OHIO BOARD OF REGENTS

Harold Horton Memo Re: Change to Reporting of Cross Registration Activity for KENT, AKRN, YNGS, CLEV, and YNGS

To: Dick Stratton, University of Akron
     Becky Geltz, Youngstown State University
     Will Bulger, Kent State University
     Jeff Chen, Cleveland State University
     Janine Lockhart , Northeastern Ohio Universities College of Medicine

From: Harold Horton, Director, Higher Education Information (HEI)

Date: August 21, 2000

Re: Consortial Masters of Public Health

After much discussion among campus and Regents staffs regarding the reporting of the consortial Masters of Public Health arrangements among the University of
Akron, Kent State University, Youngstown State University, Cleveland State University, and the Northeastern Ohio Universities College of Medicine we have
arrived at the following proposal:

For Core Courses (via Distance Ed):

1. The institution where the student resides and enrolls (the "home" institution) will report the Course Enrollment (CN) file for the course sections and receive subsidy
for that enrollment.

2. The home institution will also submit a record in the Sections Taught (ST) file. The faculty identifier field in the ST should be set to "Shared" reflecting and the
funding unit associated with the payment for instruction.

3. All institutions report a record in the Funding Unit Expenditure (FX) file that identifies the funding units that are paying for the instruction and the amount
expended. NEOUCOM will submit a record in the FX detailing the expenditures they incurred for the provision of instruction.

For Elective Courses (taken at another institution):

1. The home institution of the student supplies an SE, SN, and CN record for the student. This will require the home institution of the student to carry the course in
which the student enrolled in its CI submission with a subject code that matches the content of the course.

2. The home institution will also supply an ST record for the course section that the student(s) enroll in with the Faculty Identifier set to "Shared."

3. If possible the host institution where the instruction takes place will supply an ST record that identifies the instructor who taught the course. If not possible, the
host institution should supply documentation at the end of the fiscal year indicating the revenues associated with the provision of MPH course instruction.

4. Both the home institution and the host will supply an FX record that identifies the funding unit that paid for the instruction. The host school must be careful to keep
the cost of MPH courses in the Funding Unit(s) offering the instruction.

This reporting structure will be effective Autumn term 2000.

 If you have any questions or comments, please contact Chris Doll at cdoll@regents.state.oh.us or at 614-728-8848.

Thanks.
 
 
 

Harold Horton Memo Re: Change to Reporting of Cross Registration Activity for BGSU, TLDO, and MCOT, August 21, 2000

To: Bryan Pyles, Medical College of Ohio at Toledo
     Patsy Scott, University of Toledo
     Daryl Wright, University of Toledo
     Bill Knight, Bowling Green State University

From: Harold Horton, Director, Higher Education Information (HEI)

Date: August 21, 2000

Re: Nursing Instruction at MCOT

Cc: Stephanie McCann, Assistant Director, HEI
        Chris Doll, Analyst, HEI

MCOT staff has expressed concerns with the agreed upon model for reporting the consortial arrangement for nursing instruction provided by MCOT for BGSU and UT students.

Specifically, identifying detailed course section information from BGSU and UT required by MCOT to report the Sections Taught (ST) file for this nursing instruction is much more complex and communicative then we all originally thought. To address this situation, we are proposing a small change in the agreed upon reporting model (at http://regents.ohio.gov/hei/datasubdoc/raq/xrraq.html#xractivity). We would replace procedure #2 with the following:

  " 2. For Resource Analysis purposes, MCOT will supply information at the end of the fiscal year about the revenues received from UT and BGSU for the provision of this instruction. "

This change will now eliminate the need for MCOT to submit an ST for the nursing instruction provided by MCOT for BGSU and UT students. We hope that this will alleviate the difficulties that MCOT has experienced with the current reporting arrangement. This change will be effective beginning summer 1999.

If you have any questions or comments, please contact Chris Doll at cdoll@regents.state.oh.us or at 614-728-8858.

Thanks.
 

Harold Horton Memo Re: Reporting of Cross Registration Activity, May 10, 1999

To: John Minnick, Liaison, Medical College of Ohio at Toledo; William Knight, Liaison, Bowling Green State University; and Patsy Scott, Liaison, University of Toledo
From: Harold Horton, Director Information Systems and Research
Date: May 10, 1999
Subject: Reporting of Cross Registration Activity
CC: Rob Sheehan, HEI Director, Ohio Board of Regents; Jay Johnson, Enrollment Manager, Ohio Board of Regents; Andy Lechler, Analyst Ohio Board of Regents; Stephanie McCann, Analyst, Ohio board of Regents; and Chris Doll, Analyst, Ohio Board of Regents
 

There has been much discussion among Regents' staff and campus personnel about the best way to reflect the consortial arrangement among the Medical College of Ohio, Bowling Green State University, and the University of Toledo. Our understanding of the arrangement is that MCOT provides instruction for nursing and other non-professional level medical instruction for Bowling Green and Toledo, and is compensated for that instruction by Bowling Green and Toledo. Bowling Green and Toledo claim the subsidy for these course enrollments respectively. As has been made clear to us the current rules for reporting this arrangement are unclear, difficult to comply with, and provide insufficient data for cost allocation at MCOT.

