Data Collection User Guide
April 6, 2015
April 6, 2015
Contents
Introduction .................................................................................................................................................. 3
Collection process overview ......................................................................................................................... 3
Step by Step .............................................................................................................................................. 3
The Web Site ............................................................................................................................................. 4
Roles .......................................................................................................................................................... 4
User and Organization Management ........................................................................................................ 5
Manage Users ....................................................................................................................................... 5
Password Change and Email Update .................................................................................................... 7
Assign Users to Orgs ............................................................................................................................. 7
Assign Users to Roles ............................................................................................................................ 8
Manage Organizations .......................................................................................................................... 8
File Upload ................................................................................................................................................ 9
File Preparation..................................................................................................................................... 9
File Upload ............................................................................................................................................ 9
Data Management .................................................................................................................................. 11
Error Summary .................................................................................................................................... 11
Metric Tables ...................................................................................................................................... 12
Approval Status ................................................................................................................................... 13
Approval Status for All Organizations ................................................................................................. 14
Data Detail .......................................................................................................................................... 15
Upload History .................................................................................................................................... 15
The CCA-SHEEO Data Preparation Workbook (Optional) ........................................................................... 16
Entering Data Using the Excel Workbook ............................................................................................... 17
Enabling Macros in MS Excel................................................................................................................... 17
Create the CSV File to be uploaded .................................................................................................... 19
Prior year Data Submission and Correction ................................................................................................ 21
Customer support and assistance ............................................................................................................... 21
System Change Log ..................................................................................................................................... 21
2015 ........................................................................................................................................................ 21
2014 ........................................................................................................................................................ 21
2013 ........................................................................................................................................................ 22
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April 6, 2015
Introduction
In the 2015 data collection cycle, Complete College America (CCA) and the State Higher Education
Executive Officers (SHEEO) continue their partnership and deliver an improved data collection system.
We have tried to stabilize the system which is found at: [http://ccacollection.sheeo.org/] to ensure that
states and institutions see the same system from year to year, although updates to improve usability
and expand the capability of the system may be released throughout the collection cycle. The
fundamental goal of this collaboration continues to be to develop an easy to understand system for
reporting CCA Metrics, hopefully streamlining the data collection process and enabling more accurate
data.
Data providers should refer to this CCA Data Collection User Guide (hereafter Guide) or the data
collection website at [http://ccacollection.sheeo.org/] for questions about submitting data. For
questions concerning the metrics themselves, data providers should refer to the CCA Metrics Technical
Guide also found on the home page of the data collection website.
Note: Data providers acknowledge that all state and campus-level data uploaded through this
on-line portal will become the property of Complete College of America, and these data may be
used by CCA for purposes of public reporting and presentation.
Collection process overview
Step by Step
Use the Data
Preparation
Workbook
No
Obtain
Documents and
tools from
www.ccacollect
ion.sheeo.org
Log in and
update your
password
Are you a
keyholder
Yes
Add and Edit
Institutions and
Operators
Can produce
CSV file
directly?
Yes
Produce CSV
File
No
Log in to
website and
upload data
Review any
import errors
Review data
with Metrics
Tables
Review other
errors and
warnings
Are there
Errors
Errors
Fix them at the
source
No Errors
Approve Data
Finished !!
`
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The Web Site
The CCA data collection website is the foundation of the CCA data collection process; all system
functionality can now be accomplished through this website. A macro-enabled Excel workbook is an
optional tool SHEEO provides to assist states and institutions that are not yet able to produce the
necessary batch files directly from data systems.
The web site (http://ccacollection.sheeo.org) provides current updated documents and resources and
allows you to log in to upload data, check your status, manage and approve your data.
Roles
Two types of roles are defined in the data collection system. Keyholders can perform all upload, review,
approval and user management functions. Operators can only upload and review data. Both keyholders
and operators can have a scope of responsibility ranging from a single org (institution or state agency) to
all orgs within the state. The major distinction is that only a keyholder can 1) approve (or undo approval
of the) data and 2) only a keyholder can create and manage operator accounts within the agency or
institutions.
