Registrar Data Instructions

Transcription

1 Registrar Data Instructions Registrar data must be submitted for report generation and to confirm the accuracy of reporting. Institutions should carefully review the instructions for descriptions and accepted ranges for requested student-level data in the Registrar Data Template. If any of the requested information is not available for a student, please leave the field blank. It is very important that correct data is imported and submitted. Once a report has been generated, you are unable to correct your imported data. We ask that you review your import summary (Step 4) carefully before you submit your data. If you have any questions, submit incorrect information, or would like your rep to review your data before submitting, please contact your CLA+ Rep. ACCESSING THE REGISTRAR DATA TOOL 1. Click on Test Administrations in the navigation menu on the left-hand side of the Proctor Interface. 2. In the Active Test Administrations table, click on Registrar Data located in the right-most column. (If you do not see this link, your user access is not designated as Administrator on the Proctor Interface; please notify the primary CLA+ contact at your institution.) 3. You will be redirected to the Registrar Data page, which outlines the process for entering the requested data. STEP 1: ENTERING MEAN SAT OR ACT SCORES Report only for freshmen in fall testing or for seniors in spring testing. The mean score provided should be of the entire population, not just the students sampled. If you are not testing any freshmen in the fall or seniors in the spring, you may skip this step. Please note that reporting mean SAT or ACT scores is optional. 1

2 STEPS 2 & 3: REGISTRAR DATA TEMPLATE 1. Click on Download the Registrar Data Template. The downloaded template is sorted by last name, first name, and then middle initial. 2. Save this file to a known location on your computer, such as your desktop. 3. All pre-populated information in the template is locked and cannot be modified. 4. Once you have entered in all available data, save the file, and import to the Proctor Interface. Depending on the reporting you will receive, not all columns will appear on your template. If you have any questions please contact your CLA+ Rep. ID Number, Date of Birth, First Name, Middle Name, and Last Name (Columns A-F): These columns and the column headers cannot be altered while submitting registrar data or there will be an import error. Templates are pre-loaded with information in columns A-F; this information is provided by students in the profiles that are completed as a part of CLA+. If necessary, institutions can correct information in columns A-F when they receive the Student Data file with their reports. Program Code (Column G): Program Codes are only used for very special cases that CAE has preapproved with an institution. This column should be left blank, unless otherwise instructed by your CLA+ Rep. SAT/Mathematics (Column H): This field is optional. Enter each student s section score in values between 200 and 800. If a student does not have an SAT Math score, this column should be left blank. SAT/Critical Reading (Column I): This field is optional. Enter each student s section score in values between 200 and 800. If a student does not have an SAT Critical Reading score, this column should be left blank. This section is now called Evidence-Based Reading and Writing. SAT/Writing (Column J): This field is optional and can be reported for students who took the SAT from 2006 to Enter each student s score in values between 200 and 800. If a student does not have an SAT Writing score, this column should be left blank. ACT Composite (Column K): This field is optional. Enter each student s score in values between 1 and 36. Cumulative GPA (Column L): Enter each student s most recent cumulative GPA, only including courses completed at your institution or an affiliated site. This variable is not collected for entering students. Transfer Status (Column M): Transfer students are classified as any student that has previous college credit from another higher education institution. Excluding first time freshmen. Enter each student s transfer status by entering a 0 for a native student or a 1 for a non-native or transfer student. This column is not available for cross-sectional reporting in the fall. Class Level (Column N): This column is used to confirm a student s class standing, and is necessary for reports to be generated. Coding has bearing on the inclusion of student results in data analysis. Do not leave this column blank and only use numbers, which may be referenced below. If there are less than five students in a Class Level, please enter 1 in the Program Code column for all students in that Class Level. Enter each student s Class Level using the following code: 1=entering student/freshmen, 2=sophomore/exiting community college student, 3=junior, 4=senior/exiting student, 5=graduate student/other. First-time, full-time students with prior earned credit should not be coded as sophomores. Community colleges should code exiting students as 2. Coding has bearing on the inclusion of student results in data analysis. 2

3 STEP 4: REVIEW AND SUBMIT THE DATA Once the data has been imported, click Return in the top-right corner. On the Registrar Data Tool page you will now see two additional steps to review to ensure data accuracy. Please carefully review the summary and compare to the imported template. Review Import Summary: Please confirm that all students have class level indicated in the imported template. Any students missing class level will be excluded from the institutional analysis. To be included in the value-added analysis students must be entering students in the fall and exiting students in the spring administration. This section will review a brief summary of all the data that has been imported, such as the number of students coded at a given class level. If there is uncertainty or an error, please correct the data in your template and reimport it on the Import Your Data page. If there are questions after viewing this summary, please contact your CLA+ Rep. The Review Import Summary will show the number of incoming students in the fall and upperclassmen in the spring. Submit Registrar Data: This indicates that once registrar data is submitted, all testing will be marked complete and your institution cannot deliver additional exams this administration. Only click Submit if you are certain that all testing at your school is complete and that you have entered and imported all available registrar data. Please ensure that all information is correct before submission by reviewing the Import Summary provided in step 4. If a report generates with incorrect registrar data and must be corrected, your school will be subjected to a $300 fee for report regeneration. You may ask your CLA+ Rep to review imported data before submitting. 3

4 COMMON ERRORS & TROUBLESHOOTING 1. ERROR: LINE: X, FIELD: TRANSFERSTUDENTSTATUS. THE VALUE TRANSFER FOR THE TRANSFERSTUDENTSTATUS FIELD CONTAINED DATA THAT IS NOT NUMERIC. Solution: You may receive this error, or a similar error message that indicates that invalid data have been entered. If you receive an error message, reference the first page of this document to confirm that you have entered your information correctly. If an error is found, it should be corrected, and the template should be uploaded again. If you continue having difficulties, contact your CLA+ Rep. 2. NO RECORD FOUND FOR FIRSTNAME LASTNAME (STUDENT ID: X). PLEASE REVIEW ROW XX. Solution: If the system indicates that there is No Record Found, this means that the pre-loaded information from columns A-F has been changed. To resolve this, please download a new copy of the template from the Registrar Data Tool and then copy and paste the registrar data information into these fields. Save and import the template. 4

5 3. IMPORT SUMMARY: THESE STUDENTS ARE NOT ELIGIBLE FOR INCLUSION IN INSTITUTION- LEVEL ANALYSES: XX STUDENTS ARE NOT CODED AS EXITING STUDENTS. Solution: Please confirm that students have been coded in the appropriate Class Level. To be included in the valueadded analysis students must be entering students in the fall and exiting students in the spring administration. 5