QILT June Webinar 1. Just before we get started… Who are we? How questions will be handled Resources available after the webinar QILT June Webinar 2.

QILT June Webinar 1

Just before we get started…

• Who are we?

• How questions will be handled

• Resources available after the webinar

QILT June Webinar 2

QILT Sample File Preparation

Quality Indicators for Learning and Teaching

Overview

1. The population file and sampling

2. What do institutions need to do

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The data file and sampling

• The population file

Derived variables

Exclusions (In and out of scope)

Extra quota (additional populations)

Subject Areas (45 for sampling)

The Sample Frame

Combined and double degrees

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The population file

• Where is the file? (What file?)

Secure File Exchange (interim)

• Institution data contacts and accounts

– Who is nominated?

– How do we get people on the system?

• File expiry (7 days)

• Population file and instructions

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The population file

• What is the population file?

Where does the data come from?

• HEIMS Submission 1

• Non-HEIMS higher education providers

Who is included in submission 1?

• Students who have enrolled between 1st January and 31st March

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The population file

• What is in the file?

50 variables

• Student background

• Course related elements

• Student Address Details

• Your bit…

– Current enrolment status

– Student first and last name and add address details

– Email address

– Contact numbers (optional)

– Faculty (Organisational Unit) (optional)

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Derived Variables

• What are derived variables?

Variables that have been calculated from other variables

• Age – as of 31st December in 2014 (E913)

• Concurrent/Major indicator (E331) – Multiple course enrolments

• Cumulative EFTSL – (CumEFTSL) – Used to calculate course “Stage”

• Subject Area & Strata

• Exclusions

• ExtraQuota

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Exclusions

• What does this mean?

These are the students who are “in” or “out” of scope for the SES.

Unless you have added populations prior to 3rd June, the SES population file includes onshore, undergraduate commencing and final year students. Non-University Higher Education Institutions (NUHEI) also have middle year students in their population file.

For smaller institutions this may include a census of all commencing and final year students and for larger institutions a sample to ensure strata “coverage”.

Excludes:

• Offshore international students

• Middle year students

• Concurrent enrolments

• Post graduate courses

• Small strata (ie study areas six or fewer enrolments)

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Extra Quotas

• This is information about additional populations that your institution has requested

This had to have been finalised by 3rd June to be included

Extra population information for future reference can be found in the Additional Populations fact sheet

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Subject Areas and the sample frame

• The SES is sampled across 45 Study areas

These are the same as the reported study areas in the 2014 UES.

Sample is also checked against a number of demographic variables in the file such as

• gender,

• qualification,

• mode of attendance,

• broad field of education and

• citizenship

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Commencing and Final Year …

• Commencing student – is a student who enrolled in the course for the first time at this higher education provider and who have been studying there for about one semester (started prior to March 31 census date).

• Final year student – is a student with a ratio of EFTSL completed so far for the course to the total EFTSL for the course which is close to 1.0.

The definition is “appear close to finishing” the course (e.g., 75% complete).

There are two approaches used in combination to arrive at the “final year” sample.

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Combined and Double degrees

• Double Degrees

Where a student is in a double degree where there are more than one study area (for example Arts/Law) these students are included in the study area with the lowest enrolments.

• FOE in HEIMS is important

• Recognisable course names in HEIMS is important

Students still answer the SES for both components of the double degree but response quotas are monitored for the smallest one.

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What do we need to do?

• Check the file for correctness

• Add in information

• Return the file to SRC BY 10th July using the SRC

Secure File Exchange

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Checking the file for correctness

• Don’t recreate your submission 1 file, just update the specific fields in the file we sent you

We are aware there may be some errors and omissions in unverified submission 1 data

• Students are asked to confirm their course enrolment as part of the survey

If you intend to correct misreported data for the HEIMS let us know asap because it could alter the sampling frame

Do not append mid year enrolments – the sample only includes students who have been enrolled for at least one semester.

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Current enrolment status

• Enrolment Status

Why is this important?

• We don’t want to include withdrawn students in the sample

• Could affect targets and response rates in smaller strata

If you can’t get this information in your institution, leave it blank

Convert your institution’s wording to the following numeric values– 0 = Enrolled– 1 = Withdrew– 2 = Graduated– 3 = Deferred or Leave of absence– 4 = Excluded from the survey for other reasons determined by the

Institution

• This is IMPORTANT.

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Email addresses

• Email addresses• The SES is an online survey- email address is critical

• Email invitations are sent by SRC with unique links to the survey

• ALL email communications will come from SRC

• Any email fields left blank cannot be included in the survey

• You should use institutional email addresses that you would normally use to contact students - this should be in line with your institution’s privacy/communications arrangements

• Check that email addresses are valid (ie, have an @ or don’t end in a full stop etc.)

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Student name and postal address

• Postal addresses are not submitted in HEIMS for onshore international students or non-CSP students Please replace all “null” values with student name and address fields as appropriate.

Please ensure each student has E403 populated. Students without a first name should have part of their surname (E402) moved to E403.

Use semester addresses – particularly for international students (no good getting a letter in Malaysia if they are in Melbourne)

Check postcodes are valid (and be careful of NT postcodes 0800 with leading 0 in Excel files) Australia should be 4 digits.

Use the specified address fields as labelled. E.g., suburb in the suburb field etc.

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Phone numbers (optional)

• You should include telephone contact details if you have notified SRC you wish to have telephone follow up for the SES.

There are multiple fields for telephone numbers so you could include mobile and landline numbers if available

If there are mobile numbers, please include these in the first phone field if you can

Keep phone number formats consistent if possible

Check phone numbers for things like international numbers, dummy numbers (for example internal extensions), if possible.

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Faculty

• This is a new field in 2015

In field reporting will be able to tell you response rates for your chosen level of organisational units.

You can use you faculty, school, campus or department information here.

• Whatever level you need to be able to manage your response rates strategies in your institution.

Just make sure that your information is consistent (i.e. FBC, FB&C, Faculty of BC are not the same thing!)

• Coin a phrase – rubbish in- rubbish out. The better your data here, the better you will be able to monitor your responses

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In summary:

• Creativity is a bad thing …

Don’t add fields or change field names

Don’t put multiple phone numbers or words in phone number fields

Be consistent with faculty names for good in field reporting

Use the numeric code frame for enrolment status

• Do include data for all of the required fields (Mission Critical)

No valid email, no survey

No valid address, no “non-response” letter

No valid name, no personally addressed materials

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Keeping SRC informed

• Main survey contacts

Managerial responsibility

Survey Managers

Data contacts and SFX accounts

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To summarise…

The completion and return of the SES Sample file is mission critical for the SES.

The SES will go into field at the same time for all providers*

You need to have these files completed and returned through the SFX by the 10th July.

*No kidding!!!

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Thank you!

Questions?

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