OHIO BOARD OF REGENTS

Revised  March 30, 2009 for processing starting in Summer term, 2009

Purpose

The process described in this document will calculate student full time equivalent enrollment (FTE) for subsidy by subsidy model for eligible FTE. It will also exclude, where appropriate, certain Student Credit Hours (SCH) from the process. The process is used each term to determine the student FTE for subsidy, and the data are also used for other subsidy and public policy development purposes.

Scope

The process starts with all course enrollments reported on the HEI database for all terms of a fiscal year in the Course Enrollment table and the Cross Registration table. Later it adds student enrollments for medical enrollments. In the process, all of these enrollments are grouped into two categories:

SCH excluded from subsidy: These credit hours have no impact on the subsidy for a campus. They are calculated for each campus and are excluded from the subsequent processes and calculations. Excluded SCH include such enrollments as: ineligible students, audits, cross registration at the host institution (these enrollments are subsidized at the home institution), enrollments in courses marked ineligible for subsidy, combinations of student rank and course level that are ineligible for subsidy (e.g., a freshman student in a professional course), and medical enrollments that have exceeded their terms of subsidy.

Eligible Student FTE: These credit hours are calculated by campus, subject field, level and subsidy model and for under graduate students are broken down by course completed and eligibility for OCOG/OIG.

Order of Processing

(This is an overview. A detailed explanation is included later in the text and can be linked to by clicking on the step number.)
Step 1    Gather all course enrollments, cross registrations, and medical enrollments into a single table and join in related attributes.
Step 2    Exclude course enrollments that have no impact on subsidy.
Step 3    Adjust the subsidy level of course enrollments that may have been classified for subsidy inappropriately.
Step 4    Map course enrollments to subsidy model based on their subject field and course level.
Step 5    Summarize course enrollments by campus and subsidy model for both eligible and ineligible SCH.
Step 6    Apply the Law Caps.
Step 7    Apply the Medical 5 Percent Repeater rule.
Step 8    Apply the Medical 2 Caps and buffering rule.
Step 9    Enter Journal Entry transactions.
Step 10 Convert credit hours to FTE and summarize the Subsidy FTE for all terms of the fiscal year calculated so far.

Detailed Steps of Processing

Step 1: Gather all course enrollments, cross registrations, and medical enrollments into a single table.

Select all enrollments in the Course Enrollment (CN) file for the fiscal year or term from an individual institution or all institutions and join them with the Course Inventory (CI) file, Student Enrollment (SN) file, and Off campus Course Section (OC) list, to include the necessary attributes of the student, course, and section. A special case can occur when the Course Enrollment (CN) file at a host institution does not have a matching Student Enrollment (SN) file. Such a combination should be included in the table, but it will be identified as an exclusion in Step 2, below. Enrollments generated from above are labeled CN in the Source for the display of Step 1 data.
Add to these all enrollments in the Cross Registration (XR) file. Join with the Institution Campus table based on the Integrated Post secondary Education Data System (IPEDS) Institution Code to pick up the Regents Institution Code of the host institution for Ohio public institutions. Join cross registrations at Ohio public institutions with the Course Inventory (CI) file of the host institution, and Student Enrollment (SN) file of the main campus of the home institution, if one exists, or any other campus if there is none for the main campus. Because the term calendars at the home and host may differ and semester institutions have no winter term, for the CI, match winter term at a home institution on a quarter calendar with the previous fall term of a host institution on a semester calendar. Because the XR does not report course section, explicit data about which course section is involved in cross registration is absent, HEI will assume it is not off-campus. The credit hours in an XR enrollment are interpreted according to the calendar of the home institution. Combine the Cross Registration enrollments with those from the Course Enrollment table. Enrollments generated from above are labeled XR in the Source for the display of Step 1 data.
Add to these the professional medical enrollments from the  Student Enrollment (SN) file. Each medical student enrollment record will be treated as 15 SCH  per term for subsidy purposes; enrollments in programs training students for the MD or DO will be attributed to the Med 2 model, while Veterinary Medicine, and Dentistry enrollments will be attributed to Med 1. Also, from the Student Enrollment table to pick up Rank, Major Field of Study (Subject), and Student Subsidy Eligibility. Major Fields of Study that relate to professional medicine are found in the Medical Funding Units verification table.  Enrollments generated from above are labeled ME in the Source for the display of Step 1 data.

Step 2: Exclude course enrollments that have no impact on subsidy.

