PSEO Data & Corrections

There are two ways the U of M system campuses can get paid for PSEO credits. 

• 1) The U of M system as a whole submits the student and college credit data to the Minnesota Department of Education (MDE) for reimbursement. MDE uses birthdate, gender, grade level, and school district to match up students to the correct school district. Then MDE reimburses each system campus based on a per credit amount. For the 2023-24 academic year, the reimbursement amount is $236.30 per credit. This data collection process and submission to MDE is done centrally by the U of M Twin Cities campus twice a year. 

• 2) The second way is for each system campus to create a Courses According to Agreement (CATA) with individual high schools, then the system campus bills those high schools based on an agreed to per credit amount. Each system campus manages these agreements and processes separately. Currently, only U of M Morris and U of M Crookston use Courses According to Agreements with a few of their high schools.  

For the first method, the following process is done twice a year.

• 1. The U of M Twin Cities (UMT) Pre-College Programs Coordinator works with the Academic Support Resources (ASR) business analyst to create an initial data extract that includes the PSEO student, course, and credit information taken directly from PeopleSoft. A copy of this information is provided as a Google spreadsheet to the system campuses for review, and to confirm their PSEO student information is correct. Any missing or incorrect data (birthdate, gender, grade level, and school district) must be updated in PeopleSoft by each system campus. If the student data we have in PeopleSoft (birthdate, gender, grade level, and school district) doesn't match what is sent to the Minnesota Department of Education, MDE will not reimburse the U of M. Once the data has been reviewed and corrected in PeopleSoft, the ASR business analyst generates a final text (.txt) data extract file, which contains all corrections made to PeopleSoft, and is then uploaded to the MDE secure server. Google versions of those final files will be made available to campus representatives for reference.  

  2. Morris and Crookston have some Courses According to Agreements which must be manually removed from the extract. The ASR business analyst must be made aware of any records that need to be removed before the final file has been sent to MDE.  

  3. After the data extract file is uploaded to MDE, if there are errors (our student data doesn't match the MDE student data) an error is produced and the system campus won't be paid for the credits attached to that student.  See Errors & Corrections.

  4. MDE payments are made a month after the data extract has been uploaded and made directly to the system campuses except for Rochester. Their payment is lumped in with the Twin Cities.

     • For fall semester, the data is uploaded to MDE by November 10 and MDE pays each system campus by the middle of December.

     • For spring semester, the data is uploaded to MDE by April 1 and MDE pays each system campus by the middle of June, possibly earlier.

NOTE: The ASR business analyst maintains requests to change the data extract script. Changes to the data extract script require coordinating with OIT developers and takes time (sometimes months) and resources to implement. To be approved/prioritized, changes to the data extract script will likely need to benefit the entire program and not a single portion of the program.

SEMESTER 1 - November 1 

• • • • Initial review sent to the system campuses early in October to correct errors.

      • After November 1, corrections to the data sent to MDE must be made manually using the MDE process.

      • Fall 2023 timeline

        • • Sept 29 - Oct 6

            • The Academic Support Resources (ASR) business analyst will generate initial data extract files and will create a Google sheet version of that file for the system campuses to review. Those files, along with the error reports that go with each file, will be put in the System Campus Dual Enrollment Google Drive files for each campus. For Rochester, UMT Pre-College Programs Director will pull their students out of the UMT data extract file using the list for UMR students in their Google shared drive folder.

            • The ASR business analyst will let the UMT Pre-College Programs coordinator know when the files are ready for review. The coordinator will email the system campuses to confirm and correct their information.

          • Oct 9 - Oct 20

            • System campuses to confirm their data and work to correct any last-minute errors in PeopleSoft.

              • The ASR business analyst should be made aware of any CATA students who should not be reported to MDE at this stage.

          • Week of Oct 30

            • The ASR business analyst to upload each campus’ final PSEO data extract text (.txt) file to MDE’s SharePoint site by Wednesday, November 1.

