at the June KBOR Conference

16. AY 2012 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

17. AY 2012 Field Addition FERPA Privacy Flag • New FERPA privacy flag field is being added to students info file (one character field at the end of the file) • 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

18. AY 2012 Field Addition FERPA 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.

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

20. AY 2012 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 institutional numbers and IPEDS • We may also ask for cohort exclusions • This field will be required for AY 2012 collection.

21. AY 2012 Change Registrations File • 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 • Why? This information may be needed to support future funding initiatives

22. AY 2012 ChangeEnrolled Flags File • CC and Tech Colleges only • New Field: 6 Months Residency • Values Yes, No, Exception • New Field: Taxing Area Residency • Values: Yes, No • For AY 2011, blank was allowed • For AY 2012, blank will not be allowed • Why? Fields are necessary for Funding Model

23. AY 2012 ChangeHigh School Students • Current: HS students are not submitted in programs • 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 in declared majors • Why? This information is needed for Governor Brownback’s CTE funding initiative

24. 2012 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)

25. 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

26. BTE - 2013 • New Fields for residency • Same format as fields in KSPSD • New Field: 6 Months Residency • Values Yes, No, Exception • New Field: Taxing Area Residency • Values: Yes, No • Fields will be required for 2013 collection that opens in July • Why? Fields are necessary for Funding Model

27. 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 certificate programs (Will allow KBOR to reconcile programs to IPEDS)

28. KHEDS Change AY 2012 Program Inventory/Course Inventory/CWP’s What you can do now: • Add new programs, even those that have been aligned • Current programs may be modified for 2012 (including only Summer 2011, Fall 2011, and Spring 2012) • Courses may be added or modified to reflect 2012 curriculum • Add courses for new programs

29. KHEDS Change AY 2012 Program Inventory/Course Inventory/CWP’s What you can’t do now: • Do not modify programs to reflect 2013 (Summer 2012, Fall 2012, and Spring 2013) When can programs/courses be modified for 2013? • Functionality coming in May with release of new PI/CI/CWP

30. KHEDS Change AY 2012 Program Inventory 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.

31. 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.

32. Course Inventory Transfer Flag • Addition of flag to identify courses approved for automatic transfer as recommended by Transfer and Articulation Advisory Council (TAAC) and approved by Kansas Board of Regents

33. Course Inventory Transfer Flag • 17 general education courses approved at January KBOR meeting • University course information will come from registrations/sections in KSPSD • Common course IDs are coming • More information will be available at June KBOR conference

34. 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

35. 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

36. KSPSD Reminder • New Race/Ethnicity fields are required • KBOR generates reporting race from race/ethnicity fields • Old Primary Ethnicity field is filler – WE DO NOT USE even if institution populates field

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

38. 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.

39. Social Security Number Revised Language in KHEDS manual Enter the federally assigned Social Security Number (SSN) if available. (This information is used to tie individuals to Department of Labor information for longitudinal data analysis. If the SSN is not provided, this information will not be available.)

40. AY 2012 and Fall 2012 Submission Process KHEDSCertification • KHEDS certification certifies: • KSPSD • BTE • Program Inventory/Course Inventory, CWP • Program Review • KHEDS data used for Perkins

41. AY 2012 and Fall 2012 Submission Process KHEDSCertification / Review Period • Certifying the completeness and accuracy of KHEDS data submission • President will certify at 2-year institutions • Chief Academic Officer will certify at Universities

42. AY 2012 and Fall 2012 Submission Process KHEDSCertification / Review Period • Last date to lock KHEDS AY – September 17 Fall – November 30 • After data is locked, KBOR will run standard edits • Institutions should use certification/review period to review data with President/CAO before data is certified.

43. AY 2012 and Fall 2012 Submission Process KHEDSCertification / Review Period (cont’d) • Re-open (unlock) and corrections are allowed during this period, but should be done BEFORE certification of the data. No other re-open window! • Each institution is ultimately responsible for the accuracy and completeness of its submission

44. AY 2012 and Fall 2012 Submission Process KHEDSCertification / Review Period (cont’d) Timing of BTE Collection • BTE collection will lock/certify on same schedule as KSPSD AY 2012 collection • Collection period does not change - July 1, 2011 to July 16, 2012 (Collection period for courses that took place July 1, 2011 through June 30, 2012.) • Lock by September 17, 2012 • Certify by October 1, 2012

45. AY 2012 and Fall 2012 Submission Process KHEDSCertification / Review Period Reminder - Data collected from KHEDS is used to calculate funding for Community Colleges and Technical Colleges!!!!

46. AY 2012 and Fall 2012 Submission Process KHEDSCertification / Review Period Performance Agreements • Performance agreements will be required for all institutions • More information will be presented at KBOR June conference • It is possible that some metrics may be calculated using KHEDS

47. KHEDS FutureStudent Financial Aid Collection • Calculate Net Cost of Attendance for analysis by KBOR • Why? Address the frequently asked question “Are students being priced out of higher education?”

48. Student Financial Aid Collection Proposed Data Elements: • Tuition & Fees • State & Local Grants • Institutional Grants (IPEDS Definition) • Loans (IPEDS Definition) • Private Loans • Other Aid From Community – Includes aid from churches, local and national organizations, businesses, civic groups etc…

49. Student Financial Aid Collection Information from FAFSA: • Campus Residency • Dependency Status • Financial Aid Budget • Tuition & Fees • Room & Board • Books & Supplies

50. Student Financial Aid Collection • Federal Grants including Pell, ACG and SMART State Universities & Washburn only: • Federal Work-Study Funds • Kansas Work-Study Funds