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To: Course Inventory Data Reporters
From: Chris Doll, Analyst, Ohio Board of Regents
Date: May 4, 1999
Re: Update Feature in Course Inventory
Cc: Harold Horton, Director Information Systems and Research,
and Jay Johnson, Enrollment Manager,
Ohio Board of Regents
We have installed a feature in the Course Inventory (CI) file submission
that will allow institutions to update data in the CI without having to
delete a previous entry. As you are aware, in previous terms if one needed
to update some aspect of a course it was necessary to delete any file,
dependent on the CI, delete the CI record from the database, add in a record
with the corrected information, and then re-add the files that are dependent
on the CI. We have replaced that laborious process with a simplified one--
if a data reporter needs to update an aspect of the Course Inventory all
s/he needs to do is submit a CI record with the correct information and
the Delete Switch set to "N," and request the file for loading. The HEI
load programs will overlay the older data with the newer. Note that if
the change involves a change in course level, subject code, or subsidy
eligibility switch a warning will be issued in the primary edit notifying
both the data reporter and Board of Regents staff of
the intended change.
We are working on streamlining other Enrollment file correction processes
and will send out announcements when those are available.
To: Course Inventory Data Reporters
From: Chris Doll, Analyst, Ohio Board of Regents
Date: March 31, 1999
Re: Subject Code for English as a Second Language (ESL) Courses
Cc: HEI Liaisons
The data from the past year reveals that there is some variance in the subject codes used to describe courses that teach English to non-native speakers. During the past year, institutions have used three subject codes -- 131401 (Teaching English as a Second Language), 230101 (English Language and Literature, General), and 320101 (Basic Skills, General) -- to describe courses intended to teach English to non-native speakers. When used for ESL courses all three subject codes map to the same subsidy model. However, in order to promote data accuracy there is a need to have consistency in the subject codes used to describe ESL courses.
As some of you may be aware, the 1990 revision to the Classification of Instructional Programs (CIP) manual, which served as the basis for HEI's Subject Codes, removed the reference for English as a Second Language (ESL) courses and instructed users to use the 131401 code to describe this coursework. After consideration, we ask that beginning with Winter 1999 submissions institutions follow this guideline in reporting ESL courses to HEI. Recall, that courses that are intended to teach English to non-native speakers can only be listed at the Developmental or General Studies levels, thus we will be able to differentiate ESL courses from Teaching ESL courses by looking at the level of the course.
If you have any questions, please let me know.
Thanks.
To: Campus Liaisons and Course Inventory Data Reporters
From: Jay Johnson, Enrollment Administrator
Date: June 2, 1998
Re: Course Inventory Files
As you are beginning to prepare files for your second term's submission to the HEI database, it is necessary to clarify some points about the Course Inventory (CI) file. The course inventory is term specific and must recur every term in which other data are submitted. As each file you send us is loaded onto the database, the term and year is appended to the other data created by you.
At one point in time, we had expected to copy the last term's submissions into the next term thereby making a new CI automatic for you. However, if there are rule changes or clarifications, existing data may no longer be valid; such a procedure might result in the continual propagation of bad data.
To avoid this potential hazard, we felt that it was necessary to subject each term's CI data to the edit process, perhaps using an updated program or verification tables. We are aware of a variety of software, hardware, and methodologies for creating a course inventory file. Some institutions prefer to make all changes at the source of the data collection; these institutions might find it easier to create a CI file themselves each term. There are other institutions for which this scenario is burdensome; these institutions might find it easier to obtain a CI file of the data as they exist on the HEI database, add new courses to that file, or delete and add data if a course is changed. Regardless of the process used, itis expected that a course would not change its subject code and level combination during the fiscal year unless the institution is directed to do so by Regents staff.
We anticipate, before the start of summer term submissions, having the Course Inventory data available from an HEI Web page. When this page is completed, you can query the CI in a variety of ways. One feature of this page would be the ability to generate and download a text file that meets all the formatting requirements of the HEI CI file. Once this feature is developed, the timing and procedures for obtaining a current course inventory will be entirely in your hands.
In the meantime, we have developed a query that can produce your current CI in the appropriate text format. After you add a header record, this file will be ready to submit for an edit. If you think that this method would work best for your institution, please advise us that such a file is needed and state the optimum date by which you want it. We will create the file and e-mail it to you.
If you have any questions or concerns, please call me at 614-752-9507 or e-mail me at jjohnson@regents.state.oh.us.
Thank you for your continual support.
MEMORANDUM
To: OLN Catalogue Coordinators
From: Melissa R. Wright, HEI Analyst, Ohio Board of Regents
George Steele, Director, Degree Completion Programs, Ohio Learning Network
Date: 02-28-2003
Re: The new OLN Course Catalogue submission process
As you know, OLN and HEI have collaborated in bringing you a new process for submitting course and section information for posting on the OLN Course Catalogue. The data entry screens and search engine that you have used in the past have been revised, and you now have the option to submit the files via batch submission. We have also created a website for OLN catalog coordinators on the HEI homepage (http://regents.ohio.gov/hei/datasubdoc/oln/production/olnfiles.html).
We will move into the production period beginning March 18, 2003. OLN catalog
coordinators will use the new system from that point on to submit their courses
to Ohio Learns, the OLN course catalog. In preparation for this change, data
submissions to the catalog will be suspended during the week of March 10 to
March 17, 2003. From March 10 – 17, we will convert your OLN account username
and password to your HEI account username and password. Therefore, when the
system re-opens on March 18, 2003, you can use your HEI account and password
to access both the HEI data input site and the OLN maintenance site. If you
have not been issued a HEI account and password you will need to get this information
from your institution’s HEI liaison. To find out who your HEI Liaison
is, go to the people listing at the HEI Web site. (http://regents.ohio.gov/hei/people.html)
Since December, we have been involved in a practice period where we have received
user feedback and incorporated their suggestions into the file structure. As
we move into production, there are a few changes to highlight:
We also encourage you to read the Important Memos (http://regents.ohio.gov/hei/datasubdoc/memos/olnmemos.html) and Recently Asked Questions (http://regents.ohio.gov/hei/datasubdoc/raq/olnraq.html) links. All the information from the training sessions is posted, along with numerous questions from OLN catalog coordinators. If you have any further questions or comments on the new file structures or submission process, please contact either of us via the information below.
Additional training will be offered later this spring or early summer. To help us design training that will best meet your needs, please make your suggestions to either of us.
Sincerely,
Melissa R. Wright
George E. Steele
~~~~~~~~~~
Melissa R. Wright
HEI Analyst
Ohio Board of Regents
57 E. Main St., 4th Floor
Columbus, Ohio 43212
mwright@regents.state.oh.us
614.728.8858 (w)
614.728.0102 (f)
www.regents.state.oh.us/hei
George Steele
Director, Degree Completion Programs
Ohio Learning Network
1460 West Lane Avenue
Columbus, OH 43221-3950
gsteele@oln.org
Phone: (614) 995-3240 x604
FAX: 995-3450
http://www.oln.org
Video: 198.30.198.107
Return to CI File Questions Page
http://regents.ohio.gov/hei/datasubdoc/memos/cimemos.html
last updated
January 28, 2004