OKAIRPOKAIRPMarch 26, 2010March 26, 2010

Changes in UDSChanges in UDS

WHAT WE ARE DOINGWHAT WE ARE DOING When I was a young hippie, my friends and I, college When I was a young hippie, my friends and I, college

students in the late Sixties and early Seventies, sought students in the late Sixties and early Seventies, sought change---change in society, in politics, change in the change---change in society, in politics, change in the universities.universities.

We studied Piaget and Montessori and A.S. Neill’s We studied Piaget and Montessori and A.S. Neill’s Summerhill School. We studied the pedagogical systems of Summerhill School. We studied the pedagogical systems of foreign countries and sometimes advocated their ways. We foreign countries and sometimes advocated their ways. We believed in education. For a time, we shared the visions of believed in education. For a time, we shared the visions of American reformers since the foundation.American reformers since the foundation.

Those who believe in the power of government to effect Those who believe in the power of government to effect positive change—and I stipulate that educators do believe positive change—and I stipulate that educators do believe this---want those who make policy to be informed by the this---want those who make policy to be informed by the best data available.best data available.

Our task---we who keep the records and report the facts---is Our task---we who keep the records and report the facts---is to provide those data as well, as reliably and consistently, to provide those data as well, as reliably and consistently, as we possibly can. This is a worthwhile challenge.as we possibly can. This is a worthwhile challenge.

EVOLVING STANDARDSEVOLVING STANDARDS From the first U.S. Census, established in the Constitution, From the first U.S. Census, established in the Constitution,

the effort to base public policy on accurate data has carried the effort to base public policy on accurate data has carried down to this day. When Herman Hollerith built his down to this day. When Herman Hollerith built his punched-card tabulating system to record 1890 Census punched-card tabulating system to record 1890 Census responses, he created a standard in applied technology that responses, he created a standard in applied technology that lasted over 80 years. Punched cards, data tapes and floppy lasted over 80 years. Punched cards, data tapes and floppy discs have come and gone, but the nature of demographic discs have come and gone, but the nature of demographic and educational data has endured.and educational data has endured.

Oklahoma’s Unitized Data System was created in the mid-Oklahoma’s Unitized Data System was created in the mid-1970s as the second state-level unitary student data 1970s as the second state-level unitary student data system in U.S. higher education. Its first collection, in 1976, system in U.S. higher education. Its first collection, in 1976, used the best technology of its time: mainframe computers, used the best technology of its time: mainframe computers, COBOL programs on punched cards and magnetic data COBOL programs on punched cards and magnetic data tape. Record formats were based on the 80-column tape. Record formats were based on the 80-column standard of the punched card. Data were encoded using a standard of the punched card. Data were encoded using a minimum of bytes to save costly storage space.minimum of bytes to save costly storage space.

EVOLVING STANDARDSEVOLVING STANDARDS

The UDS code sets of 1976 were the The UDS code sets of 1976 were the standards of that day---HEGIS codes to standards of that day---HEGIS codes to describe fields of study, FICE codes to describe fields of study, FICE codes to label institutions, ethnic codes used by the label institutions, ethnic codes used by the Census Bureau. Data tapes were Census Bureau. Data tapes were delivered by U.S. mail or hand-carried by delivered by U.S. mail or hand-carried by couriers. Some of the smallest institutions couriers. Some of the smallest institutions submitted data on hand-written paper submitted data on hand-written paper record forms.record forms.

All of that has changed.All of that has changed.

EVOLVING STANDARDSEVOLVING STANDARDS By 1995, punched cards had seen their day. UDS record By 1995, punched cards had seen their day. UDS record

formats were changed from 80 to 200 columns. The formats were changed from 80 to 200 columns. The number of record types decreased from 10 to 6. number of record types decreased from 10 to 6.

The type of information being collected remained much the The type of information being collected remained much the same.same.

The information industry moved forward. Mainframes The information industry moved forward. Mainframes yielded to client-server systems, flat file datasets were yielded to client-server systems, flat file datasets were supplanted first by flat databases, then by relational supplanted first by flat databases, then by relational databases. Data transfer was accomplished electronically databases. Data transfer was accomplished electronically by ftp and sftp. Object-oriented programming languages by ftp and sftp. Object-oriented programming languages predominated in commercial data shops. XML became the predominated in commercial data shops. XML became the standard for educational data exchange. Web-based data standard for educational data exchange. Web-based data marts replaced hardcopy report printing. National code marts replaced hardcopy report printing. National code sets for educational data changed.sets for educational data changed.

EVOLVING STANDARDSEVOLVING STANDARDS

Behind the scenes, UDS adapted and Behind the scenes, UDS adapted and adopted many of these changes. adopted many of these changes. Though most of the data elements Though most of the data elements collected since the early 1980s have collected since the early 1980s have not changed significantly, an not changed significantly, an accumulated need to update accumulated need to update methods and formats must now be methods and formats must now be answered.answered.

