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To: Enrollment Data Reporters,
HEI Liaisons, HEI Advisory Committee
From: Harold Horton, Director, HEI
Jay Johnson,
Assistant Director, HEI
Ohio Board of
Regents
Date: September 5, 2000
Re: Changes and Updates to Enrollment Data
Area Files
Below please find a list of HEI initiatives and updates for the enrollment data area to which we would like to draw your attention.
***Elimination of File Effective Autumn 2000 ***
Elimination of Aggregated Enrollment (AE) File (except for enrollment
audits)
The AE file was created to supply the Regents with a count of students
and total credit hours as of the 8th and 22nd days of each term in order
to determine whether 15th day headcounts and credit hours serve as an accurate
date for enrollment data collection and instructional subsidy output. After
some examination of the data, we determined that there were insignificant
differences in headcounts and credit hours when comparing 15th day with
8th and 22nd. After discussion with the HEI Advisory Committee we
have decided that the AE file will no longer be collected effective autumn
2000. However, campuses selected for enrollment audits will be required
to provide AE files as part of the audit process. Therefore programming
on your campus that creates the AE file should not be terminated.
***New codes Effective Autumn 2000 (to be reported in January and February of 2001)***
Addition of High School Admission Code (HGH) in SE
Recently, in processing Success Challenge data we learned that if a
student is enrolled at your school during high school and later continues
to be enrolled after they graduate from high school their Year and Term
of First Enrollment will not be accurate. It will represent the year and
term when they enrolled during high school which is not accurate for Success
Challenge or for establishing first-time full-time cohorts. To address
this we are requiring that you assign the newly created admission area
of HGH in the SE to all new (fall 2000) high school students. This way
when the student graduates from high school and continues to enroll you
can submit a new SE record with the Undergraduate (UND) admission area
and a correct Year and Term of First Enrollment. You can view the new data
submissions document at http.//www.regents.state.oh.us/hei/datasubdoc/enrollment/production/sefile.html.
Institutions should still use the Revised First Enrollment (RF) File for Success Challenge purposes to correct the year and term of first enrollment for students who were enrolled PRIOR TO FALL 2000 at your school during high school and subsequently enrolled after high school graduation. Over time, the RF file will be eliminated as HEI will contain more accurate information on the Year and Term of First Enrollment high school students who enroll after they graduate from high school.
Senate Bill 53: New Residency Status Code in SN and Attempt for Academic
Credit Code in CN
The General Assembly and the Governor recently signed Senate Bill 53
legislation that affects residency. In-state tuition rates and subsidies
can be granted to residents of contiguous states who are employed in Ohio
and whose employers contract to pay their tuition and fees. This law becomes
effective September 22, 2000. For many schools, this legislation will begin
after the autumn term begins but before it ends. Courses that end on or
after September 22shall be subject to the new law. The enabling legislation
can be viewed at:
http://www.legislature.state.oh.us/bills.cfm?ID=123_SB_53.
A new Residency Status Code (E) has been added to the SN file to accommodate this legislation. These students should be reported as eligible for subsidy (EL) in the Subsidy Eligibility field in the SN.
The legislation intends to cover coursework contracted by the employer. Tuition contracts between the student, employer and institution should be kept on file for enrollment audit purposes. Coursework that the student takes beyond the scope of the contract will need to be identified as ineligible for subsidy. This can be accomplished by inserting a new code (E) in the Attempt for Academic Credit field in the Course Enrollment (CN) file. The credit hours for those courses only will be excluded from subsidy.
Since the legislation goes into effect September 22, 2000, all changes to the SN and CN are effective autumn 2000.
Collect Hours Earned in Student Enrollment (SN) File
The Graduate Funding Commission has requested that we collect Cumulative
Hours Earned in the SN file to help resolve issues associated with student
rank. Currently we collect Cumulative Hours Attempted and Cumulative Quality
Points to calculate GPA. Collection of this data will be effective autumn
2000. You can review the revised data submissions document at http://regents.ohio.gov/hei/datasubdoc/enrollment/production/snfile.html.
***Special Notes****
The Special Cohort Tracking (SC) File is Now Available for File Submission
As most of you know, the Cohort Tracking (CT) file allows you to submit
IPEDS cohorts to obtain information on transfer outs for IPEDS reporting.
We have now created the Special Cohort Tracking (SC) file so you may determine
mobility and graduation rates for special cohorts that you define. Unlike
the CT file, the SC file requests little more than the student identifier,
the race/ethnicity and sex of the student. This file is voluntary and we
hope will assist academic planning and institutional research efforts.
You can view the data submissions document for the SC file at http://regents.ohio.gov/hei/datasubdoc/enrollment/production/scfile.html.
New Student Enrollment (SN) Summary Edits
The improved SN summary edits will be released for the summer reporting
schedule. We plan to release the new summary edits for other files in the
coming months. The improvements include comparisons between data submitted
for the previous year and term as well as comparisons between similar institutions,
where appropriate. The comparisons are meant to increase your ability to
pick out potential problems in the data before they are loaded to the database.
As the summary edits are released we welcome your feedback.
Degree/Certificate Earned (DC) File: Credit Reflects Calendar
Many colleges and universities have converted or plan to convert their
calendars from quarters to semesters. In such cases the "Credit Hours to
Degree" field in the DC file should reflect the credit hours of the calendar
in which the student graduated. We have placed additional text in the DC
data submissions document at http://regents.ohio.gov/hei/datasubdoc/enrollment/production/dcfile.html.
Download Your IPEDS Completions File from the Degree/Certificate
Earned (DC) File Submission
DC Data reporters will be able to download the IPEDS Completions File
using the HEI "Download
Your Institution's Data" feature on the HEI homepage under "HEI Outputs".
Just select IPEDS Completions File (DI) from the File ID. You will
be able to directly submit the DI to NCES to meet IPEDS Completions File
requirements. In creating the DI, we followed the key value file specifications
for Fall 2000 IPEDS Completions file which are located on the NCES website
at
http://www.nces.ed.gov/ipeds/pdf/webbase2000/com_imsp.pdf.
Please note that NCES has specific instructions for reporting programs that your institution offers but there were no degrees awarded this year. If there was a degree awarded in a given program last year and there is no degree awarded in the same program for this year, the DI creates a record according to IPEDS specifications. There may be other active programs that have not produced recent graduates this year nor last year that the DI cannot account for. You may need to key enter these programs using the NCES IPEDS data entry screens.
The Fall 2000 IPEDS collection includes Institutional Characteristics and Completions components and is available for submission between September 1, 2000 and October 31, 2000. A complete description of the IPEDS data submission process is located on the NCES home page at http://www.nces.ed.gov/ipeds/webbase.html.
Please circulate this information to the person at your campus who completes the IPEDS Completions Survey.
Thanks.
To: HEI Enrollment Data
Reporters
From: Rob Sheehan, Director Higher Education
Information (HEI) Systems
Harold Horton, Director, Information Services
Jay Johnson, Manager, Enrollment Data Area
Subject: HEI Clarifications, Modifications, New Files, and
Reminders
Date: January 14, 2000
Cc: HEI Liaisons
HEI Advisory Committee
Happy New Year's Greetings. Over the past year, with your helpful assistance,
we have had the opportunity to examine the HEI data submitted and are pleased
with the quality and accuracy of these data. We have also, on occasion,
found anomalies in the data that could have been avoided had our documentation
been clearer. In response to your suggestions, this memo outlines the clarifications
to the data submissions documents for the Student Entrance (SE), Student
Enrollment (SN), Course Enrollment (CN), Aggregated Enrollment (AE), and
Degree/Certificate Earned (DC) Files as well as a small number of changes
to several of these files. This memo also introduces the creation of four
new files to reflect changes requested by campuses.
Data Clarifications
Clarifying the Degree/Certificate Earned (DC) file: Credit hours
to degree
While gathering and analyzing data to distribute money for the Success
Challenge line item we found some inconsistencies in the way that the Credit
Hours to Degree field was being reported in the DC file. In some cases
institutions included credit hours that were transferred from another institution-some
also reported Advanced Placement coursework. The definition of the field
did not, at the time, rule these out completely. However we would like
the credit hours to reflect only credit hours earned at this institution
that resulted from instruction at this institution. To this end the definition
has been updated. The revised DC Data Submissions Document is located at
October 20, 2004
Clarifying Summer "Subterms" in the Course Enrollment (CN) File
In the summer term of 1998 we found many difficulties with the reporting
of summer "subterms." There was confusion as to what the census point for
determining registration should be and the documentation did not adequately
address this issue. In the CN file we have clarified how to determine the
census point for each subterm, as well as what the final capture date should
be. The capture date affects the final date that a student could be considered
"Ineligible for Subsidy: Account not Cleared" in the SN file. The revised
CN Data Submissions Document is located at http://regents.ohio.gov/hei/datasubdoc/enrollment/production/cnfile.html.
Clarifying the Aggregated Enrollment (AE) File Submission Schedule
The AE file is not reported during the summer term because of the multiple
times the 8th and 22nd day headcounts and credit hours would need to be
calculated. The revised AE Data Submissions Document is located at http://regents.ohio.gov/hei/datasubdoc/enrollment/production/aefile.html.
Clarifying the relationship between Student Enrollment (SN) Records
and Course Enrollment (CN) Records
On occasion there are students who are reported in the SN file who
do not have a CN record. This is expected for certain situations such as
cross registrations and medical instruction, however it should not occur
outside of these scenarios. These extra students confound published reports,
which are designed to represent students who are registered as of the 15th
day of an academic term for regularly scheduled course sections or as of
20% of the time required to complete a flexibly scheduled course section.
Such students are identified in the CN file as warning A39. We are
now creating a process, effective Autumn 1999 data finalization, so that
during end-of-term processing these students will be identified and must
be removed before the data for the term can be finalized. For Summer 1999
and other terms prior to Autumn 1999 we will follow-up with individual
schools on mismatched SN and CN records.
Clarifying the First Time Ever Enrolled in College Field in the Student
Entrance (SE) file
While processing Success Challenge we learned that there was confusion
regarding the definition of First Time Ever Enrolled in College. We added
text to the definition to clarify that the switch refers to the Year of
First Enrollment and Term of First Enrollment.
Data Modifications
Announcing to Medical Schools modifications to the Student Entrance
(SE) and Student Enrollment (SN) files
For the six institutions that offer professional level medical instruction
we have made minor changes to the SE and SN files. Two new codes have been
added to the Student Subsidy Status field in the SN file, and instructions
have been given on how to report Year of First Enrollment and Term of First
Enrollment for students who transfer into your medical school.
Announcing modification of PSEOP Status Field in Student
Enrollment (SN) File
The General Assembly passed legislation (section 3345.27 of the Ohio
Revised Code can be viewed at
http://OhioActs.avv.com/122/hb147/sec-3345.27.htm)
this year allowing senior citizens over the age of 60 to attend classes
at public colleges and universities on a space available basis. To measure
the impact of this legislation we have renamed the Post Secondary Enrollment
Options Status field to the Special Status field and introduced a new code
for students enrolled through this specific program.
Announcing Two Methods for Dealing with Year and Term of First Admission
for High School Graduates Students Who Attend College after Previously
Attending While a High School Student
Recently, in processing Success Challenge data we learned that our
handling of students who attended college during high school disagreed
with federal reporting requirements. Initially we required students who
were enrolled in college prior to graduating from high school to not be
considered First Time Ever Enrolled in College. Since this disagreed with
federal guidelines we have changed our guidelines in the "Additional Explanations"
portion of the SE file.
One of the problems with establishing cohorts of first-time full-time degree-seeking freshmen is that if a student is enrolled at your school during high school and later continues to be enrolled after they graduate from high school their Year and Term of First Enrollment will not be accurate. It will represent the year and term when they enrolled during high school which is not accurate for establishing first-time full-time cohorts. We have a short-term and long-term solution in mind.
The long-term solution is to introduce a new admission area for high school (HGH) students. This way when the student graduates from high school and continues to enroll you can submit a new SE record with the Undergraduate (UND) admission area and a correct Year and Term of First Enrollment. We expect that this category will be operational by autumn 2000, but we could do it sooner on an optional basis upon your request.
