HEI New User Training — Ohio Board of

HEI New User Training -- Ohio Board of Regents Brian Clark Data Analyst Data Management and Analysis (614) 644 -6859 bclark@regents. state. oh. us

HEI Analyst Team Dr. Darrell Glenn Director, Data Management and Analysis Brian Clark Data Analyst Jimmy Wermuth Data Analyst Melissa Sponseller Part-time Analyst Other Data Management and Analysis Staff Bill Wagner – Data and Information Requests Andy Lechler – Subsidy and Resource Analysis Zach Waymer – Institutional Audits

Ohio’s Higher Education Information (HEI) System

The HEI System Ohio’s state-of-the-art, web-enabled Higher Education Information System (implemented WI 1998) A comprehensive data warehouse that contains higher education information on Enrollments Student Demographics Financial Aid Faculty Facilities Finances Academic Programs Capital Planning Non-Credit

How is HEI Used? Administer complex formulas State operating and capital subsidy Resource Analysis Facilities Utilization Responsive to frequent ad-hoc data requests from legislature, campuses, media, public Produce several web-based reports and publications Houses over 15 general purpose customizable & accessible web-based queries

Web-based System 2. Data edited, cleansed of errors, then loaded 1. Transmit Data WWW HEI 3. Queries and Reports Available Colleges & Universities Key Decision Makers

Security and Privacy Practices SSN’s in HEI converted to unique OBRID and stored in secure table with limited access HEI account and password required to access areas of the database which is granted by signing HEI data access and dissemination policy Unrestricted and Restricted Outputs/Queries Submission/Query authorizations granted at user level by campus liaisons Web Server uses encryption State firewalls Direct Access by OBR staff ONLY

Web-based System Minimum Requirements for access PC and Web browser (Internet Explorer recommended) Data Reporter access requirements Account from Liaison Software to convert files to ASCII text (flat file)

Questions?

Exploration of the HEI web pages

Core Data Areas

Core Data Areas: Enrollment STUDENTS COURSES • SSN, OBRID • Demographics • First Time Enrolled in College • Academic Intention • Rank • Major (Academic Program) • Grade Point Average • Alternative Credit Hours • Degrees/Certificates Earned • Courses Offered • Sections Offered • Credit Hours • Course Level • Remediation • CIP Code (subject code) • Award of Academic Credit • Attempt of Academic Credit Public Institutions

Core Data Areas: Faculty/Staff INSTRUCTORS COURSES • SSN, OBRID • Demographics • Appointment Status • Work Category • Tenure Status • Salary • Funding Unit • Highest Degree Earned • Sections Taught (workload) • Degrees/Certificates Earned STUDENTS Public Institutions

Core Data Areas: Facilities BLDGS &ROOMS INSTRUCTORS • Space Inventory • Physical Condition • Functional Condition • Square Footage • Area Type and Function Codes • Class Meeting Times • Capacity and Utilization • Replacement Value • Ownership Status • Year of Construction • Year of Acquisition COURSES STUDENTS Public Institutions

Core Data Areas: Financial BLDGS &ROOMS SPENDING INSTRUCTORS COURSES • Campus Budgets • Financial Statements • Revenues • Expenditures Public Institutions STUDENTS

Core Data Areas: Academic Programs PROGRAM STUDENTS Public Institutions • Inventory of Programs • CIP Code (Subject Code) • Degree Level and Name • Concentration • Expected Time and Credit Hours • Program Status DEGREE/CERTIFICATE AWARDED

Uses of the Data Outcomes Reporting Distribution of State Share of Instruction (SSI) Resource Analysis Basic Data Series Reports Student Inventory Data Distribution of Financial Aid Capacity Reports and Utilization Basic Renovations Distribution Aged-Space Calculation

File Dependencies Enrollment Data Area http: //regents. ohio. gov/hei/datasubdoc/enrollment_depall. php Facility Data Area http: //regents. ohio. gov/hei/datasubdoc/facilities_dep. html Faculty/Staff Data Area http: //regents. ohio. gov/hei/datasubdoc/faculty_dep. html Financial Data Area http: //regents. ohio. gov/hei/datasubdoc/financial_dep. html

Questions?

Submitting Data to HEI

How do I submit data to HEI? Via the Data Input Site Create a text file per the Data Submissions Document Guidelines Use the Data Fields section of the Data Submissions Document to appropriately format the data file Submit file to HEI via the Data Input Site Data are submitted by file name, year and term The Data Input Site also stores all your previously submitted files Archived Data Input Site

Data Formatting Conventions Three Data Types Alphabetic Alphanumeric Section ID (CHEM 10) Case and Blank sensitive Numeric Campus Code (OHSU) Contact Hours (0010) Number of Characters Column Position Justification (when appropriate)

