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Postsecondary Definitions and Calculation Methods

Efforts to Standardize Postsecondary Data Language

The Postsecondary Student Data Handbook: Standardization of Student Tracking and Reporting:

The Postsecondary Student Data Handbook is a collaborative effort by the U.S. Department of Education’s National Center for Education Statistics (NCES), the State Higher Education Executive Officers (SHEEO) and AACRAO to standardize the manner in which postsecondary student data are collected, defined, and reported. The Handbook is a student tracking and record keeping manual designed to assist institutions in tracking and analyzing student achievements and progress from the point of Pre-entry through Program Completion and Post- Graduation. AACRAO is developing/writing the handbook under a subcontract with SHEEO. NCES has provided the funding for the project. A technical working group of institutional administrators, federal and state higher education officials, and association representatives are assisting in the development process.

What are the Objectives of the Handbook?

The primary objectives of the Handbook are to:

  • standardize the way in which postsecondary student data are collected, defined, and reported

  • ensure comparability in the data elements, definitions, and code sets used by institutions and state higher education agencies

  • provide a common language for assessing and reporting student advancement, achievements, and outcomes

What Type of Information Does the Handbook Contain and How Will Institutions Benefit from It?:

The Handbook is designed to assist institutions in tracking, analyzing, and reporting student data. It contains more than 350 data elements, with accompanying definitions, code sets, and calculation protocols to monitor student progress. It also contains a comprehensive Glossary of postsecondary education terms, Appendices (codes sets for use with elements) and Derived Elements and Derivation Methods.

Categories of Data Elements Included:

  • Student Identifiers (Identification Numbers, Names Used, Addresses Used, etc.)

  • Demographic Indicators (Race/Ethnicity classifications, Residency and Citizenship status, Disability Condition, etc.)

  • Pre-Attendance Indicators (Type of High School Completion, High School Honors and Awards, etc.)

  • Enrollment Indicators (First Term of Enrollment, Degree Seeking Status, Education Objectives, etc.)

  • Term Tracking Indicators (Attendance Status/full-time, part-time) Term/Cumulative GPA, Credit Hours Attempted and Earned, Term Honors)

  • Financial Aid Identifiers (Types and Sources of Aid Received, Student Employment, Default Status, etc.)

  • Final Achievement Indicators (Graduation or Program Completion Indicators)

  • Post-Attendance Indicators (Alumni Status, Employment Status, Licensure Passage, etc.)

* The 350 data elements are organized into 6 groupings (clusters)— as depicted below.

Organization of the Data Elements Within the Handbook

Organization of the Data Elements Within the Handbook

Utility of the Handbook

  • It serves as a guide for defining/tracking student matriculation, academic performance, student behavior and achievement in postsecondary study

  • It Ensures consistency in recordkeeping across institutions and states and the Federal level and recordkeeping consistency within institutions (i.e.,between diverse departments: Records and Registration, Admissions, Enrollment Management, Student Accounts and Billings, Academic Advising, etc.

  • It Improves student tracking at cohort, aggregate, state and federal levels

  • It Enhances institutional reporting to oversight boards, state higher education agencies and to the Federal government (i.e. in reporting enrollment and migration patterns, graduation rates/completions, persistence, and other student outcomes).

  • It Provides an infrastructure for institutional student information systems.

Why Is the Development of the Handbook Significant?:

  • the Handbook is the first postsecondary student data manual of this type developed. It contains terms, data elements, and descriptors that are reflective of all levels of postsecondary study (less than 2 year through graduate and first-professional school levels).

  • the Handbook provides a structure for collecting data at the student-specific level, i.e., the student is the unit of analysis.

  • it was developed by primary postsecondary education stakeholders (the Federal Department of Education, state higher education officials, and campus administrators).

  • the Handbook presents a comprehensive set of terms and code sets that are designed to enhance and standardize institutional data collection and reporting. It will be useful for internal, governing board/oversight body, state, and federal reporting.

  • the Handbook provides up-to-date information on federal reporting and disclosure requirements (such as IPEDS, Student Right-to-Know/GRS and Campus Security Act). In addition to identifying the reporting requirements, it also provides elements, definitions, and code sets to assist in complying with the requirements.

When Will the Handbook be Available?

The Handbook is under review by officials of the U.S. Department of Education and will be available when that review process is completed. The anticipated publication date is late summer or early Fall 1999.

Will the Handbook be Available On-Line?

We are making every attempt to make the handbook available electronically. Current plans are to make it available via the Department of Education’s web site. The web address and information about downloading possibilities will released as the handbook reaches completion.

How Can We Obtain More Information about the Handbook?

The Common Data Set: Survey Standardization.

What Is the Common Data Set?:

The Common Data Set is a collaborative effort by publishers and data collectors to standardize the survey items, questions, and definitions for use in surveys. The common data set was developed in response to concerns about the time and cost burdens associated with responding to annual surveys. It provides a uniform set of data items, definitions, and calculation protocols for use in collecting and exchanging student information.

The Common Data Set is presented as a survey that provides survey items, response options and terminology for use in responding to questions about various aspects of postsecondary experience, such as: an institution’s academic offerings, enrollment practices and patterns, first-time/first-year enrollment patterns, admissions requirements, persistence indices, transfer admissions policies, annual expenses, and financial aid.

Who (What Entities) are Involved in this Activity?

The following publishers, data collectors, and higher education entities are principally involved in the project:

  • US News and World Report

  • The College Board

  • Petersons

  • Wintergreen/Orchard House

  • U.S. Department of Education officials

  • Higher education associations (AACRAO, NACAC, AACC, AIR, NASFA, NACUBO)

  • College and university administrators

What Types of Data Items Does the Survey Contain?

The Common Data Set survey contains questions about institutional policies, student activities and services and college costs. The survey is divided into eight main sections:

  • Enrollment and Persistence Patterns

  • First-time, First-year Admissions

  • Transfer Admissions

  • Academic Offerings

  • Student Life

  • Annual Expenses

  • Financial Aid

  • Definition of Terms

Is A copy of the Common Data Set Survey Available on-line?

Yes— a copy of the survey for Fall 1998 is on-line and can be downloaded by clicking on the following link: http://www.collegeboard.com/html/new000.html .  (the various sections of the survey are indexed in the side bar on the left hand side of this web page).

How Can I Obtain More Information e.g., Get Information about Upcoming Changes in the Surveys?

Visit the College Board’s web site at: http:www.collegeboard. If you do not find a specific listing for the Common Data Set, use the search feature (i.e., type in common data set in the Search feature). Questions about the Common Data Set can be directed to:

  • Alan Corderman
    CEO, Publisher
    Wintergreen/Orchard
    504/866-8658

  • Renee Gernand
    Director of Guidance Publishing Information Services
    The College Board
    212/713-8250

  • Barbara Lawrence Vice President for Research
    Petersen’s
    609/243-9111 Ext. 250

  • Robert Morse
    Director of Research
    U.S. News & World Report
    202/955-2389