2014 KBOR Webinar April 2, 2014

1. KHEDS UpdatePresented byMarti Leisinger Team Leader for Data CollectionsData, Research and Planning 2014 KBOR Webinar April 2, 2014

2. 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.

3. Before we get started… • Please mute your phone to avoid background noise during the webinar. • 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.

4. Data Research and Planning Organization Chart

5. AgendaKHEDS Collections and KBOR Updates • New fields and changes to existing data fields • Clarifications and reminders • New warnings and errors • Review of certification process • Student Financing Module Update and FAQs • Workforce Development Reminders • Data collection dates for other collections • Licensure/Credentialing Project Update • Project Calendar Update • NEW Data Book Project • KHERS • IPEDS Update • June Conference Preview

6. Kansas Higher Education Data System (KHEDS)Data collections 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 as required by the Kansas Higher Education Coordination Act. • KSPSD including new SFM files and SB155 collection • 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

7. FERPA Privacy Reminder • Institutions should NEVER e-mail personally identifying student data to KBOR. Examples - SSN, name information, institution assigned id • Any e-mail received by KBOR with such information will be immediately deleted • KBOR has an upload function on the web that is secure. (File exchange under the KSPSD Reports tab). Please contact KBOR if you wish to use this process

8. New For AY 2014All KSPSD Collections • All Files • Eliminated the option of uploading files with no decimals • There will no longer be a question on the upload page to select decimal/no decimal • Why? In the past, some data was submitted incorrectly when utilizing the no decimal option

9. New for AY 2014All KSPSD Collections • All Files • Only submit federally assigned SSN’s in student identification number field (SSN) • In the past, institutions have used college assigned numbers if the SSN was unknown • Social Security Administration expanded their range of numbers and there is overlap between federal SSNs and some college assigned numbers • SSN is used for matching to labor data and labor data could be matched to wrong students • If an SSN is unknown, enter all zeros

10. New for AY 2014KSPSD AY Collection • Enrolled Flags • Adding Student Level Field • Student level will be collected for each term the student is enrolled in at your institution • Why? Needed for Student Financing Module tuition analysis

11. New For AY 2014KSPSD AY Collection • Registrations • New Values to KIT/KIR Funding Field • OUTSVC – to be used by institutions offering courses outside the service area that have not been approved by KBOR and the institution that is authorized for that service area. These hours will not receive state funding • WKFAID – to be used by institutions if the course is being funded by workforce aid contract

12. New For AY 2014PI/CI Process for Workforce Aid* • Add program (SAPP) and PO course; tie course to program • Create BI course which is the same as PO course and link to program and flag as workforce aid course (new flag in CI) • Submit contract with Commerce as paperwork required for BI course • Enroll participating students in the BI course • Contact KBOR Workforce Development Unit for complete documentation on the process. * Companies work with Commerce to provide free training to potential applicants. Commerce contracts with institutions to provide the training. Currently only WIT has a contract, but others are being negotiated.

13. New For AY 2014KSPSD AY Collection • New Undergrads • Warning – Student Type – First-Time Freshman • “Student has been previously reported as a First-Time Freshman at another institution” • Error *– Student Type – First-Time Freshman • “In prior years student has been reported as a First-Time Freshman at your institution” * Errors must be fixed to submit collection!

14. New For AY 2014KSPSD AY Collection • New Undergrads • Error* – Student Type – Transfer • “In prior years student has been reported as a Transfer at your institution” * Errors must be fixed to submit collection!

15. New For AY 2014KSPSD AY Collection • Completions (University Certificates) • All completions must have a program, award and award level (PALA) that matches a program in program inventory • Although some university certificate programs may not require KBOR approval, they will need to be reviewed as appropriate for collection purposes and use in Foresight 2020 • KBOR is looking at aligning with IPEDS definitions • Academic Affairs is reviewing and final policy decision will be made prior to conference

16. ReminderKHEDS Collections • Students Information File • Date of Birth is NOT an optional field. • Match data is critical to success. • Matching within KBOR system for Student Success Index • Matching students to KSDE data for P20 database • Matching licensure/credentialing data for outcome metrics, Foresight 2020 and research initiatives • It should only be left blank or populated with zeros if the DOB is truly not known. Note : BTE exception – Business & Industry section that is reporting enrollment counts only

17. ReminderKSPSD AY Collections • Transfers File • Include any undergraduate who is in the new undergrads file that has transferred to your institution for the first time • Do not include students who start at your institution, transfer to another and then come back • New edit (error) in place for AY collection

18. ReminderKSPSD AY Collection • New Undergrads File • Student Type (Match EF, TR) • Transfer student • Students indicated as transfers should be students transferring to institution for the first time. Students that attend your institution, leave to attend another institution and then come back, should not be included. Note: This definition is different from QA definition because fields are used for different purposes.

