Subrena Simpkins Subrena.Simpkins@ache.alabama (334 ) 242-2753 and Diane Sherman

1. Subrena Simpkins Subrena.Simpkins@ache.alabama.gov (334) 242-2753 and Diane Sherman Diane.Sherman@ache.alabama.gov (334) 242-2742 Alabama Commission on Higher Education ALAIR Annual Conference April 3, 2008

2. 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.

3. Research Services Data Collections

4. 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

5. Alabama Statewide Student Database History All 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

6. Mandated Reports – Enrollment High School Report Retention Tuition/Residency Transfer/Migration

7. 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

8. 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

9. 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

10. EDIT REVIEW COMPARE ASK QUESTIONS REVISE PUBLISH SHARE Ad-HOC

11. EDIT Automated Edit System Institutions edit data BEFORE sending Cleanup ALL exceptions One data file transmittal allowed via FTP Institutions view Summary Report

12. EDIT/Review/Compare/Ask Questions/ReviseStudent 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

13. Student Database Process COMPARE Current Term to Previous Term Date of Birth (DOB) 9’s Information Files Student id, date of birth, name fields

14. Student Database Process ASK QUESTIONS Make NO assumptions!

15. 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

16. Dept. of Industrial Relations Independent Colleges OTHER DATA PROJECTS TRACKING 9th GRADERS CAIR WEB CAIR WEB INSTITUTIONAL STUDENT PROFILES ARTICULATION ARTICULATION Distance Education Policy SHEEO K-20 Discussions CAPPS QUADRENNIAL REVIEW

17. QUESTIONS / COMMENTS