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MHEC Data Collection Error & Discrepancy Reporting Form

DO NOT SUBMIT A REVISED DATA FILE TO MHEC.

The purpose of the Data Collection Error & Discrepancy Reporting Form is to formalize the process of allowing institutions to provide documentation to MHEC about a data error or discrepancy that was discovered for previously submitted data after critical deadlines have passed.  Revised files are not accepted.  Before starting the form, send an email to datadiscovery.mhec@maryland.gov with a brief description of the issue to alert MHEC.  A response will be provided with guidance on completion of the reporting form.

The most critical date that determines the need to complete this form is the MHEC IT Data Verification Cycle Close Date as shown in red for each collection on the MHEC Data Collections Calendar of Validation Intervals document.  This date is eight weeks after the established data collection deadline.  Links to the PDF version of the reporting form and the actual form are listed on the left side panel of this page under "MAC Documentation."  Both links are also located at the bottom of this page.

Data for all Maryland post-secondary institutions is of utmost importance to the Maryland Higher Education Commission, policy makers and other state leaders to guide decisions and policies. The Commission works hard to ensure that data submitted are included in statewide datasets for analysis and reporting outcomes. 

Given the volume of files handled by MHEC and the necessity to adhere to key internal target dates, it is important that institutions submit data files on-time.  There are, however, times that an institution discovers an error or discrepancy with data that has already been submitted.  If the data issue was discovered by an institution before the verification cycle close date, then a revised file is accepted.  But if the data issue is detected by an institution after the verification cycle close date has passed, then MHEC will NOT accept a revised file and the Error & Discrepancy Reporting Form should be submitted. During the four week period following the verification cycle, file resubmissions are only accepted to address data issues identified by MHEC as part of routine validations. This form is helpful to avoid disruption to MHEC's internal processes and also offers institutions the opportunity to inform MHEC of details related to known data issues of a prior submission. Information provided via the form may be referenced in publications.

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IMPORTANT - PLEASE READ CAREFULLY BEFORE COMPLETING THE FORM. 

The information below is the same information on the form.  The link to the form and PDF are located at the bottom of this page.

DO NOT SUBMIT A REVISED FILE TO MHEC.  The form includes skip logic based on responses given regarding institution type and data collection.

WHAT TO DO BEFORE COMPLETING THIS FORM?
Before completing this form send an email to datadiscovery.mhec@maryland.gov briefly describing the discrepancy. MHEC will respond to offer guidance on the best method to report previous file discrepancies using the form. Please do not complete this form without MHEC's guidance.  Feel free to review the PDF version of the form.

WHY COMPLETE THIS FORM?
This form should be used to document and report details of data errors, missing data or data discrepancies that have been discovered in unit record file submissions for the current collection year or for prior years. Data concerns can be reported for multiple terms for one data collection system at a time. If you are documenting a discrepancy for more than one data collection, you'll need to submit this form multiple times.  But if you are providing details for the same error condition for the same system over multiple years, all years can be selected on a single form.

WHEN TO COMPLETE THIS FORM?
Complete this form AFTER communicating with MHEC and receiving guidance.
With regard to timing, if the MHEC IT Data Verification Cycle Close Date has passed and an error or discrepancy is discovered, this form must be completed. DO NOT RESUBMIT a file. After the verification close date has passed and processing begins, revised files will not be accepted. Instead, institutions are required to complete and submit this form to inform MHEC and record the scope of the issue. To check the current year verification cycle close date for the collection in question, see the MHEC Data Collections Validation Intervals.  You will see for example, that the close date for DIS MHEC IT Data Verification Cycle is September 11, 2021. Revised data files will NOT be accepted after that date.

WHAT IS NEEDED TO COMPLETE THIS FORM?
To complete this form you will need details of the original data reported, such as the total number of records, the total number of records of revised data, as well as specific details of the error or discrepancy for which you are reporting. Be prepared to include a summary with enough detail of the original data reported and the revised data so that MHEC researchers have an adequate record when performing analysis. There is also an opportunity to upload a file containing a detailed explanation of the data concern.

WHAT HAPPENS AFTER THIS FORM IS SUBMITTED AND HOW WILL INFORMATION BE USED?
MHEC will review your submission and reach out if clarification or additional detail is needed. MHEC may footnote or reference the issue in publications that contain the data. Depending on the results of this submission, it could inform further validations.

Thank you for your due diligence with file submissions, informing MHEC of data concerns, and your partnership.

MHEC Data Collection Error & Discrepancy Reporting PDF

MHEC Data Collection Error & Discrepancy Reporting Form