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| ALL Unit Record Data Collection Systems | |||||
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All Data Collection Systems |
Clarification: Gender (DD21) is a required field that does not allow blanks. Students with unknown gender should be assigned evenly between codes 3 and 4 by the institution. Assignment must be at the student level. For example, if a student's gender is not known, and the student earned two degrees (DIS), completed two workforce sequences (NWCS) or completed to Maryland approved programs (MAPCS), both rows must have the same gender value reported. |
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All Data Collection Systems |
Clarification: Comments for reporting undocumented and Deferred Action for Childhood Arrivals (DACA) students have been added to the following fields: US Citizenship (DD24), Hispanic/Latino Ethnicity (DD25), White (DD26.1) Black/African American (DD26.2), Asian (DD26.3), American Indian/Native Alaskan (DD26.4), Native Hawaiian/Pacific Islander (DD26.5.) In which race/ethnicity category do I report undocumented and DACA students? Undocumented and DACA students who completed high school or a GED equivalency within the United States and who were not on an F-1 non-immigrant student visa at the time of high school graduation are considered eligible non-citizens and their race/ethnicity should be reported using the seven race/ethnicity categories: Hispanic or Latino, regardless of race. For Non-Hispanic/Latino individuals: American Indian or Alaska Native, Asian, Black/African American, Native Hawaiian/Other Pacific Islander, White, Two or more races. If a student's race/ethnicity is unknown you can include them as race/ethnicity not answered or declared. |
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Course Information System (CIS) (Community Colleges, 4 Yr Publics) |
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| CIS |
New Code Added: Principal Occupational Assignment of Instructor (DD89) - New code 77 has been added if the instructor is a high school teacher who is an employee of a high school not the college, but teaches at the college (e.g., a dual enrollment instructor or an early/middle college instructor). Blank is not allowed. |
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| CIS |
New Codes Added: Instructional Location (DD126) - New codes 61 and 71 have been added. 61 = High School 71 = Custodial facility, correctional institution or other type of detention center Blank is not allowed. |
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Cyber Warrior System (CWS) (BCCC, BSU, CSU, MSU, UMES only) |
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| CWS |
No Changes/Updates |
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Degree Information System (DIS) (Community Colleges, 4 Yr Publics, Independents, Privates) |
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| DIS |
New Data Element - IPEDS Degree (DD171) This element is optional for 2023-24 and required in 2024-25. Students who earn a degree that is reported in the IPEDS for degree completions must be coded. 1 = Student completed degree that meets the IPEDS definition for the Completions Survey 2 = Student completed degree that does NOT meet the IPEDS definition for the Completions Survey 9 = Will not report for the 2023-24 optional year |
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| DIS |
New Data Element - Prison Education Program Degree (DD174) This element is optional in 2023-24 and required in 2024-25. This new variable is to identify individuals who completed an approved Prison Education Programs in Department of Corrections facilities. Use "9" if not reporting for the 2023-24 optional year. |
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Employee Data System (EDS) (Community Colleges, 4 Yr Publics) |
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| EDS |
New Data Element - Employee Campus ID (DD176) This element is optional for 2023-24 and required in 2024-25. This 15-character variable is a unique institution-assigned faculty or staff identifier. Can be blank for the 2023-24 optional year. |
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| EDS |
Updated Edit Salary/Wage (DD94) will be expanded to 7 digits. |
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| EDS |
Clarification: Promotion (DD96) is for faculty with academic rank (POA Code 11-25), however, any professional employee (who may not be faculty) with the POA Code 11-25 should be included here and coded as 1 or 2 if they were promoted during the last 12 months. Any non-professional employee with a POA Code 25 to 30 that does not have faculty rank should be coded as "3." The "All staff without faculty rank", refers to any non-professional employee without faculty rank. |
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External Credit System (ECS) (Community Colleges, 4 Yr Publics) |
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| ECS |
No Updates |
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Enrollment Information System (EIS) (Community Colleges, 4 Yr Publics, Independents, Privates) |
