Transcript The 2012 Student Transcript and Academic Record Repository

April 17, 2012
Center for Educational Performance and
Information (CEPI)




Trina Anderson, Student Data Manager
Meghann Omo, UIC Analyst
Rachel Edmonson, Data Analyst
Melissa Bisson, Data Analyst
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
Timeline

MSDS vs. STARR

Process Overview


Obtain UICs in MSDS

Create STARR file

Validate STARR file

Upload STARR file

Run STARR reports
Data Quality & Improvements

UIC

STARR

Reports: Current and Future

Data Access
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UIC (in MSDS) Submission Windows
Bulk File Upload
Student Search
Open Date
Close Date
Jan. 9, 2012
Feb. 28, 2012
Apr. 2, 2012
Jun. 15, 2012
Ongoing
Ongoing
STARR Submission Window
Open Date
Close Date
May 21, 2012
Jun. 30, 2012
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
The Michigan Student Data System (MSDS) is a separate application from the
Student Transcript and Academic Record Repository (STARR). Each has its own:

Security agreement

Login and password

Training materials

Schema and file to upload

Upload process and dates
However, some aspects are the same:

Each can be accessed and support documents are located on the Institutions of
Higher Education Web page

Similar staff sometimes provides assistance with both applications

The UIC is critical for the P-20 education data connection as well as the STARR
data, so they often get discussed together
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•
All materials for the UIC and STARR collections are on
CEPI’s Institutions of Higher Education website.
• Go to www.michigan.gov
• 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
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1.
Obtain UICs
in MSDS
2.
Create
STARR File
3.
Validate
STARR file
4.
Upload
STARR File
5.
Run STARR
Reports
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1.
Obtain UICs
in MSDS



Most of your students already have UICs

Get UIC from transcript

UIC obtained last year, only need to obtain freshman and transfers
Get UIC from the Michigan Student Data System (MSDS)

Create a file with first name, last name, date of birth, gender and local ID number

MSDS will provide a new UIC or you may have to resolve UICs
Incorporate UICs into your student information system
Resources:
 CEPI IHE page: http://www.michigan.gov/cepi/0,4546,7-113-57943---,00.html
for IHE Request for UIC Collection User Guide and web-based training on how
to request a UIC, UIC resolution and requesting to link UICs
Help:
 CEPI customer support [email protected] or (517) 335-0505 option 3
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•
3 new web-based training modules
• Walks user through system, step-by-step with narrative
• Used along with the user guide, at a glance and FAQ documents
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2.
Create
STARR File

View the STARR Data Manual on the IHE Web page to learn
what data elements must be in the file.

View the STARR schema.

Determine if your SIS can produce the required xml output. If
not, a csv to xml conversion tool is on the IHE Web page.
Resources:
 CEPI IHE page: http://www.michigan.gov/cepi/0,4546,7-113-57943---,00.html
for STARR Data Manual, STARR Data Elements, PESC Guide, STARR XML Schema
and STARR XML Sample Schema
Help:
 CEPI customer support [email protected] or (517) 335-0505 option 3, for
questions on data elements and definitions
 Jim Brower [email protected] for questions on the conversion
tool, to provide suggestions, requests, and/or if the tool has a glitch
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3.
Validate
STARR File


View the XML Validation Guide on the IHE Web page to learn
how to spot errors in your STARR file (can also be used for your
IHE Request for UIC file).
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The search will return the error and explain it

The search will point to the error record
Fix the errors and perform the validation again.
Resources:
 CEPI IHE page: http://www.michigan.gov/cepi/0,4546,7-113-57943---,00.html
for XML Validation Guide
Help:
 CEPI customer support [email protected] or (517) 335-0505 option 3
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
4.
Upload
Go to the IHE Web page and click on Go to STARR Application link. STARR File

Log in and then go to the Repository Services tab.

Browse for your file, and use the Submit button.

View your file(s) status by clicking on the View Upload History tab.

If you file failed, this is because it did not adhere to the schema.
Use the XML Validation Guide to help you search for the errors.

If your status is Complete, you have successfully uploaded your file.
Resources:
 CEPI IHE page: http://www.michigan.gov/cepi/0,4546,7-113-57943---,00.html
for STARR User’s Guide
 Docufide/Parchment page: http://www.docufide.com
Help:
 Docufide/Parchment customer support http://www.docufide.com/contactus/senders or (310) 309-3722 for login help, application glitches and/or file
upload issues
 CEPI customer support [email protected] or (517) 335-0505 option 3, for
instances in which your file passed validation, but still fails
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5.

IHEs will have the ability to download their file and run a report
showing which courses were flagged as “Remedial”.

