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Illinois Higher Education Information System (IHEIS)

Illinois Higher Education Information System (IHEIS). New Data Collection Portal January 18, 2019. IHEIS Data Collection Webinar . Fall Enrollment Data Collection will open up 1/28/19 Existing u sers to sign up. User Management Data Submission Process

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Illinois Higher Education Information System (IHEIS)

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  1. Illinois Higher Education Information System (IHEIS) New Data Collection Portal January 18, 2019

  2. IHEIS Data Collection Webinar • Fall Enrollment Data Collection will open up 1/28/19 • Existing users to sign up. • User Management • Data Submission Process • Validations and Required Data Elements

  3. Schedule For Opening • January 18th Webinar • January 23rd Registration for Primary Administrators • January 28th Official Opening for the Fall Enrollment Collection • March 18th Fall Enrollment due.

  4. 2018-19 Collection Timeline

  5. New User Registration

  6. New User Registration

  7. New User Registration Pt. 1 Organization & Role -Click the button next to ‘Institution’ -Fill in your title (i.e. Director of IR, Registrar) -Use the drop down menu to select your institution -Your role will be set to Primary Administrator

  8. New User Registration Pt.2 Personal Information-The following fields are required to create your profile -Enter first name, last name -Institution address, state, zip code -Phone number -Email address & password

  9. New User Registration Pt. 3 *Security Questions -Approval Form (on file for the current Primary Administrators) *Terms & Conditions -Be sure to click to agree to the Terms & Conditions *Click ‘Submit’ button in the bottom right corner

  10. Logging Into the System

  11. Logging into the System -Enter email address, password, click ‘Submit’

  12. Profile Page

  13. Adding Users

  14. User Management

  15. User Management Click ‘Add Users’ to create a new user profile

  16. Adding New Users

  17. Adding New Users Pt. 1 Adding New Users -Enter new user title

  18. Adding New Users Pt. 1

  19. Adding New Users Pt. 2 -Enter new user’s first name, last name, email address, password -Click ‘Submit’

  20. User Status Change Click ‘Change Inactive/Active’ button

  21. Edit Profile

  22. Edit Profile Pt. 1 Change Password -Enter and confirm new password Change Personal Information -Edit address and phone number

  23. Edit Profile Pt. 2 -Changing Security Questions -Use drop down menus to select three security questions -Enter unique responses to security questions -Be sure to agree to Terms& Conditions -Click ‘Submit’

  24. Deleting Profiles Click ‘Delete Profile’ tab

  25. Deleting Profiles Click ‘Yes’ or ‘No’ to confirm

  26. Other Info… • Registration opens January, 23 2019 • System allows one Primary Administrator (PA) per institution • PA will need to enter other users for their institution

  27. Data Submission • The open data collections will be displayed as tiles under the Collection Data List. No more collection cycles! • There will only one file for each collection (the last file submitted)

  28. Data Submission • This is the only one way to upload. No more FTP . • Click on the upload button to upload a file. • Follow dialogue box to select file and click OPEN.

  29. Data Submission • The file shows a status of Validated. • Click on the Collection Details icon.

  30. Data Submission • Collection Details will show the file details. • Click on COMPLETE to finalize your submission.

  31. Data Submission • Status shows File Has Error. • The tile shows the number of error records. Click on Detail

  32. Data Submission • FILE ERROR DETAIL has two reports. • Table on this page shows you the consolidated (aggregated errors) report. • Click on Export All for excel file.

  33. Data Submission • Error Data Report shows each records error. • Export All will put all the details in an Excel file. • Report shows the reason for the error.

  34. Data Submission • If using Excel (recommended) format all cells to text. • This is the same process used for the National Student Clearinghouse (NSC) files. • Select all and right-click on a column header. • Select Format Cells. • Select Text and click OK. • Make sure your data such as IBHEFICEID, ZipCode and any field with leading zeroes is already in text. Many problems were caused by losing the leading zeroes.

  35. Data Submission • The file will be checked for the validation that are in the data dictionary. • Data Dictionary located at https://www.ibhe.org/iheis.html • UniqueID required to be in the Career Outcomes Tool. • Ethnicity and Race Categories: Report them to IHEIS as you are required to collect by the U.S. Dept. of Education. • Two-part question • Ethnicity: Hispanic or Not Hispanic • 5 – Race categories • CitizenStatus NR used for Non-Resident Alien Race/ethnicity coding. • HSGPA only required for EnrollmentEntryType = '1' (First-time Undergraduate) • EnrollmentFulltime uses >=12 credits for FT Undergrads and >=9 for FT Graduates. Must be CreditHoursAttempted.

  36. Data Submission • ProgramMajorCIP1 must match current approved programs in program inventory for the enrollment term. If EnrollmentProgramLevel="0" CIP must be 00.0000 • InstitutionCodeLastTransfer is required for required for EnrollmentEntryType="2“ (New Transfers) • Codes are 6digits, with leading zeroes. • Crosswalk https://www.ibhe.org/assets/files/IPEDS_OPE_2014.xlsx

  37. Technical Questions • Technical Questions may be put by IBHE in this area.

  38. Data Quality Dashboard • Data Quality Dashboard is not available for Fall Enrollment • Will be available sometime in March.

  39. Data Quality Dashboard • Each Audit is a Comparison of data from this year to last. • The audits are going to be basic numbers by demographics, and the Validation Reports I had sent that replicate FES II.

  40. Data Quality Dashboard • Each Audit is a Comparison of data from the current year’s submission to last. • The audits are going to be basic numbers by demographics, and the Validation Reports I had sent that replicate FES II. • For example: 200 female enrollments last year; 500 female enrollments this year. A delta of (300) 250%. Parameter is set at 25%. This is out of parameter so it is marked as a potential error. • Approval of error or data file correction is required (Just like IPEDS)

  41. Thank You IHEIS Team David Smalley Corey Hankins Dr. Eric Lichtenberger

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