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| EIS |
Maryland Approved Program Type (DD169) Required for 2023-24 This data element was optional in 2022-23. |
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| EIS |
Advanced Standing (DD170) Required for 2023-24 This data element was optional in 2022-23. |
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| EIS |
New Data Element - Prison Education Program Enrollment (DD173) This element is optional for 2023-24 and required in 2024-25. A new variable is included in the EIS file to identify individuals who are enrolled in approved Prison Education Programs in Department of Corrections facilities. Use "9" if not reporting for the 2023-24 optional year. |
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| EIS |
New Code Added: Degree Sought (DD30) 48 = Undeclared, degree-seeking student (EIS only) For students who are undeclared but degree-seeking (as opposed to non-degree seeking), report DD30 with the value of 48. The selection of codes for First-time Flag (DD37) and Freeze Flag (DD2.1) should align to the existing data definitions. The selection of the code for Term Student Level (DD35), must be 1, 2, 3 or 4. Program Taxonomy (DD31) must be 9099 (undecided, undeclared, unknown). |
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| EIS |
New Code Added: Degree Sought (DD30) 49 = Early/Middle College Student (EIS only) For students who are enrolled under an early/middle college program, report DD30 with the value of 49. The selection of codes for First-time Flag (DD37) should align to existing data definitions first-time=1 during first period of enrollment, and first-time=2 thereafter). Freeze Flag (DD2.1) should =2, as the enrollment does not conform to IPEDS census definition. The selection of the code for Term Student Level (DD35), must be 1, 2, 3 or 4. All high school related variables (high school, high school GPA, high school graduation date, etc.) should be submitted when available. |
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| EIS |
New Code Added: First-Time Flag (DD37) 6 = Special or unique population (i.e. incarcerated students, visiting students, or similar) DD37 must be coded as First-time Flag=6 during their first period of enrollment. Subsequent periods must report the first-time flag=2 (undergraduates) or 4 (graduates). |
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| EIS |
Clarification: Math (DD45), English (DD46), and Reading DD47) Remedial Assessment Assessed for Remediation includes all forms of assessment (standardized test, transcript evaluations, institutional developed test, etc.). And, remediation should be interpreted to mean non-college level, which includes remedial course work, developmental course work, or a combination of a non-college level and college-level (aka co-requisite) course. |
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| EIS |
Clarification: MAPCS Program Type (DD169) If MAPCS Program Type = 1, degree sought (DD30) must be 40 or 47. If MAPCS Program Type = 2 or 3, degree sought (DD30) must be 50, 60, 65, 68, 70, 81, 85, 86 or 87. |
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| EIS |
Clarification: First-Flag (DD37) and Freeze Flag (DD2.1) If a student is starting graduate school as a summer admit, then first-time should be 3 and the freeze flag should be 5. When they advance to fall semester, first-time should then be 4 and the freeze flag = 1 (if enrolled at census). If a students is admitted to graduate school for the fall semester, but actually starts in the summer, then the student should have a first-time=3 and a freeze flag =1 (if enrolled at census) for both Summer and Fall terms. |
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| EIS |
Clarification: Advanced Standing (DD170) See Data Cookbook comments |
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End of Term System (EOTS) (Community Colleges, 4 Yr Publics, Independents) |
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| EOTS |
US Citizenship (DD24) - Required for 2023-24 This data element was optional in 2022-23. |
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| EOTS |
Clarifications: First Math (DD48) Report First Math during the term in which an institution determines a student has completed the First Math course, preferably in the term in which the course was taken. Report only for any students who first entered your institutions as a first-time=1. Note, the student may be a first-time=1 or first-time=2 at the time of course-taking. Do not report First Math for students who enter your institution for the first-time as a transfer student (first-time=5). If a student first entered your institution through Dual Enrollment or Early/Middle college, then report the First Math ONLY if the course was taken at or after the student became a first-time=1 or a first-time=2. Do not report if First Math if it was taken when the student was a first-time=0. First English (DD50) Report First English during the term in which an institution determines a student has completed the First English course, preferably in the term in which the course was taken. Report only for any