Maryland Annual Collections - MAC2

ENROLLMENT INFORMATION SYSTEM (EIS)

A. Collection Description

As the foundation of MHEC’s Maryland Annual Collections (MAC), EIS, originally a fall term only collection, has evolved over the years and in 2013 a major revision referred to as MAC2 occurred. EIS was redesigned to expand enrollment reporting from a single term to four terms (summer, fall, spring and winter) to provide a year-round scope of student enrollment. In addition, the revised EIS collection includes more demographic information and identification fields that are used to link student data across other MAC2 collection systems. This data also aids in the longitudinal effort to match higher education data with K-12 and workforce data. Detail on student enrollment enables MHEC to report on retention, analyze progress toward degrees, and student transfer to and from colleges.

B. Adhere to Due Dates and Record Frequency

Due Dates:	Summer /Fall	November 15th
	Winter / Spring	April 1st
Collection Period:	Summer /Fall	July 1st to December 31st
	Winter / Spring	January 1st to June 30th
Record Frequency:	One record per student per term

Each file for each term is submitted separately. Do not submit a file that contain records for more than one term. For example, the Summer and Fall term files are two separate files that are both due by November 15th. Do not submit a file that contains both summer and fall records in a single file.

C. Comply with the Selection Criteria

1. Who to include:

a. Students at all academic levels as of census date (undergraduates and graduates)

b. Students who are enrolled at the reporting institution and any off-campus center or branches

c. Students who exclusively audit classes

d. Students who exclusively attend remedial courses

e. Students who attend any time frame within the reporting term

f. Students who are concurrently enrolled in high school and college and not yet graduated from high school (dual enrollment or early middle college)

g. Students who are taking credit-bearing courses but are non-degree seeking

2. Who to exclude:

a. Students who fully withdraw before the end of the add/drop period

b. Students who are studying abroad (e.g., at a foreign university) where enrollment at the institution is only an administrative record and the fee is nominal

c. Students enrolled in any branch campus located in a foreign country

d. Students who are enrolled exclusively in non-credit continuing education courses

D. Helpful Insight

Helpful Insight to Reduce Errors – This list only includes select data elements or statements that are prone to errors. Please review the documentation page for full EIS layout links and details for more extensive reporting information.

1. Do not insert a space between commas when a data element is not reported.
2. EIS and the End of Term System (EOTS) collection files are very closely related, where EOTS has a flag that describes whether or not the record reported in EOTS has a corresponding EIS record.
3. Blank is not allowed for first name or last name.
4. If a student has no first name, enter NFN, for the first name.
5. If a student has no last name, enter NLN, for the last name.
6. When Degree Sought (DD30) is “47” (non-degree undergraduate), Term Student Level (DD35) MUST be “7” (unclassified undergraduate). See additional comments.
7. When Degree Sought (DD30) is “87” (non-degree graduate), Term Student Level (DD35) MUST be “8” (unclassified graduate). See additional comments.
8. When Degree Sought (DD30) is “47” (non-degree undergraduate) and First-Time Flag (DD37) is “0” (Concurrently enrolled in high school), Term Student Level MUST be “7” (unclassified undergraduate). See additional comments.
9. CIP Code (DD168) – Must be two digits, a decimal, and then four digits.
10. Clarification. Degree Sought (DD 30). The intent of - 48 = Undeclared, degree-seeking student (EIS only) - is to code a student who is degree-seeking at the undergraduate level but the degree-level is unknown. It is not intended to code students who are pursuing degrees (for example, a Bachelor's degree) but their MAJOR is unknown. When the major is unknown, report 909901-- = undeclared, undecided or unknown, in the Program Taxonomy (DD31).
    For example, at a community colleges, if the degree level (certificate or Associate's) is not known at the time of reporting but the it is known that the intent of the student is to seek a degree, report the student with the degree sought = 48 with a student term level of 1, 2 or 7, and report the appropriate Program Taxonomy or 909901 if the major/program is also unknown. If the degree level (certificate or Associate's) is not known at the time of reporting and it is NOT known if the student intends to be degree seeking, then report the student with the degree code of 47. The Program Taxonomy for these students should be 909901 and the term student level should be 7. Continue to use the combination of 47-909901-7 for dual enrollment students, use the degree code of 48 only for those students enrolled in a dedicated early/middle college program.
11. Clarification. Any noncredit students taking credit-based courses should be included in the EIS and EOTS files. Use the following codes for noncredit students: DD30 Degree Sought should be 47 or 87.

