New Data Reporters Training 2019-20 September 17 , 2019

1. New Data Reporters Training2019-20September 17, 2019

2. Overview Session will cover: • Review Data Reporting Requirements and CCP Portal • Data tips • CCP Program Data

3. Data Reporting Requirements All CCP Data Reporters need an account to access the CCP Portal. Email request to HEI_Data_Team@highered.ohio.gov with name, email address, role System will send an email to set up a password. User Name is your full email address. Resetting passwords is self-service.

4. Data Reporting Requirements Student Data File and Alternate Funding Files are due after the 15th day of each term for funding purposes. Student Data File with course outcomes included is due after competition of term.

5. Data Reporting Requirements College Readiness Assessment, Demographics files, and Compliance Survey are annual and due at the end of the academic year (AY). Report on all students enrolled during the Academic Year.

6. Submission Windows

7. Data Definitions The website has the most up-to-date documentation. www.ohiohighered.org/content/college_credit_plus_ccp_data

8. Data Reporting Portalhttps://ccp.ohiohighered.org

9. Data Reporting On the homepage, you will see the ‘Welcome Message’ which will have important data reminders, announcements, etc.

10. Review and Download the Templates The file Templates are available for download so you can see the variable names in the order that they need to be submitted. You can use these templates as your header row and fill in your data starting in row 2.

11. Download the Templates

12. Fill and Save the Templates

13. Upload the File Check that your Institution name is displayed correctly Select the year, term, and type of file you are uploading – either student or alternative funding Campus code will populate automatically Select “choose file” to browse to your directory to find the file to upload. Select “Upload”

14. Upload the File • If no errors are found, the file will load successfully and you will receive an email. • Look at summary message after a file upload to make sure it matches your intention • XX rows added, updated, deleted…

15. Upload the File • If there are errors, the column and issue will be described • Select “resubmit” once the corrections are made to re-upload. • Error Messages include the row or rows with the issue

16. Common Errors and Fixes • Formatting Errors • SSID must be 2 Uppercase alpha characters and 7 numeric characters OR 3 Uppercase alpha characters and 6 numeric characters • Roster Date must be in MMDDYYYY format • Start Date must be in MMDDYYYY format • District IRN Code must be 6 numeric characters • Credit Hours must in 9999 numeric format

17. Common Errors and Fixes • Correct Formatting When Creating the files: • Create a custom format: • On the Home tab, in the Number group, click the dialog box launcher   next to Number. • Enter the desired length – for example, credit hours are 4 characters so enter 0000; dates are 8so enter 00000000

18. Common Errors and Fixes • Correct Formatting When Creating the files: • In excel, to enter the correct format with a leading zero, start with an  apostrophe. For example, enter ‘0300 into the cell. • Make sure implied decimal is in the correct position • This is especially important with credit hours because entering 0003 will get funded for .03 credit hours, not 3. • GPA also important

19. Common Errors and Fixes • Fixing Formatting • To review and edit if there are more errors, open .CSV file in notepad, word pad, or ultra edit (or another text editor) • Go to download folder, right click, and choose ”Open with”…

20. Common Errors and Fixes • Fixing Formatting • To open the file in excel and maintain the formatting and leading zeros, do not just double click and open in excel • Use data import option:

21. Common Errors and Fixes • File Format Incorrect • Download, then open .CSV file in notepad, word pad, or ultra edit (or another text editor), or import into excel • Check for blank rows or trailing spaces. If found, delete and save as .csv and re-submit. • Also check against the template to ensure all fields are included.

22. Common Errors and Fixes • Ultra Edit, Notepad ++ (and other text editors) also have a row counter displayed to assist you in finding the rows with the errors • This is also useful in finding duplicates in the issue is multiple key fields found

23. Common Errors and Fixes • Other Data Issues • Year-Long Courses • Submit with the year/term that the course ENDS • For example, a course that starts in August and ends in May should be submitted after the 15th day of the Autumn Term but with the year/term of Spring 2017. • The course start and end dates within the file should reflect that actual dates • Only report once! Do not split the course dates by term and report in both terms. This would result in getting funded for 6 credit hours for a 3 credit hour class, for example.

24. Common Errors and Fixes • Other Data Issues • No need to “fill” fields • Do Not use Tab delimiters within the fields

25. Common Errors and Fixes • Other Data Issues • Any emails from ODHE that contain PII will be sent securely with ZixSelect (add-in to outlook) or via the HEI File Exchange (HEI FX). • Passwords to the CCP Portal and other ODHE applications need to be re-set every 90 days. • The password re-set email is system generated and may get blocked by SPAM or other security filters • If that happens, you can re-set at anytime by clicking on the ‘forgot your password” link in the application.