Each state agency will have ONE primary keyholder responsible for coordinating the collection process
within the state agency and its institutions. The primary keyholder can choose to delegate keyholder
responsibility to others who would then have approval responsibility for one or more institutions within
the state. With only a few exceptions, there is only one state agency per state. In situations where states
report for two separate state agencies, there is a primary keyholder for each agency.
In states with established student level data systems, the keyholder should be able to provide and
approve all of the required data for their state. For states where the requested data cannot be drawn
from a central student level database and the keyholder plans to delegate data collection, the keyholder
can define any number of operators. An operator can upload data through the web site but a keyholder
must then review and approve this data.
SHEEO manages creation of agency accounts and primary keyholder accounts. The primary keyholder is
responsible for managing the operator accounts and delegate keyholder responsibility within the agency
and its institutions. If you need assistance contact the CCA team at 303-541-1622 or [email protected].
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Table 1 Summary of Responsibilities by Role
Keyholder
Function
PrimaryƗ
Operator
Delegated
(State Agency or
Institution)
State
Agency
CCA
Institution
Customer
Service
(SHEEO)
Yes
Set up a state agency
Add or Edit an institution
Yes
Yes
Yes
Add or Edit a user
Yes
Yes
Yes
Assign Roles to Users (operator
or keyholder)
Yes
Assign Orgs to Operators
Yes
Yes
Create upload CSV file from the
data preparation workbook.
Yes
Yes
Yes
Yes
Yes*
Upload data files
Yes
Yes
Yes
Yes
Yes*
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes*
Yes
Yes
Yes
Yes
(for assigned orgs)
Review uploaded data
(for assigned orgs)
Retrieve org data from the
database into the workbook
Yes*
Yes
(for assigned orgs)
Approve data
(for assigned orgs)
Track data submission progress
(within assigned responsibility)
Yes*
Yes
Yes
Yes
Ɨ
The primary Keyholder is SHEEO’s primary contact with the state. They are responsible for coordinating
the state process and ensuring all data reported is properly reviewed and approved.
* These functions are only performed by customer service in unique situations with agency keyholder
approval.
User and Organization Management
User and Organization Management functions are available to keyholders only.
Manage Users
This screen provides each keyholder with a list of users associated with them and provides several
columns of user information. Filters allow keyholders to select users by username, email, Org, or role:
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Links just above the data table allow you to:
Insert a New User: This option will bring up a form to enter data for a new User.
Export to Excel: Will create excel file of the user data in the current display.
Functions in each user row include:
Edit: Brings up a form for editing the user information.
Password Reset: Brings up a form to reset a user’s password.
Lock and Unlock: Lock will disable a user, preventing them from having further access to
the system without the need to delete their record.
Delete: Remove the user from the system. The user’s username in audit trail and data records
will be retained.
Note: 2012 user data has been retained in the system for all previous keyholders and for all operators
who were active in last year’s system. Please note that all current operators have state agency level
access. If you would like to restrict their access to an institution or a group of institutions, you will need
to update the system.
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Table 1 Summary of Responsibilities by Role provides a clear explanation of each user’s roles.
Add or Edit User Form:
You will also need to assign an initial password to each user. It is recommended that you check the
“Force Password Change” box which will require the user to provide a new password the first time they
log in. The Default Organization sets the user’s initial scope of responsibility. If a state agency is the
default organization, the user will have access to all organizations in the state. If an institution is the
default organization, the user will only have access to data for that institution. Those initial assignments
can be modified in the Assign Users to Orgs menu.
Note: To expedite the customer service process we recommend that you use the user’s email
address as their username.
Password Change and Email Update
Users can access the password/email change function by clicking on the Edit button next to their
Username on the upper right corner of any website page. You may change your password or your email
address from this form. The password change dialog box requires entry of your old password.
