IRC Meeting Notes – October 8 & 9, 2014
Oct. 8, 2014
AQIP Block
Agenda Item
Discussion/Information
Legislative
Update – Nancy
Merrill
Goals is to finish the state budget by June 2015 for 2 year
budget. June 2015-June 2017 (handout).
See The Technical College Effect on Economic Expansion
handout
1st area: Performance-based funding
 WTCS President’s proposed 30% of state aid be
capped for performance funding.
 The property tax relief funding will NOT be included
in this performance funding.
nd
2 area: Dual enrollment/credit
 HLC requiring that anyone teaching a class in dual
enrollment must have the same degree as required
by the college.
3rd area: Additional outreach dollars.
4th area: Fostering entrepreneurship – grants for faculty &
students
Photo ID for voters:
Our students can use college ID for photo ID verification that
is now required as of November 4th election.
ID must have date, an expired date, photo, name and a
signature. They also need to have something showing they
are currently enrolled.
Technical Excellence scholarship:
Cost could be 3 million to us – could be a costly
program for our colleges due to matching funds.
Update on AQIP
pathway– Eric
Martin/Dean
Dube
June 2014 8-year cycle – all 186 institutions transition maps
went out this summer.
Using same transition maps to update the HLC website.
Still working on the AQIP website for HLC. Guides, etc. will
continue to be uploaded.
Comprehensive Quality Review (CQR) (replaces check-up
visit). No check-up visits for 2014-2015. CQR next year for
those colleges due re-affirmation 2015-2016. Need to
develop templates & examples for CQR reviewers. 3, 5, and 7
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Action Items
Agenda Item
Discussion/Information
reviewers will do the visits. Mostly 3 reviewers for AQIP
institutions. Possibly more for multiple campus colleges.
Heavy emphasis on quality work happening.
1st 6-category portfolios being submitted in November 2014.
Training 100 Systems Appraisers for AQIP (300 total of all
pathways) last week. –Training was in Chicago – face-to-face
Fox Valley (Patti Frohib) – has portfolio submitting in
November 2014:
 6 categories much better. Less redundancy.
 Repeat core components
 Patti did do an informal transition map from the 9 to
the 6 categories
 Coaching will need to happen between peer
reviewers of portfolios and the colleges on the new
maturity scale. Need more language and training –
guidance. Does connect with Baldridge.
 Federal Compliance – time required during check-up
visits for federal compliance was a concern.
 Doing Federal Compliance reviews prior to reviews
thru panels. The peer reviewers would have that
report on federal compliance and only work with
colleges on any questions/concerns. Pilots worked
well and HLC will move forward with this. Need
people for these federal compliance panels.
 Strategy Forum – new curriculum at Chicago-based
forums over the last year. There is also a new
curriculum for 1st time AQIP pathway institutions. This
November (11/2014) will be 4 pilot institution-based
strategy forums. 2 institutions this fall and 2 in the
spring.
o Opportunity from what learned from checkup visit and re-affirmation to analyze during
forum (for the year 1 or 2 strategy forums)
 AQIP Action Projects: new set of questions for the
annual update.
o Working on action project database to make
it more user friendly
o New declaration questions and new annual
update questions
 Call Eric with any questions about AQIP.
Systems Portfolios: The Peer Reviewers in the group today
that went to training noted that there are more “so what”
questions are asked on systems portfolio analysis. “Grocery
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Action Items
Agenda Item
AQIP Reporting
Deadlines by
college
Roundtable
Discussion on
Notification vs
Approval/Contra
ctual vs
Consortial
Roundtable on
Dual Credit
Discussion/Information
lists” will no longer acceptable. Institutions are expected to
go deeper and explain what the impacts were of the changes.
Nikki Kiss handed around a list for each college to update
their AQIP reporting deadlines on the new 8-year cycle.
The group still finds some confusion about the accreditation
requirement on notification vs. approval/contractual vs
consortial.
Group discussed ALL faculty (including highschool faculty)
having credentials as per HLC guidelines when teaching dual
credit classes (qualified faculty guidelines).
See Core Components 3A, 3C, 4A for details
http://www.ncahlc.org/Criteria-Eligibility-andCandidacy/criteria-and-core-components.html
See updated Dual Credit Guidelines
Applying for
approval for online students
from other
states – Mike
Gagner
Link for the distance education information:
http://wcet.wiche.edu/wcet/docs/stateapproval/FinalStateApprovalRegulationsforDistanceEducation
AStarterListwithAddendum2.pdf
Link to Midwest compact: http://www.mhec.org
Link to state authorization info:
http://wcetblog.wordpress.com/2014/09/11/seven-keytakeaways-from-the-state-authorization-webcasts/
Statewide
Grants Group
Update
April meeting
details & Officer
discussion
For more information regarding state authorization, use the
following resource:
Information: "What are Institutions Doing (or NOT Doing)
about State Authorization?"
http://wcet.wiche.edu/advance/upcea-wcet-sa-survey
See the yellow sheet handout for details
Dates: April 29 & 30, 2015
Location: NorthCentral Technical College (Wausau Campus)
This is Nikki’s last meeting. Barb will be acting President for
the April 2015 meeting and October 2015 meeting and elect
new officers in October 2015.
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Action Items
Agenda Item
Discussion/Information
Current Officers:
Barb Tucker – President
Angie Servi – Vice-President and Interim Treasurer
We are still looking for a Treasurer to serve from now until
Oct. 2015.
Possible Agenda Items for April:
 Education Advisory Board – present about this at April
meeting
 Discuss IPEDS new model
 Marginal Course Cost Model
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Action Items
October 9, 2014
IR Block
Agenda Item
Discussion/Information
EMSI Presentation
EMSI data is updated quarterly.
Career Coach
Presentation – LTC,
SWTC, Madison staff
Link to Career Coach on the LTC website
Executive
Dashboards – Ben
Konruff, MPTC

