Newcomers Training

1
Newcomers Training

• 2008 KBOR Data Conference
• IR staff

2
Agenda

• What is Institutional Research?
• What is Institutional Researchs Role at KBOR?
• Describe the Projects we will work on together
• Navigate through the www.kspsd.org website

3
Title of KSPSD Project Users
4
What is Institutional Research

• Do you consider yourself an IR professional??

5
Definition 1 - Institutional Research

• Research conducted within an institution of
  higher education in order to provide information
  which supports planning, policy formation, and
  decision making. Saupe (1981)

6
What does that mean??

• Individuals who
• Create reports relevant to the issues at your
  institution has a finger on the pulse of the
  institution
• Dont waste time on reports, just because they
  have always been done make certain they are
  still needed
• Make reports easy to interpret straight to the
  point

7
Definition 2 - Institutional Research

• A critical intermediary function that links the
  educational, managerial, and information
  functions of higher education institutions and
  systems. Peterson (1985)

8
What does that mean??

• Individuals who
• Talk to others at your institution
• Strive to have everyone use a central data source
  not individual databases
• Strive to have everyone use the same definition
• Stress if a central database is used, name fields
  appropriately
• ARE CONSISTENT in reporting!!!!!

9
Definition 3 - Institutional Research

• The analysis and interpretation of institutional
  records and data, plus the occasional or periodic
  studies that are necessary to supplement routine
  record keeping and reporting. Fincher (1985)

10
What does that Mean??

• Individuals who
• Create reports for many different audiences
• Federal Reporting (IPEDS)
• State Reporting (KSPSD, BTE, CI, etc.)
• Local Reporting (Board, President, etc.)
• Verify data accuracy and consistency
• Special studies

11
What is Institutional Research

• There is not a commonly accepted definition of
  Institutional Research.
• The role of an IR office is different from campus
  to campus.
• There are some common practices IR professionals
  do, or should do.
• We are all IR professionals!

12
Guidelines for Institutional Researchers
13
Size of Office

• Data from National Association of Institutional
  Research Analysis of users (2-years old)
• One person office 20
• Small office (two individuals) 36
• Medium office (3-4 individuals) 19
• Large office (5 individuals) 22
• Most IR professionals dont have too much time on
  their hands!!!
• We have to be smart

14
Reporting Redundancy

• This is a large drain on IR professionals
• Create a document, possibly a factbook, that
  contains answers to popular questions.
• Enrollment counts by categories
• Persistence Rates
• Faculty information
• Tuition and fee charges
• Be sure to include several years worth of data
• Have easy access to the document (shared server
  location, website, etc.)

15
Procedures for Reporting Results

• Make certain the goal is understood
• Ask the due date and how the information will be
  used
• Breakdown the request into meaningful data
  statements
• Re-state the question to the requestor to make
  certain you understand

16
Use Clean Data

• Clean up your data once preferably in the
  central database
• Try to consolidate any satellite databases
• Strive to use standard definitions and terms all
  over campus
• Take snapshots of your data for reporting
  purposes. Dont report off live data sources
  unless necessary

17
What is Institutional Researchs Role at KBOR?
18
KBOR IRs Responsibilities

• Develop and maintain the unit record database
• Kansas Higher Education Data System (KHEDS)
• Kansas Postsecondary Database (KSPSD)
• Business Training Enrichment (BTE)
• Program Inventory (PI)
• Course Inventory (CI)
• Portal of Adult Basic Learning Outcomes (PABLO)
• Financial Aid (state scholarship award program)
• IPEDS state coordinator
• Collect Kansas Higher Education Enrollment Report
  (KHEER)
• Support other units to create reports, perform
  analysis

19
KBOR IRs Responsibilities

• Develop and maintain the unit record database
• We will go over these projects in detail later on
  during this presentation
• The majority of the contact institutions have
  with the KBOR IR unit will have something to do
  with the postsecondary database

20
KBOR IRs Responsibilities IPEDS State
Coordinator

• The Integrated Postsecondary Education Data
  System (IPEDS), established as the core
  postsecondary education data collection program
  for NCES, is a single, comprehensive system
  designed to encompass all institutions and
  educational organizations whose primary purpose
  is to provide postsecondary education.

