Important Memos
Student Enrollment (SN) File

 

To: Chief Fiscal Officers for Two-Year and Four-Year Institutions
From: Matt Filipic, Vice Chancellor for Administration
Date: March 13, 1998
Subject: Fees paid in HEI
 

I am hearing that one of our HEI documents (the one describing the Student Enrollment [SN] file), is being misinterpreted as calling for a stricter policy regarding the timing of fee payments. In fact, we intend the new policy to be more relaxed regarding the timing of fee payments, while still requiring that fees be paid. We will revise the HEI document to make it more clear. In the meantime, let me offer this restatement of our policy in HEI:

A student otherwise eligible to be subsidized meets the statutory requirement that the student's accounts be cleared by the business office if the student meets both of the following tests:

1) The student has paid all instructional fees owed by the student from prior terms by the 15th day of the present term.  [This requirement does not apply to payments to be made by third parties, such as postsecondary options payments in lieu of fees by the Ohio Department of Education or any other third party payment. It applies only to payments due from the student or the student's family.  Third party payments for prior terms should be in progress, which would normally mean that they would at least have been billed by the 15th day of the present term. However, there may be circumstances in which third party payments are processed less frequently. Third party payments would be considered in progress if they are being handled in a manner consistent with the agreement or rules governing  the program.], and

2)  With respect to the instructional fees due for the present term, one of the following three conditions is met by the end of the present term:

a.  The student has paid all instructional fees due for the present term. or
b.  Financial aid or third party payment for instructional fees due for the present term is in progress.   [Examples of third party payments include state or federal government grants, the student's employer,  or the student's union, if they will be making payments directly to the college or university.] or
c.  The student has signed a legally binding note agreeing to pay all instructional fees for the present term according to the policies of the college or university. [Please note that in order for the student to be eligible for subsidy in a later term, this note must be repaid by the 15th day of the term in which the student is then enrolled.]

 

As you can see, HEI definitions eliminate any requirement that fees be paid or accounts cleared for the current term by the 14th day or any ther day of the current term. Since enrollment reports are not submitted until after the end of the term, we saw no reason to require fees to be paid or arrangements made at an earlier point. However, the campus is free to establish or maintain earlier deadlines. In fact, we expect that you will. We believe that the intent of our rule is to ensure only that some minimum standard is met before subsidy is awarded. Beyond that, the rules for payment of fees ought to be a campus prerogative.

Please be sure that those processing your first HEI enrollment reports are not employing a stricter standard for the payment of fees than what I outline here.

 

To: University SN Data Reporters, HEI Liaisons and Chief Fiscal Officers
From: Jay Johnson, Manager, Enrollment Data Processing
Subject: Definition of Doctoral and Master's Students
Date: June 9, 1999
 

I am writing to update and clarify the definition of master's and doctoral students in the Student Enrollment (SN) file. During last year's Instructional Subsidy Consultation we attempted to make the definition more rigorous, but the consultation could not arrive at a consensus. The July 8, 1998 definition of doctoral student posted on the Web failed to state that a student must be enrolled in a program that awards the doctoral degree in order to be considered a doctoral student. The revised definition below corrects the omission and provides a better definition. This definition is consistent with the definition prior to July 8. It is not meant to change your current definitions, but rather affirms what we understand to be campus practice.

Master's Student: A degree-seeking student who has earned a baccalaureate degree and been formally admitted to a graduate program and:

1. has earned less than 51 quarter (34 semester) hours of credit toward a graduate degree, or
2. is seeking a graduate degree (non-professional) in a program in which this university does not award a doctoral degree, independent of how many credit hours earned.

Doctoral Student: A degree-seeking student who is enrolled in a program in which this university awards the doctoral degree, and:

1. holds a master's degree, or
2. has earned 51 or more quarter (34 or more semester) hours of credit toward a graduate degree.

Program: For the purposes of defining graduate student rank in HEI, a program of study that awards the doctoral degree is one for which a majority of the required courses for the master's degree is normally and routinely applicable toward the first two years of a Ph.D. in a single field of study offered by the institution in which the student is enrolled.

Our analyses suggest that most of you are already reporting student rank according to the definitions above. In that case no change will need to be made to your data. Any change you now make in rank can affect campus subsidy.  It is important that we be as consistent as possible in reporting student rank. If this definition is different from how you coded master's and doctoral students in HEI (from Summer 1998 through Spring 1999) please reply to Andy Lechler at alechler@regents.state.oh.us, as I will be out of the office from June 11 through June 25.