In order to ensure an accurate representation of this arrangement and to ensure a proper allocation in the Resource Analysis, Board of Regents staff devised the following reporting framework for reporting beginning summer term 1999:

1. Bowling Green and Toledo continue their current practice of reporting the Course Enrollment (CN)
    file for the course sections at MCOT and get subsidy for that enrollment
2. MCOT will begin to report a Course Sections Taught (ST) file that matches the Course Id and Section ID
    from the CN file of Bowling Green and Toledo and identifies the instructor of record for the courses
3. Bowling Green and Toledo each begin to report an ST file identifying the funding unit that is supporting the
    courses at MCOT
4. MCOT does not report a CN file for these enrollments
5. All three institutions report Funding Unit Expenditure (FX) records for these courses showing the Instruction and
    Department Research incurred for this instruction
6. For this arrangement no Cross Registration (XR) file should be reported by any institution.

On a statewide basis both the costs of this instruction as well as the Student FTE will be doubly counted.

Note that this format applies only for the consortial arrangement among Bowling Green, Toledo, and MCOT. Any other arrangements with other institutions should be considered and reported on an individual basis, potentially utilizing the XR file.

If you have any questions or comments, please contact Chris Doll at cdoll@regents.state.oh.us or at 614-728-8858.
 
 

Matt Filipic Memo Re: Interim Solution to Cross Registration Reporting, March 31, 1998
 

To: HEI Liaisons, HEI Advisory Committee Members, HEI Enrollment Data Reporters, HEI Course Sections Taught Data Reporters, and Chief Instructional Officers
From: Matt Filipic, Vice Chancellor for Administration
Date: March 31, 1998
Subject: Cross Registration Interim Solution
 

At a recent cross registration statewide consultation we focused on HEI data collection related to cross registration situations. We had previously noted that the currently published requirements for cross registration were problematic for some institutions in that we required data that they did not collect at the campus level and problematic for other institutions in that we assumed subsidy payment would go to the institution where students are registered for degree credit.

After debating the use of cross registration data, the consultation was able to reach consensus on a set of four alternative data submission practices from which institutions could choose to report their involvement in cross registration agreements. The consultation also noted that these alternatives were complicated and that Regents should balance the state's need for data with the
cost of collection.

Finally, the consultation identified interim methods of reporting cross registration to be used until a more permanent solution is adopted.

There are basically two alternatives for interim cross registration data reporting:

1. Follow the rules stated in the HEI documentation on the WWW.
2. Use Course Enrollment (CN) records to report enrollments in the same manner as you currently use the Academic Program Enrollments (APE) to report enrollments in the UIS.

For the Home Institution (the institution where the student registers):

1. Do not report the enrollment in the Course Enrollment (CN) file;
2. Report a record in the Cross-registration (XR) file which identifies the course exactly as it is listed in the Course Inventory (CI) file of the Host Institution (the institution where the instruction occurs);
3. There is no need to report a Course Sections Taught (ST) record, if no money changes hands between the Home and the Host institutions. If there is an exchange of funds, then

• Report a record which identifies the Funding Unit of the Home Institution which pays the Host Institution for the instruction;
• Report the instructor identification using one of the generic identifiers: SHARED or OTHER.

1. Report the enrollment in the Course Enrollment (CN) file with the Attempt for Academic Credit identified as C;
2.  Report supporting records for the Course Enrollment (CN) file in the Student Enrollment (SN) and Student Entrance (SE) files;
3. Report a complete Course Sections Taught (ST) record.

Only one institution can claim an enrollment for subsidy.  Therefore, this alternative assumes the Home and Host institutions
understand which institution will receive the subsidy payment from the state.

Reporting requirements for the institution which will receive the subsidy payment

1. Report a Course Inventory (CI) record for the course. The level assignment should be consistent with this institution's eligibility based on Rule 2.
2. Report a Course Enrollment (CN) record for this enrollment.
3. Report supporting records for the CN in the Student Enrollment (SN) and Student Entrance (SE) files.
4. Report in the Course Sections Taught (ST)  file the Funding Unit which either offers the course or pays another institution for the instruction.

Reporting requirements for the institution which will not receive the subsidy payment

An institution that does not receive the subsidy payment from the state is not required to report any data for the cross registration.  However, if the institution prefers to report the cross registration activity, the following data should be provided.

1. Report the course in the Course Inventory (CI) file as ineligible for subsidy.
2. Report complete records for the Course Enrollment (CN), the Student Enrollment (SN), and the Student Entrance (SE) for all enrollments in the unsubsidized course.

Report a Course Sections Taught (ST) record identifying the instructor and the Funding Unit if this institution offers the course.

Return to Enrollment RAQ Page

http://regents.ohio.gov/hei/datasubdoc/raq/xrraq.html
Last updated August 29, 2000