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OHIO
BOARD OF
REGENTS
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Advisory Committee Meeting Notes
February 20, 1998
Members Present
Ralph Gutowski, Director, Budgeting, Planning and Analysis, Miami University
Rosemary Jones (Committee Vice Chair), District Director, Institutional
Planning and Evaluation,
Cuyahoga Community College
Bill Knight, Director of Institutional Research, Bowling Green State
University, representing Chris Dalton
Eric Kornau, Chief Information Officer, Cincinnati State Technical
and Community College, representing Terrence Glenn
Eric Kuntz, Assistant Vice President, Resource Planning and Institutional
Research, The Ohio State University
David Lindsley, Associate Vice President, Academic Affairs, University
of Toledo, representing Judy Hample
Robert Sheehan (Committee Chair), Director, Institutional Research,
Assessment and Analysis, Cleveland State University
George Zurava, Director, Resource, Analysis and Planning, Kent State
University
Ohio Board of Regents (Regents) Staff Present
Roderick G.W. Chu, Chancellor
Chris Doll, Financial Data Area Analyst, HEI Project
Matt Filipic, Vice Chancellor for Administration
Jay Johnson, Administrator, Information Systems and Research
Don Langford, Faculty-Staff Data Area Analyst, HEI Project
Andy Lechler, Senior Analyst, HEI Project
Karen Miller, Administrator, Information Systems and Research
Rich Petrick, Associate Vice Chancellor, Budget and Information Systems
Amber Stephens, Writer/Editor, HEI Project
Daryl Wright, Assistant Director, Information Systems and Research/HEI
Project Manager
Guests
Cindy McQuade, Assistant Director, Inter-University Council
Terry Thomas, Executive Director, Ohio Association of Community Colleges
Nancy Zajano, Director, Legislative Office of Education Oversight
Handouts
1. Draft HEI Advisory Committee Meeting Notes, September 26, 1997, and
November 21, 1997
2. HEI Enrollment Practice Period Edit Activity
3. HEI Enrollment Practice Period Load Activity
4. Faculty-Staff Practice Period Participation
5. Draft HEI Data Outputs Survey
Introduction of Chancellor Roderick G.W. Chu
Chancellor Chu said he recently met with university presidents to discuss
strengthening universities' relationships with the Ohio Board of Regents.
He noted that the "old command structures" will not work when it comes
to sending a message to Ohioans that higher education is a good investment.
Chu said that all of Ohio's higher education institutions need to work
"harmoniously in partnership."
Chu also advocated that the HEI staff work toward continuous improvements
in the data collection process that will benefit everyone involved. He
said that a better data information system will help support better legislation
for higher education. This will also help higher education bring the debate
of education funding to the public.
One member asked about HEI as an unfunded mandate. Chu responded by
saying institutions need to show legislators the cost of mandates and how
the institutions spend their money on mandates versus instruction.
Review of September 26 and November 21 Meeting Notes
Committee members approved the September 26, 1997 and November 21, 1997
Meeting Notes without any changes. Terry Thomas noted, in reference to
the November 21, 1997 Meeting Notes, that Wynette Barnard of Lakeland Community
College has officially replaced former Committee member Dedrie Kundtz.
He said the Ohio Association of Community Colleges (OACC) is working to
find a replacement for Richard Brace, a former Committee member who retired
from Jefferson Community College.
Agenda Review
The following item was added to the agenda:
1. Cross Registration
Cross Registration
Matt Filipic noted that there have been two common complaints with cross
registration information collection. These include:
1. "The current specifications require that the host institution provide
information about the student that they usually don't have;" and
2. By specifying where instruction would be subsidized, it would cause
campus relationships to change.
Filipic reported that the HEI staff is trying to establish some relaxed
guidelines for collecting this information, particularly for the host institution.
He also said that Regents is open to the notion that the aforementioned funding
policy is the default, but campuses may have another preference. He said
that Regents is open to changes and the system should not drive subsidy. A
Cross Registration Statewide Consultation on March 2 should resolve this
issue.
One member questioned the purpose of the file, asking if cross registration
could be treated as transfer credit. Filipic noted that the definition
of the file needs to be made clearer.
Collaboration with Provosts
Filipic gave a short report about his meeting with institution provosts.
He said they discussed which information should be provided to HEI and
which information is not useful enough to collect. Filipic said a brief
HEI status report has been drafted by the Chancellor to be sent to institution
presidents. The purpose of the letter is to identify problem areas with
HEI.
Status Report on Enrollment Practice Period
Jay Johnson gave an overview of the Edit and Load Activity for the Enrollment
Data Area practice period. It was noted that practice increased from seven
institutions in October 1996 to 35 institutions at the end of the practice
period in February. Overall, only three schools, Jefferson Community College,
Rio Grande Community College, and University of Toledo did not participate.