The short-term solution is to allow you to update the new Year of First
Enrollment and Term of First Enrollment for students who were enrolled
at your school during high school and continued to enroll after their high
school graduation. This is outlined in the Revised First Enrollment
(RF) file submission (below).
New Files and Features
A new file submission for recording year and term of first enrollment
after high school graduation for Post Secondary Enrollment Options (PSEOP)
Students and other high school students enrolled in college: Revised First
Enrollment (RF) File
There is mounting statewide interest in tracking time to degree completion.
In the current biennium, Success Challenge funds were provided to four-year
campuses to reward timely degree completion. In this initiative, campuses
were allowed to revise the year and term of first enrollment for PSEOP
students to reflect the year and term of first enrollment subsequent to
high school graduation. Several campuses were uncomfortable with making
permanent modifications to year and term of first enrollment, as the resulting
data would no longer match the information contained at the campus level.
We have been asked to develop an easy procedure to record in the HEI system
PSEOP students' year and term of first enrollment subsequent to high school
graduation without modifying students' original Student Entrance (SE) records.
Accordingly, we have developed the Revised First Enrollment (RF) file that
records an alternate date of the year and term of first enrollment for
students who were enrolled at your school during and subsequently enrolled
after high school graduation. This will be available spring of 2000 to
coincide with your Degree/Certificate Earned (DC) data submission for FY
1999. The file is on the web in a draft form for your review at
http://regents.ohio.gov/hei/datasubdoc/enrollment/production/rffile.html.
A new file for changing student and faculty Identifiers: Identifier
Change (IC) File
The Identifier Change (IC) file is now open for business. This file
allows you to link new student identifiers that you have not reported in
the past with their former identifiers. One likely use of this file is
when international students who were given an institutionally assigned
student identifier now have Tax Identification Numbers assigned by the
IRS or Social Security Numbers assigned by the Social Security Administration.
New error conditions have been placed in all enrollment files to discourage
the use of former identifiers after an IC record has been submitted. The
IC file will allow you to link new faculty/staff identifiers that have
already been reported with former identifiers. The IC File Data Submissions
Document is located at http://regents.ohio.gov/hei/datasubdoc/enrollment/production/icfile.html.
A new file submission for Federal IPEDS Cohort Tracking and
Reporting: Cohort Tracking (CT) File
We have not yet fully utilized the capacity of HEI to identify graduation
rates of students at your institution for your Federal Student Right to
Know or IPEDS Graduation Rate Survey tracking. To accomplish such reporting,
we would have to calculate for you the number of students who transferred
from your institution to another for your Student Right to Know reporting.
We know that institutions are interested in such tracking to help complete
to their IPEDS reporting. Additionally, Governor Taft has recently requested
that the Regents develop an annual performance report for Ohio's colleges
and this request includes specific mention of graduation rates. With the
recommendation of the HEI Advisory Committee, we have developed the Cohort
Tracking (CT) file whereby your campus would submit an annual file of students
that are in your federal tracking cohort for that year. IPEDS guidelines
for establishing this cohort are to be applied. Effective Autumn,
2000, this file would be submitted as part of your autumn enrollment files
in the same window of time as your other enrollment files. A draft of the
CT file has been placed on the web at
http://regents.ohio.gov/hei/datasubdoc/enrollment/production/ctfile.html
for your review.
We are currently exploring with campuses the need and desirability of requesting a one-time submission of this file for previous federal cohorts (e.g. First Time Freshmen, Autumn, 1997). Should that request seem practical, we would use not only students reported in HEI but also those reported in the Uniform Information System from 1993 through 1997.
The CT file will also allow your campus to determine the transfer and degree completion rate of any subgroup of students, from 1993 to the present, that you wish to track. For example, you may wish to track all students who participate in a mentoring program in a particular term, or all student athletes who participate in NCAA approved sports. The file has been created to be flexible to your needs.
A new file submission for Enrollments of Freshmen Students in Remedial
English and Mathematics: Freshmen Remedial Enrollment (FE) File
For over 20 years the Ohio Board of Regents has been mandated by the
General Assembly to prepare a report of Spring high school graduates that
enroll in remedial coursework in the following academic year. In the past
the Regents contracted with Ohio State University to collect the data and
prepare this report. Beginning with the 1998-99 academic year HEI data
will be used as the basis for the report. The Freshmen Remedial Enrollment
(FE) file mirrors the data request sent out annually by Ohio State and
is intended to capture information about the size of the entering freshman
class that graduated from high school in the preceding Spring and the numbers
of those students that enrolled in remedial English or Mathematics during
the academic year. The FE file for the 1998-99 academic year will be submitted
between April 1 and May 15 of this year. The FE Data Submissions
Document is located at
http://regents.ohio.gov/hei/datasubdoc/enrollment/production/fefile.html.
We consider the FE file to be a short-term solution. This is information that we could compile without an additional file submission except for one item: high school of graduation. We will begin collecting this in the Student Entrance (SE) file in Autumn 2000. This would be required only for students who graduated from high school in spring of the same year as matriculating to college.
Improved Summary Edits
We are working toward improving the summary edits provided in the Course
Inventory (CI), Student Entrance (SE), Student Enrollment (SN), and Course
Enrollment (CN) files in the coming year. Some of the improvements will
include displaying tables of results from the same term of the last year
so you can compare values to determine the accuracy of the data. We would
welcome any suggestions for improvements.
Update Feature for Correcting Records
http://regents.ohio.gov/hei/datasubdoc/general/corerrors.html
The update feature allows campus data reporters to update information
in a file that has been loaded onto the database without deleting dependent
files and without deleting the original record. If a data reporter needs
to update an aspect of a file, he or she should request a load of the new
file submission that matches the key fields for each record in the submission
file, contains all fields referenced in the data submissions document for
that file including the corrected information, and has the Delete Switch
set to "N." The HEI load programs will overlay the older data with the
newer data. Currently, the update feature is available in the Student Entrance
(SE), Course Inventory (CI), Physical Structure Inventory (PS), and the
Area Inventory (AI) files.
Updates to the Student Entrance (SE) file must match the Student Identifier
and Admission Area of a record that has been loaded onto the database.
Note that a new Admission Area value will be treated as a new record.
Updates to the Course Inventory (CI) file must match the Course Identifier
of a record in the database while the Area Inventory (AI) file must match
the Campus, Physical Structure Identifier, Addition Identifier, and Area
Identifier of a record in the database. An update to the Physical Structure
Inventory (PS) file must match the Campus,
Physical Structure Identifier, and Addition Identifier of a record
that has been previously loaded onto the database.
Correcting records in the Student Enrollment (SN) file has also changed.
Corrections to the SN file can be accomplished without deleting files with
dependent data, such as the Course Enrollment (CN) file. To correct the
values in fields previously loaded onto the HEI database, delete the row
on the database by submitting a matching record in the SN file with the
delete switch set to "Y" and insert the new record with the correct
information (within the same file submission) with the delete switch
set to "N".
Correcting records in the Course Enrollment (CN) File has also changed.
Corrections to the CN file can be accomplished without deleting files with
dependent data, such as the Flexibly Scheduled Course Sections (FS), Off-campus
Course Sections (OC), Resident Credit Center Course Sections (RC), and
Course Sections Taught (ST) files. To correct the values in fields previously
submitted and loaded onto the HEI database, delete the row on the database
by submitting a matching record in the CN file with Delete Switch set to
"Y". All fields from the record on the file submission to be deleted
must match all fields of the row to be deleted from the database. To add
the corrected information to the database, submit the record with the new
values with the Delete Switch set to "N".
Reversals and Reminders
Reversing our earlier suggestion of changes to the Flexibly Scheduled
Course Sections (FS) File
As you may remember, we announced that we would make changes to the
Flexibly Scheduled Course Sections (FS) file in conjunction with changes
to our auditing procedures (see http://regents.ohio.gov/hei/datasubdoc/raq/fsraq.html).
Namely we will only examine during an audit flexibly scheduled course sections
that meet for 11 or fewer days. Initially our intent was to add a new field
to the FS file that would specifically identify if the course section met
for 11 or fewer days. Instead we will request this information only during
the audit and ask that you continue reporting the FS file as you have.
Reminding you of revised submission dates for previously delayed
file submissions due March 1, 2000
In 1999 we requested that you delay in submitting the Degree/Certificate
Earned (DC) file to allow you to focus on Y2K and other pressing issues.
The DC file represents all degrees and certificates earned during fiscal
year 1999. It was originally due in September 1999, however it will be
due in March of 2000. We expect that the aforementioned guidelines concerning
credit hours to degree will be upheld in the fiscal year 1999 submission.
Reminding you of changes on IPEDS Race Categories: We Need To Hear
From You!
As you likely know, the federal Office of Management and Budget will
require all institutions eligible for federal funds to allow students to
report multiple race categories by autumn of 2003. Recently the National
Center for Education Statistics, a division of the Department of Education,
reported that the categories and rules will be reviewed by the Office of
Civil Rights and that no action should be taken by institutions until they
have heard from the final review.
We would like to know whether or not you have begun to implement this
new reporting feature, and when you plan to begin reporting the multiple
racial/ethnic categories. If any institutions plan to make these changes
by autumn of 2000, we will need to make a systematic change of the SE file
format to accommodate. However we will not make any changes until the first
college or university is ready to report. Please write to Jay Johnson at
jjohnson@regents.state.oh.us to let us know when you plan to report
the new categories. When we have received all your responses we will share
them with you.
Summary
Below is a list of all changes to already established files:
TO:
HEI Advisory Committee Members
HEI Liaisons
FROM: Harold Horton, Director, HEI
DATE: July 31, 2000
SUBJECT: HEI's Role with
IPEDS Redesign
As most of you know, beginning Fall 2000 the National Center for Education Statistics (NCES) is replacing the IPEDS paper survey forms that have been used in past years with a web-based data submission process similar to HEI. Campus staff will submit their IPEDS data files via the web to NCES or directly input their IPEDS data via web-based screens. The IPEDS data files will be edited and error reports will be generated. Once IPEDS data files are clean and free of errors they will be locked or loaded. A complete description of the IPEDS data submission process is located on the NCES home page at http://www.nces.ed.gov/ipeds/webbase.html.
The Fall 2000 IPEDS collection includes Institutional Characteristics and Completions components. The collection period opens September 1, 2000 and closes October 31, 2000. Based upon our preliminary review of the Fall 2000 IPEDS Completions key value file specifications (http://www.nces.ed.gov/ipeds/pdf/webbase2000/com_imsp.pdf ), we have concluded that we can create this key value file for you in HEI with data you will submit in the Degree/Completions (DC) file and Student Entrance (SE) file. We will provide you with the option in HEI to download an IPEDS Completions file that you will be able to directly submit to NCES. This download feature in HEI should prevent campuses statewide from engaging in major programming to prepare this IPEDS file.
This will be a direct time and cost savings benefit to campuses.
The Spring 2001 IPEDS collection includes Enrollment (both fall and full year), Finance and Student Financial Aid information, and Graduation Rate data. The collection period opens February 16, 2001 and closes April 5, 2001. The file specifications for these components will not be available until early fall. After we review these specifications we will communicate to you which files we can automatically generate for you in HEI.
I ask that you circulate this memo to the appropriate officials on your campus involved in IPEDS reporting. Please do not hesitate to contact me at hhorton@regents.state.oh.us if you have any questions or comments.
Thanks.
Date: July 12, 2000
To: HEI Liaisons and Data Reporters
From: Harold Horton, Director of HEI
Subject: HEI Enhancements II
cc: HEI Advisory Committee, Fiscal Officers, Facility Planners
We are pleased to announce the following HEI enhancements and new features:
1. Previously, when a term was unfinalized for an institution, that institution's data for that term was no longer available in relevant general purpose queries. We have now allowed data for terms which have been unfinalized to be included in general purpose queries. For each query that you run, you will receive in your results a list of institutions and unfinalized terms for year(s) and term(s) that were included in your query. In addition, we will indicate in the query results the institutions who have not yet finalized their data for the year(s) and term(s) included in your query. Finally, we now notate on the End-of-Term Status page which terms for which institutions areunfinalized. A date in red indicates that an institution has requested that data for a term that was once finalized be "unfinalized" due to more changes. The data for unfinalized terms are still available for the general purpose queries.
