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 2 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 !! ` 3 April 6, 2015 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]. 4 April 6, 2015 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: 5 April 6, 2015 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. 6 April 6, 2015 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. 7 April 6, 2015 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. 8 April 6, 2015 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 9 April 6, 2015 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 10 April 6, 2015 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. 11 April 6, 2015 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. 12 April 6, 2015 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 13 April 6, 2015 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. 14 April 6, 2015 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. 15 April 6, 2015 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 #). 16 April 6, 2015 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. 17 April 6, 2015 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. 18 April 6, 2015 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. 19 April 6, 2015 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. 20 April 6, 2015 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. 21 April 6, 2015 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. 22 April 6, 2015 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. 23 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”. 24 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. 25
© Copyright 2024