Database Review TA Meeting

Transcription

1 Database Review TA Meeting Date: September 26, 2009 Time: 10am 4pm Lcatin: OCHE Library Attendance: Dr. Pradeep Ktamraju, Natinal Research Center fr Career and Technical Educatin Kathy Wilkins, Office f the Cmmissiner f Higher Educatin Jenny Hwie, MSU Billings COT Denise Petersn-Elakvich, MT Tech COT Casey Vanetta, MT Tech Mary Degraw, MSU Infrmatin Systems Sarah Dellw, UM Helena COT Cec Gallagher, UM Missula COT Debie Schmidt, UM Missula COT Deana McNabb, Blackfeet Cmmunity Cllege Wayne Brun, Blackfeet Cmmunity Cllege Purpse: Assure we re meeting the indicatr definitins and that the queries d nt include r exclude students inapprpriately. Text in black belw indicates agenda items r discussin pints. Blue text summarizes the cnversatins. Red, underlined text indicates imprtant tasks r mdificatins. Fr further questins r clarificatins cntact either Pradeep r Kathy. Dr. Pradeep Ktamraju, Natinal Research Center fr Career and Technical Educatin Cell phne: (502) Wrk phne: (502) pradeep.ktamraju@nrccte.rg Kathy Wilkins, Mntana Perkins Accuntability Specialist Wrk phne: Cell phne: kwilkins@mntana.edu

2 Clean data issues Prgram and term files are nt altered the database errrs are fixed in the database and the files are re-run Prgram table We reviewed the imprtance f the prgram table in terms f indicatrs and the funding frmula. Missing prgrams have lead t lsses f up t $90,000 in funding fr sme prgrams. The imprtant fields in the prgram table are the ID, CIP, # f credits and skill assessment type. All queries rely n these pieces f infrmatin t be accurate. CIP cdes Pradeep stated CIP cdes are the DNA f a data system. The infrmatin linked t the CIP feeds all indicatrs, and natinal statistics fr labr such as wrkfrce supply and demand, and ccupatin infrmatin. In Mntana, the fllwing infrmatin are tied t the CIP: Nntraditinal indicatr Career Cluster Career Pathway Mntana Big Sky Pathway High skill indicatr High wage indicatr High demand indicatr MUS cnstructin and health care indicatrs The Perkins database has a field t identify the crrect CIP. We have 401 prgrams in Mntana and 139 f thse use an alternate CIP. The OCHE ffice has develped a prcess t assign CIP cdes at the state level fr every new r revised prgram using the Level 1 r Level 2 BOR apprval frms. Brad Eldredge is nw chsing CIPS fr bth levels. The secnd step is t clean up the existing cdes and we will be wrking n that later this year and early next year. Skill assessment While the intent is mst likely a gd thing, the implementatin has been abysmal. The strategy identified during the September TA WebEx stands. It was als identified as a slutin t this issue and t the stput issue that SSNs and student names be submitted with the student and term files. These fields shuld already be prgrammed int the reprts but are ften trimmed befre placing the files n KNOX. Nw that the system is in place and we can assure cmplete security f this infrmatin, we have realized this infrmatin is necessary fr matches with DOL Unemplyment Insurance Wage Recrds, Federal Emplyment Date

3 Exchange System, Natinal Student Clearinghuse and the MUS Date Warehuse. It is als necessary t prduce lists f student names f students in prgrams identified as having a skill assessment. Thse lists can be given t faculty t recrd assessment results. Fr the security issue, the database is n a Citrix server that requires a user t btain a lgin ID and passwrd. The site is useless withut it. When anyne but the database administratr lgs in, they can nly see and access the grant database. If users were t be able t get t the lcatin f the database, they cannt get t the student level data prtin f the database with their lgin ID. In additin, the student level data is als passwrd prtected. SSNs and names will be given an additinal level f security with a different lcatin and passwrd. Special pps Ecnmically disadvantaged, nntrad, academic are state data determined The cnsistency is f this data is ur gal fr the ther special ppulatin grups. Single parent, displaced hmemaker, disability, limited English (may be data determined in sme lcatins) - Self reprting thrugh student surveys typically Currently 2 r mre lcatins have included the survey questins in their COMPASS testing prcess. The results are available via electrnic reprt, and reach the majrity f students. Implementing these surveys thrugh COMPASS will be discussed in ur Nvember WebEx TA. We will als discuss the wrding f the special ppulatins questins t btain mre accurate results. 1 identifying Perkins prgrams A number f questins came up when discussing the fundatinal queries. These queries include utilizing the mst accurate CIP t pull in all f the apprpriate infrmatin fr the fields listed abve. These queries are used t cull ut the Perkins students frm the GEN ED and transfer degree students. 2 pull term infrmatin int years (calendar r grant) then extract cncentratr r participant infrmatin based n cumulative credit Since the files include semester/quarter infrmatin such as GPA and cumulative credits, the infrmatin needs t be gruped int academic year fr indicatr purpses, and calendar year fr allcatin purpses. These queries d that and extract nly thse Perkins students with mre than 11 credits if they are cncentratrs r any credits fr students wh declare a Perkins prgram fr a participant. 3 indicatr queries Shrt-term prgrams are currently nt being cunted change queries t pull small prgrams int cncentratr and ignre 12 credit limit