Customer service representatives do not have access to your password, but they can reset it for you.
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Assign Users to Orgs
The Assign Users to Orgs form allows keyholders to modify the list of orgs (state agency and its
institutions) that are available to an individual user. Use the arrows to move Orgs from the available
column (left) to the authorized column (right) then save. This function instantly changes the orgs that a
particular operator or delegated keyholder has access to.
Assign Users to Roles
Keyholders can give Delegated Keyholder rights to an operator or remove those rights simply by
selecting the proper button and clicking Assign Role.
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Manage Organizations
Manage Organizations operates similarly to the Manage Users form. It allows a keyholder to add new
institutions and manage information about institutions within the responsibility of the state agency.
Note: We STRONGLY recommend using the IPEDS UnitID as the Institution ID. If for some reason
you choose not to use the IPEDS UnitID, be sure that the ID selected is identifiable and globally
unique.
Note: All operators who signed into the system last year and all institutions for which data was
submitted last year will be already in the system. It is the responsibility of the primary keyholder
to go in and make adjustments if they are needed.
Add/Edit Orgs Form:
State Keyholders will be able to add or modify institutions within the state. The IPEDS UnitID is highly
recommended for the OrgID. If this is not possible, please contact Customer Service for assistance. The
Class (“All other Four Year Institutions”, “Four Year Institutions – Research Universities Very High
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Activity”, “Two-Year Institutions”, and “Other”) should be entered based on how you plan to report for
each institution.
File Upload
File Preparation
Data files in a CSV format will need to be prepared to upload the data into the system. States that are
able to produce this file directly from their data systems may do so. States who do not have the ability
to produce the files directly, or who can only produce part of the data directly will use the optional Excel
Data Preparation Workbook to prepare their data and produce the necessary batch files.
From the Home Tab on the CCA Data Collection site, data providers should download and review the
2014 CCA File Specifications as well as the CCA-SHEEO Table of Variable Names, which will show how to
build the CSV file prior to uploading into the automated data collection tool. Once the file is constructed
in one of two formats, data providers can upload their file into the data collection tool.
While two different file formats are allowed, we recommend using the three-column format that
explicitly identifies the ORG ID in every row of the file. The three-column format (variable name, value,
orgid) allows a single CSV file to contain data for your state agency and multiple institutions within your
agency. It also reduces the potential of accidentally loading data prepared for one organization for a
different one.
File Upload
Be sure you have selected the current collection year [2014].
Note: The file formats have not changed for 2014 but since the varnames indicate specific data
years or cohorts, all varnames are new for 2014.
Note: 2012 and 2013 data revisions can be submitted through the same system using the
appropriate variable names. See the
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Prior year Data Submission and Correction below for information on prior year data.
Note: The OrgID represents either a state agency or an institution. For institutions it is most
frequently the six-digit IPEDS UnitID. For most state agencies the OrgID is the standard twocharacter state code. If you have more than one state agency in your state, please contact your
keyholder for your agency’s OrgID.
Note: The two-column format (variable name, value) which allows submission of all elements for
a single state agency or institution is retained for compatibility for states who have written
software to prepare two-column files. If you choose the two-column format you must specify the
organization since that information is not contained in the file. (The three column format is
recommended)
To upload the CSV file, data providers must log in first. Once logged in, the system recognizes the
applicable agency and institutions for which data can be uploaded. Select the file type and use the
Browse function shown above to select the appropriate file. Then press the “Upload!” button. If you
use the two-column format you must ensure that you are uploading data to the correct state agency or
institution as uploads will override previously submitted data.
New this year users will be able to view the progress of
their data submission via the progress bar above the
Upload button. The upload could take a few minutes
depending on file size. A notice will indicate that
processing is underway. The upload process is broken
into three steps, if your file is failing to load please
take note of which step was not complete to help
customer service investigate any problems.
