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New York State Higher Education Data System (HEDS ...

1 Higher Education Data System Instruction Manual Version 2018 19 Collection Year July 1, 2018 Version The University of the State of new york new york State Education DEPARTMENT Information and Reporting Services Albany, new york 12234 new york State Higher Education Data System (HEDS) Instruction Manual 2 Higher Education Data System Instruction Manual Version Revision History Version Date Revisions July 1, 2017 Initial Release July 17, 2017 Instructions for Catalog Instructions for Certification of Earned Degrees Conferred Instructions for Certification of Nursing Program Enrollment September 25, 2017 Due date and reporting period for Student Financial Aid Restricted Institutional Grants category list for Student Financial Aid Instructions for submitting the Audited Financial Statement ( )

All institutions of higher education under the educational supervision of the State of New York, subject to Education Law §§ 214 and 215 and Rules of the Board of …

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1 1 Higher Education Data System Instruction Manual Version 2018 19 Collection Year July 1, 2018 Version The University of the State of new york new york State Education DEPARTMENT Information and Reporting Services Albany, new york 12234 new york State Higher Education Data System (HEDS) Instruction Manual 2 Higher Education Data System Instruction Manual Version Revision History Version Date Revisions July 1, 2017 Initial Release July 17, 2017 Instructions for Catalog Instructions for Certification of Earned Degrees Conferred Instructions for Certification of Nursing Program Enrollment September 25, 2017 Due date and reporting period for Student Financial Aid Restricted Institutional Grants category list for Student Financial Aid Instructions for submitting the Audited Financial Statement ( )

2 Allocation year being determined using September 29, 2017, CTEA data submission IRP code link/URL listed in the CTEA instruction section Made consistent, the TSA instructions in the CTEA instruction section Valid CIP Codes for Certification of Nursing Program Enrollment Removal of reference to Master s and Doctoral Degree in Excel template for Certification of Nursing Program Enrollment Excel spreadsheet example for Certification of Nursing Program Enrollment July 1, 2018 New Year Release review full document 3 Higher Education Data System Instruction Manual Version Table of Contents Revision History _____ 2 Table of Contents _____ 3 What Is HEDS? _____ 4 HEDS Forms and Due Dates for 2018 19 _____ 5 Contact Information _____ 6 Admissions and Academic Preparation for First-Time Freshman (In-Program) (NYSED-1) _____ 7 Audited Financial Statement ( ) _____ 12 Certification of Earned Degrees Conferred (NYSED-2) _____ 13 Certification of Nursing Program Enrollment (NYSED-2N) _____ 17 College Catalog _____ 19 Coordinators Survey (NYSED-SUR1) _____ 20 Directory of Off-Campus Instructional Locations (NYSED-8) _____ 21 Enrollment of College Students with Disabilities (NYSED-2H-2)_____ 23 Estimate of Earned Degrees to be Conferred (over the proceeding two years) (NYSED-2A) _____ 27 Fall Degree-Credit Enrollment ( )

3 _____ 28 Full-Time Undergraduate Transfer Student Enrollment ( ) _____ 31 Graduation Rate and Retention Report for Full-Time Undergraduate Students ( ) _____ 32 Institutional Activity (NYSED-2R) _____ 37 Performance Measures for Credit (CTEA-1) and Non-Credit (CTEA-2) Bearing Career and Technical Education Programs _____ 41 Residence and Migration of College Students ( ) _____ 51 Student Financial Aid ( ) _____ 54 Definitions _____ 59 4 Higher Education Data System Instruction Manual Version What Is HEDS? The Higher Education Data System (HEDS) is a System managed by the Office of Information and Reporting Services that collects and distributes information on the status of Higher Education in new york State .

4 All institutions of Higher Education under the educational supervision of the State of new york , subject to Education Law 214 and 215 and Rules of the Board of Regents , are required to submit verified reports containing such information as the Regents or the Commissioner may prescribe. The Commissioner has authorized the collection of such reports using the HEDS collection forms. The requirement to submit reports applies to all institutions of Higher Education and is not limited to institutions that receive Bundy aid or any other form of State or federal aid. For more information please visit This page will be updated with information and supporting documentation to help customers with HEDS reporting. 5 Higher Education Data System Instruction Manual Version HEDS Forms and Due Dates for 2018 19 Data Collection Reporting Period Collection Format Due Date Article 129-A and Article 129-B Certification of Compliance Current Academic Year IRS Data Exchange (IDEx) 7/1/2018 Coordinators Survey (NYSED-SUR1) Current Academic Year HEDSLive 7/31/2018 Audited Financial Statement ( ) Previous Fiscal Year See Instructions FY+120 Days Enrollment of Students with Disabilities (NYSED-2H-2) Previous Academic Year IRS Data Exchange (IDEx) 8/1/2018 Certification of Earned Degrees Conferred (BUNDY Participants Only) (NYSED-2) Previous Academic Year IRS Data Exchange (IDEx)