2. The long awaited Facilities Utilization Query is now in production under the "restricted queries" area on the HEI web page. You can use this query to display regular, scheduled use of facilities, as reported in the Course Section Schedule (CS) file by students enrolled in course sections that have been reported in the Course Enrollment (CN) file. The input parameters represent data from the Physical Facilities (PS), Area Inventory (AI), and Course Section Schedule (CS) files. We plan to enhance this query in the future to include data from the Other Use of Instructional Rooms (OR) file and irregular hours from the Course Section Schedule file.
3. The Cohort Tracking (CT) File is now ready for your cohort submissions. The CT file can assist you with reporting graduation and transfer-out rates required by the IPEDS Graduation Rate Survey (GRS). The CT can also be used for other kinds of campus cohort studies and analyses. The detailed data submissions document is located on the web at http://regents.ohio.gov/hei/datasubdoc/enrollment/production/ctfile.html.
The Cohort Tracking (CT) file contains a list of students reported in the IPEDS Graduation Rate Survey (GRS) for a given year. Information from this file is returned in a report located in the "restricted queries" area of the HEI web page. The report will display mobility (transfer-out) and graduation rates synonymous with the GRS broken down by race, sex, and the type of institution the student transferred to or graduated from. Please note that the Performance Report SubCommittee has recently decided that this file submission will be required by four year institutions as part of the Performance Report requested by Governor Taft. Reporting requirements for two year institutions will be determined in the near future by the Performance Report SubCommittee. All institutions will be informed of specific CT reporting requirements in a forthcoming letter from Robert Sheehan, Associate Vice Chancellor.
Thanks.
Date: April 19, 2000
To: HEI Liaisons and Data Reporters
From: Harold
Horton, Director of Information Services
Robert Sheehan, Director of HEI
Subject: HEI Enhancements
cc: HEI Advisory Committee
We are pleased to announce that requests for extensions to HEI file submissions can now be handled completely over the web. In the past, data reporters have had to call and speak with an analyst to extend the edit window of a file. You can now go to the Data Input Site on the HEI home page and submit an electronic request for an extension. Simply click on the link to the Request Extension page and follow the instructions. Please note that upon approval of the extension by Regents staff, all data reporters within the affected data area at the institution and the liaison will be notified by email.
In addition, there are two other adjustments that we have made to HEI facilities:
1. Based upon lessons learned in the first iteration of Success Challenge, we have made improvements to the DC summary query. We added duration as a selection and summary parameter. Duration is the time between the Year and Term of First Enrollment from the Student Entrance (SE) file and year and term the degree was earned, calculated the same as in Success Challenge. Please note that if you provide an alternate year and term of first enrollment for your PSEOP students in the Revised First Enrollment (RF) file, in the near future, the duration calculation will include the year and term of first enrollment in the RF file for a student. The specifications for the RF file are located at http://regents.ohio.gov/hei/datasubdoc/enrollment/production/rffile.html.
2. We have made a minor adjustment to the edit window in the Identifier Change (IC) file. You can now submit this file during the same edit window as your Student Entrance (SE) file--between the first day of the term to 45 days after your term ends. Because the IC file makes changes to data retroactively and for future submissions, the year and term associated with the change is arbitrary. To make a change, please use whatever edit window is open.
Thanks.
To: State College and University Presidents
cc: State College and University Fiscal Officers
State College and University HEI Liaisons
From: Roderick G.W. Chu, Chancellor
Date: July 21, 1999
Re: Enrollment Audits
As you know, the Board of Regents is required by statute to "conduct enrollment audits of state-supported institutions of higher education." After a hiatus caused by staff turnover, and after receiving an official reminder from the Auditor of State's office about the importance of the audits, we are preparing to resume our audit work in FY 2000. I am writing to inform you of this work and ask that you name someone from your institution as your official enrollment audit contact.
From 1995 to 1998, 32 campus audits were completed, and we are developing a plan to audit the remaining 35 campuses not yet audited. The appendix attached to this memo lists information about the audit status of your campus.
The primary purpose of the enrollment audit is to determine if enrollment data submitted to the Board of Regents for subsidy purposes are in conformity with state policy. As you know, the state of Ohio distributes over $1.6 billion per year to colleges and universities via enrollment-based formulas, the most important of which are the Instructional Subsidy, Access Challenge, and Success Challenge. It is in our mutual interest to ensure that the data used to distribute these funds are reliable, valid, and consistently reported across campuses. I am pleased to inform you that the results of the first 32 audits were generally positive. The vast majority of campuses received positive audit reports, and the few that had shown evidence of problems have since corrected their processes and reports. We are designing an enrollment process that is intended to be appropriately comprehensive, fair, and considerate of your staff's time and resources. To the greatest extent possible, we will generate data and establish schedules far in advance of the actual audit date to ensure that your staff have the information and time they need to help us complete the audit in as quick a time as possible. Whenever possible we will use existing HEI data to form the basis of audit questioning. We will conduct pre-audit and post-audit surveys and meetings so that we can share details of the process and initial findings with your staff and answer any questions your staff may have. A draft of the final audit report will be distributed to your staff for review and comment, and where appropriate, we will incorporate your staff's comments into the final report.
To help us all begin this process, we will schedule a statewide consultation this fall to review our plans, share more detailed information with your staff, and generally exchange ideas with your staff about the most efficient and effective way to complete the work before us.
None of this can happen unless all institutions are represented, and I invite you to submit the name of your institution's enrollment audit contact to us as soon as possible but no later than August 20. The enrollment audit contact should be someone who is very familiar with your institution's registration policies and practices and knowledgeable about your institution's enrollment and related reports to the Regents. The enrollment audit contact will be expected to work with us to schedule audit dates, prepare relevant data and documents, and review our reports. Your registrar might be an ideal candidate for this position. Please identify an enrollment audit contact person even if your institution has been audited in the 1995-1998 cycle of audits. Please have someone from your staff submit your enrollment audit contact's name directly to Beverly Farmer at bfarmer@regents.state.oh.us.
Thank you for your cooperation in this matter.
Harold Horton
Director, Information Systems and Research
Ohio Board of Regents
30 East Broad Street, 36th Floor
Columbus, OH 43266-0417
hhorton@regents.state.oh.us
phone 614-644-5796, fax 614-466-5866
To: HEI Liaisons
From: Rob Sheehan, Harold Horton, Andy Lechler
Date: 2/16/00
Re: Data Anomalies
Cc: HEI Advisory Committee
We want to provide every assistance that we can to your campus to be sure your HEI data are accurate. When your data are submitted they go through a series of editing routines testing for many possible data errors. Even with this testing, not all errors can be caught upon input. For example, you may mistakenly tell us that all but 1 of your students are males and even though it is unlikely, it cannot be caught at the time of input. You may mistakenly tell us that all your off campus courses are in a single location far away from its actual location. An aid in detecting these anomalies is to provide comparative data from like institutions in a side by side format. In this format unusual values or percentages stand out.
The attached spreadsheet contains data from spring term 1999, reported in the Student Enrollment (SN) file and Student Entrance (SE) file. Please review these data for the purpose of identifying cases in which data from your institution are significantly different than the same data from similar schools. Then wonder if these represent real differences between the institutions or just different data reporting practices or different interpretations of the data definitions.
The data in this spreadsheet are currently available to campus representatives authorized to run restricted queries in as much as the SP term 1999 data has been finalized. Here are some cases of unusual data we have noticed in the data:
1. EDSN has zero students enrolled in SP 1999 who have the First Time
Ever in College Switch set to Y
2. The percentage of students with First Time Ever in College Switch
set to Y varies widely from campus to campus.
3. MIAM reported all students as not living in institutional housing.
This was not true in earlier terms.
4. 4. Nearly half the students at CLEV have undecided majors.
5. TRRA and CNST have almost no POP students.
6. The NU Rank seems to be fairly consistently used at the four year
institutions and not so at the two year schools. The NU Rank is defined
as "A student, regardless of previous academic experience or achievement,
who is enrolled for undergraduate course work but has no immediate degree
goal." On the other hand, two year institutions use Intention Code to indicate
degree intentions.
7. YNGS is the only institution with a significant number of students
ineligible for subsidy because their account is not cleared.
Please give us your feedback concerning data values that seem unusual to
you and identify any changes in data coding practices that you expect to
undertake to correct anomalies.
In the future, we plan to add new elements to the summary edits for all file submissions. These new summary edits will check key current data against historical data. This will automate the detection of new errors or anomalies.
Thanks for your help.
To: HEI Liaisons
Campus Representatives on Statewide Dialogue on Faculty Reporting
From: Rob Sheehan, HEI Director
Harold Horton, Director of Information Systems
Date: September 2, 1999
Subjects: Change in Data Submission Dates for AM, FD, DC, and OR
Files;
Change in Data Submission Date for Remediation Report;
Possible Elimination of TP & SW files;
Date and Agenda for Consultation on Faculty Salary Data
and FTE Data
Cc: HEI Advisory Committee
AM, DC,FD, FF, & OR Data Reporters
In the interest of keeping you informed of recent developments, we are taking this opportunity to send out a single email to a wide audience that will accomplish several purposes. Please feel free to forward this email to others on your campus who you think may have an interest in these items.
Change in Data Submission Dates for AM, FD, DC and OR Files
We understand that many campuses are still very busy managing current
reporting requirements and planning for January 1, 2000 -- Y2K. In response
to these activities, we have received requests to implement a moratorium
on any new data requests from the Board of Regents until after January
1, 2000. We will do everything we can to honor this request for a
moratorium. Additionally, we want to take this opportunity to postpone
submission of four existing files until March 1, 2000. The four files
are the Degree Certificate (DC) file (originally due September 30), the
All Employee (AM) file (originally due December 1), the Faculty Demographics
(FD) file (originally due December 1, and the Other Use of Instruction
Rooms (OR) file. We are postponing submission of these files to allow sufficient
opportunity for several statewide consultations to occur in September and
October. The substance of these consultations may have impact on the structure
of these files. Please note that the December 1, 1999 date must still be
maintained for the Faculty Funding (FF) file.
Change in Data Submission Dates for Remediation Report
For almost 20 years, the Regents have conducted a yearly study that
required campuses to supply an unduplicated count of first time freshmen
(Summer-Spring) taking remedial math and English, sorted by the students'
high school. The data request for this study typically came in October
of each year. Efforts are underway now to streamline this data request
and make it easier for campuses to supply the necessary information through
HEI. As a result of, we are postponing the deadline for submitting
this report to some time in late winter or early spring, 2000. We
will inform you of the revised submission date later this year.
Possible Elimination of TP and SW Files
We have also scheduled discussion about the possibility of eliminating
the Tech Prep (TP) file and the Student Worker (SW) file with the HEI Advisory
Committee for September 10, 1999. We will report back to you on the
outcome of that discussion later this month.
Date and Agenda for Consultation on Faculty Salary Data and FTE Data
The date for the statewide consultation on faculty salary data
and FTE reporting has now been set. The meeting will take place Tuesday,
September 28, 1999 from 10 a.m. to 3 p.m. at the Board of Regents offices
in Columbus on the 36th floor of 30 E. Broad Street. The purpose
of the meeting is to review state and campus information needs regarding
salary and FTE data.
The draft agenda for this meeting is as follows:
-Salary data issues associated with full time staff
-Request for annualized salaries vs. request for
employee start/stop dates
-Salary data issues associated with part-time staff
-Request for hourly pay rates and/or request for
FTE
-Calculating instructional workload in HEI
-Calculating student faculty ratio in HEI
-Please feel free to suggest other agenda items.
Lunch will be provided at this meeting. To ensure that we have
a sufficient number of lunches ordered, please contact Mary Martin at mmartin@regents.state.oh.us
or call her at 614-728-8859 to inform her if you will be attending this
meeting.
To: Student Inventory Data (SID) Recipients
From: Harold Horton, Director, Higher Education Information System
(HEI)
Date: November 28, 2000
Re: 1999 Student Inventory Data
The 1999 Student Inventory Data (SID) publication is now available on
the Ohio Board of Regents website. The data in this annual publication
represent information about students throughout public higher education
in Ohio as reported in the Higher Education Information (HEI) system. It
is available in electronic format as PDF files, suitable for viewing with
Adobe Acrobat Reader, and as Excel XLS files for use with Microsoft Excel.
