Attachment 3 SOP Examples.pdf

Campus Safety and Security (CSS)

Universe Preparation

When this procedure is followed correctly:

● A new collection universe is properly loaded and the testing team can properly begin test cases.

When this procedure is not followed:

● Data is missing or pointing to an incorrect year.

● Testers are unable to test.

Procedure

1. Data gathering.

○ Request the most recent Ipeds header information.

○ Download the most recent PEPS detailed institution information file.

○ Request a copy of the prior year’s CSSS database from the webmasters.

2. Institution level data comparison.

○ Using the prior year's CSSS database as the base, update institution active and Title IV status based on the IPEDS and PEPS data.

○ Add any schools which are new to Ipeds and are Title IV according to PEPS.

○ Restore the campus records of any schools which were inactive in last year's CSSS but are active and Title IV per the other data sources.

○ Transfer campuses to accommodate mergers in Ipeds.

○ Investigate user data from prior year to change user type from single to multi-key user or vice versa for instances where a single user is reporting for multiple schools or where an existing multi-key user is reporting for a single institution.

○ Clear any proxy user data from the system.

○ Create new users for schools that are new to the collection or do not have existing user information.

○ Set a new default password for all users.

3. Prior year data preparation.

○ Prepare the prior year screen and data flags for each campus.

○ preload the ppy and py data based on the py and cy data from last year's survey.

○ preload the py comparison tables based on last year's cy data.

○ Set the campus level matrix string values based on last year's screening questions.

4. Update years.

○ Update calendar year references in the screen cell text and error message text fields.

5. Move to Development environment

○ Create py and ppy development environments for reference testing.

○ Notify the tester.

6. Move dev site to NCES Development environment.

○ When all test cases are complete, clean all testing data and move the new collection site to NCES dev.

○ Request testers perform another clean sweep on NCES dev.

7. Request move to production.

○ Verify with COR that we are permitted to move the site to production.

○ Submit a request to the webmasters to move the site to production.

○ Verify that the new universe is live on production and close ticket requests as complete with the webmasters.

FAQs

● N/A

Database of Accredited Postsecondary Institutions and Programs (DAPIP)

DAPIP Help Desk

When this procedure is followed correctly:

● Calls and emails are answered promptly.

● Inserted actions appear on the dissemination site in a timely manner.

When this procedure is not followed:

● Users follow up due to lack of response to inquiries.

● Actions are not posted to the dissemination site in time.

Procedure

1. Open DAPIP collection site.

○ Using login credentials, login to the collection site https://surveys.ope.ed.gov/dapip/#/home

○ Click on approve and migrate on the dashboard.

○ Expand and review all actions entered during the last business day.

i. If all information looks clear of questionable data, accept.

ii. If information needs clarification, follow up with the agency who submitted before approving.

iii. If the agency requests to revise the pending action, reject the entry to prevent it from being posted to the dissemination site.

2. DAPIP inbox.

○ Check all incoming emails and respond oldest to newest.

i. 24 hour response time.

○ Enter incoming email into the help desk tool, completing all required fields.

i. Include date and time of communication.

ii. Form of communication.

iii. Body of email.

iv. Summary of phone/voicemail.

○ Enter outgoing email into the help desk tool, completing all required fields.

i. Include date and time of communication.

https://surveys.ope.ed.gov/dapip/#/home

ii. Form of communication.

iii. Body of email.

iv. Summary of phone/voicemail.

3. Regulation questions.

○ Any question from an accreditor that is of regulatory nature, direct the user to contact their analyst.

4. Update agency information.

○ If an agency requests an update to their scope of recognition, inform the user that this request would need to be confirmed by their analyst.

○ When confirmed by analyst, make change in DAPIP portal by finding the agency under the ‘Agency maintenance’ tab on the dashboard.

i. Edit agency information.

ii. Submit new scope.

iii. Review new submission in the approve & migrate tab, and approve.

5. IPEDS Matching

○ Receive from excel spreadsheet from the IPEDS directory file for the previous year for new possible matches with the current accreditation file, from Samuel.Barbett@ed.gov or Moussa.Ezzeddine@ed.gov

○ Verify if the IPEDS file is pointing to the best possible match in the DAPIP database.

i. If not, please provide Sam with a list of which new DAPIP ID best matches the IPEDS record so they can sync up college navigator with the DAPIP site.

FAQs

● What if the user has a question in regards to foreign credentials?

○ The DAPIP site only identifies accredited postsecondary institutions and programs that are within the U.S. and its territories. For information regarding foreign or international school accreditation or information regarding the recognition of foreign credentials, you may want to visit Recognition of Foreign Qualific ations | International Affairs Office (ed.gov) (https://sites.ed.gov/international/recognition-of-foreign-qualifications/)

● Is my high school accredited?

○ High schools only appear in the database if they offer postsecondary programs.

○ For information regarding high school accreditation, please contact your state department of education. That contact information is available at http://www2.ed.gov/about/contacts/state/index.html.

mailto:Samuel.Barbett@ed.gov mailto:Moussa.Ezzeddine@ed.gov https://sites.ed.gov/international/recognition-of-foreign-qualifications/ https://sites.ed.gov/international/recognition-of-foreign-qualifications/ https://sites.ed.gov/international/recognition-of-foreign-qualifications/ https://sites.ed.gov/international/recognition-of-foreign-qualifications/ http://www2.ed.gov/about/contacts/state/index.html http://www2.ed.gov/about/contacts/state/index.html http://www2.ed.gov/about/contacts/state/index.html

FAQs

FAQs