            • The ASR business analyst to take out Courses According to Agreement students for UMM and UMC that they have been made aware of. Files of these students will be in the UMM and UMC Google shared folders.

            • The ASR business analyst will create Google sheet copies of each of the system campus files that were uploaded to MDE. Those will be stored in each of the campuses' Google drive folders for that term.

          • Nov 1

            • Final deadline to upload the PSEO data extract text files from the system campuses to the Minnesota Department of Education (MDE)'s Sharepoint server. 

          • After Nov 1

            • Campus representatives might be contacted by MDE if errors occur with our data. Please follow the procedures outlined in Errors & Corrections. The ASR business analyst will work with system campuses to generate and send to MDE a new file containing the corrections that the campus representative has made in PeopleSoft.

Semester 2 - March 15 (as of 3/2024, was April 1) 

• • • • Initial review sent to the system campuses early in March to correct errors

      • After April 1, corrections to the data sent to MDE must be made manually using the MDE process.

      • Spring 2024 timeline

        • • Feb 19 - Feb 26

            • The ASR business analyst will generate initial extract files and will create a Google sheet version of those files for the system campuses to review. Those files, along with the error reports that go with each file, will be put in the Google shared files for each campus. For Rochester, UMT Pre-College Programs director will pull their students out of the UMT data extract file using the list of Rochester students in their Google shared drive.

            • The ASR business analyst will let the UMT Pre-College Programs coordinator know when the files are ready for review. The coordinator will email the system campuses to confirm and correct their information.

          • Feb 26 - Mar 8

            • System campuses to confirm their data and work to correct any errors in PeopleSoft.

              • The ASR business analyst should be made aware of any CATA students who should not be reported to MDE at this stage.

          • Week of Mar 11

            • The ASR business analyst to upload each campus’ PSEO data extract text (.txt) files to MDE’s SharePoint site by March 15.

            • The ASR business analyst to take out Courses According to Agreement students at UMM and UMC that they have been made aware of. Files for these students will be in the UMM and UMC Google shared folders. 

            • The ASR business analyst will create Google sheet copies of each of the system campus text files that were uploaded to MDE. Those will be stored in each of the campuses' Google drive folders for that term.

          • March 15

            • Final deadline to upload the PSEO data extract text files from the system campuses to the Minnesota Department of Education (MDE)'s Sharepoint server. 

          • After March 15

            • Campus representatives might be contacted by MDE if errors occur with our data. The ASR business analyst will work with system campuses to generate and send to MDE a new file containing the corrections that the campus representative has made in PeopleSoft.

BEFORE THE EXTRACT IS SENT TO MDE

System campuses should correct their data in PeopleSoft

AFTER the U of M uploads their PSEO data to MDE's secured servers, it's matched against MDE's student data (birthdate, gender, grade level, and district). Any mismatch produces an error that must be corrected. PSEO errors have the following implications:

• • Errors mean the U of M system campus will not be reimbursed for those credits the student took.

As of fall 2018, MDE will no longer accept data extract files with more than 5 errors. If more than 5 errors appear, MDE will contact the campus representative to correct the data extract files and resubmit.  Once corrections have been completed in PeopleSoft by the campus representative, the ASR business analyst can generate a new text (.txt) file containing the error corrections that have been made in PeopleSoft, and upload the file to MDE’s secured servers.

System campuses should make their corrections in PeopleSoft.

• Main Menu > Student Admissions > Maintain Applications 

  • • Application Data tab

      • Admit type must be NPS admit type (NHS is not ok for PSEO students)

    • Application/School Recruiting tab

      • Graduation Date must be populated, as it’s used to calculate high school grade level.

