[OK-AIR] Coding of non-degree seeking students Element 25

Tue Feb 2 09:42:20 CST 2016

All,
I was a little confused about the new instructions for Element 25 when a student changes from type "E" non-degree seeking to Degree-seeking.  See Marion Dilbeck's notes below.  If a student goes from "E" to one of the degree-seeking admit codes their admit code should change and if they are first-time full-time they would go into the IPEDS and CCA cohorts.  At Rose this is a small number of students but still will impact how I build the files.

Isabelle Billen | Rose State College | Associate VP for Institutional Effectiveness
6420 SE 15th Street | FA 117 | Midwest City, OK  73110 | p: 405.733.7580 | e: ibillen at rose.edu<mailto:ibillen at rose.edu>
[RSC-email-tag]

From: Dilbeck, Marion [mailto:mdilbeck at osrhe.edu]
Sent: Tuesday, February 02, 2016 9:31 AM
To: Billen, Isabelle <ibillen at rose.edu>; Northrop, Gayle <gnorthrop at osrhe.edu>
Cc: Aitson-Roessler, Mechelle <maitson-roessler at rose.edu>
Subject: RE: Fall 15 Rose STate UDS

If you code them as first-time-entering in a Fall term (or they carry over from first-time in Summer into Fall), they should go into IPEDS and CCA cohorts.  The "at this level" consideration makes a difference.

From: Billen, Isabelle [mailto:ibillen at rose.edu]
Sent: Tuesday, February 02, 2016 7:58 AM
To: Dilbeck, Marion; Northrop, Gayle
Cc: Aitson-Roessler, Mechelle
Subject: RE: Fall 15 Rose STate UDS

Marion
So for this group, if they go from Admit non-degree seeking to a Degree-seeking admit code do they go into the IPEDS First-time Full-time Cohort?  They are not first-time in college but they would be first-time as a degree seeking student.
Izzy

From: Dilbeck, Marion [mailto:mdilbeck at osrhe.edu]
Sent: Thursday, January 28, 2016 2:17 PM
To: Northrop, Gayle <gnorthrop at osrhe.edu<mailto:gnorthrop at osrhe.edu>>; Billen, Isabelle <ibillen at rose.edu<mailto:ibillen at rose.edu>>
Cc: Aitson-Roessler, Mechelle <maitson-roessler at rose.edu<mailto:maitson-roessler at rose.edu>>
Subject: RE: Fall 15 Rose STate UDS

We've nuanced Record S, Element 25, Original Type of Admission at This Level.    In the UDS Manual remarks for this element we say,

                                   "This element relates to the basis of admission for the original application at your institution at this level.  Concurrent students are coded as "L" or "W" until they graduate from high school, then they must receive an admission code under First-Time Entering Students. Students admitted as "E" (non-degree-seeking) who later decide to seek a degree should receive a new admission code, as this is a change of level.  A non-degree-seeking student should not be coded as first-time-entering in Element 28."  and

                                    "*Reference State Regents' Policy on Institutional Admission and Retention, Parts 3.6, 3.9, and 3.10 (page 89) at http://www.okhighered.org/state-system/policy-procedures/part3.shtml"

                                    This is something where the distinction is harder to see at an open admission institution. It's tempting to view the HS Concurrent student as continuing when her graduates from high school.  But that's a change of level from Concurrent HS (not in a degree program due to ineligibility since he hasn't earned a HS diploma) to Degree-Seeking.  It requires a change of admission type codes.
                                    At a four-year institution, it's possible to admit a student who is non-degree-seeking, such as an Auditor, on no credentials; but when the student wants to become degree-seeking, he has to submit the credentials and receive a formal admission decision.  That amounts to a change of level.  Therefore, the Original Type of Admission at This Level should be changed.
                                    When an undergraduate graduates and wants to go to graduate school at the same institution, it's a change of level requiring an admission decision.  Even though he is continuing at the same college, he must have a new admission code.
                                     So-we want to be able to use the Original Type of Admission at This Level code and the First-Time-Entering Student code (Record S, Element 28) to determine who is new and at what level.  In my view, doing it this way clarifies the situation.  There should be only one semester at an institution when a student is new at that level.