After an upload you will see a message indicating how
many rows were submitted; just because submission
was successful does not mean all data was imported.
Please review the error summary to ensure all data
was successfully imported into the CCA data set.
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Data Management
Error Summary
The error summary displays four levels of errors for the most recent import for a given year’s data for an
agency or institution.
Data Submitted, Not Imported into the CCA data set: Data not imported would include invalid
varnames, submitting data for already approved (and uploaded) metrics, or submitting for organizations
for which you are not authorized.
Error Summary: Data Submitted, Imported: Data was imported but the validation process identified
errors that will not allow data to be approved. These errors must be resolved.
Warning Summary: Data was imported but the validation process identified inconsistencies in the data
that generated warnings. Warnings are situations that indicate data that may or may not be incorrect.
These situations will not prevent approval of the data but we recommend that you take a second look to
ensure the data is correct.
Data Suppression Notice: These are situations where values have been submitted that are less than
eleven. These values will be visible until the data is approved at which time they will be suppressed.
A detailed list of errors and warnings can be found on the Home Tab.
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A Note about Data Suppression:
We continue to recognize that states may have their own data suppression policies. You are
welcome to suppress data before submission by submitting ‘DS’ for each suppressed value. If you
choose not to suppress data prior to submission, the system will accept unsuppressed values
which will remain viewable until data approval. (The system will identify the total number of
suppression notices for your data set on the error summary page.)
At the time of approval, any values less than 11 (with the exception of values for Metric 4) will be
marked as ‘DS’ on the online interface, in any downloaded reports, and in any state or
institutional-level reports. They will be retained in the system however, to allow institutions and
states to make adjustments, if necessary (by undoing an approval), and for future regional and
sector-level aggregations. These values will ensure certain groups are not underrepresented in
high-level aggregate analysis. To protect personally identifiable information, retained small
values will NEVER be reported or shared externally.
For any category you can veiw details about errors or warnings by clicking on the error description. You
will also be able to view which organizations and which variable names the errors apply to.
Finally, errors can be seen visually through highlightes in the metrics tables.
Metric Tables
The Metric Tables display will present your data in tabular form similar to the spreadsheets some states
use to submit data. Error cells, if any, will be highlighted in red and warnings will be highlighted in
yellow. By hovering the mouse over an error/warning cell you can see a list of errors/warnings related to
that item. By clicking on the value you can see detailed information about the warning. Please note that
data entry and/or error corrections cannot be done on this form. Following the best practice of
correcting errors at the source, you will want to identify your errors using this and other reports, correct
them at the source, and then upload a new file. If you are using a MS Excel workbook to prepare your
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data you would analyze the cause of the error, correct the appropriate worksheets and produce a new
batch file for submission.
The blue highlighted cells indicate data suppression notices. These will be displayed as “DS” after the
data has been approved. See A Note about Data Suppression above for details. The red highlighted cells
indicate errors which must be corrected data can be approved.
Approval Status
The approval Status form provides information on the status of the data. It includes the date and
operator for the last upload; the total error count and the time and person who last viewed the metric
on the metric table form.
This form allows Keyholders to approve data by metric and for an entire organization if there are no
errors. All metrics must be approved to complete the collection cycle.
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The “Last Viewed” column on the form provides you with an indication that the metric has been
reviewed. Selecting “Approve” signifies that you are confident the data is accurate to appear in reports
for your state’s CCA team. You will want to visually review your data for reasonableness (e.g. do the
values look right and do the calculated percentages make sense) and for errors and warnings. It is
especially important to review warnings since these will not prevent approval. For convenience, while
reviewing you can navigate directly from the Approval Status to the Metric Table by clicking on the
metric name, and you can navigate back by clicking on the “Approval Status” which is found on the
Metric Table page just above the metric title.
