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KHEDS Update
Marti Leisinger, Team Leader, Data Collections
2012 KBOR Conference
June 13, 2012
Data Collections Marti Leisinger, Team Leader Elenor Buffington, Project Specialist Patti Biggs, Project Specialist Mary Galligan, Project Specialist
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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 Future
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KHEDS
Kansas Higher Education Data System
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.
Supports many grant initiatives as well as funding (CC’s & Tech’s) and Perkins.
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KHEDS - Projects KSPSD Business, Training and Enrichment (BTE) -
Community Colleges and Technical Colleges
Program Inventory (PI) Course Inventory (CI) and Courses within
Programs (CWP’s) - Community Colleges and Technical Colleges
Program Review (PR) – Universities
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KHEDS
KHEDS manual is replacing KSPSD manual
KSPSD section BTE section PI/CI/CWP – Section not completed at time of 2012 manual
printing. Please refer to KHEDS documentation page on web.
Funding – Additional resources are being completed and will be available on KHEDS documentation page on web.
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Changes to DRP Website Easier to navigate between KHEDS
projects
Easier access to documentation, training materials and reports
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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
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2012 KSPSD New FERPA Privacy Flag in Student Info file New Middle Name field in Student Info file (replacing middle
initial)
New Graduation Date field in Completions file New First Generation Student field in New Undergrads Change to Outcome field in Registrations file Changes to Enrolled Flags residency fields Changes for High School Students Change - Fatal error for students in phased out
programs/Fatal error for BI courses without documentation Add - Registrations file added to Fall Census collection
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Other KHEDS Changes
New for BTE• Residency fields• Middle name field• FERPA flag
Changes to PI/CI/CWP to accommodate multiple years
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KSPSD and BTE Field Addition
FERPA 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.
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KSPSD and BTE 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)
Added to both KSPSD and BTE 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 (KSPSD) and FY
2013 (BTE)
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KSPSD and BTE 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.
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Additional FERPA Privacy Reminder
Institutions should NEVER e-mail identifying information, such as SSN, to KBOR.
Any file containing SSN’s or other identifying information should be sent via secure FTP.
KBOR has an upload function on the web that is secure.
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KSPSD and BTE Field Addition
Middle Name Addition of middle name field to student
info file Middle initial field will be eliminated Enter middle initial in middle name field if
entire middle name is not available Why? Matching with KSDE via eScholar
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Matching with KSDE eScholar system matches on the following:
Last name First name Middle name Date of Birth Gender (We may eliminate unknown option
next year)
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AY 2012 KSPSD 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 both institutional numbers and IPEDS
This field will be required for AY 2012 collection.
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2012 KSPSD Changes
Registrations File AY - 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
Fall - Registrations File added to Fall Census (outcome fields omitted)
Why? This information may be needed to support future funding initiatives
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AY 2012 KSPSD Change
Enrolled Flags File
Changes to Residency Fields Taxing area residency 6 months residency
Residency Field in Student Status file does not change
Why? Fields may be necessary for Funding Model and other reporting needs
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AY 2012 KSPSD Change
Enrolled Flags File 6 Months Residency field has been renamed
Kansas residency and applies to all institutions. 1. Enter the student’s residency status in relation to tuition
as of the beginning of the reporting term.
2. The term residency is defined by law for Board of Regent's institutions (K.S.A. 76-729) and for community colleges (K.S.A. 71-406, and K.S.A. 71-407).
KBOR will get a more accurate picture of student residency in Kansas.
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AY 2012 KSPSD Change
Enrolled Flags File Acceptable Values for Kansas Residency
field:• Y = Yes, has been a domiciliary resident of Kansas as
of the start of the reporting term. • N = No, has not been a domiciliary resident of Kansas
as of the start of the reporting term.• E = Is not a domiciliary resident of Kansas at the
beginning of the reporting term, but is classified as such due to an allowable exception per statute.
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AY 2012 KSPSD Change
Enrolled Flags File Taxing Area Residency field has been
renamed district residency
Community Colleges Only: Enter whether the student resided in the institution’s
district as of the beginning of the reporting term. The term “out-district” is defined for community colleges by
regulation (K.A.R. 88-26-1).
