Data and the 2-year Funding Model Susan Rinehart Dawn Ressel 1

Agenda  Changes to the Program Inventory (PI), Course Inventory (CI), and Courses within Programs  Review data rules for Funding  FY 2013 Appropriation amounts and processes 2

Course Inventory, Program Inventory & Courses within Programs 3

Agenda  Life Cycle of a Program (refer to handout)  Modifications to Course Inventory, Program Inventory & Courses within Program that will impact the submission of 2012 data 4

Use Your Browser’s Back Button! 5

Clicking this back button would take you to the list of all Blocks. Click your browser’s back button to return to the CWP you were reviewing.

Click your browser’s back button to return to the CWP you were reviewing.

Modifications to the CI System 8 After login, you will be here: Go to Program Inventory

Looks Much Like the Old PI Tab 9 Click

Course Inventory Maintenance

Required Course Elective Course

Modify a Course 12 Ghosted = cannot be modified because the course is involved in programs. To modify, you must remove course from all Programs and Blocks (including Phase out & Hold programs). Courses that are not offered at your institution (ie: Law Enforcement Training Academy)

Pending Courses Remember to Submit to KBOR

BI Course & Contract Information Enter One Contract per Year Send multiple contract paperwork to CTE/KBOR

Program Inventory

Life Cycle of a Program (refer to handout)  Flow Chart showing the different “life” stages of a program  Pending  Denied  Active  Phase Out  Hold  Inactive  Broken 16

18 To Print Program Lists Opens Excel Spreadsheet Click

Modifications to the PI System  A SNAPSHOT of the Program Inventory System is no longer required. Institutions control the “year” the new or modified program is available for student enrollments and reporting by using the fields ► Original Program Start Date (new program) ► Modification Effective From Date (modify program) 19

20 Determines which Academic Year the program is available for KSPSD edits. For example if date said that means it is not active until AY 2014 (Fall 2013 and AY 2014). Students submitted in 2012 or 2013 with this PALA will error out.

21 Determines which Academic Year the program is available for KSPSD edits. If date said , that means it is not active until AY Students submitted in 2012 or 2013 with this PALA will error out. Note: The PI system will only keep one record per PALA per Academic Year

22 Documentation explaining the importance of the values entered is provided in the PI system

KBOR Internal Tracking Numbers  KBOR Uses two internal numbers to track program modifications that are now being shared with the institution. KBOR Program Number – Unique number assigned by PALA level when a program is added KBOR PI Seq – Unique number assigned by PALA level to show every modification of a program. NOTE: Program number will never change for the PALA but PI Seq will change as the program is modified. 23

24 Same Program Number = same program. Program Code changed. Phasing out original Program Code.

Rules for Moving Programs from Active, Phase-Out, Hold 25 This means that there is a version of this program being modified

What can you do to a Phased-out Program? 26 Modify is not available on a phased-out program because nothing on the program should be changing … the program is going away and only the students in this version of the program are completing the program.

What can you do to an Active Program? When a modification is pending 27 No Program Changes are available because there is currently a pending version of this active program … look for the icon on the program maintenance list that shows the active program is being modified.

Available Actions to a Program in Active Status 28 Active programs can be modified, phased- out, or put on hold ……Even if….

…students were submitted in KSPSD (this was a change in programming made on 6/19/2012 to help with program alignment issues) 29

What can you do to a Hold Program? 30 Reactivating the program moves to the active status and allows for student enrollments

2-YEAR STATE FUNDING - POSTSECONDARY TIERED TECHNICAL STATE AID - NON-TIERED COURSE CREDIT HOUR GRANT - HIGH SCHOOL TUITION WAIVER 31

Reminder of Funding Webpage Reports

Non KBOR Data Used for Cost Model Creation  Kansas Study – National Study of Community College Instructional Costs and Productivity; conducted by JCCC Institutions submit data by July 2012 ► Data submitted is for KBOR gets results in October 2012  IPEDS Finance Survey – Part C Expenses and Other Deductions Institutions locked FY2011 Data in May 2012 KBOR has access to this data in August/Sept

KBOR Data Rules for Funding  KBOR Defines Eligible Course Eligible Student Timeline  Note the following definitions were developed through a SB 143 Workgroup and Process Management Committee (PMC) 34

KBOR Data Rules for Funding Eligible Course  All Courses must be tied or linked to an approved program A course with a tech_gened Type = ‘T’ must be tied or linked to a Technical program to get technical funding The rules of “proper” linking will be developed in AY13 but for AY12 only a quick review of the linkage will be performed 35

PI Data Validation 36 Spend a lot of time reviewing these reports. Changes to PI can occur until KSPSD AY is locked. Those changes will appear in the reports once approved. Use “Live Data” not a snapshot year

