COMPREHENSIVE DATABASE REPORTING GUIDELINES INDEPENDENT INSTITUTIONS 2011-2012 1024 CAPITAL CENTER DR. SUITE 320 FRANKFORT, KY 40601 502-573-1555 WWW.CPE.KY.GOV http://www.cpe.state.ky.us/aboutus/ aboutus_council_meetings_materials.asp Kentucky Council on Postsecondary Education Steven L. Beshear 1024 Capital Center Drive, Suite 320 Robert L. King Governor Frankfort, Kentucky 40601 President Phone: 502-573-1555 Fax: 502-573-1535 http://www.cpe.ky.gov M E M O R A N D U M TO: Comprehensive Data Base Guidelines Users FROM: Heidi Hiemstra, Assistant Vice President, Research and Planning DATE: August 10, 2011 SUBJECT: Summary of Changes for 2011/12 Reporting Guidelines Changes to the Reporting Guidelines for 2011-12 are summarized below: • The entrance exam file has changed from an annual collection to one that occurs twice a year. Summer/fall entrants’ information will be due March 30, spring entrants on July 1. • A field to flag project graduate students has been added to the type 1 enrollment and degrees collections, along with a common definition of who qualifies. • Changes have been made to the student classification codes to simplify post-baccalaureate and graduate student reporting and better align with IPEDS. • Optional fields for institutional student and course ID numbers will be added to every collection as appropriate. • Language has been added to the directions and definition of the course section field to clarify that reported course sections must be unique within the reporting term to enable accurate matching across Type 2 and Type 3 Enrollment files. • Because of the changes in reporting off-campus site codes for licensure purposes, it is no longer necessary to report the off-campus location (county, state, foreign country) and that field (columns 34-36 on Type 3) should be left blank. The off-campus site code will still be reported in columns 46-48 and a new list of site codes (Table 29) can be found in the Reporting Guidelines. As always, thank you for all the good work you do for the Commonwealth of Kentucky. If you have any questions or concerns, please contact me at [email protected] or Martha Evilsizor at [email protected]. KentuckyUnbridledSpirit.com An Equal Opportunity Employer M/F/D TABLE OF CONTENTS Page Statewide Directory of Institutional Research Contacts ............................................................ 4 Calendar/Data Collection Schedule ........................................................................................... 6 Council on Postsecondary Education Data Policy ..................................................................... 7 Estimated Fall Enrollment ....................................................................................................... 11 Fall and Spring Enrollment ...................................................................................................... 13 Format of Type One (Student) Record .................................................................................... 27 Format of Type Two (Course) Record .................................................................................... 28 Format of Type Three (Class) Record ..................................................................................... 29 Transfer File............................................................................................................................. 30 Entrance Exam File .................................................................................................................. 34 Estimated Degrees and Other Formal Awards Conferred ....................................................... 38 Degrees and Other Formal Awards ......................................................................................... 40 Student Financial Aid File ....................................................................................................... 46 Minger Act Report ................................................................................................................... 53 List of Tables ........................................................................................................................... 56 1 Institution FICE Codes (Independent) ................................................................... 57 2 Ethnic Codes .......................................................................................................... 58 4-A State Codes ............................................................................................................ 59 4-B1 Foreign Countries and U.S. Territories Codes (Alphabetical by Country) ............ 60 4-B2 Foreign Countries and U.S. Territories Codes (Alphabetical by Code) ................ 69 5-A Kentucky County Codes ........................................................................................ 78 6 Primary Distance Learning Mode of Delivery....................................................... 79 7 Classification Codes .............................................................................................. 80 9 Institution and State FICE/IPEDS Codes .............................................................. 81 10 Course Level Codes ............................................................................................... 87 12 Level of Degree or Formal Award Conferred ........................................................ 88 13-A High School Codes (Alphabetical) ........................................................................ 89 13-B High School Codes (Numerical) .......................................................................... 102 13-C High School Codes (Closed)................................................................................ 115 15 Declared Major and Program Prefix Codes ......................................................... 120 16-A Classification of Instructional Programs (CIP) Codes ......................................... 121 16-B Undeclared and Nondegree Codes ....................................................................... 122 17 Degree Programs ................................................................................................. 123 26 CIP 32 Course Codes ........................................................................................... 124 28 Regional Postsecondary Education Centers......................................................... 125 29 Off-Campus Course Sites .................................................................................... 126 Council on Postsecondary Education 3 Statewide Directory of Institutional Research Contacts at Independent Institutions Institution Name Title/Area of Telephone Email Responsibility Council on Postsecondary Education Heidi Hiemstra Asst. VP, Information and Research (502) 573-1555 [email protected] Mark Wiljanen Senior Associate, (502) 573-1555 [email protected] Research Martha Evilsizor Associate, Information (502) 573-1555 [email protected] Mary Korfhage Associate, Information (502) 573-1555 [email protected] Alice Lloyd College Thelmarie Thornsberry Registrar (606) 368-6041 [email protected] Gary Gibson Dir., Inst. Research (606) 368-6101 [email protected] Dana Fannin Assistant Registrar (606) 368-6040 [email protected] Asbury College Noel Taylor Academic Records (859) 858-3511 [email protected] Statistician. X2310 Bill Hall, Jr. Registrar [email protected] Bellarmine University Ann Olsen Registrar (502) 452-8230 [email protected] David Mahan Dir. of Inst. Research & (502) 452-8407 [email protected] Effectiveness Berea College Clara Chapman Institutional Research (859) 985-3790 [email protected] Judith Weckman (859) 985-3791 [email protected] Brescia University Sister Helena Fischer Registrar (270) 686-4248 [email protected] Tracy Naylor Institutional Research (270) 686-9550 [email protected] Campbellsville University Paul Dameron Director, Institutional (270) 789-5059 [email protected] Research Chris Gibbs System Support Analyst (270) 789-5448 [email protected] Centre College Tim Culhan Registrar (859) 238-5360 [email protected] University of the Cumberlands Charles Dupier Director of Institutional (606) 539-4316 [email protected] Research & Registrar Georgetown College Jason Terwilliger Institutional Research (502) 863-8437 [email protected] Associate Council on Postsecondary Education 4 Institution Name Title/Area of Telephone Email Responsibility Kentucky Christian University Ken Beck Director of Assessment & (606) 474-3135 [email protected] Institutional Research Andrea Stamper Registrar (606) 474-3212 [email protected] Kentucky Wesleyan College Jennifer Vaughan Registrar (270) 852-3118 [email protected] Mark C. Hedges Director of Institutional [email protected] Effectiveness & Research Lindsey Wilson College Sue Coomer Registrar (270) 384-8100 [email protected] Anthony Moore Chief Inst. Researcher (270) 384-8025 [email protected] Tevie Gooden Data Analyst (270) 384-7332 [email protected] MidContinent University Yvonne Yates Registrar (270) 247-8521 [email protected] x 228 Midway College Jerry Dennison Data Analyst (859) 846-5786 [email protected] Pikeville College Gia Potter Asst. VP Academic (606) 218-5211 [email protected] Affairs/Registrar Meg Sidle Director, Institutional (606) 218-5290 [email protected] Research Saint Catharine College Anita Foster Registrar (859) 336-5082 [email protected] Nora Hatton Director, Institutional (859) 336-5082 [email protected]