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AY 2012 KSPSD Change
Enrolled Flags File Acceptable Values for District Residency field:
Y = Yes (select for In-District students) N = No (select for Out-District students) X = Out of state or foreign students per K.A.R. 88-26-1.
Why? Field may be used for Funding Model
Why? Field may be used for Funding Model
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AY 2012 KSPSD Change
First Generation Student New field in New Undergrads file Placeholder has been in file, but we have not collected Definition: Enter whether or not the student is the first in
his/her immediate family to attend a post-secondary institution.
Valid options: Y = Yes N = No X = Unknown
Optional for 201224
AY 2012 KSPSD Change
High School Students
Past: KBOR asked institutions not to submit HS students in programs
1. Student status for HS students was Non-Award-Seeking/Non-Degree-Seeking Undergraduate (NDU)
2. Program code/award level/award (PALA) for high school students was submitted as none/none/none
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AY 2012 KSPSD Change
High School Students Change: Show high school students in
appropriate program when a degree-seeking student level
1. Submit actual student level of high school student in student status file
2. Submit program code/award level/award (PALA) for high school students in declared majors
Why? This information is needed for CTE funding initiative
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2012 KSPSD 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, Award Level and Award fields (PALA)
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AY 2012 and Fall 2012 – Fatal Error Edit
New Student in Phased Out Program (cont’d)
2011 collection included warning edit 2012: Fatal error with KBOR override
function
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AY 2012 Fatal Error Edit
Sections File If section type = BI, then the required
Business & Industry documentation must be on file with the CTE unit at the Board office.
In the past, lack of documentation only gave a warning.
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BTE - 2013 New Fields for residency Same format as fields in KSPSD, but added
option for unknown• Kansas Residency
► Values Yes, No, Exception, Unknown
• District Area Residency► Values: Yes, No, X (out of State or Foreign), Unknown
Fields will be required for 2013 collection that opens in July
Why? Fields may be necessary for Funding30
BTE - 2013 New Middle Name field in Student Info file
(replacing middle initial) Note: You should enter middle initial in the
middle name field if you do not have the full middle name.
New FERPA Flag
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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 all programs
even those that don’t require board approval such as certificate programs.
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KHEDS Change AY 2012
Program Inventory (PI)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.
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KHEDS Change AY 2012
Program InventoryDistance 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.
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Course Inventory (CI) Common Course ID
Addition of field to identify courses approved for automatic transfer as recommended by Transfer and Articulation Advisory Council (TAAC) and approved by Kansas Board of Regents
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Course Inventory 17 general education courses approved at
January KBOR meeting University course information will come
from registrations/sections in KSPSD
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AY 2012 Reminder
KSPSD Collections Non resident alien includes any student who is
not a citizen or permanent resident of the United States and is in this country on a visa or temporary basis and does not have the right to remain indefinitely.
This does NOT include resident aliens. If this field is set to “Yes”, the other seven
Race/Ethnicity fields must be “No”.
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AY 2012 Reminder
KSPSD Collections Resident Alien - A person who is not a citizen or
national of the United States but who has been admitted as a legal immigrant for the purpose of obtaining permanent resident alien status (and who holds either an alien registration card (Form I-551 or I-151), a Temporary Resident Card (Form I-688), or an Arrival-Departure Record (Form I-94) with a notation that conveys legal immigrant status such as Section 207 Refugee, Section 208 Asylee, Conditional Entrant Parolee or Cuban-Haitian).
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Reminder
KHEDS Collections Note: Resident aliens are to be reported
in the appropriate racial/ethnic categories along with United States citizens.
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AY 2012 Reminder
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
• Field: Student Type►For matching between systems, it is critical to
know if they are first-time freshman or transfers40
AY 2012 Reminder
KSPSD Collections IPEDS Flag
Student Status File (AY Collection) Enrollments (Fall Census Collection)
Field is not generally used by KBOR. Field will need to be populated accurately if
institutions want to use new business intelligence tool to extract data from KHEDS to use for IPEDS reporting.
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IPEDS Flags When should you set the IPEDS Flag to
“NO” ? Only when submitting records to KSPSD collection that you do not submit to IPEDS.
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Reminder
KSPSD vs BTE Timing
KSPSD - AY Collection (Based on each institution’s academic year.)