It can be viewed at the following address:
http://hei.regents.state.oh.us/cgi-pub/site_map?name=bds_sid&jsflag=yesOr,
you can link to it by starting at the Ohio Board of Regents website at:
http://hei.regents.state.oh.us.
Then, click on "For Ohio's Campuses", then click on "HEI", then click on
"Reports", then on "HEI Data Publications".
I hope that you will find this publication to be informational and helpful. If you should have any questions or if we can be of further assistance, please feel free to contact Diane Rings at (614) 466-5045.
To: Course Enrollment and Flexibly Scheduled Course List Data Reporters
From: Harold Horton, Director, Higher Education Information (HEI)
Jay Johnson,
Assistant Director, HEI
Date: December 7, 2000
Re: Clarification of Census Date for Short Term Flexibly Scheduled Course Sections
Cc: HEI Liaisons
HEI Advisory Committee
Chris Doll, Analyst,
HEI
Recently institutional representatives have sought clarification about the census point for counting enrollments in short term flexibly scheduled courses. In 1994 the Board of Regents articulated the following:
For Flex course sections scheduled to meet in total for a period less than seven consecutive days, all enrolled students (regardless of the date of registration in the course section) minus students who withdraw.Consequently, when reporting flexibly scheduled enrollments in courses lasting six or fewer days in the Course Enrollment (CN) file, report all enrollments in the
We have added language to the CN file, as well as to the Flexibly Scheduled Course Sections (FS) List, to clarify the reporting requirements for these enrollments. If you have any questions, please contact Chris Doll at cdoll@regents.state.oh.us or at (614) 728-8858.
Thanks.
Memo
RE: Netscape Communicator 6.0
Date: Thu, 18 Jan 2001 16:06:29 -0500
To: HEI Contacts
HEI Contacts:
This is to inform you that some data reporters who are accessing HEI with Netscape Communicator version 6.0 have experienced problems with HEI facilities. Based upon our preliminary investigation of version 6.0, we have discovered some incompatibility issues and recommend that you do not use version 6.0 to access HEI. The preferred web browser is still Netscape Communicator version 4.0 to 4.75.
We will continue to research this issue and will inform all users when version 6.0 can be used to access HEI. For your information the URL for downloading version 4.75 is http://home.netscape.com/download/archive/client_archive47x.html.
Thanks,
Harold Horton
Director, HEI
Ohio Board of Regents
hhorton@regents.state.oh.us
To: Enrollment Data Reporters, HEI Liaisons, HEI Advisory Committee
From: Harold Horton, Director, HEI Jay Johnson, Assistant Director, HEI
Re: IPEDS Spring 2001 Enrollment Data Download Features
Date: February 7, 2001
As you know, we recently created a feature in HEI that allowed you to download the data reported in the Degree/Certificate Earned (DC) file into a compatible electronic version that could be submitted electronically to NCES for your fall 2000 IPEDS Completions Survey. We received positive feedback from campuses and many data reporters indicated that the HEI download feature saved them time and resources on IPEDS processing. In the same manner we have reviewed the Spring 2001 IPEDS Enrollment Survey key value file specifications (http://nces.ed.gov/ipeds/web2000/importsp.html) and are attempting to create an HEI download feature for the Spring 2001 IPEDS Enrollment Survey and certain parts of Graduation Rate Survey.
IPEDS Fall Enrollment Survey
The HEI download feature will provide campuses with data for each part
of the Spring 2001 IPEDS Fall Enrollment Survey from existing HEI data
collected in the Student Entrance (SE), Student Enrollment (SN), and Course
Enrollment (CN) files. Please make special note of these conditions if
you plan to use the HEI download feature for the Spring 2001 IPEDS Fall
Enrollment:
1) We will use the definition developed by the Performance Report
Committee to derive the Full-time, First-time, Degree-seeking (FTFTDS)
student cohort for Autumn 2000:
3) In HEI we do not collect information on contact hour activity for
occupational programs as requested in question #3 of Part D - 12 Month
Enrollment and Instructional Activity. Therefore, campus staff will need
to manually enter this information using the NCES data entry screens after
they have successfully imported and uploaded the HEI file to NCES.
Graduation Rate Survey (GRS)
The HEI download feature will provide 2- and 4-year campuses with data
for most parts of the Spring 2001 IPEDS GRS using data submitted to HEI
in the Cohort Tracking (CT) file for the 1994 cohort (for GR1) and the
1997 cohort (for GR2). We made the changes to the CT file to accommodate
for IPEDS reporting. A summary of these changes is
located at http://regents.ohio.gov/hei/datasubdoc/enrollment/ctchanges.html.
Please note that we will not be able provide information for the Spring
2001 IPEDS GRS pertaining to the Screening Questions and Section V- Total
Number of Students Receiving Athletically-Related Student Aid (1999). Therefore,
campus staff will need to manually enter this information for these parts
using the NCES data entry screens after
they have successfully imported and uploaded the HEI file to NCES.
A complete description of the IPEDS data submission process is located on the NCES home page at http://www.nces.ed.gov/ipeds/webbase.html. I ask that you circulate this memo to the appropriate officials on your campus involved in the IPEDS Enrollment reporting. Please contact Jay Johnson at jjohnson@regents.state.oh.us if you have any questions or concerns with regard to these HEI download features. We will notify you when these features are available.
Subject: Guidelines for
HEI file changes and/or additions
Date:
Fri, 16 Mar 2001 12:31:46 -0500
From:
Harold Horton <hhorton@regents.state.oh.us>
To:
"dracl_contacts@hei.regents.state.oh.us" <dracl_contacts@hei82.regents.state.oh.us>
HEI Contacts:
At our last meeting, the HEI Advisory Committee recommended that we post on the web Regents guidelines for HEI file changes and/or additions. HEI staff began using these guidelines over two years ago, but we are now making them available on the Web for public access.
You can now access the guidelines from the HEI home page at: http://regents.ohio.gov/hei/guidelines.html.
Please note that we will make every attempt to adhere to the guidelines
but there may be certain legislative mandates, requests or other circumstances
that cause a departure from these guidelines. Please also note that we
have also
posted a summary of scheduled future and past file changes and/or additions
along with the guidelines. Please contact me at hhorton@regents.state.oh.us
if you have any questions or comments.
Thanks.
To: Enrollment Data Reporters, HEI Liaisons, HEI Advisory Committee
From: Harold Horton, Director, HEI,
Jay Johnson, Assistant Director, HEI
Subject: IPEDS Download Features in HEI
Available: Graduation Rate Survey (GRS) and
Fall Enrollment Survey
Date: April 11, 2001
The window for reporting IPEDS data to the National Center for Education Statistics is now open. As announced on February 7 (see memo below), we have created a download feature in HEI that will enable you to complete various parts of the IPEDS Fall Enrollment Survey and the Graduation Rate Survey (GRS).
To use this feature, go to the HEI Front Door and select "Download Your Institution's Data." Then select from the "File ID" the (IG) IPEDS Graduation Rate Survey and the (IF) IPEDS Fall Enrollment Survey. With proper authorization, you should be able to download the GRS and Fall Enrollment Survey files. Our rules and assumptions for both IPEDS download files are spelled out in the February 7 memo. If these assumptions differ with the way you would have reported to IPEDS then please do not use this feature.
We have recently made some modifications to the results of the Cohort Tracking (CT) file, so that the final results may be verified against the GRS. This includes student athletes being identified by race and sex. Please send any questions or comments concerning these features to Jay Johnson at jjohnson@regents.state.oh.us.
Thanks.
To: Enrollment
Data Reporters, HEI Liaisons, HEI Advisory Committee
From: Jay Johnson, Assistant Director,
HEI
Date: April 30, 2001
Subject: New Enrollment Data Area Response Policy
cc: Harold
Horton, Assistant Director, HEI
To expedite our response to your questions and requests for information, we are introducing an e-mail address for enrollment data area questions, hei-enrollment@regents.state.oh.us. We are also requesting that you call (614) 466-5045 for enrollment related questions.
Please use the e-mail address and phone number if you have questions about the following issues:
Enrollment files being edited or loaded
Enrollment file warnings or errors that you receive
Enrollment queries or query results
Data Input Site
Enrollment File Submission Schedule
Enrollment verification tables
Enrollment file policy definitions or interpretations
Enrollment Reports
The person who answers the question will be a part of the enrollment team. You may have met most of the team, but we have some new faces, too.
Marvin Cooper, HEI Analyst
Chris Crump, Enrollment Audit Assistant
Chris Doll, HEI Analyst
Beverly Farmer, Enrollment Audit Coordinator
Jay Johnson, Assistant Director, HEI
Mary Martin, Enrollment Audit Assistant
It is our hope that by using the new e-mail address and phone number we will be able to respond to your question in a more timely manner. We thank you for your cooperation.
Sincerely,
Jay Johnson
To: HEI Liaisons and Enrollment Data Reporters
From: Harold Horton, Director, HEI
Robert Sheehan,
Associate Vice Performance Report and Analysis
Date: May 8, 2001
Re: HEI Enhancements for Performance Report
Cc: HEI Advisory Committee
Rich Petrick, Vice Chancellor for Finance
The Performance Report Subcommittee and other campus based committees are discussing and planning for the fall 2001 Performance Report. At the request of these groups, Regents staff are providing four modest enhancements to existing files in the HEI System. These enhancements, while modest, will respond to campus requests for better and more accurate data for the next iteration of the Performance Report.
This summer, your campus will be asked to provide this outcome measure for the performance report, in addition to your 3 year IPEDS graduation rate. You may provide this measure to Regents staff as a single aggregate statistic along with your IPEDS 3 year graduation rate for the Summer/Autumn 1998 cohort.
Alternatively, in the next few weeks, you may make use of a revised
Cohort Tracking file (CT) option http://regents.ohio.gov/hei/datasubdoc/enrollment/production/ctfile.html.
Using this option will provide more accurate statewide outcome rates for
your institution. We have modified the Cohort Tracking File (CT)
to accept this accomplishment of 30 semester hours as an attribute of the
student. This attribute will be reported in the CT results as a distinct
count. If you have questions about the CT file, please contact Jay Johnson
at jjohnson@regents.state.oh.us
or at (614) 728-2902.
Two Year Campuses Only
2) As you know, the Performance Report provides data on average time
to degree and allows for reporting of extended baccalaureate programs designed
to take longer than four years. Campus representatives to the Performance
Report Consultation have asked for an opportunity to report extended degree
programs for associate degrees. To have these data for the next iteration
of the Performance Report the consultation suggested that we broaden the
use of two
existing files currently used by four-year institutions and permit
their use by two-year campuses. Pursuant to this advice, we have modified
the Extended program file (EP) and Extended Student file (ES) files to
provide campuses the opportunity to report information on extended 2-year
programs starting July 1. The updated data submission documents for these
files are located at: http://regents.ohio.gov/hei/datasubdoc/enrollment/production/epfile.html
http://regents.ohio.gov/hei/datasubdoc/enrollment/production/esfile.html
Please note that use of these files are only relevant for campuses with associate degree programs or subprograms that are widely and officially understood to take longer than 2 years for all students enrolled in the program. If you have questions about the EP or ES files, please contact Chris Doll at cdoll@regents.state.oh.us or at (614) 728-8858.
Two Year Campuses Primarily
3) As you know, the HEI system permits the collection of degrees and
certificates through the Degree Certificate (DC) file. The IPEDS
subject codes are used to categorize these degrees and certificates according
to a standard taxonomy. College campuses (especially two-year campuses)
are increasingly offering short term certificates that are valued and nationally
understood but are not distinguishable with the current IPEDS subject codes.
For example, there is strong interest by students in earning a Microsoft
Systems Certificate or an Emergency Medical Technician Certificate. We
are aware that campus reporting of such certificates is rare and unclear
with the current subject codes. The performance committee of the
Ohio Association of Community Colleges (OACC) have suggested that the HEI
subject codes for
such certificates be broadened and available for them to permit such
reporting for the Autumn, 2001 submission of the Degree Certificate (DC)
file. We will distribute those added certificate subject codes in the very
near future.