PI Data Validation  Processing Change --- Since KBOR will no longer be taking a “Snapshot” of the PI system, institutions should monitor these reports continuously until the KSPSD AY2012 data is locked. ► Any corrections that need to be made to ensure the course is funded need to be made by the institution PRIOR to the KSPSD AY2012 data certification 37

Key Funding Fields in KSPSD Eligible Student  Only Credit Hours generated by Kansas Residents can run through the model Starting with KSPSD AY12 students are reported as a Kansas resident for each term ► Enrolled Flags: 6 Months Residency Starting with KSPSD AY12 students are reported by their address for district assignment ► Enrolled Flags: Taxing Area 38

Why is the Change Important  In AY2011 data, students’ residency and taxing area were reported in one field that represented the student’s situation AS OF THE END OF THE YEAR.  In AY2012 data, KBOR will be able to remove/move the appropriate student credit hours based on the student’s situation each term. More accurate information now! 39

Key Funding Fields in KSPSD  When is a course reported for Funding? Follow the KSPSD rules ► If the course will appear on the student’s transcript, report it in KSPSD ► If the course begins during the Summer 2011, Fall 2011, or Spring 2012 terms, report the enrollments in KSPSD no matter if the course has completed or not 40

President’s Certification Report 41

One Use of Certification Report  If there are credit hours in the Not Funded (T) or Not Funded (N) column, that means your institution could be losing money because of how they have submitted the data.  Refer to reports shown on slide “PI Data Validation,” identify Courses causing problems, modify course/program to correct errors. Review all reports again to ensure correction has been made. 42

Funding Rules TIMELINE  Example is for State Appropriations in FY13 Institutional Gap Calculation: FY12 Appropriations – FY11 Cost Model Total FY11 Cost Model Total Credit Hours from FY 11 Course Tier Rate FY10 source data or HEPI increase Support Cost FY10 source data 43

Funding Model Issues Tackled in FY12  Correction to Base Calculations  Re-Centering  Governor’s Initiative on High School Students 44

Correction to Base  FY2011 Legislation required KBOR to take institutional appropriations and split them into two pots of funds Postsecondary Tiered Technical State Aid Non-Tiered Course Credit Hour Grant  Percent of N and T credit hours from FY10 used to split into pots (NOT certified data)  Adjustments to the bases made using FY11 percents (certified data) 45

Re-Centering  With the FY11 Funding Model adopted by Board, ALL institutions showing a GAP would be eligible for new funds. Then for FY14 distribution, funds were to be distributed without a “Hold Harmless” and re-centered  FY12 PMC and TEA implemented Re-centering  Only institutions with an Institutional gap HIGHER than the system gap are eligible for new funds 46

Old Distribution for FY13 web report Institutional GAP 47 Take note of values like this to see the impact of recentering Note this calculation is no longer available to institutions. It was pulled of website in June 2012

New Distribution for FY13 – Re-centering Web report Institutional GAP 48 Note this calculation was not available to institutions on the website until June 2012 Percent of new funds institution gets of new money System GAP average 51.94%

Governor’s Initiative on High School Students  Goals of Initiative High School Students are able to take ANY Tiered Courses at no cost to them State will pay the total cost of the course High Schools will get $1000 if the student earns a credential in a yet to be determined list of programs 49

Challenges with High School Initiative  Recall FY13 Distribution is based on FY11 credit hour production and institution is NOT receiving tuition in FY13 from HS students;  Initiative starts in FY13 so HS students can’t be pulled out of FY11 or FY12 cost model numbers  Legislation was JUST passed … lots of details to be determined yet 50

What We Know now on High School Initiative  Credit hours for data year AY11 and AY12 Tiered Technical State Aid include HS Tiered hours  Presidents are concerned about the “lag” in KBOR having access to the HS Data  PMC has requested that KBOR move to term collections. Plan is to collect data has we always have but starting in , AY files will be replaced with term files 51

What We Know now on High School Initiative  KBOR should receive $8.75M to distribute for this initiative in FY13.  Plan now Use the Fall Census files and determine the total cost for the HS student courses. Double this amount for an annual distribution. Possible adjustments after AY cost model run  Report is available so Institution can see HS hours for FY11 52

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Tiered and Non Tiered Appropriations  Note: the values provided in the previous slide so appropriations totals for the following “pots” of money Tiered Technical State Aid Non-tiered Course Credit hour Grant  High School Appropriations can not be calculated yet but are expected to be distributed early Spring … adding to these totals 55

56 So What is my Institutional Appropriation? -- DRAFT

Questions? 57