Course enrollments are excluded from the process at this point for:

1. Students who are ineligible for subsidy are identified with a code other than EL (eligible) and MR (Medical Repeater)  in the Student Subsidy Eligibility Status switch of the Student Enrollment table row with the same campus, year, term, and OBRID as the course enrollment.
2. Audit enrollments: Audit enrollments are identified by an "A" coded in the Attempt for Academic Credit field of the Course Enrollment table.
3. Cross registration at host institution: Cross registrations at host institutions are identified by a "C" in the Attempt for Academic Credit field of the Course Enrollment table.
4. Course excluded due to Residency: Course enrollments to be excluded from subsidy due to the student's residency are identified by a "E" in the Attempt for Academic Credit field of the Course Enrollment table. This change is effective as of AU 2000.
5. Cross registration at the home institution for which the host Course Inventory record is not available: Cross registration at the home institution for which the host Course Inventory record is not available was discussed in Step 1.
6. Cross registration in a "FOREGN" that is not an "FXCHNG" foreign exchange: Cross registration for which the host IPEDS institution is FOREGN represents registration in a foreign institution that is not included in a Foreign Exchange program and is excluded from subsidy.
7. Cross registration at an institution other than Ohio public institutions: Cross registration for which the host IPEDS institution is not an Ohio public Institution, has an IPEDS Institution code which is either not in the Institution Campus table, or relates to a campus type of Independent (IS). Note, this case may need to be subsidized.
8. Enrollments in courses that do not earn subsidy: Courses whose enrollments do not earn subsidy are identified by an "N" in the Eligible for Subsidy field of the Course Inventory table.
9. Student rank and course level combinations that do not earn subsidy: Student rank is recorded in the Student Enrollment table and Course Level is obtained from the Course Inventory table. This combination is matched against the Course Level by Student Rank verification table. If there is a matching entry with an "E" (for exclude) coded in the Subsidy Level field then the SCH for the corresponding course enrollment are excluded from subsidy calculation. An example of this would be a freshman student enrolled in a doctoral level course.
10. Enrollments in off-campus course sections that do not earn subsidy: Off-campus course sections are identified by a non-blank, non-null, in the Section Location field of the off-campus attribute of the Course Section table. For such sections, match the campus from the Course Enrollment table and Course Level from the Course Inventory table against the Off campus Course Level verification table. If there is a matching entry with "E" (for exclude) coded in the Subsidy Level field then the SCH for the corresponding course enrollments are excluded from subsidy. An example of this would be a graduate level course offered off-campus from a branch campus of a university. An exception to this exclusion is if the Section Location field is coded FOREIGNCN. In this case do not exclude the course enrollment because it should be subsidized.
11. Medical enrollments for students enrolled more than 13 terms or four terms as a repeater: Medical Students who are to be excluded from Subsidy for this reason have the code "IM" in the Student Subsidy Eligibility code of the Student Enrollment table.
12. Medical students enrolled in non medical courses: Medical students are identified by a Major Field of Study in the Student Enrollment table, which equals a Subject Code in the Medical Funding Unit verification table and Rank equals PR. All enrollments by students with these characteristics are excluded from subsidy.
13. Course enrollments for which there are no student enrollments: Count the number of rows in the Course Enrollment table which are identified by a value other than "C" in the Attempt for Academic Credit field for which there is no corresponding Student Enrollment row. This count should be zero because the only course registrations which may not be supported by a Student Enrollment are those at the host institution of a cross registration when the host is not claiming subsidy. Note, the details of this cross registration situation are still being negotiated at this writing.

Note that these reasons for exclusion are not mutually exclusive. A given course enrollment might qualify to be excluded for more than one reason. In order to balance with the total number of SCH on the database, HEI will count each excluded enrollment as being excluded for only one reason. The order of processing described in this document outlines the order of execution.

Step 3: Adjust the subsidy level of course enrollments that have been classified for subsidy inappropriately.

Remaining course enrollments may have their course level adjusted:

Reason 1: Certain student rank and course level combinations, when compared against the Course Level by Student Rank verification table (as in Step 2), will match with a row that identifies a Subsidy Course Level different from the assigned Course Level. In this case, the Subsidy Course Level replaces the assigned

Course Level. Example: A master's student enrolled in a doctoral level course would be considered a master's student for subsidy purposes.

Note also that Foreign Exchange, Medical, and previously excluded enrollments are not subject to this adjustment of course level.

Step 4: Map course enrollments to subsidy model based on their subject field and course level.

