Completion File Layout Rabia Jermoumi Chief Information Officer

REVISED COMP FILE LAYOUT CHE provided institutions with files on May 22, The files include records of students subject to HEA 1348, which institutions can update and return to CHE New COMP file submissions will enable correction of student data The deadline for COMP file submission is June 19

ACCELERATED INCENTIVE & ON-TIME SCHEDULE In year one, each eligible student will receive the on-time amount regardless of which year they enrolled in courses. Renewing aid recipients are eligible to receive the on-time and the accelerated incentive based on their enrollment date and how many credit hours they’ve earned by the end of the 12-month period.

ACCELERATED INCENTIVE If the student enrolled in courses before the academic year, the student is not eligible to receive the accelerated schedule incentive. The student is in his 4 th academic year, at least. Example: Student initially enrolls and earns 39 credit hours Student did not receive aid; completes an additional 39 credit hours for a total of Student receives first year aid award and completes an additional 39 credit hours for a total of Student receives on-time second year award but is not eligible to receive the accelerated incentive because of the initial enrollment date.

ON-TIME VS. FULL TIME SCHEDULE If the student enrolled in courses before the academic year, the student is not eligible to receive the on- time award in regardless of which year of aid the student is receiving. Example: Student initially enrolls but does not receive aid Student does not receive aid Student does not receive aid Student receives aid for the first time Student is eligible to receive a second year aid award assuming he has completed at least 24 credit hours total. However, he will be in the full- time pool not the on-time award pool.

COMPLETION FILE AP/Dual Credit: As part of the changes to credit completion calculations, institutions are no longer required to report AP and Dual Credit in separate categories. Instead, AP and Dual Credit will be included in either the local, transfer or other category totals (see Fields #10, 11, 12, 13, 19)—according to how institutions capture AP and Dual Credit within their student information systems. Remedial Credit: Allowable counted credits capped at 12, included in local hours (see Fields #10, 11). Should be taken during first academic year. Non CHE approved institutions: These types of credit will not need to be reported by institutions. Students will appeal directly to CHE to have passed credits not reported by any school added to their total. A non-edit field in the COMP file will include any such hours added to student record through appeal process.

COMPLETION FILE The file allows adding records for students not included in CHE-created file CHE will no longer allow institutions to add or subtract hours from the original transaction. In the case of a submission error, the institution must submit a new transaction with the correct, actual hours provided

COMPLETION FILE The file will include “Initial Enrollment Start Date”, if CHE has this information This field will be populated on xGrads, if CHE has this information If you are reporting on a transfer student and you don’t know the “Initial Enrollment Start Date” from the old school: – If the file/xGrads include that information, leave as it is – If the file/xGrads does not include that information, leave it blank

CREDIT COMPLETION CALCULATION FORMULA Total hours passed = Base institution total hours (highest cumulative total of all schools reporting) unless one or both of the following occur: – Another institution has a higher other (AP/test) total. If so, subtract base institution’s other from base total cumulative hours and add the higher other total (i.e., swap “other” credits); – The transfer hours reported by the base institution are less than the sum of the local hours from all other institutions. If so, subtract base transfer and add the sum of the other institutions’ local hours.

EXAMPLE 1 – Base Institution is School A – Another institution has a higher “cumulative other”→ No – The “cumulative transfer” hours reported by the base institution are less than the sum of the “cumulative local” hours from all other institutions → No Total hours passed = 15

EXAMPLE 2 – Base Institution is School A – Another institution has a higher “cumulative other”→ Yes Subtract base institution’s “cumulative other” from base “total cumulative” hours and add the higher “cumulative other” (i.e., swap “other” credits); – The “cumulative transfer” hours reported by the base institution are less than the sum of the “cumulative local” hours from all other institutions → Yes Subtract base transfer and add the sum of the other institutions’ local hours Total hours passed = 27 ( )

CREDIT COMPLETION SUMMARY Awards will be based on the summary from the calculation formula discussed before The summary will include the base school’s cumulative GPA and SAP Hours not included in any institution submission, approved for FA purposes should be appealed. If approved by CHE, these hours will be included in the summary

Thank You!