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Review of May 16 Meeting Notes
Committee members approved the May 16 meeting notes without additions, deletions or changes.
The Budget
Referring to the memorandum from Matt Filipic to fiscal officers, Daryl Wright noted the somewhat unprecedented language on page four asking fiscal officers to be prepared to ask for more money for information systems development. According to Wright, Filipic rarely tells campuses what to do with their subsidies.
A member asked Wright what the distribution of subsidy was for HEI development. Wright answered, $14,526 per main campuses and $2,000 per regional campuses for FY 1998. He promised to send Committee members a detailed e-mail when subsidies are released for FY 1998.
Some members wondered about the participation of private institutions in the HEI process and asked for a report on that topic at the next meeting. Wright agreed to ask someone from the Association of Independent Colleges to meet with the Committee to discuss private institutions participation in HEI and how that relates to student tracking.
Sheehan thought it might be a good idea for a few HEI Advisory Committee members to attend an Association of Independent Colleges meeting.
Transition from Practice Period Reporting to Production Reporting in Enrollment Data Area
Jay Johnson reported that one third of all campuses are practicing data submissions and that communication between Regents and those campuses is 100 percent.
Committee members asked Regents staff to contact those campuses that have not participated in the Enrollment Data Area practice period. Wright pointed out that one of the purposes of the regional meetings is to alert all campuses to the need for compliance with new data reporting processes under HEI.
Another member asked if off-campus coursework reporting is still necessary. Johnson thought that the Off-campus Course Sections (OC) list would replace the current way of reporting off-campus coursework under UIS-RE.
Other members expressed concern with admissions reporting. Wright asked members if anyone used the admissions report. Members indicated that the admissions reports are not widely used and that the data, when needed, can be obtained from other sources.
A member requested a copy of the letter from Judy Maxson, president of the Chief Instructional Officers Community and Technical Colleges to Chancellor Hairston which defines that group's position in support of the HEI Advisory Committee's recommendation "that the Academic Credit Awarded switch be a binary field indicating whether or not academic credit was awarded to the student." Regents staff promised to mail copies to Committee members. In response to a member's question, Wright said that the Regents had decided to retain the binary switch for Academic Credit Awarded.
Another topic of discussion concerned the use of Classification of Instructional
Programs (CIP) codes to drive subsidy calculations. Many members were concerned
because what department courses are offered under is arbitrary and not
consistent among campuses. Some members requested that Regents decide the placement
of courses.
Wright reported that Brad Barron, the Regents Administrator who manages
student data components, has been working on the issue of CIP codes and
subject codes and will give a report at the next Advisory Committee meeting.
Error vs. Warning: Additional Explanation
A member asked for clarification on the error versus warning designation in the edit programs. Regents staff explained that if a file receives an error it is rejected, but if it receives a warning, it may be acceptable, but it is a questionable data item and the data reporter may want to investigate it for certainty.
Don Langford pointed out that HEI is a shared development project with campus representatives who have worked with Regents staff to determine the conditions within data submissions that generate error and warning messages.
Committee members asked that Regents staff give them advance notice if a warning ever becomes an error.
Regional Meetings
Wright asked if any HEI Advisory Committee members would like to host a regional meeting. Rosemary Jones thought Cuyahoga Community College might be interested.
Using Social Security Numbers to Identify Faculty
Wright reported that Regents has no interest in tracking individual faculty members. The idea is to track cohorts or identify trends. He asked members and participants for advice. He told them that Regents is looking for a definitive answer to the question of whether or not to use social security numbers to identify faculty.
Nancy Zajano told the Committee that important questions, such as what is the average salary of female faculty to male faculty at the same level of education and experience, can only be answered by collecting unit record data.
Langford reported that throughout all the pilot project meetings among Faculty-Staff Data Area representatives no one has insisted that the faculty identifier be a social security number.
There was a lot of discussion about using social security numbers, while allowing for another identifier when social security numbers are not available. One member reported that there is quite a bit of system confusion when a foreign student is assigned an identifier and then gets a social security number later. In the case of these students, he said, we assign an institution number that stays constant even if a student gets a social security number later.
Committee members and Regents staff discussed the idea of a new file submission containing identification number changes.
Articulation and Transfer Council Report
Members of the HEI Advisory Committee and Regents staff attended the last Articulation and Transfer Council meeting to discuss the idea of not collecting intention code every term. Eventually, the Council accepted the HEI Advisory Committee recommendation that intention code be a voluntarily collected field, once for each student.
Staff Reports
Web Publishing
Kelley King reported that the Financial Data Area's first six files would be published in the Data Submissions Document by July 18 and that the Facilities Data Area's first three files would be published by August 4. She also reported on the progress of selecting a search engine for the Regents Web site. The selection is somewhat limited because the Unix machine on which the Web site files are stored does not support any of the newer commercial engines.
Financial Data Area
Chris Doll, reporting on the progress of the Financial Data Area, told members pilot project reporting would begin in July. Committee members expressed concern with some of the file submission dates. Regents staff pointed out that campus representatives recommended the submission dates.
Facilities Data Area
Stephanie McCann reported on the progress of the Facilities Data Area. A member questioned the disparity when comparing the use of labs across institutions and asked if there will be consistency in determining what is instructional use in labs. McCann responded that setup and takedown are considered part of the class time.
Faculty-Staff Data Area
Langford reported that about half of the 12 participating colleges and universities in the pilot project have submitted all of their Faculty-Staff files, and he expects that the remaining campuses will complete their submissions by July 31 when the pilot project ends. A member asked whether there will be faculty records of individual studies courses. Langford indicated that the Course Sections Type field in the Course Sections Taught (ST) file includes Individual Studies. The funding unit supporting the course is also contained in the Course Sections Taught (ST) file. The Faculty Identifier will be reported in other faculty-staff files which will provide salary and demographics information about the faculty member.
Enrollment Data Area
Johnson reported on the progress of the Enrollment Data Area.
For more information and detailed notes of the activities of each data area, visit the HEI Data Area Development Timeline page.
The next Advisory Committee meeting will be held Friday, September 26, at the Ohio Board of Regents offices, 30 E. Broad St., 36th Floor in the Boardroom.
Meeting adjourned 3:10 p.m.
Notes submitted by Karen Goodwin.
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http://regents.ohio.gov/hei/advcom/acnotes071197.html
Last updated May 7, 1998