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Date: August 8, 2000
To: HEI Liaisons and Data Reporters
From: Harold Horton, Director of HEI
Subject: Cohort Tracking (CT) File Enhancements
cc: HEI Advisory Committee
This is to inform you that we have made the following modifications
to the CT file located at:
http://regents.ohio.gov/hei/datasubdoc/enrollment/production/ctfile.html
1) Student Athlete Status: We only provide sports categories that are currently used in IPEDS/GRS for reporting students who receive athletically-related student aid for specified sports. To make this change we have added the code "AO" which stands for "All other sport combined" and "TC" which stands for "Track and Cross Country". We have eliminated other sports categories that are not associated with IPEDS/GRS reporting.
2) IPEDS Status: We have added the code "07" for "student completers of programs of less than 2 years" as reported in IPEDS/GRS.
3) At this time, the CT file should be used for IPEDS cohort submissions. We are currently working on a similar file submission that will enable you to submit ad-hoc or non-related IPEDS cohorts for campus planning and analysis. We expect to have this available to you within two weeks.
4) Also note that the year in the header record for your CT file should be 150% of normal time to completion for the cohort (150% is 6 years for four year institutions and three years for two year institutions). For example, a cohort of 1993 for a four year institution should have a header record year in the CT of 1999; a cohort of 1996 for a two year institution should have a header record year in the CT of 1999.
Please be reminded that the primary purposes of the CT file are 1) to assist campuses with reporting Transfer-out rates (non-completers) on the IPEDS/GRS and 2)to provide the Performance Sub-committee with additional information that would give us a better measure of graduation rates. As I mentioned in a previous email, the Performance Report SubCommittee has recently decided that the CT file submission will be required for four year institutions as part of the Performance Report requested by Governor Taft. Reporting requirements related to graduation rates for two year institutions will be determined in the near future by the Board of Regents. All institutions will be informed of specific CT reporting requirements in a forthcoming letter from Robert Sheehan, Associate Vice Chancellor.
To: Performance Report Consultation Participants
Performance
Report Sub-Committee Participants (we apologize for the duplication)
From: Rob Sheehan, Associate Vice Chancellor for Performance
Reporting & Analysis
Ohio Board
of Regents
Date: May 31, 2001
Re: Request for IPEDS Graduation Rates
Cc: HEI Liaisons
As you may know, the second annual Higher Education Performance Report
will include graduation rates for all Ohio's state supported colleges and
universities. To obtain these rates, we ask that your campus provide
us the IPEDS graduation rates that you recently submitted as part of the
Graduation Rate Survey to the federal government.
These rates would be:
For baccalaureate degree seeking students:
Six year graduation rate for the entering class of first time full time
degree seeking undergraduate students who began their study in summer or
autumn of 1994.
For associate degree seeking students:
Three year graduation rate for the entering class of first time full time
degree seeking undergraduate students who began their study in summer or
autumn of 1997. We request that you submit this information to us
by June 15, 2001. You may send this information to Rob Sheehan at
rsheehan@regents.state.oh.us,
or call Rob at 614-752-9473.
We also request that you submit the student identifiers for both of
these files to the Cohort Tracking (CT) File option in HEI to allow the
generation of system wide graduation rates for students. The specifications
for this HEI file can be found at:
http://regents.ohio.gov/hei/datasubdoc/enrollment/production/ctfile.html#IPEDS
The system wide graduation rates will exclude from your count students
known to have left your institution prior to graduation and enrolled elsewhere
subsequently at a public (full time or part-time) or private (full time
only) college or university. These system wide graduation rates will
provide a much fuller and more accurate picture of the graduation rates
for your students. It is our hope and expectation that system wide
graduation rates will be available for every public campus in Ohio that
has access to the student identifiers for the IPEDS cohort. We are
aware of only one public campus (Miami University) that may not have these
data due to recent data conversions at their campus.
You may submit these IPEDS cohorts to the Cohort Tracking (CT) File
anytime from June 5 through July 8. We will provide to your campus
the revised graduation rates in draft for your review approximately July
15, 2001. Our reporting procedures have also been recently modified
to provide two-year institutions an opportunity to record the earning of
30 semester hours for these two-year students as a measurable outcome.
Questions about submission of
student identifiers to the Cohort Tracking (CT) File can be directed
to Jay Johnson at jjohnson@regents.state.oh.us
or call Jay at 614-728-2902.
Thank you for making the Governor's Performance Report even better this
year!
--
Robert Sheehan, Ph.D.
Associate Vice Chancellor for Performance Reporting and Analysis
Ohio Board of Regents
614-752-9473 (voice) (note new number)
614-446-5866 (fax)
email=rsheehan@regents.state.oh.us
To: Cohort
Tracking (CT) File Data Reporters, HEI Liaisons, HEI
Advisory Committee
From: Jay Johnson, Assistant Director, HEI
Subject: Cohort Tracking (CT) File Update
Date: July 6, 2001
cc: Performance Report
Subcommittee
The Cohort Tracking (CT) file, which is used to calculate graduation rates for the IPEDS Graduation Rate Survey (GRS), has been enhanced to search for students from independent colleges and universities. This new feature is likely to increase the number of "transfer out's" in your CT and GRS.
If you have already submitted a CT file and would like to take advantage of the feature, you need only click the "Run Report" button from the Cohort Tracking Report (found in the Restricted Outputs webpage). Then click "View Report" and you will receive the new figures.
If you have not submitted a CT file, I urge you to take advantage of this feature. The Governor's Performance Report on higher education will be looking at graduation rates, including transfer out rates. Campuses have been asked to either provide their IPEDS GRS results or submit a CT (1997 cohort year for two-year schools, 1994 for four-years).
We have also enhanced the CT file with an additional IPEDS Status attribute to identify students who have completed more than 30 semester hours towards their associate degree. This feature was requested to display progress towards a degree if the degree had not been attained.
If you have any questions concerning the CT file please call Jay Johnson at (614) 728-2902.
Sincerely,
Jay Johnson
As of today the following schools have submitted a CT file:
Bowling Green State University
Central State University
Clark State Community College
Cleveland State University
Columbus State Community College
Cuyahoga Community College
Hocking Technical College
Jefferson Community College
Kent State University
Marion Technical College
Northwest State Community College
Ohio University
Shawnee State University
University of Cincinnati
University of Toledo
Wright State University
Return to CT File Questions Page
http://regents.ohio.gov/hei/datasubdoc/memos/ctmemos.html
Last updated July 6, 2001