Summit Data Collection & Reporting… Under a Semester System May 7, 2010

Summit

Data Collection & Reporting… Under a Semester System

May 7, 2010

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Data Collection & Reporting… Under a Semester System

Agenda

Data Collection Steve Brown

Statewide and Federal Reporting Sandra Kinney

Applications Suzzette Moore

Questions and Answers All

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Data Collection ChangesNew Term Code Structure

• Old format is yyyy## where yyyy is fiscal year and ## is sequential number for term number:

01 = Summer term02 = Fall term03 = Winter term04 = Spring Term

• New format is yyyy## where yyyy is fiscal year and ## is sequential term number:

12 = Fall term14 = Spring term16 = Summer term

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Fiscal Year Term Code Term Description2011 201101 Summer Quarter 20102011 201102 Fall Quarter 20102011 201103 Winter Quarter 20112011 201104 Spring Quarter 2011

SEMESTER2012 201201 Summer Transition Quarter 20112012 201212 Fall Semester 20112012 201214 Spring Semester 20122012 201216 Summer Semester 2012

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• The 6th digit of the Term Code is still sequential

• The 6th digit remains 2 for Fall and 4 for Spring

• The Summer 6th digit becomes 6 which will create a quarter-to-quarter comparison problem during the transition year for Summer but other years will require no special coding

• The 5th digit is changed to ‘1’ for Semesters… which makes these Term Codes easily distinguishable from Quarter Term Codes… i.e. 02, 03, 04 vs. 12, 14, 16

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• Programmers can use the 5th digit to signify a semester versus a quarter term and can apply the correct Full Time Equivalent (FTE) formula to that term, or apply other logic that may be semester/quarter specific

• The majority of scripts look at one term or one fiscal year

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• The few scripts that compare year-to-year data, will work well also since the first 4 digits are still the fiscal year

• The few scripts that compare quarter-to-quarter (i.e. 7 Day Summer 2011 versus Summer 2010), will need adjustments

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Student Advising Report• The Data Center - along with Academic Affairs and Student Affairs

– is developing an Advising Report that will help with student advising until the DegreeWorks system can be fully implemented

• The Advising report will combine data from:

– the new Semester Curriculum Database– the old Quarter Curriculum– Major Code and Course Crosswalks– a student’s academic history from Banner

• The report will show a student’s progress toward a credential based on their current quarter curriculum and also the new semester curriculum

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Student Advising Report

The report will show student’s progress in the quarter system:

... AND student’s progress in the semester system:

Area

Old Quarter Subject & Course Number

Old QuarterCourse Title Hrs Grade

Gen Core EMP 1000 Interpersonal Relations… 5 A

Gen Core ENG 1010 Fundamentals of English I 5 A

Gen Core ENG 1012 Fundamentals of English II 5

Gen Core MAT 1011 Business Mathematics 5 B

Occup ACC 1101 5 B

Occup ACC 1102 5

ETC ...

Area

New SemesterSubject &

Course Number

New Semester Course Title Hrs

Met Require-

ment

Gen Core EMPL 1000 Interpersonal Relations… 3 X

Gen Core ENGL 1010 Fundamentals of English I 3 X

Gen Core ENGL 1012 Fundamentals of English II 3

Gen Core MATH 1011 Business Mathematics 3 X

Occup ACCT xxxx Accounting xxxx 3 X

Occup ACCT xxxx Accounting xxxx 3

ETC ...

How it works: select a student ID and their majorJohn Doe (999999999): Accounting Diploma

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Student Advising Report• Additional courses that a student has in the academic history that

are not part of the quarter or semester curriculum will be listed at the bottom of the report

• This report will be most useful for colleges that follow the quarter program standards

• Different report delivery method options are being considered:

Knowledge Management System (KMS), the college Intranet, PDF, etc.