Campuses tell us that defining a program that awards the doctoral degree can be ambiguous. Last August we asked you how you operationalized the definition of a program that awards the doctoral degree. Most of you responded that programs of study were defined narrowly. We hope to settle the ambiguity in the future such as through the Instructional Subsidy Consultation, the Graduate Funding Commission, and the development of an academic program data area. Until this is settled, please continue to use the definitions of program as you operationalized in UIS.

A direction we may take in the future would be along the lines of the following example provided by a data reporter. A "program" of study that awards a doctoral degree should not be confused with a "department" which offers a doctoral degree. An institution may have an English department that offers both a Masters degree in Technical Writing and a Ph.D. in English; or a Masters in Educational Leadership and a Ph.D. in Educational Administration.  Only those students who are actually in the Ph.D. program should be classified at the Doctoral rank if their hours exceed 51 quarter (34 semester) hours. In this example, students enrolled in the Technical Writing or Educational Leadership programs would continue to be classified as Masters level students regardless of hours accumulated. The distinction is with the program, not the department.

Again, please be reminded that your current definition of program for classifying master's and doctoral students should continue along the lines as you used in UIS. We hope to deal with this issue at a future date.

Thank you.

 

To: Medical Enrollment Consultation Members 
From: Jay Johnson, Manager, Enrollment Data 
Re: Collection and Processing of Medical Enrollment Data in HEI 
Date: August 19, 1999 

I am writing to outline how data about your medical students will be collected and processed in the Higher Education Information (HEI) system. Data about medical students are already being captured in HEI through the Student Entrance (SE) and Student Enrollment (SN) files. This will not change, however some additional features for processing subsidy have been added. These changes are the result of the efforts of the medical enrollment consultation held on April 26 and are outlined in the notes which can be viewed on the Web at: http://regents.ohio.gov/hei/enrollment/medstateconsult04261999.html. 

SE FILE CHANGES 
For students who have transferred to your medical school, the Year of First Enrollment and Term of First Enrollment fields in the SE file will indicate the year and term of first enrollment of the class that the student is joining, not the year and term that the student matriculated to the medical program. 

SN FILE CHANGES 
Medical students will be reported in the SN file for each term they are enrolled at your school. To classify these students for subsidy two Subsidy Eligibility Statuses were added to the SN file. Repeaters will be identified as "MR" and are eligible for subsidy. Medical students who are ineligible for subsidy because their instruction exceeds 13 quarters (four academic years and one summer) will be identified as "IM". Students classified as repeaters may be eligible for subsidy for each additional term repeated so long as the total number of terms subsidized does not exceed 17 quarters. Medical students that are neither repeaters nor ineligible will be classified as eligible (EL). These statuses go into affect summer 1999. 

When a student has been classified as "MR" for more than four quarters a warning will be issued. This will indicate that at some point in the future the student will go beyond 17 terms worth of funded instruction. Similarly, edits will be in place to determine whether the student has been eligible for subsidy for more than 17 terms. While we recognize that medical students are often not on the same calendar as a traditional quarter or semester, the guidelines for funding are still based on these calendars. As such, medical students will be tabulated for headcounts of your general student population for the terms in which they are reported. Due to the non-traditional manner in which medical students are evaluated, the two fields indicating a student's GPA can be filled with zeroes and go unreported. 

ELIMINATING THE MEDICAL HISTORY (MH) FILE 
We have parted from the advice of the consultation in one way and we believe you will not object. The Medical History file was created to verify the accuracy of the subsidy classification of the incoming medical students and served no purpose beyond that. After some discussion we have eliminated this file and will rely solely on the SN file to determine the medical student's subsidy eligibility. 

I anticipate that early next week the SE and SN files will be updated to include the new definitions concerning medical students. If you have additional questions about reporting medical students in HEI, please contact me at jjohnson@regents.state.oh.us or (614) 728-2902. 

 

To:        Student Enrollment (SN) Data Reporters, HEI Liaisons, HEI Advisory Committee
From:    Dr. Robert Sheehan, Associate Vice Chancellor for Performance Reporting and Analysis
Subject:   Changes to Student Enrollment (SN) File
Date:     January 4, 2001

Welcome back from holiday festivities. I am writing to you to announce two changes to the Student Enrollment (SN) file, one of which affects all schools and the second affects only universities with graduate programs.

