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Student Information System, Contact AHEIS Reference Manual for the SSttuuddeenntt IInnffoorrmmaattiioonn SSyysstteemm Public Institutions Arkansas Department of Higher Education Little Rock, Arkansas 2013 – 2014 AHEIS Reference Manual for the SSttuuddeenntt IInnffoorrmmaattiioonn SSyysstteemm Arkansas Department of Higher Education 423 Main Street, Suite 400 Little Rock, AR 72201 Phone: 501/371-2000 Fax: 501/371-2002 A D H E Division of Research and Planning 2013-2014 Reporting Calendar for Institutions of Higher Education Month Due Date Indep Activity July 07/10/2013 Wed Financial Aid Crosswalk July 07/10/2013 Wed Academic Calendar * Note: A copy of the academic year calendar from an institutional catalog may be substituted. July 07/10/2013 Wed Graduated Student File for prior academic year * Note: A.D.H.E. will NOT upload the I.P.E.D.S. Completions data to institutional web pages from GSF. August 08/07/2013 Wed * Summer I End-of-Term (includes Spring Off-Schedule End-of-Term) August 08/07/2013 Wed * Summer II Term File (Student, Registration, Course, Instructor) includes Summer I Off-Schedule August 08/07/2013 Wed Workforce Education and Training Course File (Summer I data) August 08/07/2013 Wed I.P.E.D.S. Registration Opens. * UserIDs and passwords for 2013-14 will be distributed to all institutions on August 7. Those with designated keyholders will receive information via email. All institutions for which there is no designated keyholder will receive a letter directed to the CEO containing registration information. Institutions are encouraged but not required to complete Report Mapping, Institution Identification, and IC Header during the Registration period. Report Mapping and Institution Identification must be completed, and IC Header must be locked before the Fall surveys can be started. Report Mapping and IC Header are available until the end of the Fall collection. Institution Identification is available through Spring. Components: Registration; Report Mapping; Institution ID; IC-Header August 08/14/2013 Wed Perkins Annual Assessment (for prior academic year) August 08/21/2013 Wed Annual Instructor File (for prior academic year) August 08/28/2013 Wed Military Compensation - Annual Report on type and amount of compensatory options awarded to students called to military service per Act 85 of 2005. September 09/04/2013 Wed I.P.E.D.S. Fall Collection Opens * Components: Institutional Characteristics; Completions; 12-month Enrollment September 09/11/2013 Wed * Graduated Student File for current academic year (July and August graduates) September 09/11/2013 Wed ACTS Transfer Report September 09/18/2013 Wed * Estimated Fall Census Enrollment (submit totals via form in Appendix P) September 09/27/2013 Fri * Financial Aid Data File October 10/16/2013 Wed * I.P.E.D.S. Fall Collection Closes for Institutions October 10/16/2013 Wed Send pdf copies of IPEDS Fall form data via ft server with email notification to ADHE * (officially due 11/06/2013) October 10/16/2013 Wed * Summer II End-of-Term File (includes Summer I Off-Schedule End-of-Term) October 10/16/2013 Wed * Fall Term File (Student, Registration, Course, Instructor) includes Summer II Off-Schedule October 10/16/2013 Wed Workforce Education and Training Course File (Summer II data) October 10/16/2013 Wed Intercollegiate Athletic File (for prior academic year) November 11/06/2013 Wed O C R A-5: Governing Board Composition November 11/06/2013 Wed O C R B-1: Student Applications, Acceptances , and Enrollments December 12/11/2013 Wed I.P.E.D.S. Winter Collection Opens * Components: Student Financial Aid; Graduation Rates; 200% Graduation Rates December 12/11/2013 Wed I.P.E.D.S. Spring Collection Opens * Components: Fall Enrollment; Finance; Human Resources February 02/12/2014 Wed * I.P.E.D.S. Winter Collection Closes for Institutions February 02/12/2014 Wed Send pdf copies of IPEDS Winter form data via ft server with email notification to ADHE * (officially due 03/05/2014) February 02/26/2014 Wed * Fall End-of-Term File, includes Summer II Off-Schedule End-of-Term February 02/26/2014 Wed * Spring Term File (Student, Registration, Course, Instructor) includes Fall Off-Schedule February 02/26/2014 Wed Workforce Education and Training Course File (Fall data) April 04/09/2014 Wed * I.P.E.D.S. Spring Collection Closes for Institutions April 04/09/2014 Wed Send pdf copies of IPEDS Spring form data via ft server with email notification to ADHE * (officially due 04/30/2014) June 06/18/2014 Wed * Spring End-of-Term File, includes Fall Off-Schedule End-of-Term June 06/18/2014 Wed * Summer I Term File (Student, Registration, Course, Instructor) includes Spring Off-Schedule June 06/18/2014 Wed Workforce Education and Training Course File (Spring data) Compliance Notice: Mandatory Reporting Requirements for Institutions with Program Participation Agreements. Section 490 of the Higher Education Amendments of 1992 (P.L. 102-325) requires that “institutions will complete surveys