From: Northrop, Gayle
Sent: Thursday, January 28, 2016 12:05 PM
To: 'Billen, Isabelle'; Dilbeck, Marion
Cc: Aitson-Roessler, Mechelle
Subject: RE: Fall 15 Rose STate UDS

That would be really helpful for the new IPEDS outcome measures as well....

From: Billen, Isabelle [mailto:ibillen at rose.edu]
Sent: Thursday, January 28, 2016 11:14 AM
To: Dilbeck, Marion; Northrop, Gayle
Cc: Aitson-Roessler, Mechelle
Subject: RE: Fall 15 Rose STate UDS

  Follow up questions (you know I can never leave well enough alone):

1.       When High school students are admitted as a regular college student they can be eligible to be in the First-time Full-time cohort.  I don't think we want this group to be in the FTFT cohort do we since they actually started college earlier as an adult.

2.      Do we change the enrollment action to one of the Admitted actions, 1,2,3,4 or leave them as Continuing Student?

3.      Leave First-time Entering student as 3, Not First-time Entering student?

I propose that we add a field to the UDS file something like First_Semester_At_Institution so that we know the first time they were at our schools.  I already keep this info so that I can better tell what has happened along the way.   Things get really muddy when you start changing the original Admit codes.

Just my thoughts.

Izzy

From: Dilbeck, Marion [mailto:mdilbeck at osrhe.edu]
Sent: Thursday, January 28, 2016 10:59 AM
To: Billen, Isabelle <ibillen at rose.edu<mailto:ibillen at rose.edu>>; Northrop, Gayle <gnorthrop at osrhe.edu<mailto:gnorthrop at osrhe.edu>>
Subject: RE: Fall 15 Rose STate UDS

Let's treat this as if it's the result of a new admission decision/change of level similar to the change from HS to college or undergraduate to graduate, and change the original admission  code.

From: Billen, Isabelle [mailto:ibillen at rose.edu]
Sent: Thursday, January 28, 2016 10:57 AM
To: Dilbeck, Marion; Northrop, Gayle
Subject: FW: Fall 15 Rose STate UDS

Marion
I'm getting several errors for students who were originally admitted as Non-Degree Seeking, type 25, who are now degree seeking.  Are we supposed to change the original admit code or just submit a Degree Seeking RE-admit code?

Thanks
Izzy

From: Christopher, Tonii [mailto:tchristopher at osrhe.edu]
Sent: Thursday, January 28, 2016 10:09 AM
To: Billen, Isabelle <ibillen at rose.edu<mailto:ibillen at rose.edu>>
Subject: RE: Fall 15 Rose STate UDS

Hi Isabelle,

Thank you for your early submission of 1516 Fall Student Enrollment Records E/M/S data, please find the results in the outbox on your sftp site - 245.FALL1516.RECORD_E_ERRORS.txt - 245.FALL1516.RECORD_S_ERRORS.txt, as well as the ViStat reports for your review - 245ViStatFall1516E.txt - 245ViStatFall1516S.txt

Record M had no errors to report.

Tonii

From: Billen, Isabelle [mailto:ibillen at rose.edu]
Sent: Wednesday, January 27, 2016 2:17 PM
To: Christopher, Tonii
Subject: Fall 15 Rose STate UDS

Tonii
Will you please edit our first pass of Fall 15 records:

[cid:image001.jpg at 01D15D9C.64695100]

thanks

Isabelle Billen | Rose State College | Associate VP for Institutional Effectiveness
6420 SE 15th Street | FA 117 | Midwest City, OK  73110 | p: 405.733.7580 | e: ibillen at rose.edu<mailto:ibillen at rose.edu>
[RSC-email-tag]

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