This is optional and not required to be able to complete the file
upload process. How to:

Your uploaded file will be a hyperlink, which you will click on to
download your file.

On your Docufide home tab, you can run a remedial report using the
Remedial Course Report link. You can search using parameters. Your
search will produce an excel report.
Run STARR
Reports
Resources:
 CEPI IHE page: http://www.michigan.gov/cepi/0,4546,7-113-57943---,00.html
for STARR User’s Guide
 Docufide/Parchment page: http://www.docufide.com
Help:
 Docufide/Parchment customer support http://www.docufide.com/contactus/senders or (310) 309-3722 for application glitches and/or report running
issues
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

2012 Process

When – after each window

Who – MSDS authorized user(s)

How – e-mail
Key Findings: Date of Birth (DOB) issues
Perform check on records PRIOR to uploading to the MSDS.

If records exist (DOB prior to 1930 and after 2000), look at the
transcript or perform a search on the student’s name in the MSDS.


If you find an existing UIC for the student, use that UIC in your local student
information system. Do not upload the student’s record with an erroneous DOB
to the MSDS.

If you do not find an existing UIC for the student after reviewing the transcript
or performing a search in the MSDS, do not upload the student’s record with
an erroneous DOB.
Help:
 Meghann Omo, [email protected] or (517) 241-2689
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

2012 Process
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When – during 2012 STARR upload and after
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Who – STARR contact, STARR authorized users
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How – e-mail, phone calls if needed
2011 Key Findings

Credits earned for courses withdrew or failed
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Remedial coursework over-reporting

IPEDS code wrong

Invalid UICs
Help:
 Rachel Edmondson, [email protected] or (517) 241-5487
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

UIC

Longer upload window

Online training modules

Resolution functionality turned on
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Obtain UICs during STARR upload window

Combined UIC and STARR Web page
STARR

Added extraction date & time
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File download and remedial report functionality
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Longer upload window

Added data definitions into manual and structured it differently

Added suggested validation checks you can perform on your file
prior to upload

Some data quality will be performed during upload window
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
The American Recovery and Reinvestment Act, State Fiscal
Stabilization Fund (SFSF) reports using STARR data provided
key findings:

73% of 2007-08 MI public high school graduates enrolled in an IHE
71% for 2008-09 graduates*
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75% of those 2007-08 graduates enrolled achieved at least one year’s
worth of credit
73% for 2008-09 graduates*

32% of 2007-08 MI public high school graduates enrolled in a MI public
IHE took at least one remedial course
increased to 36% for 2008-09 graduates
To view the reports, go to www.michigan.gov/mischooldata or www.mischooldata.org, click on
the Career & College Readiness menu on the left and then select a report tab at the top.
*Enrollment and credit accumulation is not restricted by date, so the 2007-08 graduates had
an additional year to enroll and earn credits than the 2008-09 class. Thus, it should not be
inferred as a drop in two percent compared to the prior graduating class.
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
All reports using STARR data are suggested and/or
approved by the P-20 Council

Examples:
 Transfer Report
 Community College Success Measures
 Enrollment and Credit Accumulation
 College Readiness

Requirements and definitions will be vetted with the P-20
stakeholders and the Adult Learner Workgroup
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
Public access is available
 Initial reports are public facing aggregates

Secure reports scheduled for 2013
 Portal security model is in place
 Finalizing process for IHEs to create accounts

Training
 Documentation and video based training in development
 Looking at other opportunities for training for secure
access
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Adult Learner Workgroup Membership
Name
IHE
E-mail
Nick Baker
Kirtland Community College
[email protected]
Mary Black
Michigan State University
[email protected]
Kortney Briske
University of Michigan -AA
[email protected]
Jim Brower
Lake Michigan College
[email protected]
Chris Engle
Mott Community College
[email protected]
Tammy Grossbauer
Lansing Community College
[email protected]
Lori Hancock
Mott Community College
[email protected]
Gail Ives
MI Community College Assoc.
[email protected]
Carrie Jeffers
Macomb Community College
[email protected]
Mary Meier
Central Michigan University
[email protected]
Randy Melton
Lake Michigan College
[email protected]
Roger Mourad
Washtenaw Community College
[email protected]
Kathy Rix
Western Michigan University
[email protected]
Kristin Schuette
Michigan State University
[email protected]
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Share your questions as they arise on the STARR listserv:
1.
2.
3.
4.
5.
Go to listserv2.michigan.gov.
Click on STARR.
Click on Join or Leave STARR.
Fill out the name and address.
You will be e-mailed a confirmation code. Wait for the code and follow the
instructions in the e-mail.
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