Student Enrollment & Degrees Conferred Data Collection OHE Proposal for Changes

(1)

Student Enrollment &

Degrees Conferred

Data Collection

OHE Proposal for Changes

Meredith Fergus

Alexandra Djurovich

(2)

Today’s Meeting

1. Purpose, Process & Personnel

2. Student Enrollment Data Changes

3. Degrees Conferred Data Changes

4. Next Steps plus Q&A

Meeting materials can be found on OHE’s website under:

Campus Student Enrollment Reporting Resources

(3)

Authority to collect data

M.S. 136A. 121 Subd. 18. Data.

(a) An eligible institution must provide to the office data on student enrollment and federal and state financial aid.

(b) An institution or its agent must provide to the office aggregate and distributional financial or other data as determined by the commissioner that is directly related to the responsibilities of the office under this chapter and chapter 141. The commissioner may only request aggregate and distributional data after establishing and consulting with a data advisory task force to determine the need, content, and detail of the information. Data

provided by nonpublic institutions under this paragraph is considered nonpublic data under chapter 13.

M.S. 136A.05 COOPERATION OF INSTITUTIONS OF HIGHER EDUCATION Subd. 1.Cooperation.

All public institutions of higher education and all state departments and agencies shall cooperate with and supply information requested by the Minnesota Office of Higher Education in order to enable it to carry out and perform its duties. Private postsecondary institutions are requested to cooperate and provide information.

(4)

Purpose, Process & Personnel

Purpose

Why is OHE making data changes?

• Last Data Collection revisions were made in 1998

• Prior data collections focused on a census of fall enrollment

• Today demands on OHE are for better understanding of student pathways and outcomes, thus OHE’s data needs have changed

Why is OHE having these meetings?

• We don’t know the data, you do

• So we need your feedback:

• to ensure we are understanding the data we need, and

• to gather data in the most efficient manner possible for both OHE & institutions

(5)

Current Student Enrollment Data

1. Full name

2. Social security number 3. Gender

4. Birth date

5. Racial/ethnic origin

6. Place of permanent residence by state/territory and county (Minnesota) 7. Minnesota postsecondary institution 8. Institution student identification number 9. Tuition category (resident, non-resident,

reciprocity)

10. Secondary school completion status 11. Minnesota high school and year of

graduation

12. Transfer institution

13. Student type (regular or extension)

14. Student level (freshman, sophomore, etc.) 15. Units of instruction and quarter-hour

16. Disability category 17. Citizenship status

18. Postsecondary degree seeking status 19. Registration or administrative status 20. Enrollment status (full- or part-time) 21. Major(s) or program of study

22. Formal academic degree or award and date awarded

23. MARSS Student ID Number 24. Degree/certificate (yes/no)

25. Advanced standing credits granted for new students

26. Major 1 (program code of 1st major) 27. Major 2 (program code of 2nd major)

(6)

Purpose, Process & Personnel

Process

The process OHE has planned is to:

• start with OHE’s proposed changes,

• incorporate feedback from institutions and

• develop general consensus about recommended data changes.

Three public meetings held:

• Wednesday, December 16 12:30pm-2pm

Topic: Overview of the OHE proposal, Question/Answer session

• Wednesday, January 13 (time TBD)

Topic: Overview, Feedback from institutions

• Wednesday, February 10 (time TBD)

Topic: Feedback from institutions, formal documentation of changes

(7)

Purpose, Process & Personnel

Process

March 1:

• OHE Research will issue final recommendations for data collection which will go to Commissioner for approval

April 1

• OHE will draft a new Institutional Data Sharing Agreement reflecting the changes

July 1

• Institution signatures by July 2016

Fall 2016

• New data collection begins (opens December 2016, closes May 2017)

(8)

Purpose, Process & Personnel

Contacts

Meredith Fergus

Manager Financial Aid Research / SLEDS Coordinator

651-259-3963

[email protected]

Alexandra Djurovich

Senior Data Analyst

651 259-3962

(9)

Student Enrollment Data

Changes have been grouped into 5 areas

1. Overview:

Population or data collection timing

changes

2. Deletions:

Data elements currently collected that will

no longer be collected

3. Modifications:

Data elements currently collected for

which codes or technical specifications are changing

4. Additions:

New data elements to be collected

5. Discussion:

Data Elements needing discussion because

we are not sure if institutions are reporting the same

(10)

Student Enrollment Data

Overview

1. Collect enrollment data for ALL TERMS

• Current collection is fall term only

2. Collect END of TERM data

• Current collection allows institutions to choose

census date reporting or end of term reporting

3. Data elements currently collected only for new

students (e.g. high school graduation year) will now

be collected for all students

4. Specialty licensed schools will only submit a subset

of data

5. TEXT file submissions please (excel for small

schools only)

(11)

Student Enrollment Data

Deletions

1. Student Type

Alpha code indicating if the student was regular or

extension

2. Extension Instructional Units

(12)

Student Enrollment Data

Modifications

1. Institutional Student ID number

• Change to 9 digit numeric format which is what most institutions report (current 7 digit)

2. State, Province, or Country of Residence

• Modify foreign codes to conform with U.S. Postal Codes

3. Minnesota County of Residence

• Collect for all students not just new entering students

4. Secondary School Experience

• Collect for all students not just new entering students

5. Year of High School Graduation

(13)

