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TCSG High School Initiatives ~ September 3, 2008

HIGH SCHOOL INTIATIVES MEETING AGENDA September 3 rd & 4 th , 2008. Wednesday (9.3.08) 1:30-3:30 Webinar Etiquette - Andy Parsons Welcome – Jenny Williams Value of Data – Jenny Williams Report & Track High School Data - Andy Parsons & Catherine Zomberg, TCSG Data Center

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TCSG High School Initiatives ~ September 3, 2008

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  1. HIGH SCHOOL INTIATIVES MEETING AGENDA September 3rd & 4th, 2008 • Wednesday (9.3.08) • 1:30-3:30 • Webinar Etiquette- Andy Parsons • Welcome– Jenny Williams • Value of Data– Jenny Williams • Report & Track High School Data - Andy Parsons & Catherine Zomberg, TCSG Data Center • Closing – Jenny Williams • Thursday (9.4.08) • 1:30-3:30 • Welcome - Jenny Williams • TCSG High School Initiatives • Dual Faculty Orientation - Bill Tillman & Brooke Hamrick, Valdosta Tech • Closing – Jenny Williams TCSG High School Initiatives ~ September 3, 2008

  2. How do I ... . . . Report & Track High School Data • Learn About the Data Center • Understand the Data Collection Process • Access & Use the KMS Website • Enter High School Data in Banner • View High School Reports on KMS Data Center ~ September 3, 2008

  3. How do I ... Report & Track High School Data  Learn About the Data Center • The Data Center is part of the TCSG Data Planning & Research department. It is responsible for the collection and reporting of data in support of the agency: • Works with our local colleges and outside agencies to form data sharing collaborations • Provides guidance on data related issues • Facilitates information sharing and decision-making throughout TCSG • Provides the data for state and federal reporting requirements, such as IPEDS, OSA, TCSG Performance Benchmarks, NRS, COE, PPB, and CAR/Perkins. • Our staff includes a Director, 2 database programmers, 2 web developers, and 4 analysts. Data Center ~ September 3, 2008

  4. How do I ... Report & Track High School Data  Understand the Data Collection Process • The Data Center collects data from the 33 technical colleges and 4 USG colleges with technical divisions. • TCSG colleges: enrollment is automatically collected daily from your local Banner system over the state network • USG colleges: enrollment is submitted quarterly through a file upload • Types of data collected from each college include: Campus, Program (major), Student Demographics (race, gender, education level, date of birth, etc.), Classes, Credit Hours, Grades, Graduation and Placement (employment status). • The Data Elements Manual shows for each data element we collect, where in Banner that information is entered: • https://kms.dtae.org/portal/Publications/DataElementsManual.doc Data Center ~ September 3, 2008

  5. How do I ... Report & Track High School Data  Understand the Data Collection Process • Each quarter begins a differentdata collection period for enrollment (graduate and placement data is collected throughout the year). • For example, in FY 2009: • Collection beginsCollection ends • Summer Quarter Jul 22, 2008 Sep 30, 2008 • Fall Quarter Oct 16, 2008 Jan 6, 2009 • Winter Quarter Jan 22, 2009 Mar 31, 2009 • Spring Quarter Apr 21, 2009 Jun 25, 2009 • We update student information daily based on any changes made in Banner during each quarter’s data collection period. After the quarter ends, changes in Banner (outside of graduates and placement) will NOT be reflected in the TCSG central database. • For example, if a High School student was incorrectly coded Dual instead of Joint for Summer Quarter in FY 2009, the correction must be made before 09/30/08 for the Dual and Joint totals to be correct on Data Center reports. Data Center ~ September 3, 2008

  6. How do I ... Report & Track High School Data  Access & Use the KMS Website • The KMS (Knowledge Management System) website is the Data Center hub for all data related documentation, training, and technical support: • https://kms.dtae.org • Sections of KMS: • Home: Quick links, Scorecard, Web Applications • Reporting: over 120 reports each college can access to view the data they submitted to the Data Center • Resources: Data Elements Manual, Data Policies, Banner Codes, Instructional Documents, and Reporting Deadlines • Info Services: IPEDS, GACollege411, Other documents by the Research unit • Contacts (links along the top of each page): Data Center helpdesk email, Data Center contacts, MIS contacts at each college Data Center ~ September 3, 2008