Approve/Undo/Reset
Once you have reviewed the data, approval and other key adjustments are done from the Approval
Status menu. The Approval Status form allows you to see the status of all the metrics for an entire
organization and allows a keyholder to easily approve (or undo approval if you discover an error) by
metric. If you undo approval to make a correction it is essential that you approve the new data.
Otherwise your data not be finalized and will not be included in final reports. Finally, if you want to clear
all data for a metric then you can utilize the reset button, PLEASE BE CAREFUL as this will erase all data
submitted for that metric.
Approval Status for All Organizations
New for 2014 Keyholders can view the status of metrics approval for all the organizations they oversee
on a single screen by selecting View Approval Status for All Organizations and defining the organization
they would like to view in the drop down box.
This screen will allow keyholders much greater flexibility in approving, undoing and resetting data for
multiple institutions all at once. We HIGHLY ENCOURAGE states wanting to take advantage of this new
functionality to ensure they have practices in place to review the data for accuracy before doing a bulk
approval of any sort. A good rule of thumb is that states should review 5-10% of their organization to
ensure confidence that their code produced accurate data.
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Data Detail
The data detail form allows you to view a list of the current data filtered by Collection Year, Org/Metric
or even specific variable names or values. Data previously submitted and replaced will be archived and
will be accessible via the Archived Data button. (Because of the potential size, for Archived Data you
must select a specific Metric).
Upload History
The Upload History menu option allows you to view a record of all batch uploads. It has filter options
that allow you to see uploads by collection year, by a specific Username or user email as well as
selections for your state agency or individual institutions. For each upload the form indicates the upload
detail including the number of rows in the uploaded file (File Row #); the number of rows uploaded for
the particular org (Org Row #); and the number of rows that were not loaded to the database (Not
Imported #).
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The CCA-SHEEO Data Preparation Workbook (Optional)
The Optional CCA Data Collection Workbook is a MS Excel workbook developed specifically for entering
data and exporting batch files ready to be imported to the database through the online interface. The
menu allows you to retrieve data previously loaded into the database.
While only the website is required, the optional workbook allows systems without the capacity to
produce batch files to manually prepare data. Data that is batch loaded from the website can be
retrieved to the workbook for manual corrections.
Note: There are separate workbooks for each year 2012, 2013, and 2014. You will use the 2014
workbook to produce data for the current collection year.
Note: Similar to last year, this year the workbook produces a batch file (CSV) that is ready for
upload through the website. All data must now be uploaded through the website.
Best Practice Assumption: If data produced directly from your system are found to contain
errors, the best practice would be to determine the cause and correct the error at the source (e.g.
in the source system) and then reproduce the files from your data system. When data is
generated directly from a source system, the CCA Data Preparation Workbook should only be
used to correct errors in unusual circumstances.
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Entering Data Using the Excel Workbook
These instructions are for entering data directly into the MS Excel file. The Excel file includes macros that
allow you to extract a CSV file suitable for upload to the database through the web site. Note: The Excel
file no longer updates the database directly.
Data providers should download the correct CCA Data Preparation Workbook link from the Home Tab
to download the current version of the CCA Data Preparation Workbook. Please note that the Excel
workbook is unique for each collection year.
NOTE: Starting with the 2015 Data Collection there is a separate workbook for submitting
Outcomes 2A since this metric includes variables for both the current and prior year collection.
For context this sheet allows you to retrieve data already submitted in the prior year to help
ensure that your 200% graduation rates do not generate an error. However, if you would like to
adjust prior year data (such as the beginning cohort) you will need to unapproved data in the
system (see below) and resubmit data using the prior year submission year at upload.
Enabling Macros in MS Excel
Macros must be enabled to use the MS Excel workbook to produce a batch file or retrieve previously
submitted data from the database. The default setting in MS Excel is “disable all macros with
notification.” Data providers should complete the following steps to ensure their computer is set to the
default setting.
Follow instructions below for MS Excel 2007. Other versions may require different steps to enable
macros.
