Transcript here - Michigan Community College Association

April 18, 2013
Center for Educational Performance and
Information (CEPI)




Rachel Edmondson, Data Analyst
Meghann Omo, UIC Analyst
Rob Dickinson, Data Collections Manager
Trina Anderson, Assistant Director
2

Timeline

STARR & MSDS Application Documentation

Process Overview

Data Quality & Improvements

UIC

STARR

2013 and 2014 STARR Changes

MI School Data Reports

Data Access
3
UIC (in MSDS) Submission Windows
Bulk File Upload
Student Search
Open Date
Close Date
Sep. 19, 2012
Oct. 31, 2012
Dec. 10, 2012
Feb. 28, 2013
Apr. 2, 2013
Jun. 14, 2013
Ongoing
Ongoing
STARR Submission Window
Open Date
Close Date
May 20, 2013
Jun. 21, 2013
4
•
All materials for the UIC and STARR collections are on
CEPI’s Institutions of Higher Education website.
• Go to www.michigan.gov/cepi
• Click on Institutions of Higher Education
•
To access the site directly, go to:
http://www.michigan.gov/cepi/0,4546,7-113-57943---,00.html
5
6
1.
Obtain UICs
in MSDS
2.
Create
STARR File
3.
Validate
STARR file
4.
Upload
STARR File
5.
Run STARR
Reports
If you are not familiar with this process, the Data Collection
Overview and other helpful information for the STARR collection
are available on our website:
https://www.michigan.gov/cepi/0,4546,7-113-57943---,00.html
7

Date of Birth (DOB) issues (records exist with a DOB prior
to 1930 and after 2000)






Review records PRIOR to uploading to the MSDS.
If records exist (with a DOB before 1930 or after 2000), confirm
that is the correct DOB with the student’s documentation.
If you find an existing UIC for the student from your local
student information system, student’s transcript or by searching
on the student’s name in the MSDS, use that UIC.
If you do not find an existing UIC and cannot confirm the
student’s correct DOB, do not upload the student’s record with
an erroneous DOB to the MSDS, a new UIC will be generated.
Please remember: Longitudinal tracking hinges on the
UIC. If a new UIC is generated due to an erroneous DOB,
the link to K-12 or other postsecondary information is lost.
Questions? Meghann Omo, [email protected] or (517)
241-2689.
8

2012 Key Findings
Incomplete historical reporting of transcripts



CEPI found that all institutions reported transcripts back to the
2008-2009 school year, accomodates current postsecondary
reports
CEPI also found some transcript history prior to the 1st STARR
collection window, but only goes back for a short period
Ambiguity in SessionDesignator (Academic Year) and
SessionName (Term) Variables


We would want to see the 2010 SessionDesignator for a term
occurring between September 2010 and December 2010, as that
term is part of the 2010-2011 Academic Year.
Help:
 Rachel Edmondson, [email protected] or (517) 241-5487
9

2012 Key Findings
Non-Standardization of the reporting for CIP Codes


Proper Course CIP Code for Forest Sciences and Biology 03.0502
Conditionally required data elements did not include all
variables required when submitted


When reporting the Degree CIP data element, also populate the
Award Description, Award Level, and Award Date data elements
Help:
 Rachel Edmondson, [email protected] or (517) 241-5487
10

Validating STARR Files

Schema defined elements of decimal cannot be blank if they
are required

Optional elements that have no value should not be reported
in the schema

XML Validation Guide posted on our website

CSV to XML Conversion Tool from Lake Michigan College
posted on our website
We recommend the XML file size not to exceed 2GB


However it is easiest for your software to break it up into smaller sizes

The tool allows you to specify the maximum number or records per file,
and will create as many files as necessary to include all the data
Help:
 Rachel Edmondson, [email protected] or (517) 241-5487
11


2013 Process

When – during 2013 STARR upload and after

Who – STARR contact, STARR authorized users

How – e-mail, phone calls if needed
Data Pull and Data Corrections

Plan to have 4 data pulls during the collection window

The sooner files are uploaded the better
Help:
 Rachel Edmondson, [email protected] or (517) 241-5487
12


UIC

More upload windows

Improvements to the UIC Resolution screen

Race/Ethnicity name along with code – White (000010)

Entity name along with code – Dearborn High School (00886)
STARR

Added Course Credit Attempted data element

Changed Award Date and Enrollment Date to true date field
(yyyy-mm-dd)

Added suggested validation checks you can perform on your file
prior to upload

Upload population – Enrolled in Courses or Earned a Degree
13
 CEPI
will continue their partnership with
Parchment for sending/receiving transcripts
 STARR Collection will occur in the Michigan
Student Data System (MSDS).
 Benefits of moving STARR collection to MSDS:






