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SUBJECT: 400s: Academic Affairs EFFECTIVE: November 21, 2013
Section: 440 Enrollment Reporting

System degree credit enrollment reporting is intended to be consistent with United States Department of Education Integrated Postsecondary Education Data System definitions for measures of instructional activity on an annual basis. The measures are adjusted for a semester basis for term reporting.

  1. Fall and Spring Enrollment Reports

    Each institution shall report fall and spring semester enrollments for degree credit students based on the number of students enrolled on the twentieth scheduled class day of the fall and spring semesters.

    Institutions shall cancel registration of student who do not meet the definition of enrolled prior to enrollment reporting.

  2. Annual Enrollment Reports

    1. Each campus shall, for each reporting period, report to the university system office numbers of all students by category as defined by this policy. The university system office shall prepare and submit to the Board an annual system report, including unduplicated degree credit, non-degree credit, and non-credit enrollment for each campus and the system at the end of each academic year.

    2. Annual reports shall include categories for all degree credit students, non-degree credit students, and non-credit students and include total head count. Reports shall include non-duplicated totals at the campus and system level.

      1. Reports for degree credit students also shall include full-time, part-time, and full-time equivalency (FTE) numbers; numbers of new freshmen; and transfer students.

      2. All degree credit and non-degree credit enrollments shall be reported based on information in the administrative information system. Reports shall include course delivery mode and location for site-based courses.

      3. Annual enrollment reports shall include all enrollments for which the student did not get a 100% tuition refund.

      4. Non-credit students shall be reported based on the numbers of students participating in all non-credit education and training activities.
  3. Definitions.

    1. Degree credit students means students enrolled in institutional instructional activities which result in the award of college credit that can be applied toward a college degree or credit-based remedial courses taken by degree seeking students.

    2. Enrolled means that a student has registered and:

      1. Paid tuition and fees; or

      2. Made a payment of at least $100 on or before the institution's payment due date; or

      3. Has a payment plan in place with the institution; or

      4. Has a different payment date or has been granted an extension as provided by Policy 8301.1; or

      5. The institution has other documentation that the student has registered and is in attendance, including documented class attendance or student access or use of a learning management system or other online services on or after the first scheduled class day of the semester.

    3. Non-degree credit students means students enrolled in institutional instructional activities, with the exception of remedial courses typically taken by degree seeking students, which result in the award of college credit which typically cannot be applied toward a college degree. Non-degree credit activities include attached credit.

    4. Non-credit students means students enrolled in all institutional activities, including CEU only activities, which do not result in award of college credi=t immediately upon completion of the activity.

    5. Annual report year means a complete summer term and succeeding fall and spring semesters.

    6. New, or first-time freshmen, means students entering any institution for the first time at the undergraduate level, including students enrolled in the fall term who earned college credits in the prior summer term and/or entered with advanced standing before graduation from high school.

    7. Transfer students means students who have earned college credit at another postsecondary institution following high school graduation.

    8. Full-time undergraduate students means undergraduate students who are enrolled in 12 or more credit hours during fall or spring semester.

    9. Full-time graduate students means graduate students enrolled in 9 or more credit hours during fall or spring semester. For institutional academic administration purposes, other assignments may be taken into consideration when considering the full-time status of a graduate student.

    10. Full-time professional students means medicine, law and pharmacy students enrolled in 9 or more credit hours during the fall or spring semester.

    11. Part-time students means all students enrolled in courses for credit but less than full-time.

    12. Total head count means all students enrolled in courses for degree credit. Auditing students are not included in total head counts.

    13. Full Time Equivalency (FTE) on a semester basis means undergraduate total credit hours divided by 15; graduate total credit hours divided by 12. Full-time equivalency on an annual basis means undergraduate total credit hours divided by 30; graduate total credit hours divided by 24. Every professional student is counted as one FTE student.

Replaces Article II, Section 3-A.
Amendment SBHE Minutes, May 10-11, 1984.
Amendment SBHE Minutes, June 26, 1986.
Amendment SBHE Minutes, January 28, 1999.
Amendment SBHE Minutes, May 12, 1999.
Amendment SBHE Minutes, April 26-27, 2001.
Amendment SBHE Minutes, August 17, 2006.
Amendment SBHE Minutes, December 20, 2007.
Amendment SBHE Minutes, January 19, 2012.
Amendment SBHE Minutes, November 21, 2013.
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