Summit
Data Collection & Reporting…
Under a Semester System
May 7, 2010
Data Collection & Reporting…
Under a Semester System
Agenda
2
Data Collection
Steve Brown
Statewide and Federal Reporting
Sandra Kinney
Applications
Suzzette Moore
Questions and Answers
All
Data Collection Changes
New Term Code Structure
•
•
3
Old format is yyyy## where yyyy is fiscal year and
## is sequential number for term number:
01 = Summer term
02 = Fall term
03 = Winter term
04 = Spring Term
New format is yyyy## where yyyy is fiscal year
and ## is sequential term number:
12 = Fall term
14 = Spring term
16 = Summer term
Data Collection Changes
New Term Code Structure
Fiscal Year
2011
2011
2011
2011
2012
2012
2012
2012
4
Term Code
201101
201102
201103
201104
201201
201212
201214
201216
Term Description
Summer Quarter 2010
Fall Quarter 2010
Winter Quarter 2011
Spring Quarter 2011
SEMESTER
Summer Transition Quarter 2011
Fall Semester 2011
Spring Semester 2012
Summer Semester 2012
Data Collection Changes
New Term Code Structure
• 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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Data Collection Changes
New Term Code Structure
• 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
6
Data Collection Changes
New Term Code Structure
• 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
7
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
How it works: select a student ID and their major
John Doe (999999999): Accounting Diploma
The report will
show
student’s
progress in
the quarter
system:
Area
Old Quarter
Subject &
Course
Number
Gen Core
EMP 1000
Gen Core
Old Quarter
Course Title
Hrs
Grade
Interpersonal Relations…
5
A
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 ...
... AND student’s
progress in
the semester
system:
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Area
New Semester
Subject &
Course
Number
New Semester
Course Title
Hrs
Met
Requirement
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 ...
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 Changes
Quarter 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
11
Data Collection Changes
Quarter Hour Conversions
• 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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Data Collection Changes
Quarter Hour Conversions
• 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 noncomparison reports will be in semester hours
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Data Collection Changes
Quarter Hour Conversions
Albany Technical College
Albany Technical College
Total Credit Enrollment by Course Campus
Spring quarter 2010
Total Credit Enrollment by Course Campus
Spring quarter 2010
.
.
Quarter / 15
Semester / 15 (.6667)
Total
Enrollment
Total
Credit Hours
Total
FTE
Total
Enrollment
Total
Credit Hours
Total
FTE
4,053
50,766.0
3,384
4,053
33,845.69
2,256
ANNUAL / 45
5,030
14
132,727
ANNUAL / 30
2,949
5,030
88,489.09
2,949
BANNER Faculty Credentials
• New curriculum course competencies will be crosswalked 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
17
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.)
18
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
20
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
23
Curriculum Database
• New Major Codes for All Programs
TCC:
Diploma:
Degree:
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Major Code ends in 1
Major Codes end in 2 or 4
Major Codes end in 3
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:
–
–
–
–
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Data Elements Manual
Data Policies
Glossary of Data Terms
Instructional Documents
Areas Not Affected By Q2S
• Georgia Fatherhood Application
• Adult Education GALIS Application
• GED PASSPORT Application
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Questions?
Data Center Helpdesk
datacenter@tcsg.edu
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