All Campuses
4) As you know, this October we will be collecting the High School
of Graduation (HG) file for your fiscal year 2000 and 2001 first-year students.
The HG file replaces the Freshmen remedial Enrollment (FE) file in the
HEI system. The HG file relates data about the high schools of graduation
for first time undergraduate students at your campuses. These data will
be used in combination with data from HEI and other sources to report on
the high school characteristics as predictors of issues like remediation
and success, persistence, enrollment intensity, and grade point average
pa in the first-year. We discovered in reviewing the published specification
of this file that we had limited this file, in a short sighted fashion,
to recent in-state high school graduates and would thus be unable to reference
(when available) the high school of all new college students or out of
state students. To this end, the HG file has broadened to include
high school of graduation for all first year students meeting the following
criteria:
Please note that we have attached a file that includes the ACT codes
for all high schools in the country. The updated data submissions document
for the HG can be seen at http://regents.ohio.gov/hei/datasubdoc/enrollment/production/hgfile.html.
Also note that the HG file does have the option of entering "XXXXXX" for
high school unknown and campuses may need to make use of this for students
who begin college many years after they complete high school. If
you have questions about the HG file please contact Chris Doll at
cdoll@regents.state.oh.us
or at (614) 728-8858.
Thanks.
To: HEI Liaisons
From: Harold Horton, Director, HEI
Date: May 9, 2001
Re: ODJFS Query and Agreement Form
Cc: HEI Advisory Committee
Rich Petrick, Vice Chancellor
for Finance
Robert Sheehan, Associate
Vice Performance Report and Analysis
Enrollment Data Reporters
As most of you know, the Ohio Board of Regents now receives employment
and wage data from the Ohio Department of Jobs and Family Services (ODJFS)
for analysis and research purposes. At the HEI Users Conference in March,
Rob Sheehan facilitated discussion amongst campus staff on appropriate
use of these data and provided an in-depth demonstration of the first iteration
of the ODJFS query in HEI. In the next few weeks we will be moving the
ODJFS
query into production. This will allow campuses access to employment
and wage information by SSN for students who have graduated or are enrolled
at your own institution only. Given the confidential and sensitive nature
of these data, only one person per institution will be granted access to
the ODJFS query in HEI. In order for your designated official to
gain access to the ODJFS query the following requirements need to be completed:
The ODJFS query will have restricted level security that is separate
of other restricted area queries. Therefore, HEI Liaisons will have to
individually assign access to the ODJFS query for the designated official
when it is moved to production.
Please contact me at hhorton@regents.state.oh.us
if you have any questions with regard to this
announcement.
Thanks.
To: University HEI Liaisons
University EP and ES Data Reporters
From: Harold Horton, Director, HEI
Jay Johnson, Assistant
Director, HEI
Chris Doll, Analyst,
HEI
Date: May 22, 2001
Re: Success Challenge Query
Cc: HEI Advisory Committee
Rich Petrick, Vice Chancellor for Finance
Rob Sheehan, Associate Vice Chancellor for
Performance Reporting and Analysis
Institutions can now use the Success Challenge queries to examine their
Fiscal Year 2000 baccalaureate completers. Though the dollar figures for
the next biennium have not been determined, campuses can use the detail
queries to determine time to degree statistics for their baccalaureate
recipients as well as which of their baccalaureate recipients were considered
"At
Risk." The query can be accessed at
https://hei.regents.state.oh.us/cgi/HEInet.cgi?$http..sp_html_hei_sc_query%20%20%273%27
Note that the Extended
Baccalaureate Programs (EP) file and the Extended
Baccalaureate Students (ES) are required to determine the Timely Degree
portion of Success Challenge. To facilitate campus reporting we have moved
EP information from last year into the current year. Campuses need only
submit updates to their EP information. Institutions will still need to
submit
ES data for students that graduated in a sub-program that took greater
than or less than four years to complete, and is not distinguishable from
other programs through the subject code used to the describe the program
in the Degree
Certificate (DC) file. Note that these data should be submitted to
HEI by June 1.
If you gave questions about either file, please contact Chris Doll at
cdoll@regents.state.oh.us
or
(614) 728-8858.
Thanks.
To: Admission Directors at Ohio Public Universities and Colleges
From: Rob Sheehan, Associate Vice Chancellor for Performance Reporting
and Analysis
Harold Horton,
Director of HEI
Tom Colaner,
ACT
Date: June 22, 2001
Subject: ACT/Ohio Board of Regents Research Collaborative
CC: HEI Liaisons
During the past eighteen months we have met at various times with Directors of Admission Offices at Ohio's public universities, Performance Report Sub-committee, HEI Advisory Committee, and other campus based committees to discuss an ACT/Ohio Board of Regents research collaborative.
This initiative provides us with a thorough view of the relationship between high school student preparation and their performance at Ohio's two and four year public universities and colleges. Our research indicates that 89% of recent high school graduate freshman in HEI at the thirteen four-year public universities have taken the ACT. This percentage was 80% for branch campuses, and 51%-58% for community college and technical college campuses. As a result of these encouraging statistics, ACT's Research Services Department produced Retention/Attrition Reports for each university using HEI data, and Tom Colaner delivered those reports at the State Directors' meeting in March.
This research collaboration will reduce the need for Admission Directors to submit student data to ACT for Collegiate Marketing and Retention Reports. ACT will now obtain these data directly from HEI to produce these reports. The Board of Regents will also receive ACT data to enhance the Performance Report in the area of high school student preparation.
Some of the benefits of this research collaborative are listed below:
Please note that several reports have been provided by ACT in the
past and will be continued. These are: Class Profile Report, Retention/Attrition
Report, Predictive Research, and special reports. In addition, the
Ohio Board of Regents, in consultation with university staff and advisory
groups, will be providing other analyses. We welcome your suggestions
for additional ways that this collaboration between ACT and the Ohio Board
of Regents can benefit your campus. Please do not hesitate to contact
us if you have any questions. Rob can be reached at rsheehan@regents.state.oh.us,
Harold at hhorton@regents.state.oh.us, and Tom at colaner@act.org.
M E M O R A N D U M
To: Independent and Proprietary College and University Presidents
From: Harold Horton, Director of HEI, Ohio Board of Regents
Date: February 13, 2002
Re: HEI File Specifications
Cc: Larry Christman, President, AICUO
Bob Burke, Director of Research, AICUO
Max Lerner, Executive Director, Ohio Council of Private Colleges and Schools John Ware, Director, State Board of Proprietary School Registration
Rob Sheehan, Associate Vice Chancellor, Ohio Board of Regents Rich Petrick, Vice Chancellor for Finance, Ohio Board of Regents
As most of you know, Ohio's independent and proprietary colleges and universities will soon be submitting student demographic and
degree/certification data for students who receive some form of state assistance to the Board of Regents Higher Education Information system
(HEI). This memo provides key web links to the file specifications, data collection deadlines, and other information to assist with the file
submission process.
Student demographic data will be reported in HEI according to the record layout in the Independent, Proprietary, and Non-Ohio Colleges and
Universities Student Entrance (PE) file located at http://regents.ohio.gov/hei/forreview/pefile.html. Information
pertaining to student degrees and certificates will be reported according to the record layout in the Independent, Proprietary, and
Non-Ohio Colleges and Universities Degree/Certificate Earned (PD) file located at
http://regents.ohio.gov/hei/forreview/pdfile.html.
Both the Student Entrance (PE) file and the Degree Certificate (PD) file for 2000-01 are due by June 30, 2002. Thereafter for each subsequent
year these files will be due by November 15.
To give campus staff an opportunity to practice submitting HEI files and become better acclimated with HEI reporting procedures, campuses will be
able to send test data to HEI starting March 15 and ending April 15. The window for the reporting of actual data will open on May 1.
Please also note that we have scheduled help sessions to answer questions and provide demonstrations during the HEI Users Conference
from 9:00am to 10:00am and from 1:00pm to 2:00pm on March 28 at The Ohio State University's Fisher College of Business. Please see the HEI Users
Conference web page at http://regents.ohio.gov/hei/conf2002home.html for registration
information and locations of the help sessions. For additional information and assistance, we have created a tutorial located at:
http://regents.ohio.gov/hei/datasubdoc/general/heitrainingmanual.doc
In order to retrieve and submit data, your registrar or appointed campus
staff will need to obtain an HEI user account and HEI User Authorization Form from your HEI Financial Aid Contact which can be located at:
Independent institutions
http://hei.regents.state.oh.us/cgi-pub/hotlink?$people_page?@PAGE=%22financial%20aid%20contact%20private%22
Proprietary institutions
http://hei.regents.state.oh.us/cgi-pub/hotlink?$people_page?@PAGE=%22financial%20aid%20contact%20proprietary%22
Please note that to facilitate reporting we will provide a file (text or Excel) via HEI of students by SSN from your campus that received some
form of state assistance, including, but not limited to, Ohio Instructional Grants, Part Time Ohio Instructional Grants, Student
Choice Grants, War Orphans, Workforce Development, and Ohio Proficiency Awards. We expect to have this file of SSN's available to campuses by
March 1, 2002 and will notify you when it is ready.
If you have any questions please feel free to contact Chris Doll, HEI Analyst, at
cdoll@regents.state.oh.us or by phone at 614-728-8858.
We appreciate your cooperation and that of your staff in this important endeavor. Please feel free to contact me directly at 614-644-5796 if you
have any questions.
MEMORANDUM
To: Enrollment Data Reporters, HEI Liaisons, HEI Advisory Committee
From: Harold Horton, Director, HEI
Jay Johnson, Assistant Director, HEI
Re: IPEDS Spring 2002 Enrollment Data Download Features
Date: March 5, 2002
As you know, we created features that allow you to download data from HEI that are compatible with IPEDS surveys. Most recently
many of you used the download feature for the IPEDS Completions Survey. We have also reviewed the Spring 2002 IPEDS
Enrollment Survey and Graduation Rate Survey key value pair file specifications
(chttp://www.nces.ed.gov/ipeds/webbase.html) and
updated our download features accordingly. As you may know, the Spring 2002 IPEDS data collection has been postponed but
NCES hopes to reopen March 6 (http://www.nces.ed.gov/ipeds/webbase.html).
To use the download feature, go to the HEI Front Door and select "Download Your Institution's Data." Then select from the "File ID"
the (IG) IPEDS Graduation Rate Survey and the (IF) IPEDS Fall Enrollment Survey. With proper authorization, you should be able
to download the GRS and Fall Enrollment Survey files. Our rules and assumptions for both IPEDS download files are spelled out
below. If these assumptions differ with the way you would have reported to IPEDS then please do not use this feature.
IPEDS Fall Enrollment Survey
The HEI download feature will provide campuses with data for each part of the Spring 2002 IPEDS Fall Enrollment Survey from
existing HEI data collected in the Student Entrance (SE), Student Enrollment (SN), and Course Enrollment (CN) files. Please make
special note of these conditions if you plan to use the HEI download feature for the Spring 2002 IPEDS Fall Enrollment:
1) We will use the definition developed for the 2001 Profile of Student Outcomes, Experiences and Campus Measures to derive the
Full-time, First-time, Degree-seeking (FTFTDS) student cohort for Autumn 2001:
Full time: The total Student Credit Hours (SCH) in the Course Enrollment file (CN) for an undergraduate student must be greater than or equal to 12 in AU 2001 and for a graduate student must be greater than or equal to 8.
First term: The Year and Term of First Enrollment must be SM or AU 2001, from either the SE or Revised First Enrollment (RF) file.
First time: First Time Ever in College Switch in the SE file must be Y.
Degree seeking: For community, state community and technical colleges, and university branch campuses (except
CINC, KENT, MIAM and BGSU) the Intention Code in the SE must be 06, 07, or 08. For RGCC, 04 and UK are considered a degree seeking
Intention Code also. For University main campuses and branches of CINC, KENT, MIAM and BGSU a rank of FR (freshman) will
be used to determine degree seekers (however if first-term was changed in the RF, rank may be any undergraduate).
2) Note that race, sex, year of birth, and state of residence would reflect data as reported in the SE file, which is reported upon the
student's matriculation to the college or university and not updated. This could cause a slight variation between a Fall Enrollment
Section generated by HEI versus the one you generate using your campus data.