19. ReminderKSPSD AY Collection • New Undergrads File • Student Type (Match EF, TR) • First-time Entering • A current high school student is not considered first-time entering • First- time entering postsecondary regardless of classification (Example – Could come in as a sophomore due to credit obtained while in HS) • If entering in Summer and then again in Fall, count first-time for both • A student may be a first-time entering student even if they are classified as a transfer in qualified admissions( Example - High School graduate entering postsecondary with at least 24 hours of college credit obtained while in high school.)

20. ReminderKSPSD AY Collection • New Undergrads File • Qualified Admissions Type (Universities only) • Match QA Survey Collection • Definitions were clarified last year to eliminate confusion • Legislative Requests and reporting to the Board necessitate use of KHEDS QA data, not just QA Collection

21. ReminderKSPSD AY Collection • New Undergrads File • Qualified Admissions Type (Universities only) • TRNS = • Kansas resident or nonresident • student completed 24 hours of transferable college level work • with at least a 2.00 GPA ***Also Use for First-Time Entering with 24 Hours

22. ReminderKSPSD AY Collection • New 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 (For semester based institutions, please use 08 for the month for fall, 01 for spring and 06 for summer) • Field: Student Type • For matching between systems, it is critical to know if they are first-time entering or transfer

23. ReminderKSPSD AY Collection • Completions file (SAPPS) • All completers, including SAPP completers, should be submitted • All SAPP completers will be included in Follow Up file • Although SAPPs are not eligible for Perkins, the data is needed for outcome metrics, performance agreements, and KTIP reporting

24. ReminderKHEDS AY Collection • 20th Day Definition • Students enrolled on 20th day (Even if they withdrew after 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 • Do not include students that enrolled after 20th day and dropped before course started • Exception – “Completers only” that are in the student info and completions files

25. ReminderKHEDS AY Collection • BTE must be completed and Locked before the AY Collection can be Locked

26. ReminderKHEDS Fall Collection • 20th Day Definition • Students enrolled on 20th day (Even if they withdrew after 20th day) • Students who are enrolled in a course that begins and ends before the 20th day

27. Optional but Preferred KSPSD AY & Fall Collections • Enrolled Flags, Enrollments, and Campus Files • Prefer to identify students attending branch campuses • Insert Branch Code for student in Enrolled Flags and Enrollments • Enter corresponding Campus Code and description in Campus File • Enables KBOR to exclude students based on campus (Example – FHSU’s China campus)

28. Data Issues/FAQs • Declared Majors - How to handle students who audit classes • Enter the number of credit hours of the course even though the student is getting zero credits. The Outcome will be “AUDIT”. • New Undergrads – How to handle multiple placement tests • If more than one test is used, use the placement test used to place the student in a suitable course. If numerous test are used to place the student, pick the test that has the highest weight. If they all are weighted the same, pick the test with the best score.

29. New for AY 2014 Student Financing Module • Student Financing Module • Now integrated into the AY Collection • Data will be made available to the Board and will be used for reporting purposes after certification period • No corrections/changes will be made after the certification period

30. New Warnings for AY 2014 Student Financing Module • Student Costs • Warning - No Students Reported as SB 155 • Students Financing File • Student is in Enrolled Flags (EF) and not Students Financing (FN) • Warning – “Would expect each student to have at least one FN record for each term enrolled unless they are 100% self-pay.”

31. New Fatal Error for AY 2014 Student Financing Module • Students Financing File • Student is in Students Financing (FN) and not Enrolled Flags (EF) • Fatal – “For each FN record, there must be an EF record. Reporting Periods must match.”

32. SFM Data Issues and Clarifications • SFM data collection covers the same timeframe as AY – Summer 2013, Fall 2013 and Spring 2014 • In the Student Costs file tuition charges should be reported before adjustments are made • Tuition should NOT include required fees • Required fees are reported separately in student costs file

33. SFM Data Issues and Clarifications • All records in Enrolled Flags (EF) must have a Student Costs record (SC) • All records in Students Financing (FN) must also have a record in Enrolled Flags (EF) • SSN and Student ID must match in all files or system will generate errors

34. SFM Data Issues and Clarifications • Students Cost File • Reported EFC Months cannot exceed 12 • Example: If a student is enrolled full-time in SU, FA, SP reported months would be 3.0, 4.5, 4.5 respectively. • Each Reporting Period must have a Primary Cost record • If a student has multiple tuition rates within a single reporting period suggested guidance is to report the largest number of credit hours as Primary and all others as Subsequent.