THE NEEDED CHANGESTHE NEEDED CHANGES

Update Code SetsUpdate Code Sets Update FormatsUpdate Formats More AutomationMore Automation Modern ReportsModern Reports TimelinessTimeliness Financial Aid Financial Aid Participation in Larger Data WorldsParticipation in Larger Data Worlds

CODE SETSCODE SETS

HEGIS HEGIS CIP CIP

FICE FICE UNITID UNITID

FORMATSFORMATS Full NameFull Name Full Birth DateFull Birth Date Join Enrollment and Course DescriptionsJoin Enrollment and Course Descriptions Extra Space for Course and Section Extra Space for Course and Section

NumbersNumbers Campus ID NumberCampus ID Number Department NameDepartment Name Revise Professional Staff ReportingRevise Professional Staff Reporting Separate Degree ReportingSeparate Degree Reporting XMLXML

AUTOMATIONAUTOMATION

Under consideration is a software product Under consideration is a software product that would import UDS data files via a web that would import UDS data files via a web interface, apply business rules and return interface, apply business rules and return edit reports in moments. The revision and edit reports in moments. The revision and resubmission process would continue until resubmission process would continue until the file was clean and signed off by the the file was clean and signed off by the institution. institution.

In theory, it would then be finished and In theory, it would then be finished and usable for published reports.usable for published reports.

MODERN REPORTSMODERN REPORTS

Remember the days when end users were Remember the days when end users were grateful and a little impressed to receive a grateful and a little impressed to receive a massive binder containing a report in all massive binder containing a report in all caps on continuous green bar paper?caps on continuous green bar paper?

Those were good days, but they are no Those were good days, but they are no more.more.

Under consideration is a front end for UDS Under consideration is a front end for UDS data using BI. Web-based aggregate data using BI. Web-based aggregate reports would be generated from the reports would be generated from the relational database that contains UDS data relational database that contains UDS data and updated automatically or on demand.and updated automatically or on demand.

TIMELINESSTIMELINESS Under increased calls from all quarters for more timely Under increased calls from all quarters for more timely

data, we tried a plan to collect a census-date version of data, we tried a plan to collect a census-date version of UDS with a view to replacing the Preliminary Enrollment UDS with a view to replacing the Preliminary Enrollment Report. It proved to be unwieldy and not complete enough Report. It proved to be unwieldy and not complete enough to serve the purpose.to serve the purpose.

A policy adopted by the State Regents last year and A policy adopted by the State Regents last year and implemented with the recent collection of Fall 2009 end-of-implemented with the recent collection of Fall 2009 end-of-term data has improved timeliness by curtailing lengthy term data has improved timeliness by curtailing lengthy rounds of editing with a finite window for UDS submissions rounds of editing with a finite window for UDS submissions to be final and approved by institutions. to be final and approved by institutions.

Following the IPEDS practice, we will accept revisions to the Following the IPEDS practice, we will accept revisions to the data after one year. Alternately, the institution may data after one year. Alternately, the institution may request a needed revision through the State Board of request a needed revision through the State Board of Regents.Regents.

FINANCIAL AIDFINANCIAL AID

Noel-Levitz and the Financial Aid Noel-Levitz and the Financial Aid Data CollectionData Collection

PARTICIPATION IN LARGER PARTICIPATION IN LARGER DATA WORLDSDATA WORLDS

UDS data are used to report to national UDS data are used to report to national organizations and databases:organizations and databases:

IPEDS, SREB, CSRDE, ATD.IPEDS, SREB, CSRDE, ATD. We link a file of graduates to the OESC We link a file of graduates to the OESC

database for an important Employment database for an important Employment Outcomes Report.Outcomes Report.

P-20: Nationwide, states are creating P-20: Nationwide, states are creating longitudinal databases linking pre-longitudinal databases linking pre-kindergarten to elementary to secondary kindergarten to elementary to secondary to higher education and workforce data. to higher education and workforce data. Oklahoma is working on this as well. UDS Oklahoma is working on this as well. UDS data are essential to this system.data are essential to this system.

LET’S LOOK AT THE REVISED LET’S LOOK AT THE REVISED LAYOUTSLAYOUTS

Record S: StudentRecord S: Student

Record E: Enrollment and CourseRecord E: Enrollment and Course

Record M: Multiples of CourseRecord M: Multiples of Course

Record D: DegreeRecord D: Degree

AVE ATQUE VALEAVE ATQUE VALE UDS is an organic, living being. It doesn’t belong to the State UDS is an organic, living being. It doesn’t belong to the State

Regents; it’s a shared creation of the institutions. It takes a Regents; it’s a shared creation of the institutions. It takes a village to support it and train it. We know, from the many village to support it and train it. We know, from the many conversations we have with you, our ongoing discussion about this conversations we have with you, our ongoing discussion about this project, how dedicated you are and how deeply you care about project, how dedicated you are and how deeply you care about doing it right. doing it right.

We’ve listened to you, asked for your ideas and concerns through We’ve listened to you, asked for your ideas and concerns through a focus group, and applied many of your contributions to the a focus group, and applied many of your contributions to the revisions we’re making now and planning for the future. revisions we’re making now and planning for the future.

Through all of this, let’s remember that the game is worth the Through all of this, let’s remember that the game is worth the candle. We are supporting the policymakers and informing the candle. We are supporting the policymakers and informing the public. This is the foundation for improvement, and this is our public. This is the foundation for improvement, and this is our contribution to it. We’re striving for a better world.contribution to it. We’re striving for a better world.

On behalf of the agency, the Chancellor, our departmental staff On behalf of the agency, the Chancellor, our departmental staff and ourselves, we thank you for all your good work. and ourselves, we thank you for all your good work.