E. Data Collection Websites, Emails, and Responsibilities

To secure and ensure data collection integrity, it takes the cooperation of each institution partnering with the MHEC team to manage collections. Websites, specific email addresses, and established responsibilities all work together to offer guidance for data collections, reporting problems or concerns, and outlining due diligence necessary for successful data submissions and management. Detailed information about the websites, emails and responsibilities can be found on the responsibilities page of the data website.

F. Follow the File Layout

The EIS file layout can be found on the documentation page of the data website. The required format is comma-separated values (CSV), which means each data element is separated by commas and the file extension is .csv. Data element submission details for the file layout relies exclusively on MHEC’s online data dictionary. The layout provides the item number, field length parameters, data type, name and the data definition (DD) link to the data dictionary for comprehensive, up-to-date data element guidance, explanations, and examples in some cases.

G. Include the Header Record

The EIS header record can be found on the documentation page of the data website. It is required as part of the uploaded .csv file. It is critical that the uploaded header match MHEC’s header for data editing purposes. Headers that do not match create errors in the validation process.

H. Review the Sample Records

The EIS sample record can be found on the documentation page of the data website. The sample records are available for your reference and serve for demonstration purposes only. The .csv version of the records shown below the samples is what a submitted record should look like. Note that if a field is empty please do not include a space between the commas.

I. Transfer the File to MHEC

To transfer a .csv file to MHEC, user credentials are required. File transfers between higher education institutions in Maryland and the Commission are secure. Please use the prescribed secure file transfer process and refrain from emailing submissions. The File Transfer page has different functional areas. Select the “Maryland Annual Collection 2 (MAC2)” link to begin the file transfer process. Use “P” to preface UserID credential. Select the option to perform either a preliminary edit or an official submission after editing is complete. Complete the form for the upload and include comments if necessary.

J. Perform File Editing Procedures

The submission process provides editing guidelines that includes an edit report for the purpose of reviewing and verifying data submitted. The report offers frequency distribution counts on selected variables that can be used to verify data counts. The edit program also checks records for proper data element ranges and position. If there are fatal errors or warnings, an explanation will be associated with the infraction and corrections should be made before a subsequent preliminary edit resubmission is performed. The correction and resubmission process should be repeated until the file is free of errors. Before submitting the official version of the file, internal institutional edit confirmations should be performed to check frequency output against uploaded data to verify the accuracy and completeness of the data. At the time of the official submission, if there are remaining fatal errors or warnings on the edit report that cannot be addressed with a correction, then comments with a detailed explanation from the institution must be included in the comments section of the upload form.

K. Check MHEC Internal Validations

The Stata syntax code used for validations can be found on the documentation page of the data website. Stata code is used to validate file submissions. Additional validation testing may be completed contingent upon the results of this baseline code. New validation steps may be added over time as the scope of the collection changes.

L. Data Cookbook

Data Cookbook is MHEC’s MAC2 On-Line Data Dictionary. It contains all data elements used in all unit record data collections managed by MHEC.  On the “Functional Areas” tab, under "Sharing" in the far right column select the definitions link to view the data elements for one of the MAC2 collections. Each data element name is listed in alphabetical order with its functional definition.

To contact MHEC for questions or support, submit an email to mac2help.mhec@maryland.gov.