HEI Courses

Owned by Former user (Deleted)
Last updated: Jul 26, 2024 by Wendy Root
10 min read

Higher Education Institution (HEI) View 

Find/Export

The HEI will have the ability to find student course records based on several options.  The name, SSID and Reported by LEA options are at the student level.  Review Status, Term and Record Age are at the student course level.  The user can select combinations of options.  When doing so, if the Clear is not used, when the user returns to the same screen, their last used selection options will be populated as the default.  The Clear option may be used to reset the selections to their default values.

 

Find by Term uses the course term submitted by the Higher Ed Institution

  • AU - Autumn/Fall

  • WI - Winter

  • SP - Spring

  • SM - Summer

The find by Review Status includes these choices:

  • Blank - all records

  • New

  • No Activity

  • New flags/comments

  • Flags/Comments

  • Reviewed

  • DEW override

  • DEW Aged out

  • Inactive

When selecting any of the Review Status options which contain New , an additional input field will appear allowing the user to specify the number of Days Since New.  Enter a numeric value in this field that signifies the number of days to count backwards to, from the current date, for a staring point in the lookup. For example, if the current date is March 15th and you wish to see all records which are new since March 1st, enter 15 in the Days Since New field.  If a value is not entered in the Days Since New field, the users last login date will be used to determine which records are new.

 

Record Age is determined by calculating the number of days between the last modified date and the current date.  Find by Record Age includes the following choices:

  • 15 days or less

  • 16-30 days

  • 31-45 days

  • age over 45 days

Reported by LEA allows an HEI the ability to select a specific LEA that is reporting CCP student course data pointing to your HEI.  All LEA's who have reported students pointing to your HEI are included in this selection drop down.

Comments by Others Since will return a list of students for which the most recent comment was made by a user from an IRN not matching the current user's district IRN. It will look for comments which were made from the date entered forward.  Records that have a last comment made prior to the date entered in the selection will not be included in the returned results. If you are wanting to return any records that have had a new comment posted on them since a specific date, regardless of who posted the comment, the Review Status selection option should be used selecting the New Flags/Comments option. 

Active Only allows a district to eliminate students from the listing who do not have any active course data.

Escalated Only allows for filtering by only those records that have been escalated to DEW.

Not Escalated Only allows the user exclude those records that have been escalated to DEW from the listing. 

Generated Courses Only filters records to those that were generated by DEW based on course information submitted by the LEA.

Print Generated Courses button will produce a PDF report of the DEW generated course information. These are course records that were not reported by a college, but have been reported by an LEA.

Selecting the Clear link resets the find filters to empty/default values.

The query box is collapsible using the icon in the lower left corner of the query box.  The icon acts as a toggle allowing you to collapse and expand the query box as desired.

Export
Using the Export button, the user has the ability to export Course or Payment data for each student course included in the current selections (Find selections).  Using the File Output Format drop down, select TAB delimited or comma separated (CSV) format.  The resulting file may be saved and imported into a spreadsheet.

 

Student Summary Screen

 

In this summary screen, basic student and course identifiable information is included.   The icon in the left most column represents the status of the student's CCP data.

Status Icons

  • Red / X Icon red-circle-white-x.png - No funding

  • Yellow / Exclamation Point Icon yellow-circle-exclaim.gif - Attention is needed or not yet reviewed

  • Green / Check Mark Icon accept.png - Approved for funding or aged out

Columns in the grid whose headings are blue and contain are sortable.  The column heading acts as a toggle allowing the data to be sorted in ascending or descending order by repeatedly clicking on the column heading.

Inactive records will be displayed with a strike-thru and are not taken into consideration for payment.

A student may appear in this summary listing more than once.  Each entry for a student represents a different LEA that is reporting the student. 

Clicking on the SSID or LEA hyperlinks will go to a page showing the full details of student course and payment information as available.  Each student course record must be reviewed and approved or flagged by the LEA.  If not reviewed or approved within 45 days, the course record will be considered approved by DEW and payment will occur.

Home Schooled Students

Students that are home schooled will have an SSID that begins with "CCP". There will be no status icon appearing for these students. The course(s) for home schooled students are not reviewable by the resident district since they are not responsible for the payment on them.

Student Course Detail

The student detail screen is divided into 4 sections. 

  • Biographical data as reported by the LEA. 

  • Higher Education Reported Data is the course details reported by the HEI.  

  • LEA Payment Responsibility section is the DEW derived data.   This section is populated as the payment information is calculated and provided by DEW.  

  • K12 Reported Data section includes all the CCP courses the LEA has reported for the student.   The list of K12 Reported Data is not restricted to courses for the HEI listed on the Higher Education Reported Data section. 

The Higher Education Reported Data is the section where districts will focus to review their CCP courses.   The data here is that reported by an HEI indicating payment responsibility or there may be data displayed in this section that represents an LEA CCP course for which no HEI agency reported a course for this student. These courses will have Not reported by college in the description.   These courses are also never funded by DEW so they will appear with a 'Red-x'.   Clicking on the Higher Ed Course link will open up a popup window that provides details on that specific course. Any comments pertaining to the course and the ability to escalate to DEW will be shown in that popup window.

