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Collection of Race and Ethnicity: Changes to Colleague to Meet New Federal Collection Requirements Session #4755 Doug Haines and Charlie Coe Software Development.

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Presentation on theme: "Collection of Race and Ethnicity: Changes to Colleague to Meet New Federal Collection Requirements Session #4755 Doug Haines and Charlie Coe Software Development."— Presentation transcript:

1 Collection of Race and Ethnicity: Changes to Colleague to Meet New Federal Collection Requirements Session #4755 Doug Haines and Charlie Coe Software Development Division Datatel, Inc. Division

2 History Original Deadline for new collection and reporting requirements was 1/1/2003 Deadline was set in 1997 Proposed Dept of ED guidance posted in Federal Register 8/7/2006 Followed by Public comment period Final guidance on 10/19/2007

3 Collection & Reporting Final Guidance covers two separate issues Collection: –Colleges must follow some specific collection guidelines but have flexibility in case their state or institution needs other information. Reporting: –Institutions will need to follow specific reporting guidelines.

4 Overview of Federal Collection Requirements Two-question format required: 1. Is respondent Hispanic/Latino? Y/N 2. Respondent selects one or more races: American Indian or Alaska Native Asian Black or African American Native Hawaiian or Other Pacific Islander White

5 Additional Responses for Race Institutions may have additional races as long as they can be mapped to required reporting structure –Example: Can break Asian out into Japanese, Chinese, etc. –May be necessary for State Reporting

6 Reporting Requirements Report Aggregate Data in 9 categories 1. Nonresident aliens 2. Race/ethnicity unknown 3. Hispanics of any race For non-Hispanics only: 4. American Indian or Alaska Native 5. Asian 6. Black or African American 7. Native Hawaiian or Other Pacific Islander 8. White 9. 2 or more races Institutions must collect individual races but when there are two or more they must report it only as that

7 Requirements and Guidelines Institutions must implement by Fall 2010 in order to report data for the 2010-11 academic year Institutions are encouraged to resurvey their students and staff but may opt to map current data to new fields

8 2008 Delivery September 2008: –Delivered new fields so clients may begin collecting data in new format –Delivered mapping ability from old codes –Delivered ability to import the new fields (ELF) –Delivered SOAP forms for ActiveAdmissions 2.0 –Delivered new Instant Enrollment forms that can be used when institution is ready to ask the new questions Continued

9 2008 Delivery September 2008 (continued) –Delivered a Computed Column for “Primary Race” (needed by some states) –Left current Ethnic field intact and continue to use for Colleague IPEDS reports until 2009/2010

10 Forms to be Changed/Added Biographic Forms –Name and Address Entry (NAE) –Biographic Information (BIO) –Registration Person Entry (RGPE) –Common Application (CBIO) –Instant Enrollment Personal Information –Person Advancement Inquiry (PAVI) Set up forms/Utilities –Non-degree/CE Web Reg Params (CEWP) –Ethnics (ETH) –Ethnic Copy Utility (ETCU) New!

11 Intermediate Files Updated Intermediate files updated with new PER.RACES and PER.ETHNICS fields. INTER.BIODEMO - IBIO.PER.RACES - IBIO.PER.ETHNICS INTER.RELATION- IREL.PER.RACES - IREL.PER.ETHNICS INTER.VENDOR- IVEN.PER.RACES - IVEN.PER.ETHNICS Original ETHNIC field mapping remains until the Archived Ethnic field is obsolete.

12 New Valcode Tables PERSON.RACES will have the 5 required races. Institutions can add more and map them to required races through special processing codes PERSON.ETHNICS will have two codes (Hispanic and Non-Hispanic). Institutions can add more and map them to Hispanic or Non-Hispanic through special processing codes

13 PERSON.ETHNICS Validation Code Table Deciding Factors for Multi-value Ethnic –Federal Register “Final Guidance” “Nothing prohibits States (or other entities collecting data from individuals) from requesting more racial and ethnic information solely for State level purposes than is collected using the minimum Federal categories in the two-part question” “If a State wanted to collect information on subcategories of the Hispanic/Latino ethnic category, such as Puerto Rican and Mexican, it could do so, but would need to report each of the students in the subcategories as Hispanic/Latino to the Department” –(II Collecting Data, Vol. 72, No. 202, October 19, 2007). –Feedback from Client Advisory Meetings and DUG 2008

14 Name and Address Entry

15 Biographic Information (BIO)

16 Registration Person Entry (RGPE)

17 Instant Enrollment: Personal Information Form Hispanic field is Yes/No/Null and maps to Ethnics valcode Race field allows up to 5 responses and may be left null Old and new forms are both available (Delivered with old form)

18 Setting Up Instant Enrollment

19 Delivered Valcodes CodeDescription Min Entry Special Processing PERSON. ETHNICS HISHispanic/LatinoHH NHSNon Hispanic/LatinoN PERSON.RACES ANAmerican/Alaskan NativeA1 ASAsianS2 BLBlack or African AmericanB3 HPHawaiian/Pacific IslanderH4 WHWhiteW5

20 Adding additional Races Delivered User Added (maps to Asian)

21 Mapping Utility Utility allows all current ethnicity codes to be converted to a combination of Race and Ethnicity Allows one current ethnic code to be converted to multiple races Can be run multiple times for specific groups of students

22 Mapping Set Up - Standard

23 Mapping Set Up – No Race

24 Mapping Set Up - Multiple Races

25 Mapping Processing Standard mapping Leave blank fields Map to multiple races

26

27 Future IPEDS Work Continue with regulatory changes. Over 2009 & 2010 years, phase in new racial and ethnic reports as they are required Sometime after 2010, obsolete the archived Ethnic field.

28 Data Collection Changes 42674.63: Eliminate entry of Hispanic and non Hispanic code on same record. –Users will no longer be able to enter both a code which maps to Hispanic and a code that maps to non Hispanic in the Ethnic field. –Check will be against current special processing flag in PER.ETHNICS To be delivered with the Fall 2009 IPEDS release

29 Data Collection Changes 42344.63: Add new race and ethnicity fields to the Electronic Applications Interface (EAPP) process. (AnswerNet ID –PER.ETHNICS and PER.RACES fields will be added to elf spec AMM076A. To be delivered with the Fall 2009 IPEDS release

30 Collection of Race and Ethnicity: Changes to Colleague to Meet New Federal Collection Requirements Session #4755 Doug Haines and Charlie Coe Software Development Division Datatel, Inc. Division


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