Maryland Annual Collections - MAC2

END OF TERM SYSTEM (EOTS)

A. Collection Description

Information on academic progress and credits completed during a particular term. Companion system to EIS.

B. Adhere to Due Dates and Record Frequency

Biannual Due Dates:	Summer/Fall – April 15th
	Winter/Spring – October 15th
Collection Period:
Record Frequency:	One record per student per term.

C. Comply with the Selection Criteria

1. Who to include:

a. Students who received grades for registered courses.

2. Who to exclude:

a. Students who are auditing classes.

D. Helpful Insights

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 EOTS 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. EOTS and the Enrollment Information System (EIS) collection files are very closely related, where EOTS has a EOTS-EIS Flag (DD149) that identifies whether or not the record reported in EOTS has a corresponding EIS record for the same student for the same institution for the same term. See all Comments.
3. When Term GPA (DD137) is greater than “0”, Cumulative GPA (DD52) cannot be blank.
4. Term Native Degree Credit Hours Earned (DD136) cannot be greater than Term Degree Credit Hours Attempted (DD135) or greater than Term Native Hours Registered (DD134). A student cannot earn more credits than what was attempted or registered.
5. When Term Native Degree Credit Hours Earned (DD136) is greater than “0”, Cumulative Native Credit Hours Earned (DD44) cannot be “0”, it must be at least equal to or greater than Term Native Degree Credit Hours Earned (DD136).
6. 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 EOTS 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 EOTS 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 EOTS 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.