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ACIR Sep. 18, 1997 Minutes

ACIR Sep. 18, 1997 Minutes

MINUTES

ADVISORY COMMITTEE ON INFORMATION RESOURCES

September 18, 1997

10:30 A.M.

Members Present                                                                                  Staff Present

Ms. Annie Belton, S. C. State                                                            Ms. Camille Brown
Ms. Delony Bladen, U.S.C.-Cola                                                       Mr.Raghu Korrapati
Mr. Moses Brown, SBTCE                                                                 Mr.John Smalls
Ms. Jo Ellen Cantrell, Spartanburg Tech                                           Dr.Aileen Trainer
Dr. Les Carpenter, U.S.C.-Sumter
Ms. Kay Coleman, U.S.C.-Cola
Ms. Mary Jo Cook, Lander
Dr. Anthony Coyne, U.S.C.-Sumter
Mr. David B. Fleming, Clemson
Mr. Gregory E. Gilbert, MUSC
Ms. Beverly Harper, Midlands Tech
Dr. Wanda Hayes, U.S.C.-Aiken
Mr. David Hunter, U.S.C.-Cola
Ms. Karen Jones, Withrop
Dr. James Jordan, S.C. State
Ms. Star H. Kepner, U.S.C.-Sumter
Ms. Kaye Lawson, Clemson
Ms. Eileen Mansfield, College of Charleston
Ms. Whitney Marcengill, Lander
Dr. Harry Matthews, U.S.C.-Columbia
Mr. Bob Mellon, SBTCE
Col. Spike Metz, The Citadel
Ms. Shara Moore, Francis Marion
Dr. James L. Myers, S.C. State
Mr. Tom Nelson, Lander
Ms. Sharon G. Rogers, Francis Marion
Ms. Tina Reid, Spartanburg Tech
Ms. Michelle Smith, College of Charleston
Ms. Lindy Smith, Coastal Carolina
Mr. Jonathan Trail, U.S.C.-Spartanburg

The Advisory Committee on Information Resources(ACIR) met in the conference room of theCommission on Higher Education on September 18, 1997 at 10:30 A.M. Ms. Brown called themeeting to order. After some discussion on Attachment II, Item 1 from the minutes, theywere approved as submitted.

Mr. Smalls commented to the group on the continuing role of the ACIR. The Financedivision feels that one of the most successful accomplishments at the Commission has beenthe development of CHEMIS. Political influences have been placed aside and the integrityof the data has remained. Institutional representatives have been appointed by thepresidents. Over the years a very strong system has been developed with many differentuses.

With performance funding, the role of the ACIR has become somewhat 'fuzzy'.The purpose is to collect data for lots of areas: funding, need based scholarship program,Palmetto Fellows, Statistical Abstract, SREB, and IPEDS. In the development of the system,to the extent possible, national standards have been used. We feel this needs to continueas the basis for data collection. When a group such as performance funding needs data, ourcollection can be expanded, but the basis for definitions should remain standard. Subsetsof data can be derived, but the basic definition does not change.

Mr. Smalls felt that there had been some confusion at the staff level as to datainvolvement with performance funding. Our definitions remain standard. If the performancefunding group requires additional data, we can collect it.

Institutional representatives felt that consistency of data reporting has become a veryimportant issue with the advent of performance funding. The paper reports which requiredcompleting using the definitions of 'institutionally defined' are no longer okaybecause institutions have processes that vary.

Mr. Smalls stated that over a period of six years, this committee has dealt with issueslike that, have come to consensus, and have built a strong system. He asked us to continuethat process.

It had been requested that agenda item V be discussed first. No objections were heard.Ms. Brown stated she had received questions concerning the definition of full-time facultyand fte faculty. Ms. Brown stressed the need for consistency and comparability acrossinstitutions. Much discussion was generated by the group as to who are faculty at theirinstitutions and the counting of instructional effort converted into FTE's.

It was stressed that for this year those faculty to be reported in the facultycomponent of CHEMIS would be the ones that are counted in the IPEDS Salaries Survey.

