Subrena SimpkinsSubrena.Simpkins@ache.alabama.gov

(334) 242-2753and

Diane ShermanDiane.Sherman@ache.alabama.gov

(334) 242-2742

Alabama Commission on Higher Education

Alabama Statewide Student Database Reports

ALAIR Annual Conference

April 3, 2008

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.

Research Services Data CollectionsIPEDS Other Student

Database

InstitutionalCharacteristics

Preliminary Fall Enrollment Student Enrollment

Completions Credit Hours Production Student Completions

Human Resources Tuition and Fees Student ChangeFiles

Fall Enrollment E-Learning Survey for SREB Student Clean-up

Student Financial Aid Student Override Files

Graduation Rate Cohort Cross-match

Finance Survey Tuition EligibilityReport

Academic Library Student SourceSurvey

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

Alabama Statewide Student Database HistoryAll 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

Mandated Reports – Enrollment

High School Report

Retention

Tuition/Residency

Transfer/Migration

STUDENT DATABASE REPORTS

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 1st time degree seeking students 3-year tracking of Only Full-time 1st time degree

seeking students

Institutional Student Profiles

www.ache.alabama.gov/Profiles Fall 2007 Edition - *10th 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

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

IPEDS OTHER STUDENT DATABASE

EDITREVIEW

COMPAREASK QUESTIONS

REVISE

PUBLISH SHAREAd-HOC

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

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

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

Student Database Process

ASK QUESTIONS Make NO assumptions!

Edit/Review/Compare/ASK QUESTIONS/Revise

STUDENT DATABASE PROCESS

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

IPEDS OTHER STUDENT DATABASE

OTHER DATA PROJECTS

INSTITUTIONALSTUDENTPROFILES

ARTICULATIONARTICULATION

CAPPS

CAIR WEBCAIR WEB

TRACKING9th GRADERS

Dept. of Industrial Relations

Independent Colleges

DistanceEducation

Policy

SHEEO K-20 DiscussionsQUADRENNIAL

REVIEW

Alabama Statewide Student Database REPORTS

QUESTIONS / COMMENTS