21
KBOR IRs Responsibilities IPEDS State
Coordinator

• Responsibilities
• Work with all public and private institutions to
  complete IPEDS surveys on time
• Review data submissions and LOCK collections
• Serve as a link between institutions and federal
  government on questions, problems, etc.

22
KBOR IRs Responsibilities IPEDS State
Coordinator
23
KBOR IRs Responsibilities IPEDS State
Coordinator

• Conference Sessions you may consider attending
• Wednesday 130 215,
• IPEDS Updates 2008-2009
• Wednesday 225 310,
• IPEDS Tools
• Wednesday 330 415,
• IPEDS Race/Ethnicity Changes
• Wednesday 330 415,
• IPEDS Consistency Project

24
KBOR IRs Responsibilities Collect KHEER

• Kansas Higher Education Enrollment Report
• Aggregate Enrollment Report dating back to the
  1960s
• 20th day census data collection
• Public and Private Institutions
• Headcount, Student Credit Hour (SCH), Full-time
  Equivalent (FTE) Reports
• Fall and Spring Reports

25
KBOR IRs Responsibilities Collect KHEER

• Fall Collection is actually a collection of three
  reports
• Enrollment report
• Transfer Report
• First time Freshman by County and Age

26
KBOR IRs Responsibilities Collect KHEER

• Data is collected through the www.kspsd.org
  website
• Must have access to the website AND the KHEER
  project
• Reports are available on the www.kspsd.org
  website or the www.kansasregents.org website

27
Supporting Other Units

• Learn about the federal and state reporting
  demands they have develop data collections
  designed to fit those needs
• Learn about their goals and ambitions create
  reports, studies, analysis that will be useful to
  them
• Always thinking about how the data we have can be
  used

28
Describe the Projects we will work on together
29
(UI) PALA
Course Blocks
CWP
Courses Within Programs
PALA -Program Code -Award Level -Award
Course Inventory
Course Inventory
(UI) Course ID
KSPSD
BTE
Course ID
Course ID
(UI) SSN/Student ID
(UI) SSN/Student ID
30
Kansas Postsecondary Database(KSPSD)

• The data collection that started it all ?
• First live data collection in Fall 2003
• KSPSD consist of three collections
• Fall 20th census day collection
• Academic Year 20th day plus collection
• Follow-up Employment information on students who
  graduated from Perkins technical programs
• Because this was the first data collection, this
  module has the same name as the webpage,
  www.kspsd.org
• This is the heart and soul of KHEDS!

31
Kansas Postsecondary Database(KSPSD)

• Prior to the 2006-2007 data collection, students
  who were part of the Carl D. Perkins Technical
  Program Grant also had to be submitted in another
  submission called CaTERS (Career and Technical
  Education Reporting System)
• KSPSD and CaTERS were merged together in
  2006-2007 with the start to Perkins IV to reduce
  reporting redundancy on institutions
• Therefore the KSPSD submission for some
  institutions is twice as important!!

32
Kansas Postsecondary Database(KSPSD)

• Any Student who earns credit towards a formal
  award or stand alone parent program should be
  submitted in KSPSD.
• Formal awards include technical certificates of
  16 credit hours or more. These programs MUST
  appear in Program Inventory
• Stand Alone Parent Programs (SAPP) are programs
  of less than 16 that have been approved by KBOR
  as a program

33
Kansas Postsecondary Database(KSPSD)
34
Review File Layouts in KSPSD Project

• KSPSD Reference Manual

35
Kansas Postsecondary Database(KSPSD)

• To ensure data quality, KBOR requires
  institutions to go through a multi-step edit
  process during data submission
• Basic edits are run during the upload process
• Some File edits are run as a second step of the
  upload process
• After ALL files have been uploaded, a
  complicated, inter-file edit routine must be run
  before the institution can complete the submission

36
Kansas Postsecondary Database(KSPSD)
Optional files
Available because all the files have been
successfully uploaded
37
Kansas Postsecondary Database(KSPSD)

• Edits return Fatal Errors and Warnings
• Institutions cannot complete the submission until
  all Fatal errors are corrected
• ALL entries on an edit report should be taken
  seriously. Do NOT change data to pass edits.
  There are many things based on this data that
  have an impact on your institution and higher
  education

38
Kansas Postsecondary Database(KSPSD)

• Not everything that could be wrong with your data
  can be found in an edit report.
• Review Basic Counts Reports as Well!!!!

