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OLN Data
Submissions
Important Memos
| Memorandum
November 14, 2002 To: CI Data Reporters This is to inform you that a message was sent out yesterday by George Steele, Ohio Learning Network (OLN) Director, to all OLN Catalog Coordinators (campus distance education data reporters) inviting them to participate in a training session pertaining to the file submission process of distance learning course data in HEI. You are welcome to attend this session with the OLN Catalog Coordinator on your campus. I have attached a list of OLN Catalog Coordinators for your information. Also, please find below a copy of the invitation along with the training registration information. For over a year the Ohio Learning Network (OLN) and HEI staffs have
been working on a data exchange whereby OLN Catalog Coordinators on
each participating campus would submit distance education course information
to HEI for validation before it is transferred to the OLN catalog. This
collaboration between HEI and OLN will allow the state and campuses
to better benchmark distance learning activity for policy decisions,
and respond to the Governor's request in the Annual Performance Report
for more To the extent possible, the distance education course files maintain
the same data elements that OLN Catalog Coordinators are currently reporting
directly to OLN. Data submission documentation for the Distance Learning
Course Offerings (DO) File is at http://regents.ohio.gov/hei/forreview/dofile.html
and Distance Learning Course Sections (DS) File at http://regents.ohio.gov/hei/forreview/dsfile.html.
There are a couple of modifications worth mentioning: First, we are
asking OLN Catalog Coordinators to submit course identifiers (in DO
and DS files) and course sections (in DS file) that match what is submitted
by you in the Course Inventory (CI) and Course Enrollment (CN) files
for the same year and term in HEI (CI and CN files); and secondly, because
we have expanded the distance education course data collection beyond
what is presented for public We have conducted a pilot of this data exchange with a few campuses and we are now ready to move into a practice period (December 2002 – February 2003) with all interested campuses after the training sessions are completed in early December. At the training sessions, OLN data reporters will be instructed to contact their respective HEI liaisons to gain access to the data input site. We expect that OLN Catalog Coordinators will be able to start submitting live distance learning course information by early March. Please contact Melissa Wright by email at mwright@regents.state.oh.us or by phone at (614) 728-8858, if you have any questions about this distance learning file submission. Thanks. |
| To: HEI Liaisons and OLN Catalog Coordinators
From: Harold Horton, HEI, and George Steele, OLN Date: December 10, 2002 Re: HEI access for OLN Catalog Coordinators CC: CI Data Reporters As you know, HEI and OLN staff provided training to OLN catalog coordinators (Dec 4 and 6) on how to submit their distance education course information in HEI. In just a few days, OLN catalog coordinators will begin submitting practice files and will need access to HEI. At the training sessions we asked OLN catalog coordinators to contact their respective campus HEI liaisons to (1) have an HEI account created and (2) to gain access to the distance education course files. We have added the DO and DS files to the liaisons menu. The Distance Learning Course Offerings (DO) File documentation is at
George and I would appreciate your assistance in providing OLN catalog coordinators with access to HEI. I have attached a list of OLN catalog coordinators for your information. Please contact Melissa Wright by email at mwright@regents.state.oh.us or by phone at (614) 728-8858, if you have any questions about this distance learning file submission. |
| To: OLN Catalog Coordinators
From George Steele, OLN and Harold Horton, HEI Date: December 16, 2002 This is an exciting time for us at OLN. The practice sessions for OLN Catalog Coordinators to use the new OLN maintenance site can begin. The new site located on the web at http://www.ohiolearns.org/catadm/maint.php. has incorporated several features we have discussed over the past 18 months.
As promised during the training sessions last week, we have several
items we need to share with you to help get you started. The new site
currently requires two different login and password procedures to access
the HEI and If you have any difficulty identifying who your HEI Liaison is, please
contact Suzie Holycross at Regents. Her e-mail is: sholycro@regents.state.oh.us.
Please note that in the near future we will replace your OLN account
and An addition, a data area for OLN has been created on the HEI front
door at http://regents.ohio.gov/hei/datasubdoc/oln/production/olnfiles.html.The
OLN-HEI data area provides access to key documents such as the file
layouts for the Distance Learning Course Offerings (DO) file and the
The length of the practice period for the new catalog maintenance
is yet to be determined. We look forward to your input to determine
when we will shut down the current site and activate the practice one.
Tentatively, we are considering the end of January or the beginning
of February 2003 to make this conversion. For those who have added courses
to our current maintenance site for Spring or Summer 2003, we will transfer
these entries In the mean time, if you have any questions, please contact George Steele at gsteele@oln.org. Thank you, George
MEMORANDUM 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)
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, George E. Steele George Steele
From: George Steele [mailto:gsteele@oln.org]
Thanks to your assistance and questions, the HEI and OLN data submission process is progressing. Over the past two weeks, catalog coordinators have been submitting files successfully to the OLN catalog. Many have identified issues and concerns that we have addressed regarding the data submission process since moving from the practice period to the production period. We look forward to future conversations with you regarding your data submissions.
Catalog Coordinators from Public Institutions – We would like to direct the attention of the catalog coordinators from public institutions to the submission of the course id (and section id). There are situations where a OLN catalog coordinator will enter a course id as “BIO 113”, with a space between the letters and numbers, while the HEI CI data reporter enters the course as “BIO113” with no space. The importance of OLN catalog coordinators entering the course id in exactly the same way as the HEI reporter is critical. For us to eventually track distance learning enrollments at public institutions, these entries must be exactly the same. We have seen a few anomalies already. Attached (below) is a document from Melissa Wright from HEI explaining this procedure. Please contact us if you have any questions.
Attachment: To: OLN Data Reporters at Public Institutions From: George Steele, Director, Degree Completion Programs, Ohio Learning Network Melissa Wright, HEI Analyst, Ohio Board of Regents Date: April 8, 2003 Re: Reporting Course and Section Identifiers As you are aware, the collaboration between HEI and OLN is underway. We are excited with the possibility that within the year we will be able to track enrollments in distance learning courses. This is possible because we will link the course and section identifiers submitted through the OLN distance learning files and/or data entry screens to the course and section identifiers reported to HEI through the course inventory (CI) and course enrollment (CN) files for your institution by year and term. However, if the course and section identifiers you submit in OLN do not match exactly what has been submitted in HEI, we will be unable to track the enrollments for these courses. A scenario we have identified is where a OLN Catalog Coordinator enters a course id as “BIO 113” (space is between the dept and number), but the HEI data reporter enters the course identifier as “BIO113” (no space is between the dept and number). The addition of the space will result in a mismatch and no enrollments will be returned for this course. Therefore, we encourage you to contact your HEI CI data reporters to engage in a discussion as to how they report the courses. HEI data reporters have been reporting course information since 1998. There is another method to identify how your institution’s courses are reported. The Course Inventory (CI) Query is available to the public at http://hei.regents.state.oh.us/cgi-pub/iqhotlink?$ci_query. The results of this query will produce text or a spreadsheet listing your course identifiers as they appear in HEI databases. To identify the section identifiers, you will need access to the Course Enrollment query, which can be obtained from your liaison. Again, we are excited about this collaboration and are willing to answer any questions you might have. |