1. Subrena Simpkins Subrena.Simpkins@ache.alabama.gov (334 ) 242-2753 and Diane Sherman Diane.Sherman@ache.alabama.gov (334) 242-2742 Alabama Commission on Higher Education Alabama Statewide Student Database Reports ALAIR Annual Conference April 3, 2008

2. Office of Research Services Develop and maintain the Statewide Student Database. Serve as a facilitator among other agencies and institutions on joint projects regarding institutional research. Support functions for other divisions of the agency with respect to data analysis and reporting. Coordinate all state and federal required data collection and analysis, for entities such as the National Center for Education Statistics (NCES) and the Southern Regional Education Board (SREB). Conduct activities and studies regarding issues in higher education to be used in policy formulation and debate.

3. Research Services Data Collections IPEDSOtherStudent Database Institutional Characteristics Preliminary Fall EnrollmentStudent Enrollment CompletionsCredit Hours ProductionStudent Completions Human ResourcesTuition and FeesStudent Change Files Fall EnrollmentE-Learning Survey for SREBStudent Clean-up Student Financial AidStudent Override Files Graduation Rate Cohort Cross-match Finance SurveyTuition Eligibility Report Academic LibraryStudent Source Survey

4. Student Database Legislation – ACT 96-509 passed in 1996 create a student unit record data system Student ID Encryption of student’s social security number Submitting Enrollment Data Each term Submitting Completions Data Once a year HEIAG Steering Committee Higher Education Information Advisory Group

5. Alabama Statewide Student Database History All Alabama Public 2-year and 4-year institutions of higher education participating. ENROLLMENT: Fall 1997 – beginning of production data Per Term collection cycle As of Fall 2007, the total number of records in the enrollment master is 5,039,348 COMPLETIONS: Summer 2001 – beginning of production data Summer through Spring collection cycle As of Summer 2007, the total number of records in the completions master is 235,484

6. Mandated Reports – Enrollment High School Report Retention Tuition/Residency Transfer/Migration STUDENT DATABASE REPORTS

7. Student Database Reports Other Reports Institutional Summary Reports High School Reports By High School Name By Institution Student Source Survey Tuition Eligibility Completions Summary Retention Reports Tracks Fall cohort through next academic year 3-Year tracking of all 1 st time degree seeking students 3-year tracking of Only Full-time 1 st time degree seeking students

8. Institutional Student Profiles www.ache.alabama.gov/Profiles Fall 2007 Edition - *10 th Year 500+ copies printed and distributed ACHE Commissioners Alabama Legislators Presidents and Chief Academic Officers State Dept. of Education Education Liaison in Governor’s Office Business Leaders Media Institutional Researchers Student Database Contacts Others

9. Cohort Cross-Match Identify Students who have transferred out Look for Enrollment Since…. Year and Term Return Other Enrollment Since… Other FICE Year and Term

10. IPEDSOTHERSTUDENT DATABASE EDIT REVIEW COMPARE ASK QUESTIONS REVISE PUBLISH SHARE Ad-HOC

11. EDIT Automated Edit System Institutions edit data BEFORE sending Cleanup ALL exceptions One data file transmittal allowed via FTP Institutions view Summary Report EDIT/Review/Compare/Ask Questions/Revise STUDENT DATABASE PROCESS

12. EDIT/Review/Compare/Ask Questions/Revise Student Database Process REVIEW Data files received from all Institutions Certification Forms Signed by designated person number of records certified MUST match data file record count Edit/REVIEW/Compare/Ask Questions/Revise STUDENT DATABASE PROCESS

13. Student Database Process COMPARE Current Term to Previous Term Date of Birth (DOB) 9’s Information Files  Student id, date of birth, name fields Edit/Review/COMPARE/Ask Questions/Revise STUDENT DATABASE PROCESS

14. Student Database Process ASK QUESTIONS Make NO assumptions! Edit/Review/Compare/ASK QUESTIONS/Revise STUDENT DATABASE PROCESS

15. Student Database Process REVISE Change Files Student id and/or date of birth Institution requesting change MUST have student currently enrolled. Accepted at any time Changes every occurrence on master Cleanup Files Any data fields except student id and date of birth Term specific Edit/Review/Compare/Ask Questions/REVISE STUDENT DATABASE PROCESS

16. IPEDSOTHERSTUDENT DATABASE OTHER DATA PROJECTS INSTITUTIONAL STUDENT PROFILES ARTICULATION CAPPS CAIR WEB TRACKING 9 th GRADERS Dept. of Industrial Relations Independent Colleges Distance Education Policy SHEEO K-20 Discussions QUADRENNIAL REVIEW

17. Alabama Statewide Student Database REPORTS QUESTIONS / COMMENTS