        • The graduation year is determined based on the last two digits of year; matching current calendar year is grade 12, or current year plus one for grade 11. (For example, if reporting for Fall 2023 or Spring 2024, and the student has a graduation year of 06/01/2024, then they are coded as grade 12.)  Note that if the student has an old graduation date, e.g., 06/01/2023 for the fall 2023 extract, or too far out in the future (06/01/2029) it will consider these invalid.  Student must calculate out to be either grade 11 or 12."

      • Last School Attended shows the high school name. The Org ID number entered here will link to the external organization listing on the Organization table matching the student’s high school. Attached to each high school’s external organization listing on the Organization Table is a school district code.  This school district code gets pulled into the data extract based on the Last School Attended field on the student’s application.

        • For all homeschool students at all campuses, you would enter 3008373 as the student’s Last Attended School.

        • High school information is located here in PeopleSoft: Main Menu > Campus Community > Organization > Create/Maintain Organizations > Organization Table

          • Search by name and input MN in the State field.

          • If no results appear or the high school needs to be changed:

            • Confirm the high school name using the student's PSEO Notice of Student Registration (NOSR) form. 

            • Look up the school district information using the high school name: MDE District Search.  

            • Complete the Org ID Request Form. This request form will be sent to the UMT Office of Admissions tech team and they will follow up with you. 

            • Once the new external organization listing has been created, notify the ASR business analyst that a new listing has been created or updated. The ASR business analyst will add the School Code found using MDE District Search and connect it to the External Org ID number in PeopleSoft.

          • After both the high school and the district code have been added to PeopleSoft, the External Org ID number still needs to be added to the student’s application for the district code to be pulled into the data extract file.

      • Missing School District Code

        • If the high school is missing the school district code, you must ask the ASR business analyst to update the school code table in PeopleSoft with the correct information. Email the following to the ASR business analyst requesting the school codes be added:

          • Look up the school district information using the high school name: MDE District Search.  Include a link to this information in your email. 

          • Include the Ext Org ID number from the application information in PeopleSoft Main Menu > Student Admissions > Maintain Applications > Application/School Recruiting tab.  The information is highlighted below. 

See "Workbook" for example of this process.

Z:\DCP PCP\AHS\MDE\Data Extract\S1-Fall 2024\Reconciling the Secure Reports

Looking for:

1. Students in the data extract and/or secure reports who are MISSING from the PSEO Enrollment Activity Report. Usually, this means their term activation was incorrect. Incorrect term activation affects which students show on our reports, so they may have been missed in student account balance reports AND the grade/enrollment reports. Check any of these students thoroughly and make corrections. Incorrect term activation charges undergrad tuition rates, which need to be corrected. Tuition calculation should be automatic when term activation is changed to PSEO in PeopleSoft.

2. Students in the data extract missing from secure reports (these students should be on Jeanne's error report; send an email to her about the expected error and request the error report from her)

REMINDER: Students enrolled at UMT and other institutions; take extra care checking on these students and their credit totals

REMINDER: Make sure you are not counting UMTYMP or CIS credits (or other UMN PSEO campuses) toward expected PSEO credits when looking at student records in APLUS.

Create an Excel Workbook containing:

1. The Secure Report data (from last term)

2. The CCAPS Enrollment Activity Report (from last term)

3. The Data Extract file (from last term)

Do the following checks:

1. Compare the EMPLIDs/Total Credits from the Secure Reports to the Data Extract. Ensure the credit totals and EMPLIDs match exactly.

   • Remember that the Secure Reports will be missing any errors entirely, so the Data Extract will have the more complete list of students/credits, if there are any errors.

   • Look up missing students/credits in APLUS to identify why they're missing. This is also how we identify Rochester students.

Create:

1. Email to Kim Olson with the MDE payment (from secure reports), separate the TC and Rochester payment amounts. Communicate any errors, and what we expect to get paid from those errors.

2. Email to Jeanne Krile MDE requesting an error report for any students who are missing from secure reports

3. Saved copies of all this work

4. Add to the year-over-year tracker spreadsheet of payments and corrections