Clarification of Cumulative Credit Hours Earned Field  As you know, the Cumulative Credit Hours Earned field has been added to the SN and will be collected beginning autumn 2000. The credit hours that should be reported in this field should reflect all credit hours used to calculate a student's rank at your college or university. This would include credits transferred from another college or university. The original definition may not have been clear in this regard, so we have updated it accordingly. In theory, the credit hours reported in the Cumulative Credit Hours Earned field should equal the credit hours reported in the Alternative Credit (AC) file and the sum of the credit hours reported in the Course Enrollment (CN) and Cross Registration (XR) files.

Redefinition of Graduate Student Ranks: Effective Summer 2000  We have created new decision rules concerning the assignment of graduate degree ranks effective summer of 2000 (for the 2001 fiscal year). These changes are the result of recommendations by the Graduate Funding Commission to fund master's level students in business and education to the completion of their degree program. As you may know, funding for doctoral level programs has been capped at 10.94% of the instructional subsidy formula.

The changes may affect what you reported in summer and were preparing to report in autumn for graduate student business and education majors, or students enrolled in programs whose doctoral subsidy was eliminated as a result of Graduate Funding Commission decisions in the mid 1990's. Please see the new definitions in the Student Enrollment (SN) file at
http://regents.ohio.gov/hei/datasubdoc/enrollment/production/snfile.html for more information. Please also see the accompanying decision tree to aid in your programming efforts.

If these changes affect your college or university we will work with you to update your SN file. If you have any questions about these definitions or about resubmitting your summer data, please call Jay Johnson at (614) 728-2902 or e-mail him at http://regents.ohio.gov/hei/datasubdoc/memos/mail%20to:%20%20jjohnson@regents.state.oh.us.

Thank you.

Robert Sheehan, Ph.D.
Associate Vice Chancellor for Performance Reporting and Analysis
Ohio Board of Regents
(614) 752-9473 (voice)
(614) 446-5866 (fax)
email=rsheehan@regents.state.oh.us

 

 

To:	Student Enrollment (SN) Data Reporters, Academic Program (AP) Data Reporters and HEI Liaisons
From:	Harold Horton, Director, HEI, Ohio Board of Regents Jay Johnson, HEI Assistant Director, Ohio Board of Regents Melissa R. Sponseller, HEI Analyst, Ohio Board of Regents
Date:	March 14, 2005
Re:	Addition of academic program code to the Student Enrollment (SN) File Submission, effective for SM 2005 reporting
Cc:	Dr. Garry Walters, Vice Chancellor for Academic Affairs and Economic Advancement, Ohio Board of Regents Rich Petrick, Vice Chancellor for Finance, Ohio Board of Regents Cathy Hill, Administrator, Academic Affairs and Economic Advancement, Ohio Board of Regents

Starting in Summer 2005 the Student Enrollment (SN) file submission will include the Academic Program Code as reported in the Academic Program (AP) file. This will link enrollments to specific degree and certificate programs in a manner that is currently not possible with the subject code alone.

This change is part of a larger effort initiated by the Board to review the processes in place to determine the continued viability of new degree programs approved by the Board. As new programs are approved by the Board, the addition of this field to the SN will enable Regents staff to track the progress and growth of individual academic programs without requesting the information directly from college and university staff. Because the academic program code is also collected in the Degree/Certificate Earned (DC) file, Regents staff can also review graduates from those programs.

The SN file has been updated accordingly and is available at http://regents.ohio.gov/hei/datasubdoc/enrollment/production/snfile.html. The SN file for reporting through SP 2005 has been placed at http://regents.ohio.gov/hei/datasubdoc/enrollment/archive/snfile03112005.html. All other fields have remained the same.

Edits for the SN file will be modified to verify the academic program code against the list of valid academic programs reported in the AP file. You may recall that we went through a similar process when we added the academic program code to the Degree/Certificate Earned (DC) file two years ago (see memo below).

If you have any questions regarding this change, please contact Melissa Sponseller at (614)728-8858 or by e-mail at mailto:mwright@regents.state.oh.us.