4 While there are n prgrams currently belw the 12 credit cncentratr limit, a few schls felt there is the ptential fr numerus prgrams in the green energy field t need shrter term prgrams t supplement many existing degrees. This will mean an adjustment t the queries t assure thse students wh have less than 12 credits are included in the statistics when enrlled in these prgrams. It is imprtant t make sure the number f credits fr these prgrams if crrectly entered in the prgram table. Fr 1P1, 3P1 & 4P1 use previus year data Discussin abut using the mst current data available fr indicatr reprts identified these three indicatrs wuld be using data frm the previus year. Because these indicatrs rely n DOL and NSC data matches fr future timeframes, they cannt use current year data. We did discuss that we must use the mst current infrmatin available fr indicatr planning purpses even if fr sme indicatrs, previus year infrmatin must be used. Kathy will review all reprts t make sure reprts using previus year, nte what previus year data was pulled 2P1, 5P2, 5P1 & use current year data While these indicatrs use current year data, the tw cmpletin indicatrs 2p1 & 5p2 als include stputs which cme frm the previus year. All f the abve then als apply t these tw indicatrs. Fr 3P1 Retentin & Transfer uses an exit chrt and defines leaving as graduating, transfer r stpping ut. Retained students are cncentratrs wh attended in the previus year It was identified in the 3p1 definitin includes students wh are enrlled in the current year and als enrlled in FALL f the previus year. Many prgrams start in the spring and this wuld nt accurately reflect wh we serve. We decided t use whle year data in bth current and previus years. Kathy may need t change the definitin and validate with Marie Buker and Jhn Haigh if the revised definitin is apprpriate and if we need a change in the state plan. We need t separate retentin and transfer reprts fr grantees similar t what the feds are requiring fr subindicatrs fr 3p1. Remve graduates frm previus year Cnsensus was this was accurate Remve thse under 12 credits frm the previus year (even if they becme cncentratrs in the current year) Again, cncensus was this was accurate

5 A stp-ut is defined as a cncentratr enrlled in the previus year in any term, wh did nt graduate in the previus year and wh was nt enrlled in any term in the current year. Again, cncensus was this was accurate Transfer student - a stp-ut wh is fund thrugh the search f the Natinal Student Clearinghuse r MUS Data Warehuse t be attending in fall f the current year. Shuld we take a brader lk? Lk at the full academic year? This lead t the definitin f 3p1 and identified the need t lk fr the whle year fr previus year students. I dn t believe we decided n this issue. Stput issues student wh graduated in 07 takes a curse in 08 mst systems wuld list this student as being in the prgram they graduated in and they wuld shw as a cncentratr. Issue these students wuld be cunted as stp-uts in 09. This may r may nt be a prblem that significantly impacts the indicatr data. T identify if it is significant, Kathy will prvide a list f students wh cmplete in previus year shw up as a participant in the current year t all grant managers. We can develp a strategy based n the results f that infrmatin. Previus degree prgrams are nt changed when a student cmes back fr a new degree prgram r t finish a different prgram. Mary Degraw frm the MSU data systems department identified students cming back int the system are changed t general studies r a different prgram based n a questin asked during registratin. It was als identified many students misunderstanding the questin culd put dwn their degree prgram as the ne they just graduated in. UM schls d nt have this kind f trigger in their system. The abve reprt shuld identify the scpe f the issue. Schls will reprt sme students as stp-ut if they mve frm a Perkins prgram t an AS r AA prgram. We currently cnsider them a stp-ut. It was identified that these students wuld cunt as transfer students in 3p1. Because f this, the remainder f the numeratr wuld be students wh leave and did nt transfer r wh were nt retained shuld be the same as the stputs/leavers fr 2p1. Student and term files can identify student wh drp ut f a CTE prgram institutin files cannt This is anther reasn fr Kathy t get all ssns and names fr nn-cte stputs as well as skill assessment student lists fr 1p1. This will mean stputs will be identified by OCHE and grantees will n lnger have t submit

6 this infrmatin as lng as the SSNs and names are submitted with the student and term files. Deaths and students n a religius missin Kathy will need t figure ut a way fr these students t be excluded frm the indicatr data.