april 18, 2013. center for educational performance and information (cepi) rachel edmondson, data...

April 18, 2013

Center for Educational Performance and Information (CEPI)

Rachel Edmondson, Data AnalystMeghann Omo, UIC AnalystRob Dickinson, Data Collections ManagerTrina Anderson, Assistant Director

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Timeline

STARR & MSDS Application Documentation

Process Overview

Data Quality & Improvements

UIC

STARR

2013 and 2014 STARR Changes

MI School Data Reports

Data Access

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UIC (in MSDS) Submission Windows

Open Date Close Date

Bulk File Upload Sep. 19, 2012

Oct. 31, 2012

Dec. 10, 2012

Feb. 28, 2013

Apr. 2, 2013 Jun. 14, 2013

Student Search Ongoing OngoingSTARR Submission Window

Open Date Close Date

May 20, 2013 Jun. 21, 2013

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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/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

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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

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

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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, omom@michigan.gov or (517) 241-2689.

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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.

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Help:Rachel Edmondson, edmondsonR2@michigan.gov or (517) 241-5487

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

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Help:Rachel Edmondson, edmondsonR2@michigan.gov or (517) 241-5487

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

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Help:Rachel Edmondson, edmondsonR2@michigan.gov or (517) 241-5487

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

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Help:Rachel Edmondson, edmondsonR2@michigan.gov or (517) 241-5487

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

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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

CollectionOne contact for customer supportQuicker response for data qualityField level validation, no longer just file levelStreamlined XML schemaFeedback to user (reports, etc.)

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Summary of changes to XML schemaLess embedded elementsRemoval of “user defined extensions”New fieldsRemoval of fieldsModification 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

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New FieldsHigh School Student (optional)

Dual Enrolled Other High School Student

Postsecondary Enrollment Type (required) FirstTime Continuing Re-admit TransferIn

Academic Year Designator (required) YYYY-YYYY

CTE Concentrator (required) Yes/No

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Fields removedMost of the Transmission RecordHigh School Building EEM Entity CodeHigh School District EEM Entity CodeHigh School Graduation YearHigh School NameCountry Residency (International)Permanent Country

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Modifications of existing fieldsCourseCreditBasis

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

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Modifications of existing fields (continued)ResidencyStatusCode

Changed enumerations to align with Common Education Data Standards (CEDS) InDistrict, InState, OutofState

Added additional enumerations added based on feedback from the workgroupNotReported and International Expanded max

length of name fields (from 35 to 50)Gender

Removed unknown as an enumerationAcademicAwardLevel

Changed enumerations to align with CEDS

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Modifications of existing fields (continued)StudentLevelCode

Changed enumerations to align with CEDS Added additional based on feedback from the

workgroupNondegree Undergraduate, Nondegree Graduate,

CommunityCollege Transfer Seeking Only*GradePointAverage

Moved location within schemaCourseCIPCode

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

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Next StepsFinalized schema will be posted in the next

few weeksTesting to begin late summer/early fall 2013Training 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 (EdmondsonR2@michigan.gov) and Meghann Omo (omom@michigan.gov)

We Continue to Provide High School Graduate Reports

New - College Undergraduate Enrollment Report

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To view the reports, go to www.michigan.gov/mischooldata or www.mischooldata.org.

Next Reports College Data Files (Basic)

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

College Data Files (Advanced) 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

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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

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Adult Learner Workgroup Membership

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Name Entity E-mail

Kristin Schuette Michigan State University schuett1@msu.edu

Mary Meier Central Michigan University meier1me@cmich.edu

Tim LaLonde Western Michigan University tim.lalonde@wmich.edu

Tammy Grossbauer Lansing Community College grossbt@lcc.edu

Mary Black Michigan State University blackm@opb.msu.edu

Kortney Briske University of Michigan-Ann Arbor kbriske@umich.edu

Nick Baker Kirtland Community College     bakern@kirtland.edu

Randy Melton Lake Michigan College Melton@lakemichigancollege.edu

Jim Brower Lake Michigan College jbrower@lakemichigancollege.edu

Lori Hancock Mott Community College lori.hancock@mcc.edu

Carrie Jeffers Macomb Community College jeffersc@macomb.edu

Chris Engle Mott Community College chris.engle@mcc.edu

Gail Ives Michigan Community College Assoc. Gail.ives@gmail.com

Roger Mourad Washtenaw Community College mou@wccnet.eduPatrick McNally WCCCD pmcnall1@wcccd.edu

Robert Murphy DTMB/SBO murphyR1@michigan.gov

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Contact CEPI customer support at CEPI@michigan.gov or (517) 335-0505 and select option 3.

Rachel Edmondson (EdmondsonR2@michigan.gov)

Meghann Omo (omom@michigan.gov)