35. SFM Data Issues and Clarifications • Students Financing File • Only 1 record per student per reporting period enrolled per STAN (Funding Source/Funding Type/Award Type/Award Need) • If a student has more than one institutional scholarship with same STAN the system will error this out • These must be rolled-up into a single total per STAN per Student per Reporting Period

36. SFM Data Issues and Clarifications • Students Financing File • Midwest Student Exchange Program (MSEP) • MSEP students are Waivers • 529 funds are an award • These should be treated like cash and not reported in the FN file

37. SFM Data Issues and Clarifications • Students Financing Warning • “Would expect each student at least one FN record for each term that student is enrolled.” • This will continue to be a warning • Students who pay out-of-pocket will not have an FN record • We want institutions to be aware of how many students they are reporting as self-pay to help ensure data is correct

38. SFM Data Issues and Clarifications • Basic Counts Report • It is very important that all parties involved in providing the SFM data review the Basic Counts report for accuracy. We will be reporting on the data provided to us in the AY 2014 collection. • Unlike this past year, we will not be allowing schools to go back and correct the SFM data once it has been certified.

39. SFM FAQs • Will I need to certify my SFM collection? • SFM is part of the AY collection and will be certified as part of AY. • What do I do if I don’t see a code (tuition type, tuition waiver, etc.) that fits what my institution does? • Contact IR Help at irhelp@ksbor.org . Provide as much information about the code as possible.

40. SFM FAQs • I don’t understand the difference between a primary cost record and a subsequent cost record? • Every student in Enrolled Flags must have a primary cost record for each term enrolled. • Some students will have subsequent cost records if they have multiple tuition types. • Which one you mark as primary or subsequent does not matter! • Other costs (ex. Room & board, book & supplies, etc.) are only included with the primary cost record. (These costs must be reported as zero on subsequent cost records for that student for that reporting term to avoid duplicating costs).

41. SFM FAQs • What do I do if a student and/or family pays for all education costs? • Record all periods in which the student is enrolled in the Students Costs file. Do not report anything in the Students Financing file. • What students should be submitted in the collection? • All students that are reported in the Enrolled Flags file should also be reported in the Students Costs file and probably the Students Financing file unless 100% self pay.

42. SFM FAQs • Why does KBOR need this information? • NCHEMS & SHEEO list Financing Module as one of 15 Essential Characteristics of data system • They conclude “…including financial aid data in a postsecondary longitudinal database is a wise investment.” • To answer questions such as… • Are we pricing students out of higher education? • Is there a correlation between aid received, debt incurred and retention? • As costs / aid availability change, how does composition of students change? • What does student debt look like?

43. Reminder KHEDSCertification • KHEDS certification certifies: • KSPSD AY and Fall (Includes SFM starting with AY 2014) • BTE • Program Inventory/Course Inventory, Courses Within Program (CWP) • Program Review NOTE: Includes KHEDS data used for Perkins allocations.

44. 2014 AY and FallKHEDSCertification / Review Period • Certifying the completeness and accuracy of KHEDS data submission – very important - institutions will not be allowed to go back and make corrections after the data has been certified unless a special circumstance exists. • President will certify at 2-year institutions • Chief Academic Officer will certify at Universities

45. 2014 AY and FallKHEDSCertification / Review Period • Last date to lock KHEDS AY 2014 – September 15 Fall Census– December 1 Please review all reports before locking • After lock date, KBOR will run standard quality assurance reports during the one week Review Period and institutions should review submission. Institutions will not be allowed to certify their data during this time. • After the Review Period, institutions will have one week to certify data during the Certification Period.

46. 2014 AY and FallKHEDSCertification / Review Period (cont’d) • Re-open (unlock) for corrections are allowed during the Review Period. • All re-open requests can be accommodated during the certification period if data has not been certified. • If the data has been certified and a correction needs to made during this time period, only the President/CAO can request it to be reopened and special circumstances must exist to support the request.

47. 2014 AY and Fall KHEDSCertification / Review Period (cont’d) • Each institution is ultimately responsible for the accuracy and completeness of its submission.

48. 2014 AY and Fall KHEDSCertification / Review Period (cont’d) Timing of BTE Collection • BTE collection will lock/certify on same schedule as KSPSD AY 2014 collection • Collection period does not change - July 1, 2013 to July 15, 2014 • Lock by September 15, 2014 • Certify by September 30, 2014

49. KHEDS Summary • No major layout changes • “No decimal point” option for file upload process has been eliminated for all files • Additional errors added for New Undergrads file • Term collection delayed, but will be discussed at the conference in June • SFM will be included in certification of KHEDS AY

50. Workforce Development Update • Review the Secondary Tuition Verification Reports (SB155) • Review Program Inventory now for “Broken Programs” • Utilize 2013 certification reports to verify CI/PI accuracy • User guide to accompany KHEDS data manual – will review at KBOR Conference