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ACIR Aug. 11, 1997 Minutes

ACIR Aug. 11, 1997 Minutes



August 11, 1997

10:30 A.M.

Members Present                                                                                Staff Present

Ms. Mim Armour                                                                                  Ms. Camille Brown
Ms. Annie Belton                                                                                  Mr. Raghu Korrapati
Ms. Delony Bladen                                                                               Dr. Aileen Trainer
Mr. Moses Brown                                                                                 Dr. Lovely Ulmer-Sottong
Ms. Kay Coleman
Ms. Mary Jo Cook
Mr. David B. Fleming
Mr. Gregory E. Gilbert
Ms. Jodi Herrin
Ms. Karen Jones
Dr. James Jordan
Ms. Robin Lawrence
Ms. Kaye Lawson
Ms. Eileen Mansfield
Ms. Chris Mee
Dr. James L. Myers
Mr. Tom Nelson
Mr. Jack Peterson
Ms. Tina Reid
Ms. Michelle Smith
Ms. Gail Stephens
Mr. Jim Stribling
Mr. Bob Strickland
Ms. Lisa Weaver

The Advisory Committee on Information Resources(ACIR) met in the conference room of theCommission on Higher Education on August 11, 1997 at 10:30 a.m. Ms. Brown called themeeting to order. The minutes from the July 11, 1997 meeting were approved as submitted.The next quarterly meeting was changed from October 9, 1997 to October 2, 1997 because ofthe commission meeting.

Ms. Brown explained that she had participated in separate meetings with representativesof the research sector, teaching & comprehensive universities, and the technicalcolleges. The discussions from the three meetings were included in the attachments sentvia e-mail in preparation for this meeting. The focus of these meetings had been todiscuss in detail the definitions and requirements for two of the performance indicatorsand any relevant information for the faculty component of CHEMIS.

The objective of this meeting is to consolidate into one report each of the sector'sseparate discussions. This would apply to performance indicator 7-F, credit hours earnedof graduates and the transfer in portion of the performance indicator 7-A, graduationrates. The results of the discussion are described in attachments I and II.

The tracking of transfer students for the IPEDS Graduation Rate Survey has beendiscussed with CHE trying to work with the National Student Loan Clearinghouse. Jim Bundyin North Carolina is the marketing representative for this area. There is an annual feefor each institution to participate in the transfer tracking. This fee is based on theschool's fall term enrollment at six cents per student with a minimum charge of $150 foran institution. The clearinghouse will accept inquiries at state level as long as theindividual schools have submitted enrollment. He is further checking to see if a cheaperrate can be attained by submitting the data at state level rather than by the individualschools. In looking at the data format to be sent to the clearinghouse, name and socialsecurity number are required for matching students. Mr. Bundy is inquiring as to whetherthe matching can be done without the name. The institutions will be informed asdevelopments continue on transfer tracking.

Ms. Brown shared with the group the results of a meeting with Terri Jenkins from theState Human Resources Office on Friday, August 8, 1997. Kay Coleman was in attendance, aswell as a staff member of the MIS department from HRM. There is data on faculty availablefrom human resources. However, they do not maintain enough of the required pieces. Wewould still have to go to the institutions for the majority of the data. The conclusion ofour meeting was that any definitions that are developed should be compatible with similarelements in their system. Kay recommended working very closely with the human resourcedepartment at your institution.

The results of the residency officers meeting on July 11 were included as Attachment VIin the handout for this meeting. For Fall 1997, the ten categories of fee classificationsfor students will be reported manually by the institution at the undergraduate level only.The data will be reported electronically in Fall 1998 for all students enrolled at theinstitutions. When data is to be reported in Fall 1998, the codes three through ten willbe reported as A through H in the Res_class field in CHEMIS.

The faculty data elements were discussed and corrections were made to the file layoutsand data dictionary pages. December 15 was once again confirmed as the data required forfaculty data.

The meeting was adjourned.



Performance Indicator 7-F, Credit Hours earned of Graduates

1. For the first year only, this data would include all students who had been reportedby the institution as being first-time, degree seeking students at the undergraduatelevel.

2. The definition of credit hours earned of undergraduates would include all the hoursearned at the institution and the hours accepted based on the academic policies of theinstitution and the articulation agreements.

By separating the students into four categories under definition of initial admissionstatus, all hours earned should be reported for the student and not just those that aredirectly applicable to the degree the student has been awarded.

3. The required information on each student to be reported on the completions tape:

1) Credit hours earned of graduates

2) Credit hours required of graduates

3) Initial admission status

4. Definition of Initial Admission Status: a student was admitted as

1) First-time freshmen, degree seeking

2) Transfer student, no previous degree

3) Previous degree student, whether they've attained that degree at

the same institution or another institution. Transfer students

with previous degrees are to be reported in this category.

4) Admitted as non-degree seeking, changed to degree seeking

5. September 30th reporting of the Completions data will not include these additionalfields. The Completions data will be resubmitted in January with the extra elements added.


Performance Indicator 7-A, Graduation Rates - Transfer In Portion

The transfers each fall would be placed in the appropriate year's cohort based on thenumber of hours that have been accepted by the institution. At the four year institutions,only those students that are full-time, degree seeking should be included. However, at thetwo year institutions, all full time and part time degree seeking students should beincluded.

The chart below represents which cohort year to place the student:

Hours Earned Cohort Year

00 - 29 -- 1

30 - 59 --  2

60 - 89 --  3

90 - 119 -- 4

120 & above -- 5

1. Transfers into two year programs, as well as those students at MUSC, will start withzero hours. Therefore, at the two year institutions each fall an entering freshmen cohortwill be established and all those students that transfer that fall will be reported as apart of the current cohort.

2. Transfers will be included in the cohort from the fall semester only.