BTE – FY Collection (July 1 – June 30)
Students KSPSD – Students enrolled in courses that fulfill a
requirement of a formal award or SAPP BTE – Students enrolled in courses that do not fulfill a
requirement of a formal award or SAPP – generally business, training & enrichment type classes
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AY 2012 Reminder
KSPSD 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
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KSPSD Reminder Must use new Race/Ethnicity fields KBOR generates reporting race from
race/ethnicity fields Old Primary Ethnicity field is filler – WE
DO NOT USE even if institution populates field
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Fall Collections Fall Preliminary close around Sept 25th Fall KHEER closes October 31 Fall Census closes November 30 (Certify
by December 17) All three collections use the 20th day rule
and headcounts for each collection should be the same or at least close.
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Fall Collections Comparison of Fall Prelim, KHEER and Fall Census
Statistics from Fall 2011
19 Institutions perfect (+/- 5) 8 Institutions close (+/-50) 5 Institutions significant differences (> 50 )
1 institution had a difference of over 1,000 students. (All 5 institutions were contacted by KBOR.)
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Fall Collections Comparison of Fall Prelim, KHEER and Fall Census
FYI Fall Preliminary numbers are released in
September in a press release and are also posted to web.
KHEER Fall reports are available on the web about 2 weeks after collection closes.
KBOR has been contacted about the differences on these reports!!!
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KSPSD Reminder
SAPP programs are not eligible for Perkins funding starting in AY 2012
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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.
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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.)
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KHEDS certification certifies: KSPSD BTE Program Inventory/Course Inventory, CWP Program Review KHEDS data used for Perkins Data is reported per KHEDS manual including
20th day enrollment instructions52
AY 2012 and Fall 2012 Submission Process
KHEDS Certification
AY 2012 and Fall 2012 Submission Process
KHEDS Certification / 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
Collection Collection Dates Certification/Review Period
Academic Year July 1 – Sep 17 Sep 18 – Oct 1
Fall Oct 15 – Nov 30 Dec 1 – Dec 17
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AY 2012 and Fall 2012 Submission Process
KHEDS Certification / 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.
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AY 2012 and Fall 2012 Submission Process
KHEDS Certification / Review Period (cont’d)
Re-open (unlock) and corrections are allowed during this period, but MUST 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
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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 (KHEDS Certification)
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AY 2012 and Fall 2012 Submission Process
KHEDS Certification / Review Period (cont’d)
AY 2012 and Fall 2012 Submission Process
KHEDS Certification / Review Period
Reminder - Data collected from KHEDS is used to
calculate funding for Community Colleges and
Technical Colleges!!!!
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AO-K InitiativeWhat is Accelerating Opportunity: Kansas (AO-K)? The Kansas Board of Regents, in partnership
with the Kansas Department of Commerce, received $1.6 million to transform workforce training models.
Partnership supports nine community and technical colleges that offer AO-K programs.
Combines basic education with practical, hands-on training resulting in skills and credentials – including a GED – that lead to good jobs.
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AO-K Initiative
What impact will AO-K have on institutions? Partner institutions will be required to submit an
additional data collection to support the initiative. No additional details are available now – JFF
(Jobs For the Future) will be meeting with KBOR staff on March 27th. (Institutional data representatives have been invited to March 27 meeting to give input.)
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Future Changes to KHEDS
Collect academic calendars for all institutions
Edit for first-time freshman field that would look across multiple years/institutions
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Future Changes to KHEDS
Term Collections Fall Collection Spring Collection Summer would be included in Spring or Fall Plan is to implement after AY 2013
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Reminders
Other Data Collections University Qualified Admissions – Summer 2012 Tuition & Fees – July 2012 Fall KHEER – October 2012 University Data Book Collections - Fall 2012 University Tuition Waivers – Fall 2012 CC & Tech Foster Child Assistance – Fall 2012
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Some of the uses forKHEDS & Other Data Collections
KHEDS used for calculation of funding KHEDS used by Perkins University collections used for Data Book Tuition & Fees are published on web Performance agreements KHEDS used for P20 Database and other grants KHEER and KHEDS used for annual enrollment report KHEDS used for annual distance education reports Legislative requests Other research/Research scholars Board decision making
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Questions?
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Contact Information
Marti Leisinger, Team Leader, Data Collections
(785)296-7248
For immediate help on issues contact [email protected]
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