3) We do not collect information on contact hour activity for occupational programs as requested in question #4 of Part D - 12
Month Enrollment and Instructional Activity. Therefore, campus staff will need to manually enter this information using the NCES data
entry screens after they have successfully imported and uploaded the HEI file to NCES. The unduplicated headcount and credit hours
in Part D represent summer 2000 through spring 2001.
Graduation Rate Survey (GRS)
The HEI download feature will provide 2- and 4-year campuses with data for most parts of the Spring 2002 IPEDS GRS using data
submitted to HEI in the Cohort Tracking (CT) file for the 1995 cohort (for GR1) and the 1998 cohort (for GR2).
Please note that we will not be able provide information for the Spring 2002 IPEDS GRS pertaining to the Screening Questions.
Therefore, campus staff will need to manually enter this information for these parts using the NCES data entry screens after they have
successfully imported and uploaded the HEI file to NCES.
A complete description of the IPEDS data submission process is located on the NCES home page at
http://www.nces.ed.gov/ipeds/webbase.html. I ask that you circulate this memo to the appropriate officials on your campus involved
in the IPEDS Enrollment reporting. Please contact Jay Johnson at jjohnson@regents.state.oh.us if you have any questions or concerns
with regard to these HEI download features.
| M E M O R A N D U M To: Independent and Proprietary College and University HEI Financial Aid Contacts From: Harold Horton, Director of HEI, Ohio Board of Regents Date: March 7, 2002 Re: Announcement of HEI Financial Aid Student Identifier Query Cc: Independent and Proprietary College and University Presidents Larry Christman, President, AICUO Bob Burke, Director of Research, AICUO Max Lerner, Executive Director, Ohio Council of Private Colleges and Schools John Ware, Director, State Board of Proprietary School Registration Rich Petrick, Vice Chancellor for Finance, Ohio Board of Regents Rob Sheehan, Associate Vice Chancellor, Ohio Board of Regents I am writing to inform you that we have placed the Financial Aid Student Identifier query in the HEI restricted output area. This query will provide you with a file of student identifiers for students from your campus reported to have received state assistance in FY 2000-2001 in the form of Ohio Instructional Grant, Part-Time Student Instructional Grant, Ohio Academic Scholarship, Student Choice Grant, Workforce Development, and Ohio Proficiency Award. We have provided this file of student identifiers to assist you in the submission of the Independent, Proprietary, and Non-Ohio Colleges and Universities Student Entrance (PE) file located at http://regents.ohio.gov/hei/forreview/pefile.html and the Independent, Proprietary, and Non-Ohio Colleges and Universities Degree/Certificate Earned (PD) file located at http://regents.ohio.gov/hei/forreview/pdfile.html. The data in this student identifier file come from a variety of database sources (HEI, SGS mainframe, and other ad-hoc systems) and as a result may contain some anomalies. Therefore, it is important to note that this data file is our best effort to come up with a complete list. For this first year's data collection, we are content to work with this set of student identifiers. Campuses do not have to verify or augment this list. Note that in the PE file submission document we have created a field (student status) that allows you to indicate that the student identifier cannot be found in your system (or even to add an identifier if you wish but this is optional). Our ability to generate these identifiers will improve each year as the various financial aid programs come together in the single HEI information system. Please be sure to circulate this memo and grant query access to your registrar or appointed campus official(s) responsible for the submission of the PE and PD files. To give campus staff an opportunity to practice submitting HEI files and become better acclimated with HEI reporting procedures, campuses will be able to send test data to HEI starting around March 15 and ending April 15. The window for the reporting of actual data will open on May 1 and close June 30, 2002. Please also note that we have scheduled help sessions to answer questions and provide demonstrations during the HEI Users Conference from 9:00am to 10:00am and from 1:00pm to 2:00pm on March 28 at The Ohio State University's Fisher College of Business. Please see the HEI Users Conference web page at http://regents.ohio.gov/hei/conf2002home.html for registration information and locations of the help sessions. A copy of this memo has been sent to all Independent and Proprietary College and University Presidents, in the event that a campus does not have a HEI Financial Aid Contact. If you have any questions please feel free to contact Chris Doll, HEI Analyst, at cdoll@regents.state.oh.us or by phone at 614-728-8858. We appreciate your continued cooperation in this important endeavor. Please feel free to contact me directly at 614-644-5796 if you have any questions. |
| M E M O R A N D U M 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 Jay Johnson, Assistant Director, HEI Date: March 14, 2002 Re: Request for IPEDS Graduation Rates Cc: HEI Liaisons, Cohort Tracking (CT) File Data Reporters As you may know, the third 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 (or are intending to submit) 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 1995. For associate degree seeking students: We do not need your reported statistics as the entering class would be students who entered in summer or autumn of 1998 and these students are already in HEI. Note however that we will be relying on effective use of the First Time Enrolled In College Switch on students SE record and using rank of "FR" or "NU" on students SN record to calculate this group. If you are aware of discrepancies between your IPEDS cohort and the HEI defined cohort with regard to these switches, go ahead and submit a 1998 cohort. We request that you submit this information to us by May 1, 2002. Send your calculated rates to Jay Johnson at jjohnson@regents.state.oh.us. For baccalaureate degree seeking students (and associate degree seeking students if you are uncomfortable with an HEI defined cohort): 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 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. We ask that you submit these IPEDS cohorts to the Cohort Tracking (CT) File by May 1, 2002. We will provide to your campus the revised graduation rates in draft for your review approximately June 1, 2002. 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 |
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| Memorandum November 14, 2002 To: CI Data Reporters CC: HEI Liaisons From: Harold Horton, HEI Director Subject: Orientation for OLN Distance Learning Data reporters This is to inform you that a message was sent out yesterday by George Steele, Ohio Learning Network (OLN) Director, to all OLN Catalog Coordinators (campus distance education data reporters) inviting them to participate in a training session pertaining to the file submission process of distance learning course data in HEI. You are welcome to attend this session with the OLN Catalog Coordinator on your campus. I have attached a list of OLN Catalog Coordinators for your information. Also, please find below a copy of the invitation along with the training registration information. For over a year the Ohio Learning Network (OLN) and HEI staffs have been working on a data exchange whereby OLN Catalog Coordinators on each participating campus would submit distance education course information to HEI for validation before it is transferred to the OLN catalog. This collaboration between HEI and OLN will allow the state and campuses to better benchmark distance learning activity for policy decisions, and respond to the Governor's request in the Annual Performance Report for more information about distance education activity. Moreover, the data collection process of OLN information in HEI allows for better editing and validation of distance education information as well as batch file processing of files, something which OLN Catalog Coordinators indicated to us would be of significant value. To the extent possible, the distance education course files maintain the same data elements that OLN Catalog Coordinators are currently reporting directly to OLN. Data submission documentation for the Distance Learning Course Offerings (DO) File is at http://regents.ohio.gov/hei/forreview/dofile.html and Distance Learning Course Sections (DS) File at http://regents.ohio.gov/hei/forreview/dsfile.html. There are a couple of modifications worth mentioning: First, we are asking OLN Catalog Coordinators to submit course identifiers (in DO and DS files) and course sections (in DS file) that match what is submitted by you in the Course Inventory (CI) and Course Enrollment (CN) files for the same year and term in HEI (CI and CN files); and secondly, because we have expanded the distance education course data collection beyond what is presented for public registration in the OLN Catalog, we also included a switch in the DS file to indicated whether a section was open to the public or restricted. We have conducted a pilot of this data exchange with a few campuses and we are now ready to move into a practice period (December 2002 - February 2003) with all interested campuses after the training sessions are completed in early December. At the training sessions, OLN data reporters will be instructed to contact their respective HEI liaisons to gain access to the data input site. We expect that OLN Catalog Coordinators will be able to start submitting live distance learning course information by early March. Please contact Melissa Wright by email at mwright@regents.state.oh.us or by phone at (614) 728-8858, if you have any questions about this distance learning file submission. Thanks. |
To: HEI Users
From: Harold Horton, Director, HEI
Jay Johnson, Assistant Director, HEI
Stephanie McCann, Assistant Director, HEI
Subject: Enhancements to HEI
Date: April 24, 2002
We would like to share with you some of the enhancements to the HEI system that were shared last month at the HEI User's Conference. Many of these enhancements are the direct result of your input for improving the system. We continue to welcome your suggestions for improvement.
UPDATE TO PRIMARY EDITS
Formerly the primary edits could only be viewed as html and could not be sorted
for quick analysis of errors and warnings. We have created an alternative
to viewing the primary edits in html, "Tab Delimited Edit Results",
where the detail of the primary edits can be viewed in Excel or another program
whereby the errors and warnings may be sorted by the key identifiers of the
record (Student ID, Faculty ID, Building ID) or by the error or warning code.
This feature has already been added to several enrollment files and will be in nearly all file submissions by June.
ENHANCEMENT TO FILE SUBMISSION SCHEDULE QUERY: FILE
STATUS DISPLAY
We have added "File Status" to the result of the File Submissions
Schedule Query located at
http://hei.regents.state.oh.us/cgi-pub/subschedule.
The query, which allows schools to request a comprehensive schedule
of when all files are due by date and data area, now displays for each file
whether or not it has been loaded to the database.
QUERY ENHANCEMENTS
We have received requests for additional functions to the web based queries.
Listed below are the query parameters and fields added to each query.
Student Enrollment Query
Credit Hours (added from the Course Enrollment (CN) and Cross Registered (XR)
credit hours for that student, year and term)
Subject Field (an aggregation of Major Field of Study/Subject Code) Discipline
Area (an aggregation of Subject Field) GPA (Cumulative Credit Hours and Quality
Points from the SN file will be returned by selecting the option to "Include
GPA data in the output" at the bottom of the query) "Single Summary"
Option (if multiple attributes of a field are selected but you do not wish
to view the results by each attribute, but would rather include them together,
select this option) Year and Term of First Enrollment from Revised First Enrollment
(RF) File (if an entry in the RF file exists for this student the query will
select the Year and Term of First Enrollment from the RF)
Course Enrollment Query
Campus Type Added Subject Field (see explanation above) Discipline Area (see
explanation above) Subsidy Level Added
"Single Summary" Option (see explanation above).
Degree/Certificate Query
Duration (the number of years between the term the degree was awarded and
the Year and Term of First Enrollment) Year and Term of First Enrollment from
Revised First Enrollment (RF) File (see explanation above).
All Employee Query
Schools who have not submitted the AM file are listed
Mobility Tracking Query
Count reflects unique value (Formerly if a student was concurrently enrolled
at two schools for multiple terms, each count of that student's concurrent
enrollment was included in the results. Now a unique count per student is
returned.) More explanation for each option of the mobility query is given.
NEW FINANCIAL QUERIES
Two new financial queries are available, HEI Expenditure Query and HEI Revenue
Query. The Expenditure Query contains expenditure information from the Changes
in Current Funds (CF), Education and General Funds Expenditure (EE), Instruction
and General Expenditures by Object (IO), Campus Expenditure (CX), College
Expenditure (CP), Changes in Auxiliary Funds (AU), Changes in Hospital Funds
(HP), Funding Unit Expenditure (FX), and Faculty and Instructional Non-faculty
Funding (FF) files. The Revenue Query contains revenue information from the
Changes in Current Funds (CF), Sources of Education and General Revenues (SR),
Changes in Auxiliary Funds (AU), and Changes in Hospital Funds (HP) Files.
REMINDER: IPEDS GRADUATION RATE SURVEY AND FALL ENROLLMENT
SURVEY AVAILABLE
HEI has been able to prepare IPEDS GRS and Fall Enrollment Surveys for a few
years now. May 8 is the deadline for submitting this data to IPEDS. HEI can
prepare parts of these surveys at your request by using the "Download
Your Institution's Data" feature from the HEI Front Door. Select 2001
Autumn and the IF file for the Fall Enrollment Survey, or 2001 NA (term) and
the IG file for the GRS.
NEW DATA REPORTER TRAINING MANUAL AVAILABLE ON WEB
One of our analysts, LeAnn Conard, put together a comprehensive training manual
for submitting data to HEI. The manual has been used for New User's Training
sessions, and is available from the General Information webpage at
http://regents.ohio.gov/hei/datasubdoc/general/geninfo.html.