39
Kansas Postsecondary Database(KSPSD)

• Table of Contents for the Over all Basic Counts
  Report

40
Kansas Postsecondary Database(KSPSD)

• Table of Contents for the CTE Basic Counts Report

41
Program Inventory(PI)

• 1. Provide a centralized list accessible by KBOR
  institutions, KBOR staff, and public constituents
  of academic programs offered at each public
  institution.
• 2. Facilitate the maintenance (e.g., addition,
  modifying, deletion, etc.) of academic programs
  at all public institutions via the web-based
  system maintain programmatic history
• (--Continued--)

42
Program Inventory(PI)

• 3. Provide an expedited and convenient method of
  tracking new academic programs through the KBOR
  approval process.

43
Program Inventory(PI)

• Program Inventory has many purposes Focus on the
  link between the Program Inventory System and the
  KSPSD
• Programs are listed with a Program code Award
  Level Award (PALA)
• Students are also submitted with a PALA
• THESE MUST MATCH!!!!!!!!!!!!
• Be sure to talk to the appropriate people on your
  campus to ensure this two systems stay in-sync

44
Program Inventory(PI)

• Steps to see a list of your valid programs and
  PALA values
• Log into www.kspsd.org
• Navigate to the Program Inventory Project
• Click on the Reports Tab
• Click on Approved Programs
• Choose your institution
• Click Search
• View Report on Screen or Click on Printable
  Report for PDF version
• Note We are currently working on changing the PI
  web interface so this reporting system will
  change in the coming months

45
(No Transcript)
46
New KHEDS Data Collections

• These data collections will not be discussed in
  detail today since they are new. They will be
  discussed during Wednesday and Thursday Morning
  sessions. They are NOT University Projects
• Course Inventory
• Business Training Enrichment

47
Course Inventory(CI)

• 1. Provide a centralized list accessible by KBOR
  institutions and KBOR staff of all courses
  offered at each public institution.
• 2. Facilitate the collection and on-going
  maintenance of the Master Course List and Perkins
  Verification Forms.
• 3. Provide a linkage for Courses to Programs
  Replaces an old paper form called Perkins
  Verification Form.

48
Courses within Programs
Not a University Project
49
Business Training Enrichment(BTE)

• New data collection that provides data basis for
  understanding the contribution Postsecondary
  institutions are making to industry and
  non-traditional life-long learning includes
  Business Industry and Enrichment courses
• Data collection for courses that are not part of
  a Program/ are not submitted through KSPSD
• KSPSD BTE all courses offered by the
  Institution

50
Website Demo
51
Create / Manage Your Own Account
New users create an account
Reference Manual to explain all Login procedures
52
Basic Design of the Website

• General Information Tab
• Reference Manual
• Submission Dates
• Contact Information
• No login Necessary
• Data Submission Tab
• Where all submission activity happens
• Reports Tab
• Non submission reports available here
• Undergoing reconstruction design

53
Navigating the Website

• Profile
• When need to change the collection time period,
  need to change the Profile
• Click on the Change link on upper right

54
Others at Institution with Access

• Click on the Change link
• Click on the View other Users at Institutions

55
Sample Report of Other Users in Institution
56
Download Final Datasets

• Once Submission has been locked, CSV versions of
  the data can be downloaded

57
Website Security Features

• Type Password wrong 3 times, account is locked
• Sent email with Secret Question (check Junk Mail)
• If secret question wrong, account is frozen and
  IR Staff must defrost. IR staff is automatically
  notified when accounts are frozen
• Change Password every 180 days

58
Website Security Features

• If no activity has happened on website for 20
  minutes, user is logged out
• Prompted to continue
• Note Some reporting features not tied into the
  website clock ?

59
Future Enhancements

• We are currently re-designing the website
• Current website very project driven
• New website more integration between projects
  less clicks to move around
• New website have directional paths data
  submission and reporting