Data Submission Document Layout: Field Names Campus Field Attributes and Procedures Enter a campus code from Institution/Campus Codes. Data Format Alphabetic 4 characters Columns 1 -4 Student Identifier Enter the federally assigned Social Security Number (SSN) whenever possible. If the SSN is unavailable, enter another identifier which uniquely relates to this student. Student identifiers for minors are to be assigned by the campus. Enter Y if the student identifier is not a federally assigned Social Security Number. Enter N if the student identifier is the SSN assigned by the federal government. Alphanumeric 9 characters Columns 5 -13 Left justify Institution Assigned Identifier Switch Alphabetic 1 character Column 14 Text Document Layout: Campus Student Identifier Institution Assigned Identifier Switch Alphabetic, 4 characters Columns 1 -4 Alphanumeric, 9 characters, Columns 5 -13, Left justify Alphabetic 1 character Column 14

File Header Record Placed at the beginning of every submission to the data input site Identifies Who, What, When, and How many Submission, year, and term must match the data input site dropdown selections

Example of File Header OHSUNC 2008 NA 000010 1. OHSU = Institution 2. NC = Type of File 3. 2008 = Year 4. NA = Term 5. 000010 = Number of records

Pre-submission Checklist ü File header record correct? ü Is the file formatted per the Data Submissions Document? ü Is the submission only plain text? Are all extra characters removed before the delete switch? ü Is edit window open? ü If not, Extension Request! ü All items completed on pre-submission checklist… File Submission Time!

Questions?

Data Input Site

1 2 3 4 1. Your Contact Information 2. Your Institution 3. Your Data Area. If you have access to more than one data area, make the appropriate selection from the Data area drop down box. 4. Menu of resourceful links.

To Look at Primary and Summary Edits ü ü ü Return to the Data Input Site Select Data Area Find Submission by its HEI assigned file name Click View Click Primary Edit Results Click Summary Edit Results, if available

Suggestions for resolving Errors and Warnings Review Primary and Summary Edits Consult Data Submissions Document Consult Edit and Load Specs using error or warning number Compare to last year’s submission Speak to your IT department or whoever prepared submission Contact HEI Analyst Make changes and resubmit. Please remember: File submissions with either Primary or Summary Edit errors cannot load into the HEI database.

1 2 3 1. Reference code from the Edit and Load Specifications. 4 1 2 2. Sum of each type of error or warning 3 3. Description of why the error or warning occurred 4. Sum of all errors or warnings 5. Information directing you to the record line where the error occurred 4 5 1 6 7 6. Additional information detailing the cause of the error or warning 7. The data that caused the error or the warning

What Happens Next? The file is submitted to the HEI Load Queue for approval by an Ohio Board of Regents staff member After staff reviews the file, the file is approved for load or the data reporter is contacted regarding information contained in the file After a file is successfully loaded into the HEI database, the data reporter receives load confirmation via e-mail

Questions?

Queries 101

Types of Queries Restricted Require user name and password to access. Access privileges granted by HEI Liaison. Two types: Queries generally available to institutions. Queries available to higher education programs (e. g. TRIO, Tech Prep, etc. ) Unrestricted Open to the public.

Questions?

Query Exercises

Physical Structure Summary Query Which institution had the largest amounts of gross square feet and replacement value for owned structures that were physically and functional obsolete in 2007?

Physical Structure Detail Query In 2007, how many institutions had owned buildings constructed between 1960 and 1990 that contained the name “Rhodes” somewhere in the physical structure name? Will you get different results depending on how you capitalize ‘RHODES”?

Area Inventory Query Which institution had the highest number of classrooms that were used for instruction and had a network connection in 2007?

Course Enrollment (CN) Query What is the distribution by rank of students enrolled in business (52**** subject code) related courses at the baccalaureate course level at the University of Toledo for autumn term 2007?

All Employee (AM) Query a. ) You are making a presentation on the role of women at State supported higher education institutions. As a starting point for your research, you want to know the number of women in each work category in Autumn of Fiscal Year 2007 compared to males. b. You want a sense of the diversity (with regard to gender and race) of employees at Cleveland State by work category (Executive, Administrative and Managerial as well as Faculty and Instruction, Research and Public Service) and appointment status (full-time 11 or 12 month).

Student Enrollment (SN) Query a. ) How many students majored in Chemistry during the autumn term of 2007? What schools did they attend? b. The Director of Admissions wants to compare the number of 18 to 20 year old freshmen at your community college to all other community colleges based on race and sex. Use autumn 2007 for the term (remember they were 18 to 20 during autumn 2007).

Degree/Certificate (DC) Query How many baccalaureate and associate degrees were earned in engineering for Fiscal Year 2007? Display by campus type and sex.

Resource Analysis At the community college sector (by individual campus) what is the cost per FTE ( for the new taxonomy) at the STEM 1 subsidy model?

TRIO Statewide Total Query For the Upward Bound TRIO program at Columbus State Community College how many course enrollments were there at any Ohio institution during Fiscal Year 2008 for students that were both First Generation and Low Income?