Employment
Projections – Viktor
Brenner, WCTC
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MPTC’s dashboard was a response to Systems
Portfolio Appraisal.
 Utilizing Cognos 10.2 for the tool
 Several tabs of Cognos pulled data (Executive, HS
Recruit, Applicant, Course Efficiency, Course
Completion, FTE Headcount & Enrollment, Program
Headcount & Graduates, Program on-time graduation
rates, program demographics, WTCS Grants,
Contracting, Program retention)
 All data updated from Banner every night to the
Cognos warehouse for these dashboards.
 Created small team to help with what to build –
design phase then started building reports
 Took about 6 months from design to final
dashboards.
 Building the operational reports took the most time.
 Created a user’s guide for the dashboard so people
can understand the data they are reviewing & how to
use the dashboard.
 Deans and President’s Cabinet have access currently.
Plan to do training to roll out to faculty and other
staff.
 Security is important. There was group discussion
about data available ONLY to those that should see
and other colleges feel if you are an employee you
can see it all.
WTCS SOC/CIP Crosswalk:
 The crosswalk houses Information that is used to
compute the Performance Based Funding measure on
high demand fields.
 Crosswalk is out-of-date because Lea Childress had
agreed to maintain but she is gone so Julie T will carry
that forward. Doesn’t make sense for any district to
update, as this is a conflict of interest – should be
done at state level.
Action Items
Julie Tzynik will
send the group
what the state
currently has for
the crosswalk.
The colleges will
send Julie the
new programs
not on the list.
Agenda Item
Discussion/Information

Need to update the crosswalk so that the
Performance Based Funding scorecards are accurate.

Demonstrated using pathways as a way to manage
duplication of SOC codes across multiple programs.
See master document from WCTC (page 4 was given
as a handout at the meeting)
Review SOC/CIP codes annually.
Next version is due out 2017.


Business Intelligence
roles & structure
Performance Based
Funding 101
Presentation - NATC
& NTC
See the listing handout from Jamie Seyfert, WTCS
Propensity Score
Matching – Viktor
Brenner, Faith Deng
(WCTC)

Retention Advising
One-stop Portal –
Structuring reports
to help advising line
staff processes Zong Her (Madison)
Marginal Course
Cost Model
Western – Move to
Trimesters – Scott
Finn, WTC
See resource on IRC website
See the handout of the Performance Based Funding 101
presentation outline
 Did small group sessions with all staff.
 Doing a 2nd round with indicators needing the most
work – building teams.
 Moraine Park built some client reporting edit reports
to catch errors or missing data.


Leverage Early Alert system/process to inform advisors to
make contacts earlier. Giving them the tools and data so
they can focus on advising.
Tabled to next meeting






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Uses a set of external variables to determine
participants in the treatment group.
Example: New student orientation
Ask questions when get data from TAA. WCTC was
finding that they would get different answers running
the same process multiple times using certain match
methods
Switched Fall 2013 (15 week trimesters)
60% Summer FTE increase when switched to
trimesters. Headcount also up. Now going down this
year. 30% increased offerings in the summer.
Averaged 4 credits/students prior and now 6
credits/student average.
Fewer students taking more credits right now.
3% increase in FTEs for summer & fall.
Not enough history to determine if going to trimester
increased FTE or just moved them.
Action Items
Agenda Item
Discussion/Information


QRP Work Group
Update
Doesn’t get them out the door any faster.
Completely stressed their processes. (i.e. losing 1
hour/day, hopefully more programs will get done a
semester early in the future, faculty comprehension
& scheduling issues)
Results of Survey & New Steps