5 8/15/2018 Estimate of Earned Degrees Conferred (BUNDY Participants Only) (NYSED-2A) Current and Next Academic Year IRS Data Exchange (IDEx) 8/15/2018 Directory of Off-Campus Instructional Locations (NYSED-8) Previous Academic Year HEDSLive 9/7/ 2018 CTEA-1: Performance Measures for Credit Bearing Career and Technical Education Programs - CTE Participants - Placement Data Previous Academic Year HEDSLive 9/21/2018 2/22/2019 CTEA-2: Performance Measures for Non-Credit Bearing Career and technical Education Programs - CTE Participants - Placement Data Previous Academic Year HEDSLive 9/21/2018 2/22/2019 College Catalog Current Academic Year IRS Data Exchange (IDEx) 10/12 /2018 Certification of Nursing Program Enrollment (For High Needs Nursing Program participants only) (NYSED-2N) Fall of Current Academic Year IRS Data Exchange (IDEx) 11/15/2018 Student Financial Aid ( ) Previous Award Year IRS Data Exchange (IDEx) 12/7/2018 Institutional Activity (NYSED-2R) Previous Academic Year IRS Data Exchange (IDEx) 12/7/2018 Fall Degree-Credit Enrollment ( ) Fall of Current Academic Year IRS Data Exchange (IDEx)

6 1/25/2019 Full-Time Undergraduate Transfer Enrollment ( ) Fall of Current Academic Year IRS Data Exchange (IDEx) Off Year Residence and Migration Enrollment ( ) Fall of Current Academic Year IRS Data Exchange (IDEx) 1/25/2019 Admissions and Academic Preparation (Freshmen) (NYSED-1) Fall of Current Academic Year IRS Data Exchange (IDEx) 2/1/2019 Graduation Rate and Retention Report - Full-Time Undergraduates ( ) Previous and Fall of Current Academic Year HEDSLive 3/29/2019 6 Higher Education Data System Instruction Manual Version Contact Information new york State Education Department Office of Information and Reporting Services Room 860 EBA 89 Washington Avenue Albany, new york 12234 Visit our help page at 518-474-7965 (phone) 7 Higher Education Data System Instruction Manual Version Admissions and Academic Preparation for First-Time Freshman (In-Program) (NYSED-1) This form collects Fall admissions information for first-time freshmen in the current academic year.

7 Data are collected for first-time freshmen applicants, acceptance and enrollment in full-time study by race/ethnicity. Data are then collected for those students who ultimately enroll in full-time study by high school grade point average and SAT or ACT scores. Last, data are collected for those students seeking part-time study. Multi-campus institutions are required to submit a separate report for each branch campus. GENERAL INSTRUCTIONS 1. Include only first-time freshmen admissions for study in a credit-bearing undergraduate certificate or diploma program of at least one academic year, an associate degree or baccalaureate degree program for the current fall term. Include only students applying for enrollment at this campus, such that the enrollments reported on this form are consistent with those reported on the Fall Degree-Credit Enrollment form.

8 2. Conditional acceptances (formal acceptance into a degree program contingent upon fulfilling specified standards) should be counted as acceptances if the students do not need to formally apply again when admitted to the program. 3. Include under Applications Received, Applicants Accepted, and Applicants Enrolled all students (Full-time, Page 1 and 2; Part-time, Page 3 ) reported on the Fall Degree-Credit Enrollment forms, even if they did not pass through the normal application/admissions process. By doing this, the applications received columns will always be as large as or larger than the acceptance columns and the acceptance columns will always be as large or larger than the enrollment columns. 4. Full/Part-Time Status: Report enrolled students according to their enrolled status (full or part-time), not the status for which they applied, under Applications Received, Applicants Accepted, and Applicants Enrolled.

9 In other words, count a student who applied as full-time but enrolled part-time as a part-time applicant, and vice versa. This approach yields the greatest consistency with HEDS enrollment reports. SPECIFIC INSTRUCTIONS PAGE 1: ADMISSIONS FOR FULL-TIME STUDY, FIRST-TIME FRESHMEN (In-Program) (Applicants who apply for full-time study but end up enrolling as part-time first-time students should be reported on Page 3) a. Type of Program 1. Certificate or Diploma Program: Include first-time freshmen applying for full-time study in a program leading to a credit-bearing certificate or diploma. Report only those applications for study in a certificate or diploma program of at least one academic year s length. 2. Associate Degree programs: Include first-time freshmen applying for full-time study in a program leading to an associate degree.

10 Specifically, programs leading to an , , or degree should be reported in these columns. 8 Higher Education Data System Instruction Manual Version 3. Baccalaureate Degree Program: Include first-time freshmen applying for full-time study in a program leading to a three, four or five-year bachelor s degree. b. Applications/Applicants Received, Accepted, and Enrolled 1. Using the categories defined above, complete the number of applications received. Count as applications all requests for admission that satisfy all requirements and fees prerequisite for acceptance/rejection. Count only those applicants which your institution formally accepts or rejects. Next, report the number of applicants accepted. Last, report the number of applicants accepted who subsequently enrolled in your institution for this fall.


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