• Timeline:– May 2010: Development and testing – June 2010: Pilot and more testing with a couple of colleges– July 2010: full implementation for all colleges

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Data Collection ChangesQuarter Hour Conversions

• Full Time is still 12 or more hours

• New FTE Calculation– Annual FTE = Total Credit Hours / 30– Semester FTE = Total Credit Hours / 15

• For comparison reports where previous quarter terms are included, quarter hours will be converted to semester and then FTE calculated

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• All reports that compare a previous quarter hour term/year to a semester term/year will be converted to semester hours

• Conversion calculation is SEMESTER HOURS = QUARTER HOURS * .6667

(Round to two decimals)

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• Quarter hour term/year comparison to quarter hour term/year comparison reports will remain in quarter hours

• Historical non-comparison quarter hour reports will remain quarter hours

• Beginning with the 2012 fall term all non-comparison reports will be in semester hours

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Albany Technical College Total Credit Enrollment by Course CampusSpring quarter 2010

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Total Total TotalEnrollment Credit Hours FTE 4,053 50,766.0 3,384

5,030 132,727 2,949

Albany Technical College Total Credit Enrollment by Course CampusSpring quarter 2010

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Total Total TotalEnrollment Credit Hours FTE 4,053 33,845.69 2,256

5,030 88,489.09 2,949

ANNUAL / 45 ANNUAL / 30

Quarter / 15 Semester / 15 (.6667)

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BANNER Faculty Credentials

• New curriculum course competencies will be cross-walked and loaded to existing courses

• Justifications must be verified by the College because the competencies may be different in the new curriculum

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Semester Collection Deadlines

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Statewide and Federal Reporting

• IPEDS – Schools must indicate on the Institutional Characteristics survey in the fall collection period that they are on a semester calendar system

• Graduation rates for IPEDS, Southern Region Education Board, and the Governor’s Office of Student Achievement are currently under review

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Application Changes

• Workforce Investment Act (WIA)– Program Data collected during Spring 2011 will be

published on Department of Labor’s(DOL) Eligible Provider List during FY 2012

– Program data should therefore reflect semester information

– Most of the information currently collected through the online survey can be reported from the curriculum database (program description, length, cost, etc.)

– Each college will complete a much simpler WIA survey, identifying eligible programs and college specific admissions information (contact information, application fees, etc.)

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Application Changes• Georgia Virtual Technical College (GVTC)

– Process to update courses will remain the same

– Once Banner has been updated with Semester version of courses, GVTC will pull courses from Banner

– The Point of Contacts (POC) will select the courses to be offered online through GVTC for the term

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Application Changes

• Program Offerings Application (POA)

– Process to update programs will remain the same

– POA will be updated with the Semester version of programs

– The Student Affairs staff will check the programs that are to be taught completely online

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Application Changes

• New Program Request (NPR) & Terminations Application

– The next major curriculum development effort is to integrate NPR and Approved Programs Application with the new curriculum database application

– Termination of the quarter version of programs will be handled outside the normal error report process

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Curriculum Database(CDb)

• New database to manage curriculum designed specifically for semester conversion

• The new database application replaces the previous static HTML Standards and Guides

• Approved curriculum will be available to agency personnel via the Internet

• The database provides for easier management and export of data

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Curriculum Database• Currently course and program data is available in PDF

• Other export formats to be implemented are Excel and Rich Text

• Data Center is working with the Banner Support team to export and upload new curriculum to each college Banner system to save extensive data entry

• All TCSG standard program major codes are new for semester programs

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• New Major Codes for All Programs

TCC: Major Code ends in 1Diploma: Major Codes end in 2 or 4Degree: Major Codes end in 3

Curriculum Database

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Financial Aid

• HOPE Applications have been reviewed and necessary updates for semester conversion will be implemented. Applications include:– GSFAPPS Process – Non-standard Programs of Study (POS)– HOPE Scholarship Tier Tracking – HOPE Scholarship Three Term Checkpoint– HOPE Scholarship End of Spring Checkpoint – HOPE Invoicing

• Further information concerning Q2S Financial Aid changes will be relayed either in Staff Development training (June 2010) or Peer Group meeting (July 2010).

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Knowledge Management System (KMS)

• The following resources and documentation will be revised to provide verbiage relative to semesters rather than quarters:

– Data Elements Manual– Data Policies– Glossary of Data Terms– Instructional Documents

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Areas Not Affected By Q2S

• Georgia Fatherhood Application

• Adult Education GALIS Application

• GED PASSPORT Application

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Questions?

Data Center [email protected]