students who first entered your institutions as a first-time=1. Note, the student may be a first-time=1 or first-time=2 at the time of course-taking. Do not report First English for students who enter your institution for the first-time as a transfer student (first-time=5). If a student first entered your institution through Dual Enrollment or Early/Middle college, then report the First English ONLY if the course was taken at or after the student became a first-time=1 or a first-time=2. Do not report if First English if it was taken when the student was a first-time=0. Edits are not enforced in 2023-24 for this clarification but will be enforced for the 2024-25 year. (EOTS/SRS) In some instances, First Math (DD48) and First English (DD50) are reported contemporaneous to SRS Entry-level Credit Bearing Math (DD129) and SRS Entry Level Credit Bearing English (DD130). In other instances, DD48 and DD50 may be reported in arrears of DD129 and DD130. Additionally, it is a known data limitation of DD49 and DD50 that some institutions populate these data elements every term rather than only when the course is taken AND some institutions reported all prior completions when EOTS was first launched in 2014. See the Data Cookbook for guidance on the relationship between the data elements being reported in EOTS and SRS. |
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Financial Aid Information System (FAIS) (Community Colleges, 4 Yr Publics, Independents, Privates) |
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| FAIS |
New Data Elements: Last Name (DD10) First Name (DD11) Middle Name (DD12) Generation Suffix (DD13) Birthdate (DD27) Student Aid Index (DD175) These elements are optional for 2023-24 and required for 2024-25. Be sure to note the required values if not reporting for the 2023-24 year. |
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| FAIS |
Clarification: Financial Aid Disbursement Amount (DD85) Monies reported must be financial aid disbursed not awarded. |
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| FAIS |
Clarifications: Across all COVID fund sources: Do not report funds issued to students for being vaccinated as financial aid. The Single/Multiple (S/M) column on the Award Range Chart will be removed. Single vs. Multiple rows for awards will no longer be enforced. All awards may be multiple. Aid Category Codes 2022-23 MHEC Near Completer Grant Funds (1124) should only be used when funds are awarded to a student per the terms of the MHEC Near Completer Grant Funds. The Teaching Fellows Fund codes 1117 and 4607 have been removed. New codes have been issued under the Scholarships category, Teaching Fellows 1346 and 4829. Please review the Award Chart for new codes. Two aid new category codes (1348 for undergraduate and 4831 for graduate) have been added for State-Aided Independent Institutions who award the Teaching Fellows Scholarship to report the matching grant funds. See the Award chart for the codes. New Aid Category Codes: New codes have been added for EA Campus-Based Aid (1129) and Next Gen Scholars (1130). |
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| FAIS |
General note: MHEC is aware that the Department of Education is making changes to the FAFSA. MHEC is looking at what changes need to be made to the FAIS data collection to align to changes in the FAFSA. |
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Maryland Approved Program Completer System
(MAPCS) (4 Yr Publics, Independents) |
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| MAPCS |
Maryland Approved Program Type (DD169) Required for 2023-24 This data element was optional in 2022-23. Maryland Approved Program Description (DD172) Required for 2023-24 This data element was optional in 2022-23. |
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Near Completer Initiative (NCI) (Community Colleges, 4 Yr Publics, Independents, Privates) |
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| NCI |
No Changes/Updates |
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Noncredit Workforce Completers System (NWCS) (Community Colleges) |
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| NWCS |
Updated Edits Edit checks for the entire NWCS data collection will be enforced this year. |
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Student Registration System (SRS) (Community Colleges, 4 Yr Publics) |
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| SRS / EOTS |
Clarification: (SRS/EOTS) In some instances, First Math (DD48) and First English (DD50) are reported contemporaneous to SRS Entry-level Credit Bearing Math (DD129) and SRS Entry Level Credit Bearing English (DD130). In other instances, DD48 and DD50 may be reported in arrears of DD129 and DD130. Additionally, it is a known data limitation of DD49 and DD50 that some institutions populate these data elements every term rather than only when the course is taken AND some institutions reported all prior completions when EOTS was first launched in 2014. See the Data Cookbook for guidance on the relationship between the data elements being reported in EOTS and SRS. |
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