 

 

 

To:	Chief Fiscal Officers, Student Entrance (SE) Data Reporters, Student Enrollment (SN) Data Reporters, End of Term Data Reporters and Liaisons from Universities
From:	Jay Johnson, Assistant Director, HEI, Ohio Board of Regents
Date:	April 6, 2005
Re:	Changing Rank for Professional Doctorate Programs
Cc:	Garry Walters, Vice Chancellor for Academic Affairs and Economic Advancement, Ohio Board of Regents Rich Petrick, Vice Chancellor for Finance, Ohio Board of Regents Harry Andrist, Director of Research and Graduate Programs, Ohio Board of Regents

  I am writing to inform you of a change in the funding of professional doctorate programs that was agreed to in 2002 but not enacted upon until now. At the State Share of Instruction (SSI) consultation on August 26, 2002, the consultation agreed that professional doctorate programs would be funded at master's and not doctorate subsidy models. The exception to this rule was that Ohio State's Pharm. D. program would continue to be included within their doctoral cap setaside for the FY04-05 biennium. I have attached the section of the notes from the consultation pertaining to this issue.

 While the policy was enacted over two years ago, no change was made to the reporting of these programs. To that end, I am asking for your perspective on the following proposal to modify how universities report these professional doctorate programs: Doctor of Physical Therapy, Doctor of Audiology, Doctor of Occupational Therapy, and Doctor of Pharmacy.  

1.      Report graduate students in those programs as rank of Professional (PR) in the Student Enrollment (SN) file beginning Summer 2004. This will be accomplished in two steps:

1.      Submit a Student Entrance (SE) record with the Professional Admission Area (PRO) for the affected students and,

2.      Resubmit SN files for Summer and Autumn 2004 that have already been submitted.

2.      Re-run your Finalize End of Term process for Summer and Autumn 2004 if you finalized prior to April 6, 2005.

3.      Students with a rank of PR enrolled in doctoral level courses will be subsidized at the master's level beginning Summer 2004. Formerly these enrollments were subsidized at the doctoral level. This would be accomplished by modifying the Course Level/Rank/Subsidy verification table, which is used in Step 3 of the State Share of Instruction Calculation.  

I have written to all universities concerning this change, but it is likely that your university may not be affected. If your university has one of the four programs noted above, but it is not found in the table below, please notify me. The information below was taken from the Academic Program table, which is updated by submissions through the Academic Program (AP) file.  

Programs that may be affected
University	Subject Code	Degree Code	Subject Description	Degree Level
CINC	510202	DAU	AUDIOLOGY/HEARING SCIENCES	Doctoral degree
CINC	512001	DPH	PHARMACY (B PHARM, PHARM D)	Doctoral degree
CINC	512001	PHD	PHARMACY (B PHARM, PHARM D)	Doctoral degree
KENT	510204	PHD	SPEECH-LANGUAGE PATH & AUDIOLOGY	Doctoral degree
OHSU	510202	PHD	AUDIOLOGY/HEARING SCIENCES	Doctoral degree
OHSU	512001	DPH	PHARMACY (B PHARM, PHARM D)	First-professional degree
OHSU	512001	PHD	PHARMACY (B PHARM, PHARM D)	Doctoral degree
OHUN	510204	PHD	SPEECH-LANGUAGE PATH & AUDIOLOGY	Doctoral degree
OHUN	512308	PHD	PHYSICAL THERAPY	Doctoral degree
TLDO	512001	DPH	PHARMACY (B PHARM, PHARM D)	First-professional degree
TLDO	512003	PHD	MEDICAL PHARMACOLGY & PHARM SCI	Doctoral degree

If you have any concerns or questions with this proposal, please contact me at the information below by Friday, April 22.

Thank you for your assistance.

 

 

To:	Chief Fiscal Officers, Student Entrance (SE) Data Reporters, Student Enrollment (SN) Data Reporters, End of Term Data Reporters and Liaisons from Universities
From:	Jay Johnson, Assistant Director, HEI, Ohio Board of Regents
Date:	May 17, 2005
Re:	Changing Rank for Professional Doctorate Programs: Follow up to the April 6th Memo
Cc:	Garry Walters, Vice Chancellor for Academic Affairs and Economic Advancement, Ohio Board of Regents Rich Petrick, Vice Chancellor for Finance, Ohio Board of Regents Harry Andrist, Director of Research and Graduate Programs, Ohio Board of Regents

Thanks to everyone who responded to the April 6^th memo on the classification of students enrolled in professional doctorate programs.

Based upon your feedback, we have modified the proposal in the April 6^th memo as follows:  

1)     We will not have ranks modified retroactively as originally proposed. Rather we will ask that students in these programs be reported as rank of Professional beginning Summer 2005.

