Update on HEI

1
Update on HEI

• Ohios Higher Education Information System(HEI)
• HEI USERS CONFERENCE
• March 28, 2002
• Harold Horton, Dir. HEI, Ohio Board of
  Regents,hhorton_at_regents.state.oh.us

2
Update on HEI

• Reminder of New Address
• Higher Education Information System (HEI)
• 57 E. Main Street
• Columbus, OH 43215
• New HEI Administrative Assistant
• Suzanne Holycross, 466-5045,
• sholycro_at_regents.state.oh.us

3
NEW FILE SUBMISSIONS

• Enrollment Data Area
• Academic Programs File Submission
• Goal Complete inventory of Academic Programs at
  all public campuses
• Develop public query and respond to inquiries
• Excel files sent out on Sept 20, 2001
• Return files by February 28, 2002
• New deadline March 31, 2002
• Next phase is to automate Program Approval Process

4
NEW FILE SUBMISSIONS

• Enrollment Data Area
• High School of Graduation (HG) file
• Campuses report the High School ACT code and year
  of graduation for each first time enrolled UG of
  previous fiscal year
• Eliminates FE file as data will be combined with
  CN file to generate Annual Remediation Report
  required by statute
• All but one institution have submitted

5
NEW FILE SUBMISSIONS

• Financial Data Area
• Research Challenge (RC) File
• Conversion of current data collection process to
  HEI
• Worked with Frank Tepe (Dir of Research Programs
  at OBR) and campus research officers
• Public and Private institutions involved
• Training sessions for campus research officers
  and their staff in late November 2001
• December 2001 production
• Frank Tepe reports that significant resources
  saved by both OBR and campuses as a result of
  conversion to HEI

6
NEW FILE SUBMISSIONS

• Facilities Data Area
• Other Source of Funds (OS) file
• Purpose to have a complete picture of bldg rehab
  investments used in aged space calculation
• 10/17/01 memo to Facility Planners
• Eight years of other funds due end of March 2002
• Two more years due on January 2003
• Biennial submission due in January of odd years
• Liaisons need to grant access to users

7
NEW FILE SUBMISSIONS

• Financial Aid Data Area
• Independent and Proprietary Colleges and
  Universities only
• Student Entrance data (PE) file
• Degree/Certificate data (PD) file
• Practice in April 2002
• Production in May 2002
• Financial Aid Contacts will grant access

8
NEW FILE SUBMISSIONS

• Tech Prep Reporting
• Working with Dick Arndt (OBR) and TP Coord to
  meet federal Perkins/WIA reporting requirements
• TP file eliminated for campuses
• TP Coordinators will submit a new improved TC
  file once a year
• Liaisons will need to grant user access and
  specify consortium(s)
• Restricted query for TP Coord and campuses to
  track TP students

9
NEW FILE SUBMISSIONS

• Ohio Learning Network (OLN)
• Conversion of current OLN data collection process
  to HEI
• Working with Kate Carey and DL staff on campuses
  to create new files DO and DS
• DL staff must work with CI data reporters to
  ensure correct course ID and section
• Pilot in April-May 2002 Production in June 2002
• Liaisons will need to provide access to users
• Create DL enrollment query for OLN staff and
  campuses

10
ENHANCEMENTS

• Query Improvements (handout)
• Primary Edits in Excel format (enrollment files)
• File submission status available on academic
  calendar

11
ENHANCEMENTS

• IPEDS Spring 2002 Collection
• Enrollment and GRS available
• IPEDS Fall 2002 Collection
• We will make changes in the 2002 DC to
  accommodate double majors. Currently, we can not
  differentiate between dual degrees and double
  majors in DC (must be entered manually)

12
ENHANCEMENTS

• IPEDS Winter 2002 Collection
• Faculty and Staff Survey
• If requested by campuses, HEI will build a
  download to assist campuses
• Additional data (rank, tenure status) will be
  needed for faculty members in the AM
• Survey sent via email in near future
• Race/Ethnicity changes to SE (Summer 2003)

13
ENHANCEMENTS

• SGS Financial Aid Program Conversion
• OAS (Ohio Academic Scholarship)
• Massive data conversion from mainframe
• On-line web based application
• Automated verification of ACT scores
• On-line computation of applicant scholarship
  index
• Automatic ranking of scholarship applications
• Campuses provide award certifications via HEI
• Payments electronic via HEI
• Pilot, Practice, Training December 01- January
  02
• Production in February 2002 875 high schools
  successfully submitted applications 1000
  scholarships awarded

14
ENHANCEMENTS

• SGS Financial Aid Program Conversion
• OIG conversion to HEI March-Aug 2002
• Production in Sept 2002
• Capital Planning File Submission (practice fall
  2002)
• Testing Netscape 6.0 and Microsoft Internet
  Explorer (early 2003?)

15
ENHANCEMENTS

• OBR STARS Program conversion to HEI
• Course Applicability System (CAS)
• CAS needs a more efficient way to identify course
  changes among institutions
• AT Council will request campuses to submit a
  list of planned course offerings for entire
  academic year via HEI each June
• HEI will create a query for CAS that will
  identify course changes

16
OBR web-based reports

• April 1, 2002 Deadline
• Campuses will need to finalize Autumn 2001 data
  for Student Inventory Data (SID)
• Submit Faculty, Financial, and Facilities files
  for Resource Analysis (CX, CP, FX, FF, FD, AI)
  and Basic Data Series (BDS)
• Letters to Presidents from Rod Chu for those not
  finalized and submitted RA files

17
OBR web-based reports

• Freshman Remediation Report
• 1999-2000 and 2000-2001 (spring)
• Performance Report 2002

18
AUDITS

• 2002 enrollment and financial aid audit list
  released in early November 2001 auditors on
  schedule and will add more financial aid audits
  to schedule
• Financial Aid Audit software complete
• Financial Aid audits conducted jointly with
  enrollment audits
• Orientation for Financial Aid audits held in Jan
  another planned for May