KHEDS KSPSD, BTE, PI,

1
KHEDS (KSPSD, BTE, PI, CI)Project Integration

• 2008 KBOR Data Conference
• Dawn Ressel

2
Agenda

• Goals for the Morning Session
• Courses within Programs
• Course Inventory / Program Inventory
• Student collections related to Programs
• KSPSD / Program Inventory
• BTE / Program Inventory
• Student collections related to Courses
• KSPSD / Course Inventory
• BTE / Course Inventory
• Student collections related to each other
• KSPSD / BTE

3
CWP
Courses Within Programs
Course Inventory
Course Inventory
KSPSD
BTE
4
Goals for the Morning Session

• Discuss modules of the KHEDS system 2 by 2
• Outline how they talk to each other
• Outline how KBOR will use the integration of the
  systems
• Explain website functions where appropriate

5
Program Inventory
(UI) PALA
Course Blocks
CWP
Courses Within Programs
Course Inventory
Course Inventory
(UI) Course ID
KSPSD
BTE
6
Courses within Programs

• Links ALL possible courses a student can take to
  each approved program at an institution
• Replaces Perkins Verification Forms
• Developed a Block approach when students have
  choices
• Take either History 101, World History 201,
  Civics 101, or Psychology 202

Not a University Project
7
Courses within Programs
Not a University Project
8
Courses within Programs

• Creating Blocks
• Institutions Name them and can use them in as
  many programs as necessary
• They can contain as many courses as necessary
• Utility to move all courses into a block for a
  general elective
• When creating, institutions must identify how
  many hours the block will contain and how many
  the student must take from the block
• Blocks can only contain all Technical or all
  non-Technical courses they can NOT be mixed

Not a University Project
9
Courses within Programs Creating Blocks
Not a University Project
10
Courses within Programs Creating Blocks
Not a University Project
11
Courses within Programs Creating Blocks
Not a University Project
12
Courses within Programs Creating Blocks
Not a University Project
13
Courses within Programs Creating Blocks
Not a University Project
14
Courses within Programs Creating Blocks
Not a University Project
15
Courses within Programs

• Courses within Programs will need to be modified,
  reviewed, and LOCKED by institutions several
  times a year
• This will be done BEFORE KSPSD data is submitted
• CTE staff will also review and Lock

Not a University Project
16
Courses within Programs

• KSPSD Collections will be edited against this
  locked file
• Each Record in PI must have a unique PALA Program
  Code Award Level Award
• Each Record in CI must have a unique Course ID
• Institutions control the linkage between CI and
  PI completely KBOR will not be doing any
  additional linkage between the two systems
  besides the Courses within Programs collection

Not a University Project
17
(UI) PALA
CWP
PALA -Program Code -Award Level -Award
Course Inventory
KSPSD
BTE
(UI) SSN/Student ID
18
Student Collections related to Programs

• Program Inventory uses a unique PALA to match to
  KSPSD
• unique CIP code is used for reporting. If an
  institution has been approved to have two or more
  programs with the same CIP, ALL KBOR CIP
  reporting will roll these students together!
• KSPSD and BTE records must have unique
  SSN/student ID combination
• Try to make the SSN / student ID combination the
  same between KSPSD and BTE

19
Student Collections related to Programs

• Universities
• Undecided Students and Pre-Majors should be
  submitted as they have been in the previous years
• Colleges (Community Colleges and Technical
  Institutions)
• Pre-Majors Colleges need to submit pre-majors
  as undecided students in the Program code. They
  can supply the pre-major code in the major code
  field.

For more info Projects, Projects, Projects Wed
Morning slide 38
20
Student Collections related to Programs

• Colleges (Community Colleges and Technical
  Institutions)
• Undecided Students
• 2008 can be undecided at any level but will get
  a warning in Edit Report
• Program code Welding
• Award Level None
• Award None
• 2009 Error if the award Level or award is
  undecided and the program is known

For more info Projects, Projects, Projects Wed
Morning slide 38
21
Students Collections Related to Programs

• Talk to Each other on Your Campus!!!
• Program Code
• Award
• Level
• Award (PALA) in PI must
• match PALA in PI.

22
Student Collections related to Programs

• KBOR will work with institutions to do complete
  change of program codes when a new student
  database is being brought online
• Notify the KBOR IR unit the change is coming
  through a written memo sent to the director
• Create an Excel file showing a crosswalk between
  the old program codes and the new programs codes
• Identify when the change needs to go into effect,
  KSPSD AY or FA collection
• The change should be an all or nothing change on
  the KBOR side, i.e. all program codes change for
  the same KSPSD collection

23
Student Collections related to Programs

• To Get a list of your Institutions active
  programs and acceptable codes
• Log into www.kspsd.org
• Navigate to the Program Inventory Project
• Click on the Reports Tab
• Click on Approved Programs
• Choose your institution
• Click Search
• View Report on Screen or Click on Printable
  Report for PDF version

24
(No Transcript)
25
Student Collections related to Programs

• Final comments
• KSPSD and Program Inventory have very close
  connections
• Students submitted in the BTE system will NOT be
  linked to the Program Inventory system

26
(UI) PALA
Course Blocks
CWP
Courses Within Programs
Course Inventory
Course Inventory
(UI) Course ID
KSPSD
BTE
Course ID
Course ID
(UI) SSN/Student ID
(UI) SSN/Student ID
27
Student Collections related to Courses

• Note These slides will be marked as not a
  University project because they will not be
  linked to the Course Inventory Project. However,
  Universities WILL be required to submit a section
  and registration file within the KSPSD submission
  so they will have some level of this work!!!

