STARR Collection Overview 2013 DATA Quality, Improvements and Portal reports

1. STARR Collection Overview2013DATA Quality, Improvements and Portal reports April 18, 2013

2. Center for Educational Performance and Information (CEPI) Rachel Edmondson, Data Analyst Meghann Omo, UIC Analyst Rob Dickinson, Data Collections Manager Trina Anderson, Assistant Director Presenters

3. Agenda Timeline STARR & MSDS Application Documentation Process Overview Data Quality & Improvements UIC STARR 2013 and 2014 STARR Changes MI School Data Reports Data Access

4. Timeline

5. STARR and MSDS Application Documentation • 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

7. Process Overview 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

8. UIC Data Quality • 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.

9. STARR Data Quality 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. • Help: • Rachel Edmondson, edmondsonR2@michigan.gov or (517) 241-5487

10. STARR Data Quality 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 • Help: • Rachel Edmondson, edmondsonR2@michigan.gov or (517) 241-5487

11. STARR Data Quality 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 • Help: • Rachel Edmondson, edmondsonR2@michigan.gov or (517) 241-5487

12. STARR Data Quality 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 • Help: • Rachel Edmondson, edmondsonR2@michigan.gov or (517) 241-5487

13. 2013 Changes 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

14. 2014 Changes • 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 Collection • One contact for customer support • Quicker response for data quality • Field level validation, no longer just file level • Streamlined XML schema • Feedback to user (reports, etc.)

15. 2014 Changes • Summary of changes to XML schema • Less embedded elements • Removal of “user defined extensions” • New fields • Removal of fields • Modification 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

17. 2014 Changes • New Fields • High 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

18. 2014 Changes • Fields removed • Most of the Transmission Record • High School Building EEM Entity Code • High School District EEM Entity Code • High School Graduation Year • High School Name • Country Residency (International) • Permanent Country

19. 2014 Changes • Modifications of existing fields • CourseCreditBasis • 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

20. 2014 Changes • 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 workgroup • NotReported and International Expanded max length of name fields (from 35 to 50) • Gender • Removed unknown as an enumeration • AcademicAwardLevel • Changed enumerations to align with CEDS

21. 2014 Changes • Modifications of existing fields (continued) • StudentLevelCode • Changed enumerations to align with CEDS • Added additional based on feedback from the workgroup • Nondegree Undergraduate, Nondegree Graduate, CommunityCollege Transfer Seeking Only* • GradePointAverage • Moved location within schema • CourseCIPCode • 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

22. 2014 Changes • Next Steps • Finalized schema will be posted in the next few weeks • Testing to begin late summer/early fall 2013 • Training 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)

23. Current Reports on MI School Data • We Continue to Provide High School Graduate Reports • New - College Undergraduate Enrollment Report • To view the reports, go to www.michigan.gov/mischooldata or www.mischooldata.org.

24. Upcoming reports on MI School Data • 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

25. Mi School Data Secure Access • Public access is available • Initial reports are at the aggregate level • Secure reports scheduled for 2013 • Keyholder’sassigned 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

26. feedback Adult Learner Workgroup Membership

27. Questions? 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)