This is a step of comparing the subject field and course level of each remaining course enrollment with the Subject Field Level to Model mapping file to retrieve the subsidy model. The entire mapping of Subject Code and Course Level is described in the chart at the end of this document.

Foreign exchange is an exception. If the IPEDS Institution Code from the Cross Registration record is FXCHNG, then automatically map to AH 3 as the subsidy model.

Another exception occurs when the subject level combination is not included in the Subject Field Level to Model mapping file. In this case map to the model NOMOD.

Step 5: Summarize course enrollments by campus and subsidy model

At this point, SCH should be summarized by campus and subsidy model eligible enrollments. The eligible enrollments are augmented by two other fields; Completed and Completed OCOG/OIG Eligible. Completed SCH are those whose Award of Academic Credit switch in the Course Enrollment (CN) file is set to Y; for this purpose enrollments from the Cross Registration (XR) file and professional medical enrollments are automatically considered completed. OCOG/OIG eligible students are those undergraduate students (student has a rank of FR, SO, JR, SR or NU in the Student Enrollment file) with an entry in the OCOG Eligibility Status table (ocog_elig_status) for the term enrolled with an EL (eligible) code in the isir_status_code field or an entry in the OIG Eligibility Status table (ig_elig_status) for the term enrolled with an EL (eligible) code in the isir_status_code files; any other student who either has no entry in the OCOG or OIG Eligibility Status tables, the code is not EL, or the student is not an undergraduate is not counted as OCOG/OIG eligible.

Step 6: Apply the Law Caps.

Enrollments in professional law programs are capped at a fixed number of SCH based on the annualizedsubsidy FTE insummer and fall terms for FY 1995. HEI will construct a table with these caps called the Law Caps table, see below.

Each springterm, in the process of determining subsidy FTE, HEI will compare the number of annualized subsidy eligible, completed FTE in the Law field (subject code 220101) at the professional level (P) for the summer and fall terms combined (annualized FTE = fall SCH/15 + summer SCH/30) against these fixed caps. Any percent in excess of the cap will cause the same percent to be subtracted from the all term FTE [(fall SCH + spring SCH + summer SCH)/30] for the subsidy model that Law is in (BES 7).

These deductions from eligible BES 7 are added to the summary data from Step 5 with the source Law C. This deduction is reported as Completed, but not OCOG/OIG Eligible.

NOTE: Adjustments made in Steps 7 and 8 will be part of the SP term Subsidy FTE calculations.

Step 7: Apply the Medical 5 Percent Repeater rule.

The FTE for medical repeaters should not exceed 5% of total subsidy eligible Med 2 FTE. If the institution’s FTE for medical repeaters for the fiscal year is more than 5% of the total subsidy eligible Med 2 FTE, then the eligible FTE for medical repeaters will be reduced to an amount equal to 5%. This deduction is reported as Completed, but not OCOG/OIG Eligible.

Step 8: Apply the Medical 2 Caps and Buffering rule

Each medical institution has been assigned a base enrollment FTE. The base enrollments, which are also used for medical buffering, are held in the Medical Base Table, see below. If the institution's FTE for all subsidy eligible Med 2 enrollments (including students coded as medical repeaters) for the fiscal year is greater than the institution’s base FTE, then the subsidy eligible FTE will be the smaller of the following:

• The base FTE plus the FTE for medical repeaters OR
• The FTE for all Med 2 enrollments including medical repeaters.

Each medical institution has been assigned a base enrollment FTE. If the institution's eligible Med 2 enrollments, for the fiscal year, are less than this base amount, then the eligible Med 2 enrollments are increased to an amount equal to 65 percent of the base enrollments plus 35 percent of the current year enrollments. The base enrollments are held in a table called the Medical Base Enrollment table. This adjustment is reported as Completed, but not OCOG/OIG Eligible.

Step 9: Enter Journal Entry transactions.

Journal Entry transactions serve the purpose of entering management decisions into the process to override or augment the automated process. The Journal Entry provides a facility for entering a transaction and retaining the transactions in a database table.

Each Journal Entry transaction consists of a year, term, campus identification, number of SCH (positive or negative) Eligible, Completed and Completed OCOG/OIG Eligible , subsidy model, and reason for the transaction.

The subsidy FTE process simply sums the SCH for the year and term by subsidy model, campus, and adds these to the other SCH in the process. Then, the entered transactions are kept in a table called the Subsidy Journal Entry table for historic reference.

This step is executed every term for the Journal Entry transactions for that term.