Click the Microsoft Office Button
then click Excel Options.
in the upper left-hand corner of the MS Excel tool bar; and
Click Trust Center, Click Trust Center Settings, and then click Macro Settings.
Verify or click the option: Disable all macros with notification.
As long as this setting is selected, data providers will get an alert (see below) when they open the MS
Excel template or refresh a flat file into the MS Excel format that macros are present. Data providers can
then enable macros by clicking the Options… icon adjacent to the Security Warning that appears just
below the toolbar and then click the Enable this content button that appears in the pop-up window.
Note: Some agencies may have policies that control the enabling of macros. If this situation applies to
your agency contact your network administrator in order to enable macros for this data collection
process.
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Once the workbook is downloaded, data providers will see the following worksheets (tabs) where they
will enter the required data for their state agency or institution(s):












Context 1
Context 2
Outcomes 1
Outcomes 2
Outcomes 3
Outcomes 4
Progress 1 & 2
Progress 3
Progress 4
Progress 5 2-Year Institutions
Progress 5 4-Year Institutions
Progress 6
Descriptions of each of the metrics calculated within can be found in the CCA Metrics Technical Guide
which is available on the home page.
Data providers will enter the requested data into each spreadsheet. The figures in the yellow highlighted
columns will be automatically generated as the data is entered.
Note: There are no locked cells in the new worksheets. This makes it easier for you to use the
data for other purposes. It also requires you to be careful not to accidently alter the cells or
calculations. Keep in mind that unlocked spreadsheets often get corrupted, particularly if you use
the paste-insert function. If you accidently modify your workbook and it is not uploading data
into the system correctly, simply download a fresh copy from the website.
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Create the CSV File to be uploaded
Once the data have been entered into the worksheets in this workbook, data providers should save the
workbook as usual and also create a batch file on their computer where it will be ready for import to the
system.
By selecting the Menu button available on each metric tab, you will be able to enter your username,
password, and Institution or State Agency ID.
Note: A password is not required to save data to a file because this file is only saved to your hard
drive but it is needed to perform a retrieve.
The menu above provides options to create batch files for the entire workbook or a single worksheet
(upper right) and options to retrieve data from the database for the entire workbook or a single
worksheet (lower right). Indicators in the lower left will also show your current workbook software
version and the connection to the CCA web server.
During the “Create a Batch File” step you will be able to provide a file name for the CSV file.
Note: It is a good idea to have a consistent naming convention for the files that you create to
make them easy to identify and use in the future. An example might be:
CCA_[OrgID]_[Metric?]_[Initials]_MMDDYY.csv
where: [OrgID] = the agency or institution id; [Metric?] = Metric is only needed if the file is for a
single metric rather than the full workbook; [Initials] = operator initials, especially important of
more than one person is working on the data preparation; YYMMDD = today’s date.
Example: CCA_GA_Context1_jb_130406.csv
Note: The workbook produces a file with rows for all values, including blanks and zeros.
Therefore it will replace all values when uploaded to the database. If you intend to only upload
certain values you must edit the file to delete unwanted rows before uploading. If some data has
already been loaded into the database it is good practice to retrieve that data into the
spreadsheet before filling in other values.
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If, after loading data to the database you want to retrieve a fresh copy of that data to the spreadsheet
you will need to enter a valid password to enable the retrieve function. You can retrieve either the full
workbook (all metrics for a single Institution or State Agency) or only a single worksheet. Retrieval will
replace all data that you might currently have in the workbook.
Troubleshooting
The workbook includes an instructions tab which repeats many of the instructions included here. There
are also two useful buttons. The Check Connection will validate that you have a good connection to the
internet and can reach the CCA Collection site. The Check Version will validate that you have the most
current version of the workbook.