conducted as part of the Integrated Postsecondary Education Data System (IPEDS)…in a timely manner and to the satisfaction of the Secretary”. Thus, reporting to IPEDS is mandatory for institutions that participate in or are applicants for participation in any Federal financial assistance program authorized by Title IV of the Higher Education Act of 1965, as amended (20 USC 1094(a)(17)). TABLE OF CONTENTS AHEIS REVISIONS OVERVIEW, EFFECTIVE JULY 1, 2013 Page 1 ADHE FILE SPECIFICATIONS Preparing Files for Submission to ADHE Page 16 File Naming Conventions Page 18 File Header and Trailer Record Page 20 Accessing the File Upload System Page 21 File Upload Procedure, Warnings and Errors Page 22 View and Print Submission Errors Page 25 Off-Schedule Reporting Page 27 Changing Password Page 28 Identification Number Change, Record Layout and Definition Page 29 Adjustment to Cohort Page 33 TERM FILES STUDENT Record Layout Page 38 Definitions Page 39 CREDIT COURSE Record Layout Page 58 Definitions Page 59 Examples of Course Linking: Courses with Multiple Prefixes Page 71 Courses with Multiple Levels Page 72 Courses with Multiple Locations/Modes of Delivery Page 73 Courses with Multiple Sections by Same Instructor and Same Time Page 74 Courses with Multiple Instructors Page 75 Courses with Multiple Credit Hours Page 76 REGISTRATION AND END OF TERM Record Layout Page 78 Registration Definitions Page 79 End of Term Definitions Page 80 TERM INSTRUCTOR Record Layout Page 88 Special Help Page 89 Definitions Page 89 Examples of Time Calculations Reported in the Term Instructor File Page 100 WORKFORCE EDUCATION, TRAINING, AND SERVICE COURSE Record Layout Page 102 Definitions Page 103 AATYC Workforce Policy and Procedures Page 109 TABLE OF CONTENTS ANNUAL FILES FINANCIAL AID Record Layout Page 116 Definitions Page 117 Fund Codes Page 120 GRADUATED STUDENT Record Layout Page 124 Definitions Page 125 ANNUAL INSTRUCTOR Record Layout Page 132 Definitions Page 133 Examples of Allocating Percentage of Salary for Specific Functions Reported In the Annual Instructor File Page 138 INTERCOLLEGIATE ATHLETIC Record Layout Page 140 Definitions Page 141 PERKINS ASSESSMENT FILE Record Layout Page 144 Definitions Page 145 APPENDICES A. Arkansas Higher Education FICE Codes, Institutional Abbreviations Page A-2 B. ADHE County/Parish Codes for Arkansas and Bordering States Page A-4 C. ADHE State Codes Page A-5 D. ADHE Arkansas High School Codes Page A-6 E. Secondary Area Centers Page A-13 F. Freshman Assessment and Placement Required Scores Page A-14 Conditional Admission for High School Graduates (Revised) Page A-19 G. Glossary Page A-22 H. ADHE Residency Classification for Tuition Purposes Page A-33 I. Overview of NCES’ Integrated Postsecondary Education Data System (IPEDS) Page A-34 I.2 Completions File Upload Page A-59 J. Arkansas Transfer Reports ACT 182 Roger Phillips Transfer Act Report Page A-60 ACT 672 ACTS Transfer Report Page A-62 Special Notes Page A-63 ACT 182 Roger Phillips Transfer Act Form Page A-65 ACT 672 ACTS Transfer Forms Page A-66 Arkansas Course Transfer (ACT) System ACT Course Index Page A-67 K. (Reserved for later use) L. Summary of Selected Legislation Related to ADHE Reporting Survey Changes, May 2013 Page A-68 M. Compensatory Options Awarded to Students Called to Military Service Memo Page A-69 Forms (Student) Page A-70 Form (Dependent) Page A-71 N. (Reserved for later use) O. Clarifying Memos Page A-72 P. Preliminary Fall Census Enrollment Survey Page A-137 Z. SIS Data Files and Report Descriptions Page A-138 Who to Contact For questions regarding data submissions and reports generated from ADHE’s Student Information System, contact: Rick Jenkins Sharon Butler Assoc Dir, Planning & Accountability DHE Program Specialist / Data Phone: (501) 371-2066 Analyst / IPEDS State Coordinator Fax: (501) 371-2002 Phone: (501) 371-2069 E-mail: [email protected] Fax: (501) 371-2002 E-mail: [email protected] For questions regarding file upload and web validation reports, contact: Paul Nations Robert Crockett Senior Systems Analyst Software Support Analyst Phone: (501) 371-2042 Phone: 501-371-2044 Fax: (501) 371-2001 Fax: 501-371-2001 E-mail: [email protected] E-mail: [email protected] Mailing address: Arkansas Department of Higher Education 423 Main, Ste. 400 Little Rock, AR 72201 Phone: (501) 371-2000 Fax: (501) 371-2002 Website: http://www.adhe.edu SISDB Changes for AY2014 (2013-2014) STUDENT FILE Public Private 1. Undocumented Student Field New Field 122 76 Is the student an undocumented student or undocumented resident? An undocumented student is a foreign national who: (1) entered the United States without inspection or with fraudulent documents; (2) entered legally as a nonimmigrant but then violated the terms of his or her status and remained in the United States without authorization (as defined by the National Immigration Law Center); (3) an enrolled student that refuses to provide documentation of legal residence in the United States.
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