Step 10 Summarize FTE for the year to date data

Summarize the SCH for all terms in the fiscal year that have been calculated to date by Campus, Model,, Subject Field, Level and source of SCH. Also convert SCH to FTE. This data should be maintained in a new revised Subsidy Summary table. For each aggregation, the FTE should show as 3 numbers: Subsidy Eligible FTE, Completed Subsidy Eligible FTE and Completed Subsidy Eligible FTE that are OCOG/OIG Eligible.

Generally, SCH can be converted to FTE on a term by term basis by dividing by 45 for campuses on a quarter calendar, and by 30 for campuses on a semester calendar. The Academic Calendar table shows the calendar for each institution, each term, as well as the calendar type, semester, or quarter. Note the following exceptions:

• Sometimes part of a campus runs on a different calendar than the rest of the campus. Currently, the only case is that of professional level (P) law (subject code 220101), which is always on semesters regardless of an institution's calendar.

Plans for Operations of the Subsidy FTE Process

The process may be executed for any term of a year for an institution after the enrollment data for the term has been submitted.

1. The process is executed in two steps. The first step, which calculates the Subsidy FTE and stores the results in a table, is produced as part of the end-of-term process. The second step, which institutions can use to view the Subsidy FTE calculations in summary or in detail, is produced via links on the Restricted Outputs Web page. In both cases login identifiers with permission to execute the process are required. Only data for a person's own institution are displayed.
2. The steps in the process that relate to enrollments for a single term are executed regardless of the term requested. Those that relate to the enrollments for an entire fiscal year are executed only when spring term is requested. Each step displays summary statistics intended to report the processing performed in the step. These data may be used to verify or balance the Subsidy FTE process with other data. The date on which the Subsidy FTE calculations were made is displayed in the heading of the display.
3. These summary statistics have a "drill down" capability for the exception cases. With this facility, "click" on the link and a query of the detailed enrollments that constitute that total are displayed.
4. After the summary statistics, there is a query facility to dynamically access any or all rows of the detailed enrollment table. The query screen is described below after the drill down statistics sample tables.
5. Both the summary and detailed displays are in the form of html files. These may be viewed on the Web, or saved as local html files for use with desk top analysis tools such as Excel.
6. As part of the execution of the process, two permanent database tables are created. One contains the detailed course enrollments from the CN, XR and ME tables, augmented with the sufficient dependent attributes to calculate the Subsidy FTE. The table also contains attributes which reflect the disposition of the enrollment in the Subsidy FTE process as well as the course completion and OCOG/OIG eligibility attributes; finally include the primary_EFC attribute from the OCOG_income table or the ISIR income table as an attribute for possible future use (this attribute should default to $99,999 for students who have no EFC for the fiscal year being processed. The second table is a summary of SCH and FTE (broken down by Eligible, Completed Eligible and Completed OCOG Eligible  by campus, year, term, subject, level, model, eligibility, and source of data. The year and term of all rows in both tables should reflect the calendar year and term of the term that the data represents. In the case of data reflecting the entire fiscal year, such as Law Cap adjustments, use spring for the term and calendar year of the spring term. In order to make the Subsidy FTE process repeatable, the process includes facilities to delete rows in both tables which will be recalculated as part of executing the process. Therefore, for any term, the detailed course enrollment table rows for the term being calculated are deleted.
7. The various Sources of SCH are:

CN -- Course Enrollments
XR -- Cross registration
LW -- Law Enrollments (converted to semester hours)
Law C -- Law Cap adjustments
JE -- Journal Entry adjustments
ME – Medical Enrollment
Med A – Medical Adjustment

Medical Base Enrollment Table

 Law Caps

AKRN 568.0 

CINC 385.8 

CLEV 824.5 

OHSU 638.7 

TLDO 573.0

Subsidy Journal Entry Table

This table contains one row for each adjustment that Regents makes to the subsidy FTE calculations. The attributes are:

• Campus Code,
• Year of the Adjustment,
• Term of the Adjustment,
• Subsidy Model to be Adjusted,
• SCH Adjustment Amount for Eligible SCH (positive or negative),
• SCH Adjustment Amount for Completed OCOG/OIG Eligible SCH (positive or negative),
• SCH Adjustment Amount for Completed not OCOG/OIG Eligible SCH (positive or negative),
• Reason for the Adjustment.

http://regents.ohio.gov/hei/subsidy/subsidyFTEprocess.html
Last updated April 13, 2009