  7. How do I ... Report & Track High School Data  Access & Use the KMS Website • Many of the pages on KMS are available without a password. • Each college has different levels of passwords to access additional information on KMS: • Level 1: access to all summary reports, but no individual student data • Level 2: access to all summary and most student-level reports • The logon information is managed at each college by one or two security contacts appointed by the college president. To view any reports with student information on KMS, you will need to request a Level 2 KMS logon from your college’s security contact. • You can find your college’s security contact on KMS, in the “MIS contacts” link at the very top of each page on the website: • https://kms.dtae.org/portal/MISContactsListing.aspx?tabid=20 Data Center ~ September 3, 2008

  8. How do I ... Report & Track High School Data  Enter High School Data in Banner • A currently enrolled high school student who is enrolled in a technical college or technical division is entered in Banner Form SGASTDN, field Student type = "H" (High School). • Each high school student must be also coded with Student Plan “Dual” or “Joint” (or both) each quarter, in Banner form SGASTDN, field Activity Code. • Dual Enrolled (code DUAL): a high school student taking postsecondary courses for both high school and postsecondary credit. • Joint Enrolled (code JOINT): a high school student taking postsecondary courses for postsecondary credit only. Note: Once a student is no longer in high school, for their first term enrolled in a technical college as a non-high school student, their Student Type code should change from an H (High School) to a B (Beginning Student). Data Center ~ September 3, 2008

  9. How do I ... Report & Track High School Data  Enter High School Data in Banner The high school the student attended is entered in Banner form SOAHSCH, field High School. The six-digit code is linked to the high school name through the Banner Validation Table STVSBGI. Valid HS codes are also displayed on the KMS “Resources” page in the Banner Codes box. High School Diploma Type is entered in Banner form SOAHSCH, field Diploma. This two-digit diploma code links to the diploma type in the Banner validation table STVDPLM. High School Graduation Date is entered in Banner form SOAHSCH, field Grad Date. This data can be submitted while the student is still in high school by entering a future "expected" graduation date. This date can be adjusted as necessary once the student actually graduates. Data Center ~ September 3, 2008

  10. How do I ... Report & Track High School Data  Enter High School Data in Banner • Articulated Credit: • Colleges must use a standard method of entering high school articulated credit into the Banner system. • The articulated credit will be collected through the MIS data collection process and reports will be made available through KMS. • Articulated credit reports will be used by both the TCSG System Office and colleges. • Articulated credit will be awarded and tracked based on rules outlined in State Board Policy IV.J. Articulation and Transfer. • State Board Policy & Procedure Manual: http://intranet.dtae.org/dtaepolicy/index.html Data Center ~ September 3, 2008

  11. How do I ... Report & Track High School Data  Enter High School Data in Banner The following steps are required to correctly enter high school articulated credit into the Banner system. Step 1: The Grading Mode Validation form (STVGMOD) must include a record for Articulated Credit. The code must be “A”. Data Center ~ September 3, 2008

  12. How do I ... Report & Track High School Data  Enter High School Data in Banner Step 2: The Grade Code Maintenance form (SHAGRDE) must include a record for Articulated Credit. The Grade Code must be “AC”. Even if you do already have an AC record, please add a record for 200902. The Quality Points should be .000, the fields for Earned, Traditional Ind, Web Ind, and Repeat Ind should be “checked”. The Numeric Value should be 70. You must also add a Valid Grading Mode of “A – Articulated Credit”. Data Center ~ September 3, 2008

  13. How do I ... Report & Track High School Data  Enter High School Data in Banner Step 3: Articulated Credit is entered on the Transfer Course Information form (SHATRNS). You will first enter the Student ID, Transfer Institution Number (Start with 1), Attendance Period Number (Start with 1). In the “Transfer Institution” block, the Institution field should identify the high school that the transcript is from. The Transcript Receipt Date should be the date that you received the transcript. “Check” Official since credit should only be awarded from an official transcript. In the “Transfer Attendance Period” block, you must enter the Attendance Period but there are no standards for this. We propose entering the approximate amount of time that the student attended the high school. The Acceptance Date should be the date that you award the credit. The Effective Term should be inline with the Acceptance Date. The Term Type will typically be Semester. The Apply to Level field should be “50”. The other fields in this section are optional. After saving the record, go to the Next Block (Transfer Course Detail). Data Center ~ September 3, 2008

  14. How do I ... Report & Track High School Data  Enter High School Data in Banner Step 3 (Continued) Data Center ~ September 3, 2008

