Advisory Committee Meeting Notes, November 6, 1998

OHIO BOARD OF REGENTS

Advisory Committee Meeting Notes
November 6, 1998

Members Present

Wynette Barnard, Vice President for Institutional Advancement and Strategic Planning, Lakeland Community College
Barb DeYoung, Senior Budget Analyst, Ohio State University
Doug Easterling, Director, Institutional Planning & Research, Sinclair Community College, representing Joan Patten
Ralph Gutowski, Director, Budgeting, Planning and Analysis, Miami University
Robert Hallier, Vice President, Business and Finance, Stark State College of Technology
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
David Lindsley, Associate Vice President, Academic Affairs, University of Toledo
Roberta Sikula, University Registrar, Kent State University, representing Nancy Scott
Darrell Winefordner, Associate Provost for Budget and Planning, Ohio University

Members Not Present

Sam Bassitt, Vice President for Instruction, Lima Technical College

Ohio Board of Regents (Regents) Staff Present

Roderick G.W. Chu, Chancellor
Chris Doll, Financial Data Area Analyst
Jay Johnson, Administrator, Information Systems and Research
Don Langford, Faculty-Staff Data Area Analyst
Andy Lechler, Senior Analyst
Rich Petrick, Associate Vice Chancellor, Budget and Information Systems
Jackie Seevers, Administrator, Information Systems and Research
Rob Sheehan, HEI Director
Amber Stephens, Writer-Editor
Guy Thibodeau, Database Administrator
Marguerite Thomison, Administrator

Guests

Cindy McQuade, Assistant Director, Inter-University Council
Nancy Zajano, Director, Legislative Office of Education Oversight

Handouts

Draft HEI Advisory Committee Meeting Notes, September 10, 1998
HEI Advisory Committee Overview
Concurrent Enrollments in Spring Term, 1998
Draft HEI Presentation to the Board of Regents
Draft Faculty Survey
Draft Faculty Survey Implementation Timeline
HEI Regional Meetings Tentative Agenda

Agenda Review

A discussion of reporting part-time personnel salaries in the All Employee (AM) file was added to the agenda.

Approval of September 10, 1998 Meeting Notes

Committee members approved the September 10, 1998 meeting notes without additions, deletions, or changes.

Introduction of HEI Director

Petrick said he was pleased to announce the addition of Sheehan to the HEI staff as the new director of HEI. He hopes Sheehan will add a campus perspective to the system, he said.

Election of Chair/Vice Chair; Membership

Jones was nominated and elected committee chair. Lindsley was nominated and elected vice-chair. Lindsley was also recognized for officially succeeding Judy Hample on the committee. Jones also noted that Easterling will be representing Joan Patten during her leave of absence from Sinclair Community College.

HEI Presentation

Members of the Regents Information Systems and Research staff are preparing for a presentation to the Board later this month, Petrick said. As part of that preparation, staff members decided to perform a dry run of the presentation for the committee. The preview included presentations from Knight and Gutowski.

Petrick reviewed the draft outline of the presentation and solicited comments from committee members. Lindsley asked that the presentation include a mention of the cost to campuses of converting to HEI.

Gutowski reviewed the Subsidy FTE process. By examining the Subsidy FTE process for his campus, Gutowski was able to determine that Miami University had a data coding error with graduate student credit hours. By catching this mistake, the institution was able to save some $250,000 in potentially lost revenue. He mentioned that this ability was not available in the UIS, which makes HEI much more valuable to campuses.

Knight presented the Course Inventory (CI) Query and showed the variety of business statistics courses offered throughout the state. He noted that the Course Inventory (CI) Query can be used as a development tool to determine whether a campus should add a course or reclassify it depending on the pattern among other institutions. Petrick said it is also important to stress the quickness of the queries.

Johnson and Sheehan also reviewed the Student Enrollment Query, showing students by age and race. Sheehan said HEI will reduce costs and make data more timely. It will also help generate more questions that campuses can use as a development guide. Lechler continued the dry run with a presentation of concurrent enrollments and student mobility tracking. Regents will be able to study transfers for long-term planning. Jones recommended that access to the queries be restricted until information at the unit record level can be fully protected. Gutowski recommended a facility within Regents to filter requests.

1999 Meeting Schedule

Lindsley recommended that instead of scheduling a December meeting of the full committee, members of the Data Access Subcommittee could forward their final report for review before the January meeting. The committee agreed to the following meeting dates for 1999:

January 22, Regents Main Conference Room;
March 19, Regents Board Room;
May 21, Regents Board Room;
July 23, Regents Board Room.

Status Report on Faculty Survey

Langford reviewed the latest draft of the Faculty Survey, noting the addition of a cover letter. The Strategy Team, based in Columbus, was selected as the third party vendor to receive the surveys from faculty. Members recommended a pre-test of some 30 faculty members from six different areas to provide feedback. They also suggested an additional sheet with definitions to distribute along with the survey. Other comments were made regarding the reordering of some questions. Langford said he would review the committee's recommendations with the subcommittee.

Langford also reviewed the Faculty Survey Implementation Timeline. Because surveys such as the National Study for Post Secondary Faculty are currently being distributed, it will be important to make a distinction between those and the Regents survey, one member noted. Langford recommended sending the survey to faculty presidents to help distribute information about the survey.

Status Report from Data Access Subcommittee

Jones said the committee will soon receive a full report from the subcommittee, including drafts of planning support indicators, data flow chart, and privacy access policy. She asked that the committee review the documents before the January meeting to prepare for a thorough discussion of the issues.

Status Report on Course Inventory (CI) Expert System

Currently, Chris Doll and Patty James are working on a Power Point Presentation of the system, which will help campus personnel properly classify courses. Members were given an overview of the system, showing how a general studies course was reclassified using the new system. Doll said he plans to make corrections and edits to the system before it is released to the Peer Review Committee in December. The purpose of the system, he said, is to create a more consistent statewide course inventory.

Elaborate Outline of Regional Meetings

Seevers thanked Jones, Knight, and Winefordner for agreeing to participate as presenters at the regional meetings. According to registration feedback, data access is one of the most important topics. Sheehan asked how access decisions should be presented at the meeting. Members agreed that staff should explain that reports are not available to the general public yet because policies are still being developed.

Reporting Part-Time Personnel in the AM File

Sheehan said there is not an accurate way to collect data on salaries of part-time personnel because campuses use a variety of methods to calculate salaries. For example, some pay by the hour, quarter, job, etc. He asked if the committee would approve not reporting salary for part-time personnel in the All Employee (AM) file. The committee agreed that institutions can have the option of not reporting this data. Langford said there are no plans by the Regents to use the data even if they are reported.

The next HEI Advisory Committee meeting will be held Friday, January 22, at the Ohio Board of Regents offices, 30 E.
Broad St., 36th Floor, in the Main Conference Room.

The meeting adjourned at 3:05 p.m.

Notes submitted by Amber Stephens.

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Last updated January 28, 1999