Chris Doll Memo Re: Update in Course Inventory, May 4, 1999

To: Course Inventory Data Reporters
From: Chris Doll, Analyst, Ohio Board of Regents
Date: May 4, 1999
Re: Update Feature in Course Inventory
Cc:  Harold Horton, Director Information Systems and Research, and Jay Johnson, Enrollment Manager, Ohio Board of Regents
 

We have installed a feature in the Course Inventory (CI) file submission that will allow institutions to update data in the CI without having to delete a previous entry. As you are aware, in previous terms if one needed to update some aspect of a course it was necessary to delete any file, dependent on the CI, delete the CI record from the database, add in a record with the corrected information, and then re-add the files that are dependent on the CI. We have replaced that laborious process with a simplified one-- if a data reporter needs to update an aspect of the Course Inventory all s/he needs to do is submit a CI record with the correct information and the Delete Switch set to "N," and request the file for loading. The HEI load programs will overlay the older data with the newer. Note that if the change involves a change in course level, subject code, or subsidy eligibility switch a warning will be issued in the primary edit notifying both the data reporter and Board of Regents staff of the intended change.

We are working on streamlining other Enrollment file correction processes and will send out announcements when those are available.
 

Chris Doll Memo Re: English Subject Codes, March 31, 1999

To: Course Inventory Data Reporters
From: Chris Doll, Analyst, Ohio Board of Regents
Date: March 31, 1999
Re: Subject Code for English as a Second Language (ESL) Courses
Cc:  HEI Liaisons
 

The data from the past year reveals that there is some variance in the subject codes used to describe courses that teach English to non-native speakers. During the past year, institutions have used three subject codes -- 131401 (Teaching English as a Second Language), 230101 (English Language and Literature, General), and 320101 (Basic Skills, General) -- to describe courses intended to teach English to non-native speakers. When used for ESL courses all three subject codes map to the same subsidy model. However, in order to promote data accuracy there is a need to have consistency in the subject codes used to describe ESL courses.

As some of you may be aware, the 1990 revision to the Classification of Instructional Programs (CIP) manual, which served as the basis for HEI's Subject Codes, removed the reference for English as a Second Language (ESL) courses and instructed users to use the 131401 code to describe this coursework. After consideration, we ask that beginning with Winter 1999 submissions institutions follow this guideline in reporting ESL courses to HEI. Recall, that courses that are intended to teach English to non-native speakers can only be listed at the Developmental or General Studies levels, thus we will be able to differentiate ESL courses from Teaching ESL courses by looking at the level of the course.

If you have any questions, please let me know.

Thanks.
 

Jay Johnson Memo Re: Clarification of Course Inventory (CI) File, June 2, 1998
 

To: Campus Liaisons and Course Inventory Data Reporters
From: Jay Johnson, Enrollment Administrator
Date: June 2, 1998
Re: Course Inventory Files
 

As you are beginning to prepare files for your second term's submission to the HEI database, it is necessary to clarify some points about the Course Inventory (CI) file. The course inventory is term specific and must recur every term in which other data are submitted. As each file you send us is loaded onto the database, the term and year is appended to the other data created by you.

At one point in time, we had expected to copy the last term's submissions into the next term thereby making a new CI automatic for you. However, if there are rule changes or clarifications, existing data may no longer be valid; such a procedure might result in the continual propagation of bad data.

To avoid this potential hazard, we felt that it was necessary to subject each term's CI data to the edit process, perhaps using an updated program or verification tables. We are aware of a variety of software, hardware, and methodologies for creating a course inventory file. Some institutions prefer to make all changes at the source of the data collection; these institutions might find it easier to create a CI file themselves each term. There are other institutions for which this scenario is burdensome; these institutions might find it easier to obtain a CI file of the data as they exist on the HEI database, add new courses to that file, or delete and add data if a course is changed. Regardless of the process used, it is expected that a course would not change its subject code and level combination during the fiscal year unless the institution is directed to do so by Regents staff.

We anticipate, before the start of summer term submissions, having the Course Inventory data available from an HEI Web page. When this page is completed, you can query the CI in a variety of ways. One feature of this page would be the ability to generate and download a text file that meets all the formatting requirements of the HEI CI file. Once this feature is developed, the timing and procedures for obtaining a current course inventory will be entirely in your hands.

In the meantime, we have developed a query that can produce your current CI in the appropriate text format. After you add a header record, this file will be ready to submit for an edit. If you think that this method would work best for your institution, please advise us that such a file is needed and state the optimum date by which you want it. We will create the file and e-mail it to you.