Updates to the Data Preparation Workbook
You will be notified of any significant updates to the website. In the event that program errors are
discovered or new features are added to the optional Data Preparation Workbook, new versions will
become available. Data providers will be notified when a new version of the spreadsheet is available via
email and will also get a pop-up message box when they open the workbook:
A note on file handling
The system is designed so that a single copy of the optional Data Preparation Workbook can be
used to prepare data for the state agency as well as multiple institutions. Each tab will label the
last institution Retrieved.
This may get confusing, however. Agencies may choose to make copies of the workbook with the
name of the agency or institution in the filename. If this method is chosen and a new version of
the workbook is released, it will be necessary to upgrade each copy.
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Prior year Data Submission and Correction
If you are preparing an initial submission for a prior year or if you are correcting previously submitted
data follow the same process as current 2014 data with the following exceptions:



You must prepare your batch file using the varnames associated with the appropriate year.
Tables of Variable Names can be found on the website at www.ccacollection.sheeo.org.
If you use the optional workbook to manually prepare your data you must use the CCA Data
Preparation Workbook designed for the appropriate year.
If you are correcting already approved prior year data, a keyholder must go to the website and
undo the approval for each relevant 2012 metric/org first before the system will accept the
corrections. Then, be sure the corrected data is reapproved.
Please note: Corrections for prior year data, which are enabled by the ability to undo approval
and reapprove, will only show up in any new reporting and will not impact reporting done at the
close of the current year. Although the correction mechanism should provide for more accurate
data over time it is still essential for the current year data to be as accurate as possible.
Customer support and assistance
When questions arise, data providers should consult the main page (Home Tab) within the automated
data collection tool [http://ccacollection.sheeo.org/]. This tab is the one-stop-shop for downloading the
necessary tools to provide data and for getting questions answered throughout the process.
The Home Tab links to four documents data providers can access when they have questions. These
documents are described in turn. Additionally you can reach the CCA customer service team directly
through email: [email protected] or phone: (303) 541-1622.
System Change Log
2015
Separating Outcomes 2A from the Overall Submission Workbook
To help avoid confusion and streamline the submission process we have created a separate workbook
specifically designed for submitting Outcomes 2A which requires you to submit 200% graduation rates
for the bachelor’s cohort that was submitted the prior year.
2014
Improved Upload Communication
The updated upload screen will provide greater feedback as your files upload so that you can better
track the upload process.
Error Summary Improvements
Text has been added to the error summary page to clarify errors and provide additional context.
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Data Format Flexibility
Decimals are now accepted for all fields although all data in the system will be rounded to meet the
specifications in the metrics guide. This means two decimals for FTE, Time to Degree and Credits to
Degree and no decimals for all other metrics (where decimals are not appropriate).
Additional Data Management and Approval Options
 A reset button has been added that will allow you to reset all data.
 A screen has been added under approval status that allows keyholders to view the data
submission status for all organizations as well as:
o Approval all metrics for all organizations
o Undo an approval for all metrics for each organization
o Reset all metrics for each organization
Additional Filters
 Additional filters have been added to help with navigation.
2013
Role Based Work Assignments
The system allows users to be assigned to specific roles and functions within the system which
authorizes them for individuals functions based on their role. The following roles are assigned.
Keyholder

One Primary Keyholder per State Agency

Multiple Delegated Keyholders are possible per state agency. They can be granted statewide
or institution level authority by the primary keyholder
Operator

Multiple Operators are allowed per state agency. They can be granted statewide or
institution level authority by any keyholder
A detailed list of roles is available in found in the Roles section below.
CCA Data Preparation Workbook is not required
For states that can produce their data directly in batch files, all submission, review, and approval can be
done from the website without using the MS Excel Data Preparation Workbook at all.
The Data Preparation Workbook is used to create batch files
While data must be submitted through the website from batch files, an optional MS Excel Data
Preparation Workbook has been retained this year to help states and institutions produce the batch file
in the proper format. The macro driven workbook will allow manual entry and retrieval of database
information by authorized individuals as before. It has no validation or approval function, however, and
the sheet produces a batch file for upload through the web site.
