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Advisory Committee Meeting Notes
March 20, 1998

Members Present

Chris Dalton, Vice President, Planning and Budgeting, Bowling Green State University
Barb DeYoung, Senior Budget Analyst, Ohio State University, representing Eric Kuntz
Terrence Glenn, Vice President, Administrative Services, Cincinnati State Technical and Community College
Ralph Gutowski, Director, Budgeting, Planning and Analysis, Miami University
Robert Hallier, Vice President, Business and Finance, Stark State College of Technology
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
Rob Stuart, Assistant Director, Institutional Planning and Evaluation, Cuyahoga Community College, representing Rosemary Jones
George Zurava, Director, Resource Analysis and Planning, Kent State University

Members Not Present

Wynette Barnard, Interim Vice President for Institutional Advancement and Strategic Planning, Lakeland Community College
Sam Bassitt, Vice President for Instruction, Lima Technical College
Mitchel Livingston, Vice President Student Affairs and Human Resources, University of Cincinnati
Christina Rouse, Research Analyst, Lorain County Community College

Ohio Board of Regents (Regents) Staff Present

Kathy Esson, Administrator, Information Systems and Research
Matt Filipic, Vice Chancellor for Administration
Patty James, Director, Information Systems and Research
Jay Johnson, Administrator, Information Systems and Research
Don Langford, Faculty-Staff Data Area Analyst, HEI Project
Andy Lechler, Senior Analyst, HEI Project
Stephanie McCann, Facilities Data Area 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

Ben Sheehan
Nancy Zajano, Director, Legislative Office of Education Oversight

Handouts

  1. Draft HEI Advisory Committee Meeting Notes, February 20, 1998
  2. Resolution Recognizing George Zurava
  3. Excerpts from Postsecondary Student Data Handbook
  4. Proposed List of Attendees for Faculty Sample Survey Subcommittee Meeting
  5. Revised Draft Survey of HEI Prepared Reports

Recognition of George Zurava

Rich Petrick recognized and praised George Zurava, who is retiring, for his years of work with Kent State University and his contributions to the Ohio Board of Regents. Zurava was presented with a plaque signed by the chancellor and some personal gifts from the Regents staff. Robert Sheehan also thanked Zurava and presented him with a Certificate of Achievement from the Committee.

Welcome Sam Bassitt

Sheehan announced that Sam Bassitt will replace former Committee member Richard Brace who retired from Jefferson Community College. He said he would work with the Inter-University Council to find a replacement for Zurava.

Agenda Review

The following items were added to the agenda:
  1. Report from Matt Filipic, including Enrollment Data Area update
  2. Summer Census Dates

Review of February 20 Meeting Notes

Committee members approved the February 20, 1998 meeting notes without additions, deletions, or changes.

Overlap in Reporting Requirements

A committee member was concerned about the overlapping timeframe for reporting actual data for the Enrollment Data Area and practice data for the Faculty-Staff Data Area. Another member said that his institution would be able to participate in the Faculty-Staff practice period but he was concerned about upgrades to the system. Others said it should be known that resources are stretched and it is very difficult to hire programmers to upgrade to HEI.

Update on Enrollment Data Area

Matt Filipic reported that his memo to institutions requesting feedback on Enrollment Data Area reporting has been met with favorable response. Most institution representatives said they would be able to comply with the reporting requirements. All Committee members said they expect their respective institutions to be able to comply with the reporting requirements if systems go as planned.

One member asked if there is a list of due dates for each file in the data areas. Daryl Wright noted that there is such a listing specific to each institution on the HEI Web site.

Members asked how they should handle cross registration courses. Wright said institutions should either follow the rules on the Web site or submit regular Course Enrollment (CN) files. However, there needs to be a subsidy agreement between the institutions.

Update on Cross Registration

Andy Lechler restated the interim solution for cross registration. Institutions should either follow the rules listed on the HEI Web site or report the Course Enrollment (CN) file when subsidy is requested.

Lechler said the long-term solution is still being discussed. Sheehan requested statewide distribution of the interim solution. [Editor's Note: Filipic later sent an e-mail to institutions instructing them how to report cross registration courses in the interim.]

Update on Faculty Sample Survey

Don Langford reported that he received very positive response from the individuals who were recommended by Committee members to serve on the Faculty Sample Survey Subcommittee. He expects the group will meet once or twice in designing and developing the Faculty Sample Survey. A Committee member suggested that the subcommittee's charge and areas of focus be clearly defined. Langford thanked Committee members for their assistance and said he will provide a report at the next Committee meeting.

Filipic noted that information from the survey does not need to be descriptive of small subgroups of faculty. Other members agreed.

Draft Survey HEI Prepared Reports

Langford presented a revised draft containing recommendations offered by Committee members. Members suggested a few additional structural revisions and agreed that the survey could be put on the Web site with the new changes and without another Committee review. Langford agreed to send messages to various e-mail aliases informing people about the survey.

Access to Compiled Data

Petrick reported that there have been some meetings with a lawyer to analyze the legal aspects of access to compiled data. A meeting will be planned soon between senior Regents staff and the lawyer, Petrick said.

Petrick distributed excerpts from the Postsecondary Student Data Handbook, which addresses the federal requirements regarding student data collection. Petrick said it looks like Regents is headed in the right direction.

There was a suggestion made to develop a subcommittee to work on a policy for data access. Petrick said this is a good idea, but there is not an urgency to do so.

Summer Term Census Date, Capture Date, Reporting

Members asked if there would be a change in summer term reporting from the Uniform Information System (UIS) to HEI. Wright reported that there is no written documentation regarding this issue. For now, summer reporting will be left at the 15 day census date and all summer reporting will be done at the end of the term not at the end of "component terms."

Wright outlined steps for data reporters to follow, including:

  1. One composite file for the entire summer term;
  2. Census date equals the 15th day of each component term;
  3. Capture date is 30 days after the last day of the ending component term;
  4. Data reporters should use unique course section identifiers to distinguish between terms, and;
  5. Census date for fees paid is derived from the last component term.
For a student to be eligible for subsidy fall term, the following conditions must be met:
  1. Prior fees must be paid by the 15th day of the current term, and;
  2. Student has paid for the current term, payment is in the process of being made by a third party, or the student has signed a legally binding promissory note.
Members were reminded that the Subsidy Model for Full-Time Equivalent students is published on the Web site.

The next HEI Advisory Committee meeting will be held Friday, May 8, at the Ohio Board of Regents offices, 30 E. Broad St., 36th Floor, in the Main Conference Room.

Meeting adjourned at 1:45 p.m.

Notes submitted by Amber Stephens.
 

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Last updated July 2, 1998