Student Enrollment Data

Modifications

6. Enrollment Status

• Modify instructions & codes to conform with state 15 credit full-time status

7. Major 1

• Modify data format to conform with IPEDS Cipcodes (dropping the extra 2 zeros)

8. Major 2

(14)

Student Enrollment Data

Additions

1. Institution Term Start Date

• Date term starts (use same as NSC reporting)

2. Institution Term End Date

• Date term ends (use same as NSC reporting)

3. Veteran/Military Status

• Flag indicating if the student is a veteran or active military status (to the extent that the institution knows this)

4. First Generation

• Flag indicating if the student is a first generation student (neither parent has completed a Bachelor’s degree)

(15)

Student Enrollment Data

Additions

5. Withdrawal from Institution Flag

• Flag indicating if the student withdrew from the institution during the term of reporting

6. Zipcode

• 5 digit zipcode of the student’s permanent residence

7. ACT Composite Score

(16)

Student Enrollment Data

Additions

8. Regular Instructional Units Attempted

• Regular credits attempted by the student during the term reported (is more specificity needed?)

9. Regular Instructional Units Completed

• Regular credits completed by the student during the term reported (is more specificity needed?)

10. Remedial Instructional Units Attempted

• Remedial/developmental education credits attempted by the student during the term reported (is more needed?)

11. Remedial Instructional Units Completed

• Remedial/developmental education credits completed by the student during the term reported (is more needed?)

(17)

Student Enrollment Data

Additions

(these 4 will be both attempted & completed credits)

12. Remedial Instructional Units – MATH

• Number of credits of enrollment in remedial /

developmental education specific to MATH

13. Remedial Instructional Units – WRITING

developmental education specific to WRITING

14. Remedial Instructional Units – READING

developmental education specific to READING

(18)

Student Enrollment Data

Additions

16. Multiple Transfer Institutions

• Flag indicating if the student is transferring in credits from more than 1 institutions during the term of reporting

17. Major 1 Year

• 4 digit year corresponding to the CIP classification table used by the institution

18. Major 2 Year

(19)

Student Enrollment Data

Discussion/Clarification Items –

What are you reporting for the following? What should we collect?

1. Middle Initial

• Would Middle name be more appropriate?

2. Disabling Condition

• What is being reported? Conditions for which accommodations were made? Other?

3. Citizenship/Immigration Status

• Can the codes be aligned with SEVIS or other data collections? Do you collect SEVIS codes?

(20)

Student Enrollment Data

Discussion/Clarification Items –

5. Accumulated Instructional Units

• Are you reporting accumulated credits at the start of the term? At the end of the term? Are current term credits of enrollment (regular/remedial) included?

6. Transfer Instructional Units

• Are you reporting credits transferred in during the term of reporting? Or cumulative transfer credits?

7. Transfer Institution

• Are you reporting the last institution from which credits were transferred? The first institution? The institution from which the highest number of credits were

(21)

Student Enrollment Data

Discussion/Clarification Items –

8. MARSS number (Minnesota K-12 student ID)

• This number should be appearing on the student’s K-12

transcript. Any instances where it is not appearing?

• OHE plans to mandate collection of this ID for MN high school graduates (2003 forward). Are you storing this number?

(22)

Degrees Conferred Data

Changes have been grouped into 5 areas

1. Overview:

Population or data collection timing

changes

2. Deletions:

Data elements currently collected that will

no longer be collected

3. Modifications:

Data elements currently collected for

which codes or technical specifications are changing

4. Additions:

New data elements to be collected

5. Discussion:

Data Elements needing discussion because

we are not sure if institutions are reporting the same

(23)

Degrees Conferred Data

Overview

1. Change in population to be reported

OHE plans to align with the population reported as part

of IPEDS Completions survey

Current: One record for each degree and/or award conferred during the reporting period in programs of at least 15 quarter credits, 10 semester credits, 350 clock hours, or the equivalent in duration.

Proposed: One record for each degree and/or award conferred during the reporting period in ALL programs

2. TEXT file submissions please (excel for small

schools only)

(24)

Degrees Conferred Data

Deletions

1. Institution Name of Major/Program 1

(text field showing name of major)

2. Institution Name of Major/Program 2

(25)

Degrees Conferred Data

Modifications

1. Institutional Student ID number

• Change to 9 digit numeric format (current 7 digit)

2. State, Province, or Country of Residence

• Modify foreign codes to conform with U.S. Postal Codes

3. Citizenship/Immigration Status

• Will align to any changes made to Enrollment Data

4. Date Conferred

• Change to 8 digit date format with DAY specific to awarding (currently all dates reported as the 1st _{of the}

(26)

Degrees Conferred Data

Modifications

5. Major 1

6. Major 2

(27)

Degrees Conferred Data

Additions

1. Major 1 Year

2. Major 2 Year

3. Fiscal Year

• 4 digit year corresponding to the academic year in which the award was conferred (used to clarify which year July awards belong to)

(28)

Next Steps plus Q&A

1. Next meeting is scheduled for Weds, January 13

th

• Time preference?

• Please come prepared with feedback for us

• Would any of these changes cause a significant burden?

• How should the data collection reporting cycle be structured?

• What are we missing? What else should be collected? What should we reconsider deleting?

2. What other information/materials would you like to

see from OHE?

(29)