Program Inventory and Program
Review for Universities
Marti Leisinger and Elenor Buffington,
Data Collections
June 13, 2012
1
Agenda
Life Cycle of a Program
 Modifications to Program Inventory
System that will impact the submission of
2012 data
 Review on how the Program Inventory,
KSPSD, and Program Review systems
work together
 Future of Program Review

2
Life Cycle
of a
Program
3
Life Cycle of a Program

Flow Chart showing
the different “life”
stages of a program







Pending
Denied
Active
Phase Out
Hold
Inactive
Broken (2-year only)
4
Modifications to the PI System

A SNAPSHOT of the Program Inventory
System is no longer required.
•
Institutions control the “year” the new or
modified program is available for student
enrollments and reporting by using the fields
► Original
Program Start Date (new program)
► Modification Effect From Date (modify program)
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Determines which Academic Year
the program is available for
KSPSD edits. For example if date
said 10-2013 that means it is not
active until AY 2014 (fall 2013 and
AY 2014). Students submitted in
2012 or 2013 with this PALA will
error out
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Determines which Academic Year
the program is available for
KSPSD edits. For example if date
said 8-21-2013 that means it is not
active until AY 2014. Students
submitted in 2012 or 2013 with this
PALA will error out
Note: The PI system will only keep one record per PALA per Academic Year
7
Documentation explaining the importance of the
values entered is provided in the PI system
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KBOR Internal Tracking Numbers

KBOR Uses two internal numbers to track
program modifications that are now being
shared with the institution.
•
•
•
KBOR Program Number – Unique number assigned
by PALA level when a program is added
KBOR PI Seq – Unique number assigned by PALA
level to show every modification of a program.
NOTE: Program number will never change for the PALA but PI
Seq will change as the program is modified.
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Same Program Number so same program
… Program Code changed. Phasing out
original Program Code
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Rules for Moving Programs:
Active, Phase-Out, Hold
This means that there is a version
of this program being modified
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Available Actions to a Program
in Phase-out Status
Modify is not available on a phased-out program because nothing on the
program should be changing … the program is going away and only the
students in this version of the program are completing
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Available Actions to a Program in Active
Status with pending modification
No Program changes are available because
there is a pending version of this active
program already … look for the icon on the
program maintenance list to show the
active program is being modified
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Available Actions to a
Program in Active Status
Active programs can be modified, phasedout, or put on hold ……Even if….
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…students were submitted in KSPSD
(this was a change in programming made on 6/19/2012 to
help with program alignment issues)
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Available Actions to a
Program in Hold Status
Reactivating the program
moves to the active status and
allows for student enrollments
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Program Inventory and
Program Review

Program Inventory is used to organize
programs in the Program Review report. It
is also the list to identify the “items” that
must be reviewed.
•
•
•
School / College
Department
Discipline
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Program Inventory and
Program Review

Every program must be assigned a
School/College from a drop down.
•
For the FY12 data collection and PR report,
► if
a program should be in a different school/college
you can modify the program.
► If the school/college name needs to be changed or
one added, the user must contact IRHelp and
request DRP staff to make the change
•
Plans are in process to allow institutions to
manage these lists for the FY13 collections
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Program Inventory and
Program Review

Every program must be assigned a
Department from a drop down.
•
For the FY12 data collection and PR report,
► if
a program should be in a different department
you can modify the program.
► If the department name needs to be changed or
one added, the user must contact IRHelp and
request DRP staff to make the change
•
Plans are in the works to allow institutions to
manage these lists for the FY13 collections
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Program Inventory and
Program Review

The practice for a number of years is to allow
institutions to “roll together” some programs in PI
to a discipline. The discipline is then used for
reporting in Program Review.
• This practice will continue for FY12
• During FY13, the need for the discipline will
be reviewed …
► Modify
PI so disciplines not necessary
► If disciplines continue, maintenance program will
be developed
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Program Inventory - Distance Education
More
information
will be
provided on
distance
education
during KHEDS
Update and
KBOR Update
sessions.
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Program Inventory

New Award Level for universities –
PCERT
Professional certifications that do not require
KBOR approval (will skip approval process)
 Enables universities to include these
programs in PI
 Valid choice for award level in KSPSD files
KBOR working on reconciling programs in
KBOR PI to programs in IPEDS completions


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Validating Data

BEFORE locking your KSPSD Academic
Year collection be sure to:
•
•
Check your Basic Counts report for any
overall concerns with your data
Check your Program Review Statistical
Overview Report
► Problems
with PI data school/college or
departments can be seen in this report
•
Check the CAO Report
23
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Program Review timeline / cycle
Majors (Fall Enrollment) - Data already
collected certified & certified
 Degrees Conferred (Completions) - Data
submitted and certified by the end of
September
 Faculty data- Begin entering data in the
fall

Fall Enrollment Data for PR
KSPSD Declared Majors file – Award
Level field
 KSPSD Enrollments file – Student Level
field
 Data should be consistent (Example 
Classifying as MA level in Enrollments, but
award level of BACH in Declared Majors may
cause PR report to appear inaccurate)
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Future of Program Review
Desire to simplify reporting burden
 Streamline Program Review to other
reporting requirements like accreditation
 Academic Affairs will probably form a
workgroup to discuss the next steps during
the coming academic year

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Policy Reminder
Some changes require COCAO and/or
Board approval
 See KBOR Policy Manual, Chapter II:
Policies and Procedures, Section 7
(Instructional Program)

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Questions?
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Contact Information
Marti Leisinger at mleisinger@ksbor.org
Elenor Buffington at ebuffington@ksbor.org
Always contact IR help for immediate
assistance at irhelp@ksbor.org