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Tech Prep New User Orientation

Tech Prep New User Orientation. April 6, 2006 Vonetta Woods HEI Analyst, Ohio Board of Regents vwoods@regents.state.oh.us. Ohio’s Higher Education Information (HEI) System. HEI is…. Ohio’s state-of-the-art, web-enabled Higher Education Information System

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Tech Prep New User Orientation

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  1. Tech Prep New User Orientation April 6, 2006 Vonetta Woods HEI Analyst, Ohio Board of Regents vwoods@regents.state.oh.us

  2. Ohio’s Higher Education Information (HEI) System

  3. HEI is… • Ohio’s state-of-the-art, web-enabled Higher Education Information System • A comprehensive data warehouse that contains higher education information on • Enrollments • Student demographics • Financial aid • Faculty • Facilities • Finances • Academic programs • Capital planning • Non-credit instruction (in pilot)

  4. How is HEI Used? • Administer complex formulas • $2.559 billion in state operating and capital subsidy provided annually • Resource Analysis • Facilities Utilization • Respond to frequent ad-hoc data requests from legislature, campuses, media, public • Produce web-based reports and publications • House over 15 general purpose customizable & accessible web-based queries

  5. Building and Implementing HEI • Planning begun 1995 • Three-year development process • Impetus: General Assembly’s dissatisfaction with the difficulty students had in transferring credits between campuses • Articulation and Transfer Council: Need to track students through their academic careers • Also: Improve ability to model and calculate formulas for allocation of subsidy and estimate the effects • Implemented Winter 1998

  6. Building and Implementing HEI • State provided $8 million total over 4 years • Campus subsidy = $3 million • Did not cover campus costs (Campuses had to use other resources to fund this effort) • HEI operations = $5 million • HEI implementation process • Hundreds of contributors, including • Information systems staff throughout the state • Campus leaders • The HEI Staff • The HEI Advisory Committee • The Governor and the General Assembly

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

  8. Web-based System • Minimum Requirements for access • PC and Web browser (IE or Netscape) • Data Reporter access requirements • Account from Liaison • Software to convert files to ASCII text • User-friendly interface to definitions and documentation of the data warehouse

  9. ACT/SAT 4 Year Public Universities FAFSA TRIO/Tech Prep 2 Yr Regional Campuses Ohio Dept of Ed 2 Yr Community Colleges Ohio Dept of Labor 2 Yr Public Tech Colleges Ohio College Access Network High Schools (State Scholarship purposes) IPEDS Census Independent, Proprietary, Non-Ohio (Limited Enrollment data- primarily Financial Aid purposes) National Student Clearinghouse HEI Extensions and Outputs HEI Subsidy and State Performance Reporting Regents Web Queries, Publications, Census Reports, Ad hoc reports Federal Reporting (WIA, Perkins, IPEDS, Tech Prep, TRIO (TBA) Student Tracking

  10. HEI Output URLs • OBR web-based publications and reports produced via HEI • Governor’s Performance Report • www.regents.state.oh.us/perfrpt/ • Student Inventory Data (SID) and Basic Data Set (BDS) • http://hei.regents.state.oh.us/cgi-pub/site_map?name=bds_sid&jsflag=yes • Freshman Remediation Report • http://hei.regents.state.oh.us/cgi-pub/site_map?name=rem_rep&jsflag=yes • OBR web-based public queries • http://www.regents.state.oh.us/hei/queries.html

  11. Security and Privacy Safeguards • SSNs in HEI converted to unique OBR identifier and stored in secure table with limited access • HEI account and password required to access Restricted areas of the database 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

  12. HEI Summary of Features • Unit Record system (students, faculty) • Web based system • Comprehensive database • Minimum requirements for use • State of the art technology • Relational database • Analytic database • Sophisticated security

  13. Getting Access to HEI

  14. Getting Access to HEI • HEI Delegates Reporting Responsibilities to the campus itself. • Someone on your campus has been designated as the “HEI Liaison”. • This person assigns all security privileges to data reporters at their campuses. • Let’s find out who your Liaison is.

  15. http://www.regents.state.oh.us/

  16. http://www.regents.state.oh.us/hei/index.html

  17. The Data Access Policy • Before Talking to your Liaison, you will want to read the Data Access Policy in Detail.

  18. The Data Access Policy • Your Username and Password will be your Digital Fingerprint

  19. The Data Access Policy • To Do: • Read and Fully understand the Data Access Policy • Contact OBR with any questions • Contact your Liaison to obtain a “Campus User Authorization Form”

  20. Questions?

  21. Exploration of the HEI home page

  22. http://www.regents.state.oh.us/

  23. http://www.regents.state.oh.us/hei/index.html

  24. The Performance Report was initiated by the Governor to report on how Ohio’s institutions are performing. • The Performance Report is the biggest user of the data submitted to HEI. • The components of the Performance Report were created by consultation with institution representatives.

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