It was proposed that a working group of those individuals responsible for creating thefaculty reports for counting credit hours and contact hours meet on September 25 and 26 tocome up with acceptable standards. The meeting was adjourned for lunch.

When the group reconvened, Ms. Brown stated that the conference room at the Commissionwas available on Sept. 25 and 26. The invitation was issued to all that were interested tocome and participate.

Under the Completions area, SBTCE wanted to know why on the performance indictor 7-a,graduation rates included part time as well as full time. The IPEDS Graduation Rate Surveyrequired collecting both cohorts.

Ms. Brown stated that the Commission would accept credit hours earned/required ofgraduates on the completions tape which are due at the Commission by September 30. Sheleft it up to the institutions as to whether they wanted to submit the data on the currentcompletions submission or wait until January, 1998 for a separate submission.

Tracking of transfer in students for the graduation rate survey, would go back nofurther than the 1991 cohort for the four year institutions and the 1994 cohort for thetwo year institutions.

Ms. Lindy Smith stated that the National Center for Education Statistics(NCES) had setup one day seminars across the country on the IPEDS GRS survey and recommended that asmany people as possible attend. Ms. Brown reported they begin Sept. 29 in Washington. Theclosest one to Columbia is Atlanta in November.

CHE was not able to get the Student Loan Clearinghouse to give a cheaper rate than thequoted six cents per student on those transfer out students if all data was submitted atstate level. There is no charge for participation in the Student Loan Clearinghouse forfinancial aid. If the institution chooses to participate in the Transfer track option,then the institution pays six cent per student enrolled for fall semester, whether theysubmit 100 names for tracking or 10 names.

In reading their transfer track policies, only students that would fall under Studentright to Know(SRK) requirements can be submitted to the Clearinghouse. Therefore, transferin students can not be submitted to the clearinghouse because it is optional under SRK.Ms. Brown agreed the Commission could check the CHEMIS data base for matches on thesestudents. The date set to have data to CHE for these requests was November 30, with CHEreturning the data by Jan 1, 1998. Tentatively, an agree upon date for reporting the GRSsurvey to the Commission was Feb 1, 1998.

Concerning enrollment, we have defined the different categories of residency class. Itis very clear in the law who are the legal residents of South Carolina and thoseexceptions that pay in-state fees. We will gather the data in the appropriate categoriesand the performance funding team will decide who to include from the reported categories.Enrollment data will be expanded by CHE to accept the ten categories of theclassifications of res_class for Fall 97 submission. Institutions can report the numbersmanually or electronically.

The questions presented on high school grade point averages(gpa) were given as a matterof information because they were questions which had been asked of Ms. Brown. She wantedto share with the group the responses she gave. Honors and Advanced Placement courses aregiven extra credit, therefore creating weighted gpa's. Some institutions felt thatconverting to a 4.0 scale meant that a 4.0 was the highest that could be achieved and thatthe unweighted gpa should be used. Because of how the gpa was calculated at theinstitutions, we should look at refining this data for next year.

Shared with the group was that the performance funding team was now looking at lowerdivision courses, as well as upper division courses for average section size, lecturecourses only, and excluding any courses marked distance education. It will includeremedial courses for those institutions that are authorized for remedial courses.

An additional question concerning high school prerequisites was asked by Mr. Nelson. Astudent has taken one unit of tech prep chemistry. Under preq_3, there is no category forthis. Dr. Trainer stated that tech prep chemistry is not included in approved list ofcourses. Therefore, the code would be marked as did not meet. Other examples given alsofell under the category of did not meet.

Summary of calendar dates:

1) Dec 15 - CHEMIS Faculty

2) Jan 31 - credit hours earned/required

3) Oct 31 - Manual report of Res_class, if not reported on CHEMIS

4) Nov 30 - Transfer ins, return to inst, Jan 1

(Limited to Fall 91-four year inst,  Fall 94-two year inst)

A meeting date was set for October 7 or October 16, depending on room available.

Workshop Meetings

On September 25 and 26, 1997, the individuals listed below participated in a workshopto discuss the faculty included in the IPEDS Salaries Survey and the counting ofcredit/contact hours for faculty. The individuals listed below were in attendance eitherfor part or all of the workshop.