Online Review
All metric data can be displayed in tables from the website with indications of any errors or warnings
clearly visible. Data tables can be downloaded in Excel format for your convenience.
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April 6, 2015
One step validation
In the new system all validations are done automatically at once when the file is uploaded. The first level
of validation will identify records that could not be loaded (e.g. incorrect varnames). The second and
third step will identify errors and warnings in the data that was loaded (e.g. parts greater than the
sums); errors must be corrected before data can be approved while warnings should be reviewed and
corrected if necessary. Finally, the fourth step will identify suppression notifications for small values that
should be suppressed. These errors can be viewed in the error summary or in the metrics tables, both
under the data management tab.
A Note about Data Suppression:
We continue to recognize that states may have their own data suppression policies. You are
welcome to suppress data before submission by submitting ‘DS’ for each suppressed value. If you
choose not to suppress data prior to submission, the system will accept unsuppressed values
which will remain unsuppressed until data approval. (The system will identify the total number of
suppression notices for your data set on the error summary page.)
At the time of approval, any values less than 11 (with the exception of values for Metric 4) will be
marked as ‘DS’ on the online interface, in any downloaded reports, and in any state or
institutional-level reports. They will be retained in the system however, to allow institutions and
states to make adjustments, if necessary (by undoing an approval), and for future regional and
sector-level aggregations. These values will ensure certain groups are not underrepresented in
high-level aggregate analysis. To protect personally identifiable information, retained small
values will NEVER be reported or shared externally.
Easy one-page approvals
All data for an agency or institution can be approved from a single web page. An indicator will show
when data has been last viewed and by whom.
Multiple years of data are available
While the current year [2013] is the default, it is possible to submit new prior year [2012] data or even
undo approve and resubmit 2012 data to make corrections. Corrections, of course, will not impact any
reports already produced from the data but can make future reports more accurate. For those who use
the optional workbook, 2012 and 2013 workbooks are available.
Variable Changes
Error Corrections
1. RC becomes RC2 for Outcomes 4 (Remedial Course at any time) for consistency.
2. PG becomes PG2 for Outcomes 4 (Received Pell Grant at any time) for consistency.
3. In “Progress Three,” the code ALL was used for Full and Part time students. The code will be
changed to FPS for consistency. (Progress 1-3 Should all be FPS rather than ALL, FTS or PTS)
NOTE: For “Progress 5 Four Year Institutions” the 2012 documentation and labels correctly
indicated a cohort year of ’03 but the assigned variable indicated “FA05.” In 2013 we are
collecting data for the Fall ‘05 Cohort and the naming convention will now be “CFA05”.
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April 6, 2015
All variables will be the same length and structure
One of the design objectives was to make each of the variable names the same length with each
component having a standard and consistent length. This will impact the Year dimension and a small
group of names in the Measure dimension. New names will include:
Variable
Number of Characters
Change
Year or Cohort Year
5
All Cohort years are changed to
five characters.
FAll’07 [FA07] becomes Cohort
FAll ‘07 [CFA07]
Simply insert the character “C” in
front of the cohort year variables
which previously started with
FA99. That is: CFA99 where 99
indicates the year of the fall
term.
Institution type
Seeking Type
or
Award 3
None
Student Enrollment Type
3
None
Measure
3
The
Retention
and
Transfer/Graduate measures for
semesters 10, 11, and 12 were
previously four characters in
length. Change is defined below
under “Metrics Changes and
Additions”
Demographic
3
The two character codes RC
(took a remedial course at any
time) and PG (received a Pell
Grant at any time) will become
RC2 and PG2 respectively.
Therefore all variable names (varnames) will be 17 characters in length 5, 3, 3, 3, 3 to enable simplified
handling and programmatic parsing of the variables for both data preparation and analysis.
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