REMINDER TO USE NETSCAPE 4.X
Netscape 4.x is still the preferred browser for submitting data to HEI, administering
web accounts and for retrieving query results. We are currently working to
make HEI compatible with Internet Explorer and more recent versions of Netscape.
We will announce to this group when this is available.
We thank you for your suggestions and will continue to enhance
the Data Input Site, the web based queries, and the
HEI enterprise in the future. Thank you for your continued cooperation.
M E M O R A N D U M
TO: HEI Liaisons, Course Inventory (CI), Student Enrollment (SN), Degree/Certificate
Earned (DC) File Data Reporters
FROM: Harold Horton, Director, HEI
Jay Johnson, Assistant Director, HEI
Owen Daniels, Analyst, HEI
DATE: February 6, 2003
SUBJECT: CIP 2000 and Changes in HEI Subject Code Reporting
According to NCES, the CIP 2000 codes will be utilized on a
voluntary basis for 2003-2004 academic year IPEDS reportingand will become
mandatory for the 2004-2005 academic year IPEDS reporting. In light of this,
starting in Summer of 2003, HEI will begin to allow institutions to utilize
the CIP 2000 taxonomy in the reporting of their Subject Codes in the following
ways:
(1) Based upon our review, there are 188 CIP codes in the 1990 list used by
HEI that were remapped to new CIP code designations in the 2000 taxonomy.
This list of CIP codes has already been added to verification tables for their
respective course levels, models, and campuses for Summer of 2003. HEI simply
used one-to-one correspondence to categorize these new codes. Campuses that
currently use these CIP codes in HEI reporting will be the only campuses effected
by this change. Please see the attached spreadsheet with the tab “CIP
1990 and CIP 2000”.
(2) HEI has also compiled a list of allowable CIP codes that were not in the
previous (1990) taxonomy. We have excluded new CIP codes that do not reflect
college level course work. Please review the tab in the attached spreadsheet
entitled “CIPS available for assessment”. We have excluded 48
new CIP codes that do not reflect college level course work on the basis of
the work of the 1995-6 Resource Analysis Subcommittee that reviewed CIP code
assignments. Those that are excluded are highlighted in the spreadsheet under
the column “Acceptable?”. Please let us know if there are CIP
codes that have been excluded that you believe are college level course work.
We will evaluate the requests and return a decision regarding each combination
of institution, campus, course level, and subsidy model submitted.
Please note that CIP codes from the 1990 taxonomy will still be available
in HEI, but institutions should begin to assess and utilize these new codes.
In Summer of 2004, HEI will eliminate any codes that did not transition from
the 1990 taxonomy to the 2000 list. This will effect a total of 194 CIP codes
currently used for HEI reporting. A complete list of these may be found in
the attached spreadsheet with the tab “2004 Deletions”.
MEMORANDUM
To: Enrollment Data Reporters, HEI Liaisons, HEI Advisory
Committee
From: Harold Horton, Director, HEI
Jay Johnson, Assistant Director, HEI
Owen Daniels, HEI Analyst
Re: IPEDS Graduation Rate Survey and Fall Enrollment
Download Features
Date: March 20, 2003
As you know, HEI creates programming that allows you to download data that are compatible with IPEDS surveys. We have reviewed the IPEDS Fall Enrollment Survey and Graduation Rate Survey key value pair file specifications (http://nces.ed.gov/ipeds/web2000/importsp.asp) and updated our download features accordingly. The IPEDS window for collecting these files is currently open and extends until April 16th, 2003.
To use the download feature, go to the HEI Front Door and select "Download Your Institution's Data." Then select from the "File ID" the (GRS) IPEDS Graduation Rate Survey and the (IF) IPEDS Fall Enrollment Survey. In regards to the IF, please also select the year as “2002.” The GRS download will only return the most recent cohort regardless of year and term selected. With proper authorization, you should be able to download the GRS and Fall Enrollment Survey files. Our rules and assumptions for both IPEDS download files are spelled out below. If these assumptions differ with the way you would have reported to IPEDS, then please do not use this feature.
IPEDS Fall Enrollment Survey
The HEI download feature will provide campuses with data for each part of
the IPEDS Fall Enrollment Survey from existing HEI data collected in the Student
Entrance (SE), Student Enrollment (SN), and Course Enrollment (CN) files.
Please make special note of these conditions if you plan to use the HEI download
feature for the Spring 2002 IPEDS Fall Enrollment:
1) We will use the definition developed for “The Particulars of Year to Year Persistence” utilized within the “2002 Performance Report” to derive the Full-time, First-time, Degree-seeking (FTFTDS) student cohort for Autumn 2002:
- Full time: The total SCH in the Course Enrollment file (CN)
for the student must be >= 12 in AU term.
- First term: Year and Term of First Enrollment must be SM or AU of that year,
and if the first term comes from the SE, Rank in AU term must be FR or NU.
If the first term comes from the RF, Rank may be any undergraduate Rank.
- First time: First Time Ever in College Switch in the SE file must be Y.
- Degree seeking: Intention Code in the SE must be 06, 07, or 08. University
main campuses and branches of CINC, KENT, MIAM and BGSU are excluded from
this test. For campuses excluded from the Intention Code test, Rank must not
be NU. NU is not a degree seeking Rank, but for campuses that use the Intention
Code, HEI uses that to determine degree seeking. For RGCC, degree seeking
is defined by the instances where Rank Code does not equal NU.
2) Note that race, sex, year of birth, and state of residence would reflect
data as reported in the SE file, which is reported upon the student's matriculation
to the college or university and not updated. This could cause a slight variation
between a Fall Enrollment Section generated by HEI versus the one you generate
using your campus data.
3) There is one portion of the Fall Enrollment submission that cannot be created
by HEI. Therefore, campus staff will need to manually enter this information
using the NCES data entry screens after they have successfully imported and
uploaded the HEI file to NCES. The portion that cannot be created is PART
C, where HS=2. This section asks for a count of the total first-time,
first-year students who graduated from high school in the past 12 months.
4) There is a portion of the Fall Enrollment submission that will be partially
created by HEI. Campus staff will have to manually enter the missing information
into the record line before submitting the Fall Enrollment file to IPEDS.
The partial record is PART F, CONTHRS. We have given you
CREDHRSU (undergraduate credit hours) and CREDHRSG (graduate credit hours),
but please fill in the CONTHRS (12 month undergraduate instructional activity
contact hours) within your downloaded submission. This should be the last
record in your generated output which will appear as “CONTHRS=????????.”
Graduation Rate Survey (GRS)
The HEI download feature will provide 2- and 4-year campuses with data for
most parts of the IPEDS GRS using data submitted to HEI in the Cohort Tracking
(CT) file for the 1996 cohort (for GR1) and the 1999 cohort (for GR2).
Please note that we will not be able provide information for some portions
of GR1 and GR2. Therefore, campus staff will need to manually enter this information
for these parts using the NCES data entry screens after they have successfully
imported and uploaded the HEI file to NCES. The portions that will require
manual entry are as follows:
1) PART A of GR1 and GR2. This record contains the “Screening
Questions” which asks a question regarding an institution’s mission.
2) PART B, Section 5 of GR1 and GR2. These records report
the total number of students receiving athletically-related student aid for
the 2000-2001 academic year regardless of cohort year.
A complete description of the IPEDS data submission process is located on
the NCES home page at http://www.nces.ed.gov/ipeds/webbase.asp.
We ask that you circulate this memo to the appropriate officials on your campus
involved in IPEDS reporting. Please contact Owen Daniels at (614) 728-9553
or odaniels@regents.state.oh.us
if you have any questions or concerns with regard to these HEI download features.
To: State college and university presidents
Copies to: Public college and university HEI Liaisons
Jim McCollum, Executive Director, IUC
Terry Thomas, Executive Director, OACC
Subject: Timely Responses to HEI Data Deadlines
As you know, the Higher Education Information (HEI) system is used to administer large complex funding and analytical processes, such as the State Share of Instruction (SSI) allocations and Resource Analysis. In addition, Regents staff is often called upon to provide data from HEI for the Governor’s office, the General Assembly and other state policy makers.
The lack of timely HEI data submissions from campuses can significantly delay the administration of these processes and hinders our ability to provide current figures to state policy makers. We continue to have problems with a few campuses submitting HEI files late, or sometimes not at all.
Unfortunately, too often we have to rely upon figures from previous years because one or more campuses have not yet reported or finalized their relevant data. The lack of timely data damages our ability to make the case that higher education enrollments are increasing in this time of depleted state resources. In other data areas, such as facilities and faculty data areas, we have seen delays that are sometimes six months to one year in length.
We try to be sensitive to the workload of our campus partners as we seek to obtain these data. Unfortunately, repeated contacts from our office to “late” campuses do not appear to be reducing the problem of late reports, are very time consuming, and can lead to unnecessary conflict between HEI analysts and campus staff.
To help us solve this problem, the following guidelines were submitted to and endorsed by OACC and IUC presidents at their February 2004 meetings:
• Regents staff would inform Presidents directly about late data submissions under two conditions:
o when a campus is late with a critically needed file (such as one that is needed to calculate SSI, Resource Analysis, or complete a section of the Basic Data Series, Student Inventory Data or Performance Report), or
o when a campus is persistently late with a number of files over time.
HEI staff is able to work out the vast majority of problems, but there will be times when we will need presidential involvement to help break isolated logjams. We know from past history that reporting to us on time is often a matter of establishing priorities, and by alerting the presidents we would heighten the priority of the file or report.
I would appreciate it if you would share these guidelines with relevant staff on your campus. Any questions or concerns should be directed to Harold Horton, Director of HEI, at hhorton@regents.state.oh.us.
Thank you for your consideration of this request.
Rod
---
Roderick G. W. Chu, Chancellor
Ohio Board of Regents
www.regents.state.oh.us/contact_us.htm
To: HEI Liaisons, Academic Program Reporters, Degree/Certificate Reporters, Course Enrollment Reporter, Student Enrollment Reporters, Preliminary Course Inventory Reporters
From: Harold Horton, Director, HEI
Jay Johnson, Assistant Director, HEI
Owen Daniels, HEI Analyst
Re: Subject Codes Disappearing for the Summer of 2004 HEI Reporting
Date: June 23, 2004
The National Center for Education Statistics (NCES) will soon make codes from the 2000 Edition of the Classification of Instructional Programs (CIP) Codes mandatory for all IPEDS reporting. HEI adopted its Subject Code taxonomy from the federal Classification of Instructional Program taxonomy. In order to mirror the changes occurring within IPEDS reporting, HEI will totally convert to the 2000 Edition of CIP Codes for the summer of 2004 reporting cycle.
If codes are used from the 1990 CIP Edition that are no longer valid in the 2000 CIP Edition, your 2004 summer file submissions will flag errors and your submission process will be delayed until the records are corrected. Please note that the prospective Preliminary Course Inventory collection for 2005 will also be edited against the 2000 CIP Code taxonomy (http://regents.ohio.gov/hei/datasubdoc/enrollment/production/pcfile.html).
Within the attached spreadsheet, you will find a column of 1990 CIP Codes once used by your institution that will disappear in the summer of 2004 HEI verification tables (reference Column D of spreadsheet). Many of these disappearing codes have been mapped to a new code from the 2000 CIP Codes (reference Column E).
For complete lists of the current subject code related verification tables used by HEI, please visit the following links:
Subject Code Verification Tables - http://regents.ohio.gov/hei/datasubdoc/vertables/veritabsubject.html
Subject Course Level Campus Verification Tables - http://regents.ohio.gov/hei/datasubdoc/vertables/veritabsubcrsecamp.html
Subject Course Level Model Verification Tables - http://regents.ohio.gov/hei/datasubdoc/vertables/veritabsubcrsemodel.html
If you find that needed 2000 CIP codes are not available for your campuses within the HEI verification tables, please submit a request via Excel spreadsheet to Owen Daniels at odaniels@regents.state.oh.us. Each row of the spreadsheet should contain one combination of Subject Code, Course Level Code and Campus Code.