There is no match up of the data reported in the K12 section and the Higher Education section.  The LEA reported course are listed as a reference point. 

Higher Ed agencies will want to visually map the Higher Education Reported Data to any displayed LEA Payment Responsibility data rows by matching up the course.   The LEA Payment data provides the details on how the payment was calculated.  Due to the volume of data displayed, some users may have to scroll right to view all the columns or adjust browser window sizes.   Data in the far right columns is the least important data and likely only needed when there is a resolution needed with that payment.    This Payment Responsibility section may include payments another LEA is responsible for.  Inclusion of this data will be seen when the Pmt by Reporting LEA column includes PROP. 

Inactive records will be displayed with a strike-thru and are not taken into consideration for payment.


 

Student course details may be printed by clicking on the Printer icon in the upper left corner.

A summary of Audit information about a course record may be seen by clicking on the blue triangle icon.  The Audit information provides information about updates to the record.

Using the Return to Summary button will return the user to the Summary listing.   When using this function, the selections used in the prior query are preserved and the same list of students and LEAs is displayed.

Reviews

HEI's will have the ability to review courses that were generated by DEW. These generated courses represent a situation where the LEA has reported a CCP course for the student as attending a specific HEI but the HEI has not reported any CCP data for the student. The HEI will be able to add a review flag indicating they believe the LEA has reported incorrect course information for the student in the case where they have no enrollment records for the student.  The DEW generated courses are the only course records the HEI will be able to add a review for.

These DEW generated courses will appear with the red-x status icon as they are never funded by DEW.

Depending upon the user roles and the review window being open, a Review button will be available to the left of the course name for any DEW generated courses.

Clicking on the Review button will take the user to a review form.

Once the HEI has added a review flag, the LEA will be able to view and comment on the review.  LEA's will not have the ability to add a review for DEW generated course records.

If any prior reviews/comments were made on the course, they will be displayed at the bottom of the Review page for reference purposes.

If the HEI later determines that the flag should be removed, this may be done by clicking on the Review button from the Student Detail to go to the review form. The Clear Flags button will be available on the review form. When the Clear Flags button is used, the flag is removed and the review is closed.

 

 

Commenting

Once the LEA has reviewed a student course record, the review information will be displayed in the course details popup window.  The HEI may get to this by selecting either the course link or status icon on the student detail page.   If the LEA set a flag, the flag will appear in the "Review Flags" column.  Any associated comments posted by the LEA regarding the flag will appear in the Comments column of the Reviews section. The HEI may add a comment to the review by clicking on the Add Comment icon .

After clicking on the Add Comment icon, an additional popup window is opened that allows a comment to be added.  The Shared box is checked by default. Shared comments are viewable by anyone with access to the students information through CCP.  By unchecking the shared box, only users within the Commenter's agency will be able to view the comment once it has been saved.  Comments are available immediately for viewing once the comment has been saved.

 

If comments are present for a student course, the name of the individual who posted the comment will be a hyperlink.  Clicking on the hyperlink will bring up a popup window that contains contact information for the LEA/HEI/individual who posted the comment. The contact information displayed in the popup is dependent upon the Agency's Secondary Contact information being populated. If populated, the LEA contact information will be displayed. If not provided, the individual user's contact information from the User's profile will be displayed.

The process of Review and adding comments may occur multiple times.

Escalation to DEW

HEI's will have the ability to escalate records, which have been flagged by the LEA with a funding related error, onto DEW for review.  This is intended to be used if the HEI and LEA are unable to come to a resolution working with one another to resolve the dispute.   At that time, an escalation icon will appear on the left side in the Reviews display area of the Course Details popup.

Clicking the escalate icon will bring up a new page where the user will indicate through a flag why they are escalating the course along with a descriptive reason.  A descriptive reason must be entered into the text area in order for the escalation to be accepted.

The DEW Area Coordinator assigned to the district involved will receive notification on their Landing Page a record has been escalated for review.

 

Student Identifying Information

Do not enter any student identifying information such as student/parent name, address, social security number into the text area as DEW is not permitted to have this information.

 

Once the escalation has been saved, it will appear in the Review display area with the 'Reason for Escalation' text being displayed in the Comments column of the reviews.  The escalation flag will be displayed in red in the 'Review Flags' column.

Closing/Canceling an Escalation

If the issue regarding a student is resolved after a record has been escalated, or the record was escalated in error, the HEI will have the ability to cancel the escalation to DEW.  Once a record is escalated, a 'Cancel Escalation' button will appear at the bottom of the course detail popup.  Clicking on the 'Cancel Escalation' button will close the escalated review and reactivate the original review opened by the LEA re-establishing the review flag(s) that were set by the LEA.