The 1st meeting was in June and have met monthly
since.
 Angie Servi is facilitating the group since Leah left. 2
WTCS Ed Directors, plus Julie Tyznik and Willa Panzer
as members on the committee.
 Follow-up survey was sent out and 14 of 16 colleges
responded.
 Looking at Student Success Indicators for QRP
measures
 Investigating WIDS Repository as an alternative to
QRPDS
o No longer a standard form. Submit the
format you have the data in.
 Less than 20 indicators:
o Course completion
o Retention – 1 term, 1 year and 2 years
o Graduation Rate – 1 year, 2 year, 3 year, 5
year
o Employment Outcomes – related & all
employment separate
Indicators unsure about:
o Transfer-in rate of students with WTCS dualcredit (yes, group felt this would be a helpful
indicator.)
o Transfer-out rate of students to other
colleges (could do graduates and nongraduates, group felt this was also helpful)
FYI: There are 9 pieces of data related to this on student
success indicators.
Student Success Indicators agreed upon:
o Indicator 1.1 – Course Completion
o 2.1 & 2.2 – Retention: 1 term and 1 year
o 3.2, 3.3, 3.4 – Graduation
o 5.1 & 5.2 – Job Placement: all and unrelated
o Discussing other indicators
 November Mtg will detail out final indicators and
including definitions.
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Action Items
If you are
interested in
being on this
work group,
please contact
Angie Servi at
NTC.
Agenda Item
Discussion/Information
Action Items

Student Success
Model & Scorecard
Recommendations –
Patti Frohib, FVTC &
Yan Wang, MATC
TSA – Best Practices,
how submitting
data? – SWTC, CVTC,
FVTC
WTCS- Colleges’
Data needs from the
state
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Trying to align with student success indicators, but
these are different because related to program
students and not just students overall.
 Timeline: Hopefully have indicators ready by April
2015 meeting. Unsure of how long programming, etc.
will take on WTCS’ end.
 Checking into cost to add a section into WIDS to
document QRP data. The benefits of this will be to
not retype it in and to still be able to look at what
other colleges are doing.
 WTCS portal will still house the QRP scorecards based
on these new indicators.
 Get data from client reporting and clearing house.
 Every college will get their confidential scorecard –
may be able to see others in the future.
 Group feedback that Patti will take back – IRC group
wants to see all other colleges’ scorecards as well.
 Align definitions as much as possible – Student
Success Indicators & QRP Indicators
Timeline for Programming and released:
 Need approved by Presidents
 Need this data to benchmark against each other as
WTCS colleges.
CVTC uses SPOL to create reports for TSA reporting.
All class info. comes in from Banner. Rubric assessment is
manually built and assessed by faculty. No connection
with WIDS at this point.
Southwest set up a dummy Blackboard course to collect
the assessment data (manually entered) and then moved
into PeopleSoft to pull into client reporting.
Fox Valley utilizes a field in PeopleSoft to list the
met/unmet and milestones. Integrated with their
program review system. Use Top Shape/In Shape/ Minor
Shape Up/Major Shape up in each scorecard indicator.
Queries in data warehouse into Access database. All kept
on their SharePoint intranet system. Targeted discussions
with programs that are in trouble.
 Survey Data
 Need a flexible way to access the data. Such as pivot
tables.
 What is shareable has changed – more narrow.
Julie Tzynik:
o The OLAP data CUBES are still on the radar.
Pulled some off the list last year because of setup issues.
ACTION: Each
college please
review the
definitions and
let Patti, Julie or
Yan know if any
questions or
concerns prior to
November 10th.
ACTION: A small
group is going to
meet with the IT
dept. at the
WTCS office to
explain technical
colleges and the
data needs we
have. Something
Agenda Item
Discussion/Information
o


Federal reporting is higher priority. Client
reporting is nice and clean.
o Julie is willing to write data report requests if we
have specific needs.
Need portal reports for multiple years.
Perkins: Julie redoing all the targets and getting new
Perkins scorecards out soon. Waiting for
clearinghouse data. Perkins numbers by program are
incorrect. QRP indicators are fine although course
completion looks iffy.
Action Items
similar to the
pivot tables from
Lemon.
This will be
completed by
November 30th.
Nikki will email
the state about
the meeting and
agenda.
Victor or Julie
will look up the
notes from the
last meeting with
WTCS IT staff.
Julie
recommended
chunking out the
data needs into
categories.
Employer Follow-up
– Viktor Brenner
(WCTC)
QRP Scorecard
update and how
Colleges Benchmark
Data
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See handout from Viktor
 2010 redesign. Took people’s names out totally.
 Passive consent was used in last 2 years. Using names
in cover letters in some. Passive consent is minimum,
but use active consent for some.
 The current passive consent approach produced the
best total employer response at Waukesha.
 7 or 8 colleges utilize NCCBP for benchmarking. IPEDS
utilized by some.
 Some utilizing a combination of both.
 CRSDE and NCCBP at Madison.