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 Student Entrance (SE) File
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://regents.ohio.gov/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 Course Enrollment (CN) File
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 22 shall 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.

Jay Johnson
Assistant Director
Ohio Board of Regents
Information Systems & Research