Johnson said he has been in contact with each institution that did not
participate. [Editor's Note: A University of Toledo representative said
the institution was unable to participate due to a university decision
to concentrate on other campus issues at that time, e.g. semester conversion.
They fully plan to participate during production reporting, as the institution
did during the pilot period.]
Implementation of Enrollment Data Reporting
Committee members voiced concern over the cost of participating in HEI.
A member noted that some schools are in the process of converting to semesters,
which is very costly. Another institution is short $3 million in revenue,
leaving little money to put into HEI. There were also concerns about the
high level of programmer vacancies on campuses.
Several members questioned why the reporting windows would be 15 days.
Rich Petrick said the Chancellor is working on a contingency plan that
would address problems campus reporters have submitting the data. Andy
Lechler reported that if the data reporters submit the data correctly,
it should take four days to load. Members questioned whether the Regents servers
would be able to handle the large influx of information during the reporting
windows. Lechler reported that stress tests are being conducted.
Daryl Wright suggested that one way to handle data reporting would be
to process files before the data windows open and then to submit and edit
them once the windows open. Filipic asked the Committee to tell HEI staff
what is causing reporting problems so that reasonable deadlines can be
established.
HEI Advisory Committee Meeting Schedule for 1998
The following dates were established for the remainder of 1998 for HEI
Advisory Committee Meetings:
1. March 20
2. May 8
3. July 10
4. September 10
5. November 6
All meetings will be held from 10 a.m.-3 p.m. at the Regents offices.
Status Report on Faculty-Staff Practice Period
Don Langford distributed a table displaying current activity in the Faculty-Staff
practice period, which continues until May 22, 1998. He noted that although
only five institutions have practiced thus far, there are three months
remaining in the practice period, and activity should increase as it did
in the last half of the pilot project. Since the conclusion of the Enrollment
practice period on February 13, there has been an increase in Faculty-Staff
reporting activity.
Langford also reported that several institutions have expressed interest
in having the Edit and Load Specifications available on the World Wide
Web. Langford said that those specifications will soon be published on
the Faculty-Staff portion of the web site.
Members asked what errors are commonly reported in UIS. Karen Miller
said that salary information generates the largest number of errors. Some
members asked if HEI could add a reporting mechanism that would tell data
reporters how many submission files had been uploaded with errors. Some
members said implementing a help line might be beneficial. Langford said
he would continue using the online discussion group to monitor and assist
campuses with data reporting. Additional necessary clarification of reporting
requirements will be added to the data submissions document.
Langford also reviewed institutions' responses to the request for proposals
(RFP) for creating a Faculty Sample Survey. The web-posted RFP generated
inquiries, but no direct response from Ohio institutions. Members suggested
that an external entity might be called upon to review an institutionally
developed survey.
In addition to offering suggestions for restructuring the survey, members
recommended establishing a Faculty Sample Survey Subcommittee. Committee
members and Regents staff agreed to establish a Faculty Sample Survey Subcommittee.
Langford asked members to recommend experts from their respective campuses
to serve on the Subcommittee and assist in the design and development of
the Faculty Sample Survey. Several members indicated their interest, and
Langford said he would contact them and ask for their specific recommendations.
Expansion of Advisory Committee's E-mail Alias
Members welcomed adding Regents personnel to the e-mail alias. Nancy Zajano,
Cindy McQuade, and Terry Thomas also requested to be added to the e-mail
alias.
Subsidy Model Assignments in HEI
Lechler reported that he has been using the "Neighborhood Theory" to see
how various subject codes map together. At the present time, there are
several courses with similar wording which do not have similar codes. Lechler
said some courses may be considered exceptions to mapping but an appeals
process has not been established. He also stressed that an ongoing task
for HEI staff is consistently selecting subject codes for courses.
One member raised concern over mental health subject codes. Lechler
said that HEI wouldn't change subject codes or levels without notifying
campuses.
Access to Compiled Data
Petrick reported that Regents has scheduled a meeting with a lawyer to discuss
federal restrictions on access to complied data. He said that he would
update the Committee during upcoming meetings.
Draft HEI Data Outputs Survey
Langford presented a draft of the HEI Data Outputs Survey developed by
the Outputs Subcommittee. The draft is being designed to ask institution
representatives which standard prepared reports would be useful. Committee
members indicated the benefits of such a survey, and they provided several
suggested changes to the draft, including a multiple-choice format, listing
current UIS reports, combining various sections of the survey, and allowing
space for open-ended questions. Petrick suggested that institution presidents
and provosts review the survey before making it public. Langford said he
would bring a revised draft to the next Committee meeting.
The next HEI Advisory Committee meeting will be held Friday, March 20,
at the Ohio Board of Regents offices, 30 E. Broad St., 36th Floor, in the
Board Room.
The meeting adjourned at 3:25 p.m.
Notes submitted by Amber Stephens.
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Last updated June 26, 1998