Same look and feel as the IHE Request for UIC
Collection
One contact for customer support
Quicker response for data quality
Field level validation, no longer just file level
Streamlined XML schema
Feedback to user (reports, etc.)
14
 Summary





of changes to XML schema
Less embedded elements
Removal of “user defined extensions”
New fields
Removal of fields
Modification of existing fields
 All
changes have been vetted with the Adult
Learner Workgroup
 CSV to XML Conversion Tool will be updated
to meet the 2014 schema
15
16
 New

High School Student (optional)






FirstTime
Continuing
Re-admit
TransferIn
Academic Year Designator (required)


Dual Enrolled
Other High School Student
Postsecondary Enrollment Type (required)


Fields
YYYY-YYYY
CTE Concentrator (required)

Yes/No
17
 Fields







removed
Most of the Transmission Record
High School Building EEM Entity Code
High School District EEM Entity Code
High School Graduation Year
High School Name
Country Residency (International)
Permanent Country
18
 Modifications

CourseCreditBasis




of existing fields
Changed enumerations to RemedialReading,
RemedialWriting, RemedialMath, RemedialScience &
Regular
Will no longer need to collect a separate crosswalk
from IHEs
Multi-Select Field. Example: CourseCreditBasis could
contain RemedialReading and RemedialWriting.
SessionDesignator

YYYY to YYYY-MM
19
 Modifications

ResidencyStatusCode



Changed enumerations to align with Common
Education Data Standards (CEDS)
 InDistrict, InState, OutofState
Added additional enumerations added based on
feedback from the workgroup
 NotReported and International Expanded max length
of name fields (from 35 to 50)
Gender


of existing fields (continued)
Removed unknown as an enumeration
AcademicAwardLevel

Changed enumerations to align with CEDS
20
 Modifications

StudentLevelCode



Changed enumerations to align with CEDS
Added additional based on feedback from the
workgroup
 Nondegree Undergraduate, Nondegree Graduate,
CommunityCollege Transfer Seeking Only*
GradePointAverage


of existing fields (continued)
Moved location within schema
CourseCIPCode

Changed max length to 7
*Definition: A student who intends to transfer to a 4-year institution without earning a degree or
certificate at the community college
21
 Next



Steps
Finalized schema will be posted in the next few
weeks
Testing to begin late summer/early fall 2013
Training information is forthcoming



Work with associations to provide face-to-face training
Webinars
User Support Materials (user’s guide, FAQs, etc.)
 Questions?
Comments? Want to participate
in testing? Please contact Rachel Edmondson
([email protected]) and Meghann
Omo ([email protected])
22

We Continue to Provide High School Graduate Reports

New - College Undergraduate Enrollment Report
To view the reports, go to www.michigan.gov/mischooldata or www.mischooldata.org.
23

Next Reports

College Data Files (Basic)










College Data Files (Advanced)



Student college enrollment patterns
Time to enrollment after graduating
Whether attending 2 year or 4 year
Degree seeking or non degree seeking
Remedial coursework flags
GPA
Degree attainment
MME and ACT results and scores
Demographic information
More complex and only available in XML format
Contains all of the basic plus all of the students postsecondary
coursework
Student Transfer

Transfers from 2 year to 4 year
24

Public access is available
 Initial reports are at the aggregate level

Secure reports scheduled for 2013
 Keyholder’s assigned to IHEs


Keyholder’s can approve access to the portal
Training
 Roles & Responsibilities of a Keyholder “FERPA”
 How to Use the College Data Files
 Webinar later in 2013
25
Adult Learner Workgroup Membership
Name
Entity
E-mail
Kristin Schuette
Michigan State University
[email protected]
Mary Meier
Central Michigan University
[email protected]
Tim LaLonde
Western Michigan University
[email protected]
Tammy Grossbauer
Lansing Community College
[email protected]
Mary Black
Michigan State University
[email protected]
Kortney Briske
University of Michigan-Ann Arbor
[email protected]
Nick Baker
Kirtland Community College
[email protected]
Randy Melton
Lake Michigan College
[email protected]
Jim Brower
Lake Michigan College
[email protected]
Lori Hancock
Mott Community College
[email protected]
Carrie Jeffers
Macomb Community College
[email protected]
Chris Engle
Mott Community College
[email protected]
Gail Ives
Michigan Community College Assoc.
[email protected]
Roger Mourad
Patrick McNally
Washtenaw Community College
WCCCD
[email protected]
[email protected]
Robert Murphy
DTMB/SBO
[email protected]
26
Contact CEPI customer support at [email protected] or (517) 335-0505 and
select option 3.
Rachel Edmondson ([email protected])
Meghann Omo ([email protected])
27