26. Using the Key Fields and Delete Switch • The columns at the start of each data field list that are marked with “key” in the name are critical to how these data files will be processed when submitted. • In combination with the Delete Switch, the Keys determine if a data row is a new student enrollment/funding detail row, a row to be updated, or a row to be deleted.

27. Using the Key Fields and Delete Switch • Adding a new row - • Key values on that row do not match the Key values for any existing, previously submitted row of the same type and the Delete Switch is N • Updating a row - • Key values on that row do have a match to the Key Values for an existing, previously submitted row of the same file type and the Delete Switch is N, then the row will be updated to match the non-key values on the newly submitted row

28. Using the Key Fields and Delete Switch • Deleting a row - • Key values on that row domatch the Key values for any existing, previously submitted row of the same type and the Delete Switch is Y, then the record will be deleted and will no longer be included in any funding calculation.

29. Using the Key Fields and Delete Switch • Matching Rows to Update or Delete • Pay special attention to ‘section id’ field • If it’s submitted originally as 03 then resubmitted to delete or update as 3, the system sees that as a new entry and the row will be ADDED

30. Review Data Successfully Submitted

31. File Processing • Files will be processed in the order that they are submitted. • Each submission of a data set does not have to include all enrollments/funding details; the files will be combined based on their content. • Best Practice – only update the rows that need changes. DO NOT re-submit the entire student data file. This re-opens the 45-day window for ODDEX. • If only one student needs to be updated or removed from the previously reported enrollment for a course, then a file may be submitted with only that single student (and header row) included.

32. Submission Windows

33. Compliance Survey The Compliance Survey is a tab on the portal

34. For More Information Program Information: www.ohiohighered.org/ccp Data Definitions and File Layout Information: www.ohiohighered.org/content/college_credit_plus_ccp_data_payment

35. Student Eligibility • Students must be remediation-free in accordance to one of the assessments in the Uniform Statewide Standards for Remediation-Free Status document • Also eligible if: • If a student scores within one standard error of measurement (SEM)below the remediation-free threshold and the student has a 3.0 GPA, the student is eligible to participate OR • If a student scores within one SEM below the remediation-free threshold and the student receives a recommendation from a school counselor, principal or career-technical program advisor, the student is eligible to participate

37. Assessments • Requires institution of higher education to pay for one assessment to determine student eligibility • Do not have to re-assess if a student already has a score on one of the assessments in the Uniform Statewide Standards for Remediation-Free Status • ACT, SAT, Accuplacer (classic or next gen), ALEKS, Maplesoft, PlaceU

38. Course Eligibility • New Administrative Rule – OAC 3333-1-65.12 • Effective – February 15, 2018 • Implementation – Summer Term 2018 ORC 3365.06

39. Course Eligibility • “First 15” Credit Hours • Must be in the “allowable course” Level I categories • After the First 15 • Any course in Level II Ohio Administrative Code 3333-1-65.12

40. Course Eligibility

41. Course Eligibility • Exceptions: • Student “tests into” Level II course • Student takes Level I course and wants to continue in same subject area • AP “hours” earned can count toward the First 15

42. Course Eligibility

43. Course Eligibility • Exceptions - Non-allowable Courses • If Chancellor approves for students pursuing certificate or degree • Remedial and sectarian courses NEVER permitted • Unsure if sectarian? Contact us! • “indoctrinate” or “inculcate”

44. College Responsibilities • Identify and post Level I courses prominently on website • Advise students of Level I options during mandatory advising meetings • Register students in appropriate level courses • Send pre-term notice – 14 days prior to semester start to secondary schools (and students and parents) • Partner with secondary school to ensure appropriate registration • Be aware of audit information • Review entire rule for all details

45. Secondary School Responsibilities • Review Level I courses on colleges’ websites • Advise students of Level I options during information sessions and counseling sessions • Review all pre-term notices from all colleges to ensure student is enrolled in appropriate Level courses • Inform student/parent of registration issues – drop or self-pay if not in correct Level (or non-allowable) courses • Partner with college/university to ensure appropriate registration • Review entire rule for all details

46. Underperforming Students • New Administrative Rule OAC 3333-1-65.13 • Effective – February 15, 2018 • Implementation – Summer Term 2018 ORC 3365.06

47. Underperforming Students Academic Probation:

48. Underperforming Students Academic Dismissal:

49. Underperforming Students Academic Dismissal - Appeals:

50. College Responsibilities • Review student grades according to institution’s policies • This rule does NOT supersede, alter, or affect institution's policies for probation or dismissal • Send grade reports immediately after term ends to secondary schools • Partner with secondary schools to ensure appropriate registration in next term • Assist student with dropping courses as required by status • Include information about this rule in orientations, communications with students/families, advising • Review entire rule for details