Ms. Cathy Almquist, Trident Tech
Ms. Ann Bowles, U.S.C. - Union
Ms. Camille Brown, CHE
Ms. Kay Coleman, U.S.C. - Columbia
Ms. Mary Jo Cook, Lander
Mr. Henry Cope, Trident Tech
Dr. Deborah Cureton, U.S.C. - Lancaster
Dr. Robert Cuttino, U.S.C. - Beaufort
Mr. Ron Drayton, Midlands Tech
Mr. Dave Fleming, Clemson
Mr. Greg Gilbert, M.U.S.C.
Dr. Wanda Hayes, U.S.C. - Aiken
Mr. David Hunter, U.S.C. - Columbia
Ms. Karen Jones, Winthrop
Dr. Jim Jordan, S.C. State
Ms. Star Kepner, U.S.C. - Sumter
Mr. Bob Mellon, S.B.T.C.E.
Col. Spike Metz, The Citadel
Dr. Blanche Premo-Hopkins, U.S.C. - Aiken
Mr. Joe Powell, S.B.T.C.E.
Ms. Mary Robertson, Midlands Tech
Ms. Lindy Smith, Coastal Carolina

Who to include/exclude on Integrated Postsecondary Data System(IPEDS) Salaries Survey?

1. Is the person a full time employee?

Continue

2. Is the person a faculty member?

Continue

3. Does the faculty hold status(rank)?

Continue

A. Exclude

- Librarians

- Presidents

- Faculty with more than 50% public service

- Replacements for instructional faculty on sabbatical leave

- Instructional faculty on leave without pay

- Instructional faculty for preclinical and clinical medicine (Instructional faculty inall other fields, such as dentistry, veterinary medicine, nursing, dental hygiene, etc.,should be reported.)

B. Include

- Those members of the Instruction/Research staff whose major (more than 50%) regularassignment is instruction, including those with released time for research

- Instructional faculty on sabbatical leave

- Replacements for instructional faculty on leave without pay

- Persons administering and involved in facilitating instruction in a single or relatedcluster of academic disciplines. This person may or may not teach and is to be includedregardless of title.

(In this area, the definition on the instructions for IPEDS  Salaries said toinclude chairs of departments (if they have no other administrative title and hold afull-time faculty rank). The instructions also said to exclude administrative officerswith titles such as dean of instruction, academic dean, dean of faculty, dean of students,registrar, coach,  etc., even though they may devote part of their time to classroominstruction. Institutions were confused by these two statements. Thus the definition inthe paragraph above.)

The workshop group came to consensus on counting credit hours/contact hours for facultyusing the table described below. How to count the hours were looked at based on themethods of instruction listed in the Commission on Higher Education Management InformationSystem(CHEMIS). Some additional methods were added and one was changed.

                                         Credit                       Contact
Method of Instruction     Hours                       Hours

1. Lecture                        Actual                       Actual

2. Laboratory/Clinical     Actual                       Actual

3. Seminar                        Actual                      Actual

4. Independent Study        6 students = 3 cr     6 students = 3 con

5. Thesis Undergrad         3 students = 3 cr     3 students = 3 con

               Grad.                 2 students = 3 cr     2 students = 3 con

6. Dissertation                 2 students = 3 cr     2 students = 3 con

7. Practice Teaching        4 students = 3 cr      4 students = 3 con

8. Internship/

Cooperatives                    4 students = 3 cr     4 students = 3 con

9. Lecture/Lab-Clinical    Actual                     Actual

10. Private Instruction      Actual                     Actual

11. Field Studies

Not defined in catalog       Actual                      No Contact

Defined in catalog             Actual                      Actual

12. Other                           Inst. defined            Inst. defined

13. Practicum Undergrad 10 students = 3 cr    10 students = 3 con

                                  Grad   4 students = 3 cr     4 students = 3 con

14. Studio                            Actual                    Actual

All courses are to be rolled up/combined on a common meeting time unless the coursesare coded TBA.