2)     In order to model the effect of the change, we will query the HEI database for FTE in these programs for prior fiscal years, allow you to verify the figures, and then adjust those in your two- and five-year moving averages for the subsidy models affected. I will attempt to send these figures by the end of May.

3)     Recalculate 1994 - 1998 doctoral base rates where applicable by backing out FTE from students in these programs. From conversations with many of you, the number will be small.

A copy of the April 6^th memo is attached to this email. Once again, thank you for your responses. Please share any additional concerns with me at the information below.

 

---

 

To:               State University Chief Fiscal Officers,

                   Student Entrance (SE) Data Reporters,

                   Student Enrollment (SN) Data Reporters,

                   End of Term Data Reporters and        

                   HEI Liaisons

 

Copy to:       Harry Andrist, Director of Research and Graduate Programs

                   Ohio Board of Regents

 

From:          Richard L. Petrick, Vice Chancellor for Finance, Ohio Board of Regents

                   E. Garrison Walters, Vice Chancellor for Academic Affairs and Economic Advancement, Ohio Board of Regents

                   Harold Horton, Director, HEI, Ohio Board of Regents       

 

Date:           October 3, 2005

                  

Re:              Clarification on Reporting for Professional Doctorate Programs  

 

We have recently received questions from campus staff seeking clarification on the subsidy rules for reporting students enrolled in Professional Doctorate Programs, which include Pharmacy, Audiology, Physical Therapy, and Occupational Therapy. For 2+4 Pharm.D. programs some campus representatives apparently had assumed that year-three and year-four students could be classified at professional or graduate ranks and, subsequently, earn subsidy at some M&P level even though the students had not earned their baccalaureate degrees.

 

Such a classification is not permissible under Regents' Rule 2. Only students holding a baccalaureate degree may earn subsidy at an appropriate M&P level for the graduate courses they take. All students not holding the baccalaureate degree who are enrolled in graduate courses must be reported using the appropriate undergraduate rank and be funded with the appropriate undergraduate model until after they complete the baccalaureate degree, which normally occurs at 120 semester or 180 quarter credit hours.

 

According to the Ohio Administrative Code, under Definition of full-time equivalent students and requirements for reporting, Section 3333-1-02 (B) (5):"Full-time-equivalent students - master's and professional degree programs" means an enrollment count based upon university central campus enrollments in graduate courses of a student holding a baccalaureate degree, admitted to status as a graduate student, and not eligible to be counted as a doctoral degree student."

 

This OAC regulation disallows graduate subsidy being earned by any students not holding baccalaureate degrees. Therefore, students enrolled in 2+4 Professional Doctorate Programs who are taking graduate courses generally are not eligible to earn subsidy at the M&P level before their fifth year. After such professional doctoral program students earn their baccalaureate degree, they may be reclassified as Professional rank and be funded with the appropriate M&P model for the graduate-level courses they subsequently take, but not for more than the equivalent of three years of full-time instruction.

 

SSI funding is not available for clinical instruction, or internships, that may take place during the final year of a professional doctoral student's program of study.

 

To summarize these regulations, beginning in the Summer 2005 term, students enrolled in professional doctorate programs, including pharmacy, audiology, physical therapy, and occupational therapy are to be reported in HEI as follows:

• In 2+4 professional doctorate programs all students are to be reported using the appropriate undergraduate rank and will be funded in an undergraduate model until after they complete 120 semester or 180 quarter credit hours of instruction and hold the baccalaureate degree; after students in 2+4 professional doctorate programs have completed the baccalaureate degree, and have earned at least 120 semester or 180 quarter credit hours at the undergraduate rank, they are to be reclassified as Professional (PR) rank and subsequently funded with the appropriate M&P model for the graduate level courses they take, and with some undergraduate model for any undergraduate courses they subsequently take.
• M&P model funding at the PR rank will be provided only up until a maximum of 90 semester or 135 quarter credit hours of graduate-level course work, equivalent to three years of full-time graduate study.
• In general, no SSI funding will be provided for clinical instruction, or internship experiences, and no SSI funding will be provided for courses taken by any student in a professional doctorate program after the 90 semester or 135 quarter hour maximum at the PR rank has been reached.

We hope the more detailed explanation of the regulations given above clarifies the reporting requirements for all students in professional doctorate programs. If you have any questions or concerns please feel free to contact Vice Chancellor Richard Petrick or Vice Chancellor Garrison Walters.

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http://regents.ohio.gov/hei/datasubdoc/memos/snmemos.html
Last updated September 30, 2005