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OHIO BOARD OF REGENTS |
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OHIO BOARD OF REGENTS |
Changes since the Sept 1, 1999 version:
1. Change the rules of calculation to reflect changes for degrees earned in FY 1999.
This process is to be executed yearly in order to determine a score for each four-year university relative to the number of baccalaureate degrees earned in a "timely manner" from that institution in that year.
The methodology used scores each individual baccalaureate degree reported in the Degree/Certificate
Earned (DC) file in a given year as:
1. Zero--indicating that the degree does not qualify for timely completion,
2. One--indicating that the degree does qualify for timely completion and that sufficient
credits to graduate were earned at the institution awarding the degree, i.e., not a
transfer credit,
3. A value between zero and one indicating that the degree does qualify for timely
completion and that not all credits were earned at the institution awarding the degree,
i.e. a transfer student. The value of the score indicates the portion of the credits
earned at the institution awarding the degree. The test for timely completion of a
transfer student applies only to the time spent at the institution awarding the degree. It
does not matter what length of time was required to earn the transfer credits.
In order to qualify for timely completion credit Degree/Certificate records must meet several tests.
They must represent a baccalaureate degree or Level 05 degree.
They must have been earned on the main campus of a university. Some universities award baccalaureate degrees that were earned on their branch campuses. Such institutions supply a special list of these degrees to the Regents for scoring purposes and these degrees will score zero in the calculations.
The student must be an Ohio resident.
To determine Ohio Residency, first check the Student Entrance (SN) file for the most recent term the student enrolled prior or equal to the term in which the degree was earned. If the Residency code is D (in District) or R (Ohio Resident), assume the student is an Ohio resident, otherwise not. If the student has no SN on HEI for a term equal to or prior to the term in which the degree was earned, the State of Residency in the Student Entrance (SE) file is used for this test.
Note for the degrees earned in FY 1998, the SN file was not used to determine residency.
The Student Entrance (SE) file matching the Degree/Certificate Earned file under evaluation is the one with the same Institution Code, Student ID, and Admission Area of UND. In the event there is no matching Student Entrance (SE) file, the Degree/Certificate file is scored zero. Note that this process is to be run in trial mode each year so that institutions have an early warning of such cases and an opportunity to supply the matching Student Entrance (SE) record.
The degree must have been earned in a timely manner.
Timely manner for a complete program is taken to mean four years duration except for special programs identified otherwise. There are two varieties of special cases.
First, each institution may supply a list of academic programs that require more than four years for the baccalaureate degree. This list identifies the program by Subject Code, the credit hours required, and the duration for timely completion of the baccalaureate degree in this subject. The data submission Extended Baccalaureate Programs (EP) file is used for this purpose.
Second, for programs that require more than four years duration for only part of their students due to co-operative or internship arrangements, the institution may supply a list of students together with their program, required credits, and timely duration in the Extended Baccalaureate Student Programs (ES) file.
Transfer students are detected when the Credit Hours to Degree field in the Degree/Certificate Earned (DC) file are less than the credit hours required for the degree. Credit hours required for the degree, for four year degrees, are assumed to be 120 on semester calendars and 180 on quarter calendars. For extended programs the required hours are reported explicitly in the Extended Baccalaureate Program (EP) or Extended Baccalaureate Student Programs (ES) file. Credit hours from the Degree/Certificate Earned (DC) file are assumed to represent the calendar of the awarding institution in the year and term earned. If the Degree/Certificate Earned credits are less than the credits required for the degree, then the timely duration is calculated as:
Timely Duration = Program Duration * (DC credits / Program Credits).
A student's duration is the duration of the student's relationship with the institution awarding the degree. It is calculated as the Year and Term of Degree from the Degree/Certificate Earned record minus the Year and Term of First Enrollment from either the matching Student Entrance (SE) file or the matching Revises First Enrollment (RF) file if one exists, plus one term. The additional term is added to include the first and last terms in the student's duration. The matching Student Entrance (SE) file is the same one used for the residency test. The matching Revises First Enrollment (RF) file is the one with the same Institution Code and Student ID.
Note for the degrees earned in FY 1998, the RF file was not used to determine duration.
If the student's duration is greater than the timely duration, the Degree/Certificate Earned record is scored as zero.
If the student's duration is not greater than the timely duration and this is not a transfer student, the Degree/Certificate Earned record earns a score of one.
If the student's duration is not greater than the timely duration and this is a transfer student, the Degree/Certificate Earned record earns a score equal to the ratio of timely duration to program duration.
When comparing the student's duration to the timely duration, if the student's duration is within .1 years of the timely duration, it is considered to be less than the timely duration. This rule accommodates the reporting of extended programs on a semester calendar. For example, if a program requires 4 years and 2 semesters and is reported as requiring 4.66 years, and a student's duration to earn the degree is 4 years and 2 semesters, calculated as 4.6667 years, the student's duration is considered to be less that the required duration and the student earns credit for timely completion.
Only one degree per person per institution per year is selected to add to the institution's score. In the case of multiple degrees, the one with the highest score is selected. Select only one record, even in the case of a tie.
The score for an institution is simply the sum of the scores for each Degree/Certificate Earned record from that institution. The state's budget for Success Challenge, Timely Degree Completion is prorated to institutions based on this score.
This process is planned to be run both on a trial basis and a final run each year. Trial runs are for institutions to correct any mistakes in data and a final run to report the scores. The trial run may be repeated if necessary. All runs produce a detailed list of all Degree/Certificate Earned records that represent baccalaureate degrees, with total score and total number of records at the end. The runs may be made on the HEI Web site in the Restricted Outputs, Subsidy Process area. Individuals authorized for the Subsidy Process may view the detail list for their institution only. This authorization may be provided by the institution's HEI liaison.
The final run also includes a summary report of all institutions together with their score. This summary report is included on the HEI Web site in the Unrestricted Outputs area. Both reports are displayed on the Web in a manner suitable for reading, printing, and downloading to desktop analysis tools.
http://regents.ohio.gov/hei/timelydegree.html
Last updated April 07, 2000