If you have any questions, please contact Owen Daniels at (614)
728-9553 or odaniels@regents.state.oh.us.
To: HEI Liaisons
HEI Data Reporters
From: Harold Horton, Director, HEI
Jay Johnson, Assistant Director, HEI
Stephanie McCann, Assistant Director, HEI
RE: Late Files, Expanded Edit Windows and Schedule for Reports/Processes
Date: September 23, 2004
In April, the Chancellor sent a message (copied below) regarding timely data submissions. In the past few months, a few of you have asked that we clarify what “late” means and on what dates after an edit window closes we will send letters to the presidents. This memo is intended to clarify this issue.
Our plan is to publish reports or run processes (such as resource analysis or subsidy) on regularly scheduled dates at the close of edit windows for each data area as outlined below. If we are unable to produce a report or run a process because of missing data, we will send a letter to the president letting them know of the delay in hopes that it will help you get the resources you need to complete the reports.
We are sensitive to the concerns that some of you have mentioned regarding the number of enrollment and financial files and the edit windows associated with those files. In the past you have had 15 days to submit the bulk of your enrollment files and a month to submit your financial files. We are expanding these edit windows to give you more time to get these files in. The enrollment edit window will be expanded to 30 days, the financial files will be expanded to 3 months (October-December) and the Faculty Demographics (FD) file (because of its connection to the financial files) will expand to 3 months and have a window consistent with the financial files (October – December). These changes will be reflected on the HEI Website early next week. Our hope is that by expanding the windows for these two data areas where there are a large number of dependencies, you will be able to meet the deadlines for the files.
Because of the new late data policy, our expectation is that the request extension process will only be used in the rare case of an emergency need to correct data or in those cases where HEI has been down for a prolonged period due to system errors.
Below is a schedule that provides the dates for when we plan to produce our reports and run our processes as well as the data areas and/or files that are needed for those processes:
File(s) |
Process/Report |
Date Process/Report will be run |
Cohort Tracking (CT) or IPEDS GRS |
Performance Report |
September 1 |
Degree/Certificate (DC) |
WIA and Perkins Calculation |
October 15 |
Extended Program (EP) |
Success Challenge Calculation |
July 1 |
Extended Students (ES) |
Success Challenge Calculation |
July 1 |
Facilities Files |
Basic Data Series (reports) |
February 6 |
Faculty Files |
Basic Data Series (reports) |
February 3 |
Financial Files (all files except RE, BD and NR) |
Resource Analysis (process) and Basic Data Series (reports) |
February 4 |
Financial File BD |
Regents review per Senate Bill |
October 1* |
Financial File NR |
Report |
October 1 |
Financial File RE |
Report to Research Officers |
December 15 |
Graduate and Professional Admissions (GP) |
Student Inventory Data (SID) Reports |
March 15 |
Preliminary Headcount (PH) |
Report to press and board |
October 11 |
Spring/Winter Enrollment Data |
State Share of Instruction Calculation |
September 15 |
Summer and Fall Enrollment Data |
Student Inventory Data (SID) Reports |
March 15 |
Tuition Award (TA) |
Report to board, Graduate Funding Commission |
February 1 |
High School of Graduation (HG) |
Freshman Remediation Report |
December 31 |
|
|
|
*The BD file is due on August 1 for those institutions on fiscal watch |
|
|
We really appreciate your support in helping us to meet our deadlines. Thank you for your efforts.
-----Original Message-----
From: Rod Chu [mailto:rchu@regents.state.oh.us]
Sent: Thursday, April 29, 2004 6:04 PM
Cc: hei_liaisons
Subject: FW: Timely Responses to HEI Data Deadlines
To: State college and university presidents
Copies to: Public college and university HEI Liaisons
Jim McCollum, Executive Director, IUC
Terry Thomas, Executive Director, OACC
Subject: Timely Responses to HEI Data Deadlines
As you know, the Higher Education Information (HEI) system is used to administer large complex funding and analytical processes, such as the State Share of Instruction (SSI) allocations and Resource Analysis. In addition, Regents staff is often called upon to provide data from HEI for the Governor’s office, the General Assembly and other state policy makers.
The lack of timely HEI data submissions from campuses can significantly delay the administration of these processes and hinders our ability to provide current figures to state policy makers. We continue to have problems with a few campuses submitting HEI files late, or sometimes not at all.
Unfortunately, too often we have to rely upon figures from previous years because one or more campuses have not yet reported or finalized their relevant data. The lack of timely data damages our ability to make the case that higher education enrollments are increasing in this time of depleted state resources. In other data areas, such as facilities and faculty data areas, we have seen delays that are sometimes six months to one year in length.
We try to be sensitive to the workload of our campus partners as we seek to obtain these data. Unfortunately, repeated contacts from our office to “late” campuses do not appear to be reducing the problem of late reports, are very time consuming, and can lead to unnecessary conflict between HEI analysts and campus staff.
To help us solve this problem, the following guidelines were submitted to and endorsed by OACC and IUC presidents at their February 2004 meetings:
• Regents staff would inform Presidents directly about late data submissions under two conditions:
o when a campus is late with a critically needed file (such as one that is needed to calculate SSI, Resource Analysis, or complete a section of the Basic Data Series, Student Inventory Data or Performance Report), or
o when a campus is persistently late with a number of files over time.
HEI staff is able to work out the vast majority of problems, but there will be times when we will need presidential involvement to help break isolated logjams. We know from past history that reporting to us on time is often a matter of establishing priorities, and by alerting the presidents we would heighten the priority of the file or report.
I would appreciate it if you would share these guidelines with relevant staff on your campus. Any questions or concerns should be directed to Harold Horton, Director of HEI, at hhorton@regents.state.oh.us.
Thank you for your consideration of this request.
Rod
---
Roderick G. W. Chu, Chancellor
Ohio Board of Regents
www.regents.state.oh.us/contact_us.htm
To: |
HEI Liaisons |
From: |
Jay Johnson, Assistant Director, HEI |
Date: |
September 23, 2005 |
Subject: |
Response to Hurricane Katrina: HEI Reporting |
Cc: |
Residency Officers Rich Petrick, Vice Chancellor for Finance, Ohio Board of Regents Kris Frost, Vice Chancellor for Operations, Ohio Board of Regents |
I would like to express my gratitude to the higher education community who has generously responded to the students who were displaced as a result of Hurricane Katrina. I have heard that many schools have welcomed these students with open arms.
I am forwarding a message from Chancellor Chu to the presidents of your colleges and universities concerning this issue. Many of you may have already read this message and have wondered what affect, if any, this has on reporting in HEI.
Exception to Census Date: Course Enrollment (CN) File
In the memo the Chancellor states that he will recommend to the Controlling Board that students from the Gulf States affected by Hurricane Katrina who enroll at your schools be reported regardless of when they enroll. This creates an exception to the 15 th day census point. Report these students in the Course Enrollment (CN) file. The U.S. Department of Education (DOE) has created a form that can be used as an audit trail for such exceptions (attached in the Chancellor's memo). Be sure to use this form and provide a copy of it for any student selected for an enrollment audit.
Reporting of Residency: Student Enrollment (SN) File
With regard to non-residents, the Chancellor authorizes the waiver of fees for affected students. The rules concerning student residency status and thereby subsidy eligibility are not modified as a result of this memo. Report the students as you normally would, resident or non-resident. Again, in the case that the student is selected for an enrollment audit, provide the form from the U.S. DOE.
Preliminary Headcount (PH) File
The Preliminary Headcount (PH) file should still only reflect headcounts as of the 15 th day of the term. This is a time sensitive report that will be delivered to the board on October 21.
There may be other implications that we have not thought of. Please know that we will try to work with you concerning the reporting of this information. As the Chancellor states in the last paragraph of the message, we cannot know if the state will be able to provide any additional resources to support the increase in enrollments. Once again, thank you for your helpful and thoughtful response to this.
Jay Johnson
Assistant Director, Higher Education Information (HEI)
Residency Officer
Ohio Board of Regents
30 E. Broad Street 35th Floor
Columbus , Ohio 43266-0417
(614) 728-2902
(614) 728-0102 (fax)
To: State College Chief Instructional Officers; State University Provosts; State College and University Fiscal Officers
From: Richard L. Petrick
Vice Chancellor for Finance
Date: February 4, 2000
Re: Definition of Length of Academic Terms
This memorandum has been prepared in response to a number of inquiries we recently received regarding the definition of academic terms as used by the Regents. This memorandum is intended to state and clarify current policy; it .is not intended to establish new policies or to convey new interpretations of existing policies.
In the Ohio Administrative Code, Rule 3333 - 1 - 04, the following definitions are provided:
"(a) The academic quarter should be of eleven weeks duration with not less than ten weeks devoted to instruction.
(b) The academic semester should be of sixteen weeks duration with not less than fifteen weeks devoted to instruction."
While these definitions occur in a section of the O.A.C. that deals specifically with associate degree programs, we believe that they are generally applicable to four-year as well as to two-year programs and campuses. We know of no objections to the use of these standard definitions. These definitions are meant to be minimal standards, and campuses are free to establish academic terms of longer duration than that described in Rule 4.
Flexibly Scheduled Course Sections
It's worthwhile to mention the related Regents' policies that have adapted these traditional definitions to enable colleges and universities to be more flexible and responsive to student needs. For example, summer terms may be offered on a compressed calendar schedule, and flexibly scheduled courses may be offered during the course of the year. The Regents, in collaboration with campus staff, have established rules that define the awarding of academic credit for these flexibly scheduled courses:
"This general [credit hour] principle may be stated as follows:
(1) For programs on a quarter calendar basis, one academic credit is to be awarded for every 1,500 minutes of combined class (or lab) instructional time plus out-of-class time on task.
(2) For programs on a semester calendar basis, one academic credit is to be awarded for every 2,250 minutes of combined class (or lab) instructional time plus out-of-class time on task."
(" FLEXIBLY SCHEDULED COURSE SECTION POLICY AND GUIDELINES ")
The principles described above were derived from our understanding of regular-term standards of instruction which provide that each class or lab meeting lasts about 50 minutes, and that each such meeting generally requires about 100 minutes of out-of-class time on task.
Therefore, one credit under a standard semester calendar would equal:
Class or lab meeting time:
50 minutes per week for 15 weeks = 750 minutes.
Out-of-class time on task:
100 minutes per week for 15 weeks = 1,500 minutes.
Total = 2,250 minutes/credit/semester.
One credit under a standard quarter calendar would equal:
Class or lab meeting time:
50 minutes per week for 10 weeks = 500 minutes.
Out-of-class time on task:
100 minutes per week for 10 weeks = 1,000 minutes.
Total = 1,500 minutes/credit/quarter.
The official definition of academic terms in Rule 4 and the standard employed in the award of credit hours for flexibly scheduled course sections converge and are reinforcing. Both employ the same minimum standards: quarter = 10 weeks of instruction; semester = 15 weeks of instruction.
Some institutions have asked how to treat vacation days and holidays in the definition of the regular academic term. To provide campuses with maximum flexibility within these definitions, we offer the following guidance:
• Translate "weeks" into "days", with five days equal to one week .
Under this guidance, a semester should have 75 days of instruction and a quarter should have 50 days of instruction. By "days of instruction" we mean all scheduled class days during the regular term prior to finals week; this would include days in which certain exams, such as midterms, are held. A complete term, inclusive of the five days of finals week, would provide for a total of 80 semester days, or 55 quarter days. In some cases, due to public holidays or extended breaks (such as spring break), a campus might require 17 semester weeks or 12 quarter weeks to schedule the appropriate number of days.
A variety of factors challenge our rigid use of these calendar-based decision rules, and we will be as flexible and as accommodating as possible in interpreting campus practice in light of new conditions and factors. For example, the increasing use of evening and weekend time devoted to classroom instruction needs to be properly considered in the determination of an academic term. Likewise, the increasing use of distance-education and computer-mediated instruction stretches the definition of an instructional day. At the same time, given the academic and subsidy consequences of the definitions employed by campuses, our concern for flexibility must be balanced with a need for consistency and equity across campuses. Ultimately, we rely upon the judgment of the chief academic officers of our colleges and universities to protect the academic integrity of their curriculum, programs, and schedules.
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Last Updated
June 23, 2004