Presentation on theme: "UIC & STARR FILE UPLOAD 2012 Process, Improvements and Data Quality"— Presentation transcript:
1 UIC & STARR FILE UPLOAD 2012 Process, Improvements and Data Quality April 17, 2012
2 Center for Educational Performance and Information (CEPI) PresentersCenter for Educational Performance and Information (CEPI)Trina Anderson, Student Data ManagerMeghann Omo, UIC AnalystRachel Edmonson, Data AnalystMelissa Bisson, Data Analyst
3 Agenda Timeline MSDS vs. STARR Process Overview Obtain UICs in MSDSCreate STARR fileValidate STARR fileUpload STARR fileRun STARR reportsData Quality & ImprovementsUICSTARRReports: Current and FutureData Access
5 MSDS vs. STARRThe Michigan Student Data System (MSDS) is a separate application from the Student Transcript and Academic Record Repository (STARR). Each has its own:Security agreementLogin and passwordTraining materialsSchema and file to uploadUpload process and datesHowever, some aspects are the same:Each can be accessed and support documents are located on the Institutions of Higher Education Web pageSimilar staff sometimes provides assistance with both applicationsThe UIC is critical for the P-20 education data connection as well as the STARR data, so they often get discussed together
6 Ihe websiteAll materials for the UIC and STARR collections are on CEPI’s Institutions of Higher Education website.Go toClick on Institutions of Higher EducationTo access the site directly, go to:
9 Obtain UICs in msds 1. Obtain UICs in MSDS Resources: Most of your students already have UICsGet UIC from transcriptUIC obtained last year, only need to obtain freshman and transfersGet UIC from the Michigan Student Data System (MSDS)Create a file with first name, last name, date of birth, gender and local ID numberMSDS will provide a new UIC or you may have to resolve UICsIncorporate UICs into your student information systemResources:CEPI IHE page: for IHE Request for UIC Collection User Guide and web-based training on how to request a UIC, UIC resolution and requesting to link UICsHelp:CEPI customer support or (517) option 3
10 UIC Web-based training 3 new web-based training modulesWalks user through system, step-by-step with narrativeUsed along with the user guide, at a glance and FAQ documents
11 Create STARR file 2. Create STARR File View the STARR Data Manual on the IHE Web page to learn what data elements must be in the file.View the STARR schema.Determine if your SIS can produce the required xml output. If not, a csv to xml conversion tool is on the IHE Web page.Resources:CEPI IHE page: for STARR Data Manual, STARR Data Elements, PESC Guide, STARR XML Schema and STARR XML Sample SchemaHelp:CEPI customer support or (517) option 3, for questions on data elements and definitionsJim Brower for questions on the conversion tool, to provide suggestions, requests, and/or if the tool has a glitch
12 validate STARR file 3. Validate STARR File View the XML Validation Guide on the IHE Web page to learn how to spot errors in your STARR file (can also be used for your IHE Request for UIC file).The search will return the error and explain itThe search will point to the error recordFix the errors and perform the validation again.Resources:CEPI IHE page: for XML Validation GuideHelp:CEPI customer support or (517) option 3
13 Upload STARR file 4. Upload STARR File Go to the IHE Web page and click on Go to STARR Application link.Log in and then go to the Repository Services tab.Browse for your file, and use the Submit button.View your file(s) status by clicking on the View Upload History tab.If you file failed, this is because it did not adhere to the schema. Use the XML Validation Guide to help you search for the errors.If your status is Complete, you have successfully uploaded your file.Resources:CEPI IHE page: for STARR User’s GuideDocufide/Parchment page:Help:Docufide/Parchment customer support or (310) for login help, application glitches and/or file upload issuesCEPI customer support or (517) option 3, for instances in which your file passed validation, but still fails