28
Student Collections related to Courses

• Used in a similar fashion as the program
  inventory in that the KSPSD and BTE section files
  will be edited against this inventory to make
  certain valid and approved courses are being
  submitted
• Fatal error if student course ID is not in Course
  Inventory
• Because we are now collecting a list of courses,
  no longer need the KSPSD Enrolled Hours File ?

Not a University Project
29
Student Collections related to Courses

• Course level information is the only way to
  capture the Business Training and Enrichment
  (BTE) information because it is not program
  driven
• First attempt to get some distant education
  information

For more info Projects, Projects, Projects Wed
Morning slide 39
Not a University Project
30
Student Collections related to Courses How will
KBOR Use the Data

• KBOR will NOT be performing Degree Audits
• Completers courses will not be validated against
  the courses within the students program
• KBOR will be Performing Perkins Desk Audits
• Students in Perkins programs who take no or few
  courses within that program over a yet-to-be-
  determined time period will be flagged and
  identified for a potential audit

Not a University Project
31
Student Collections related to Courses How will
KBOR Use the Data

• College (Community Colleges and Technical
  Institutions) funding will be calculated out of
  the database in the near future
• Date for change not set yet!
• Rules for how the calculation will happen not
  finalized yet!
• Groups working on procedures and rules as we
  speak
• NEED TO GET DATA AS ACCURATE AS POSSIBLE NOW

Not a University Project
32
Student Collections related to Courses How will
KBOR Use the Data

• Training
• Lots of training and communication will be coming
  about all of the new projects and rules for data
  collection / submission
• KBOR has plans to have institutions send teams
  to training sessions on these issues, especially
  when it comes to the funding

Not a University Project
33
Course Blocks
CWP
Courses Within Programs
Course Inventory
KSPSD
BTE
(UI) SSN/Student ID
(UI) SSN/Student ID
34
Students related to Students KSPSD BTE
collections

• KSPSD includes any student enrolled in a course
  where the credit from that course fulfills the
  requirement for a formal award (this includes
  developmental courses). A formal award is a
  program of 16 or more hours
• OR
• is a KBOR approved stand-alone parent program
• BTE is everyone else
• Therefore, a students registration in a course
  CANNOT fit into both the KSPSD BTE Collections

Not a University Project
35
Students related to Students KSPSD BTE
collections

• File layouts similar but we got out of order
  recently
• Is it too late to change the layout of the BTE
  file layout???
• This would mean the BTE reference manual provided
  at the training sessions in March would need to
  be replaced. If this happens, a new date would be
  provided on the front cover of the manual

Not a University Project
36
Students related to Students KSPSD BTE
collections

• Reference manuals appear on the website under the
  general information tab.
• Logins are NOT required
• Check the Updated date to see if have the most
  recent version
• Emails will also be sent to institutions

Not a University Project
37
Students related to Students KSPSD BTE
collections
KSPSD
BTE
Not a University Project
38
Students related to Students KSPSD BTE
collections
BTE
KSPSD

Not a University Project
39
Students related to Students KSPSD BTE
collections

• Examples where does the course go???

Not a University Project
40
Students related to Students KSPSD BTE
collections

• Business Industry Funding Confusion
• B I courses are eligible for funding as long as
  they do not receive KIT, KIR, or IMPACT funding
  from the Department of Commerce
• BTE system will have this built into the
  collection at the student level
• 2009 KSPSD collection will allow institution to
  identify if students received these funds
• Identified at a student level because a section
  could have all types of students enrolled

Not a University Project
41
(UI) PALA
Course Blocks
CWP
Courses Within Programs
PALA -Program Code -Award Level -Award
Course Inventory
Course Inventory
(UI) Course ID
KSPSD
BTE
Course ID
Course ID
(UI) SSN/Student ID
(UI) SSN/Student ID
42
KBOR Reporting From KHEDS

• All of the data collections together are used for
  reporting
• Designed so each piece of information is
  collected in one and only one location. Therefore
  having correct keys (links between collections)
  is critical!!!!
• Designed so information that does not change that
  often does not need to be submitted with every
  collection, for the most part

43
PALA
Program/Course-based Reporting
Course Blocks
CWP
PALA -Program Code -Award Level -Award
Course Inventory
Course Inventory
Course ID
KSPSD
BTE
Course ID
Course ID
Student-Based Reporting
SSN/Student ID
SSN/Student ID