  15. How do I ... Report & Track High School Data  Enter High School Data in Banner Step 3 (Continued) In the “Transfer Course Detail” section, enter the Sequence Number (start with 1). Enter the Subject, Course Number, Hours, Grade, and Title as they appear on the transcript. In the “Equivalent Course Detail” block, you are going to enter the “college” course for which you are giving the student credit for. Enter the Sequence Number (start with 1), Level and Term will auto-populate from previous page, Subject, Course, and Hours. The Grade should be “AC” and Grading Mode should be “A”. Data Center ~ September 3, 2008

  16. How do I ... Report & Track High School Data  View High School Reports on KMS Click on the “Reporting” page. Reports are categorized as follows: • Statewide – system totals by college; no student data • College Level – student data at your college; does not include any data at other colleges Within these 2 main categories, reports are stored in boxes by topic. Click on a report and the dialogue box on the right will show you: • Report # (eg DC104) – refer to this number when emailing us a question about a report • Title & Description • Source - BANNER, MIS or DW (data warehouse) • Access – Level 1 (for summaries) or Level 2 (for student data) • Parameters – Select the term or year • Click RUN REPORT to view the report Data Center ~ September 3, 2008

  17. How do I ... Report & Track High School Data  View High School Reports on KMS Student Level Reports for your college can be viewed on KMS with a Level 2 logon. After you enter or change data in Banner, when the results appear on KMS depends on the report source, for example: • Report • SourceData updated in BannerView Results on KMS • BANNER Monday Monday immediately • MIS Monday Tuesday 1 day later • Data Warehouse (DW) Monday Wednesday 2 days later Data Center ~ September 3, 2008

  18. How do I ... Report & Track High School Data  View High School Reports on KMS • When viewing a report: • The report # (such as DC104) is along the header. A description of the specific student population shown usually appears at the top of the report. • In some reports, you can drilldown to details behind each record by double-clicking on that record (such as a student name to view that student’s courses). There is often a highlighted link on the first page that will display the detail for all records in one report. • To print, use the printer icon along the light blue Business Objects toolbar. Using the printer icon in Internet Explorer, or the File/Print menu, will result in poor formatting or blank pages. • Reports can be exported to PDF, Excel, or Word by using the far left-hand icon also on the Business Objects toolbar. The “Excel data only” is the best export option for further analysis. Data Center ~ September 3, 2008

  19. How do I ... Report & Track High School Data  View High School Reports on KMS The TCSG Scorecard (under Quick Links on KMS homepage) includes total High School, Dual and Joint enrollment. With a Level 2 logon, you can track the quarterly progress toward your college’s annual benchmark for this measure. • KMS reports that include only High School students: • College Level / Enrollment / Selected Populations: • DC104 High School Students by Home Campus • DC204 High School Students by Home Campus & Program • DC162 High School Enrollment and Hours by Home Campus & Program - select to view either DUAL or JOINT when run report • DC201 Age Less Than 16 Years Data Center ~ September 3, 2008

  20. How do I ... Report & Track High School Data  View High School Reports on KMS KMS reports that include other data as well as High School students: • College Level / Enrollment / Selected Populations: • LB203 Articulated Credit by High School • DC131 Student Demographics by Home Campus: Student Type is one of the fields; you can export to Excel and sort to view race, gender, full or part time, and admit type for student type “High School” students. College Level / Analytical / College Summary: • DC181 Campus Snapshot (HS enrollment totals by High School) • DC185 College Snapshot (HS enrollment totals by High School) • Statewide / All Student Enrollment / Credit Enrollment Summaries: • POST300B Enrollment by Student Plan (Total Dual, Joint by College) Data Center ~ September 3, 2008

  21. How do I ... Report & Track High School Data  View High School Reports on KMS A list of all Report Descriptions is available as a link along the top of the KMS Reporting page (for example, this could be used to search for all reports that include “Dual” HS Students): https://kms.dtae.org/portal/reports/ReportDescriptions.html Click CTRL F (for Find) and enter the topic you are searching for (such as “dual”). Reports are organized on this list using the same categories and topics as on the Reporting page. If you have further questions about how data is displayed in a report, please email our helpdesk and include the report # in your email: datacenter@tcsg.edu Data Center ~ September 3, 2008

  22. Questions? Data Center ~ September 3, 2008

  23. Closing Remarks Data Center ~ September 3, 2008

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