14 Run STARR reports 5. Run STARR Reports IHEs will have the ability to download their file and run a report showing which courses were flagged as “Remedial”.This is optional and not required to be able to complete the file upload process. How to:Your uploaded file will be a hyperlink, which you will click on to download your file.On your Docufide home tab, you can run a remedial report using the Remedial Course Report link. You can search using parameters. Your search will produce an excel report.Resources:CEPI IHE page: for STARR User’s GuideDocufide/Parchment page:Help:Docufide/Parchment customer support or (310) for application glitches and/or report running issues
15 UIC Data Quality 2012 Process Key Findings: Date of Birth (DOB) issues When – after each windowWho – MSDS authorized user(s)How –Key Findings: Date of Birth (DOB) issuesPerform check on records PRIOR to uploading to the MSDS.If records exist (DOB prior to 1930 and after 2000), look at the transcript or perform a search on the student’s name in the MSDS.If you find an existing UIC for the student, use that UIC in your local student information system. Do not upload the student’s record with an erroneous DOB to the MSDS.If you do not find an existing UIC for the student after reviewing the transcript or performing a search in the MSDS, do not upload the student’s record with an erroneous DOB.Help:Meghann Omo, or (517)
16 STARR Data Quality 2012 Process 2011 Key Findings When – during 2012 STARR upload and afterWho – STARR contact, STARR authorized usersHow – , phone calls if needed2011 Key FindingsCredits earned for courses withdrew or failedRemedial coursework over-reportingIPEDS code wrongInvalid UICsHelp:Rachel Edmondson, or (517)
17 2012 improvements UIC STARR Online training modules Longer upload windowOnline training modulesResolution functionality turned onObtain UICs during STARR upload windowCombined UIC and STARR Web pageSTARRAdded extraction date & timeFile download and remedial report functionalityAdded data definitions into manual and structured it differentlyAdded suggested validation checks you can perform on your file prior to uploadSome data quality will be performed during upload window
18 SFSF reportsThe American Recovery and Reinvestment Act, State Fiscal Stabilization Fund (SFSF) reports using STARR data provided key findings:73% of MI public high school graduates enrolled in an IHE71% for graduates*75% of those graduates enrolled achieved at least one year’s worth of credit73% for graduates*32% of MI public high school graduates enrolled in a MI public IHE took at least one remedial courseincreased to 36% for graduatesTo view the reports, go to or click on the Career & College Readiness menu on the left and then select a report tab at the top.*Enrollment and credit accumulation is not restricted by date, so the graduates had an additional year to enroll and earn credits than the class. Thus, it should not be inferred as a drop in two percent compared to the prior graduating class.
19 Future ReportsAll reports using STARR data are suggested and/or approved by the P-20 CouncilExamples:Transfer ReportCommunity College Success MeasuresEnrollment and Credit AccumulationCollege ReadinessRequirements and definitions will be vetted with the P-20 stakeholders and the Adult Learner Workgroup
20 Portal Access Public access is available Initial reports are public facing aggregatesSecure reports scheduled for 2013Portal security model is in placeFinalizing process for IHEs to create accountsTrainingDocumentation and video based training in developmentLooking at other opportunities for training for secure access
21 feedback Adult Learner Workgroup Membership Name IHE E-mail Nick Baker Kirtland Community CollegeMary BlackMichigan State UniversityKortney BriskeUniversity of Michigan -AAJim BrowerLake Michigan CollegeChris EngleMott Community CollegeTammy GrossbauerLansing Community CollegeLori HancockGail IvesMI Community College Assoc.Carrie JeffersMacomb Community CollegeMary MeierCentral Michigan UniversityRandy MeltonRoger MouradWashtenaw Community CollegeKathy RixWestern Michigan UniversityKristin Schuette
22 Questions? Share your questions as they arise on the STARR listserv: Go to listserv2.michigan.gov.Click on STARR.Click on Join or Leave STARR.Fill out the name and address.You will be ed a confirmation code. Wait for the code and follow the instructions in the .
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