Degree Selection for State Support of Instruction

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August 16, 2011

Purpose

This process will annually select the Degrees from the Degree Certificate (DC) File that qualify for SSI (State Support of Instruction). It will also report which DC records do not qualify together with the reason. The process can be run from the Web by authorized institution personnel for their institution only. A selection screen allows the institution personnel to select the fiscal year they wish to run. This process is a parallel process to the Subsidy FTE process which is used for enrollment data.

Order of Processing

(This is an overview. A detailed explanation is included later in the text)

Step 1: Select DC records that may qualify for inclusion in the SSI.
Step 2: Summarize selected records into SSI Degree Sets.
Step 3: Exclude level 03 SSI Degree Sets earned on branches.
Step 4: Exclude doctoral degrees that were defunded by the Doctoral Review process.
Step 5: Include only one SSI Degree Set per student, per year, per level, per institution.
Step 6: Determine at risk students.
Step 7: Summarize and report the accepted SSI Degree sets by level and subject, in subsidy, in a subsidy degree summary table.
Step 8: Save the individual SSI Degree Sets, including excluded ones, in a subsidy degree detail table.

Detailed Steps of Processing

Step 1:

Select DC records that may qualify for inclusion in the SSI. This includes all level 05, 07, 09 and 10 as well as the corresponding A5, A7 and A9 records awarded in the selected fiscal year. For institutions with an access mission ("CINC","AKRN","CLEV","CNTL","SHAW", and "YNGS") also select 03 and A3 level DC records. Starting in Fiscal Year 2010, also collect levels 17, 18 and 19.

On the web report the number of DC records by level. These should balance with the summary in the DC Summary edits when the file was loaded.

Step 2:

Summarize the selected records into SSI Degree Sets. Individual DC records are not uniquely identifiable because the record contains no key. A degree may be represented in the DC file by identical records except for Academic Program or Subject Code. In theory it is possible to have completely identical DC records. In this process we want to select only one degree per student per level (03, 05, 07, 09, 10, 17, 18, or 19) per institution per year.

If a student has more than one such degree, we select the most costly degree based on predetermined statewide average degree costs. We have an externally generated table of Statewide Average Degree Cost attached to this document (see Appendix). In the future we will need to generate a new Statewide Average Degree Cost table periodically. Statewide Average Degree Cost vary by degree level and subject, where subject is defined as Subject Field for degree levels 05, 07,10, and 18 Discipline Area for degree level 09, 17, 19 and a special program area (listed at the end of this document) for level 03 degrees. Because there are no level 17, 18 and 19 entries in the degree cost table, convert levels 17 and 19 to level 09 for this match and convert level 18 to level 10.

Moreover, level 03 degrees attributed to branches of access universities are to be excluded.

Therefore, Step 2 summarizes DC records by Student ID, Institution, Fiscal Year, Level (03, 05, 07, 09 and 10) subject (as defined in the statewide average Degree Cost table) and cost (from the Statewide Average Degree Cost table). If there is no Degree Cost data for the selected subject and level, continue to process the SSI Degree Set with an assumed statewide average cost of $0. We call these summaries DC records, SSI Degree Sets; most SSI Degree Sets will contain only 1 DC record, but a few have multiple DC records.

On the web report the number of SSI Degree sets and DC records by level. In the drill down display individual DC records for SSI Degree sets with multiple DC records.

Step 3:

Exclude level 03 SSI Degree Sets earned on branches. For level 03 SSI Degree Sets earned at an access institution that has branches only the level 03 SSI Degree Set for which more credits were earned on main campus than on the university’s branch campuses earn SSI. This is regardless of the campus reported with the DC record.

For level 03 SSI Degree Sets earned at an access institution that has branches sum the credits earned by the degree recipient at the degree granting institution in any term not later than the term in which the degree was granted into 2 summaries: 1. Credits earned on the main campus and 2. Credits earned at any branch of the degree granting institution. Then eliminate the SSI Degree Set unless more credits were earned on the main campus. For example, if a student earned 50 credits on the main campus and 30 credits on each of 2 branches, the degree would be excluded.

On the web report the number of level 03 SSI Degree Sets excluded for this reason and provide a drill down to the individual SSI Degree Sets excluded.

Step 4:

Exclude doctoral degrees sets that were defunded by the Doctoral Review process. These are the Level 09 or A9 degrees at the following institutions in the Subject Field identified. Note, starting in FY 2010 these degrees are Level 17.

  • AKRN - History
  • BGSU - History
  • CINC - History and English
  • KENT - History
  • TLDO - History and English

On the web report the number of degree sets excluded in this step.

Step 5:

Include only one SSI Degree Set per student, per year, per level, per institution. When there are more than one select the most costly SSI Degree Set based on statewide average cost of degrees.

On the web report by level, the number of SSI degree sets both included and excluded and provide a drill down to the individual SSI Degree Sets excluded in this step.

Step 6:

Determine at risk students. For each SSI Degree set not excluded, determine if the student is considered “at risk”. Such students have any of the following characteristics:

  • Age: over 25 at the time of graduation (when exact birth date or graduation date is not available, use the difference between fiscal year graduated and year of birth),
  • EFC: Less than $2,190 in the last 3 years ending in graduation,
  • ACT: Less than 17 on either the English or Math test,
  • Dev: No ACT data available and completed any Developmental course any time before the degree was awarded on any USO campus.
  • Race: African American, Hispanic or American Indian, from Student Entrance table with the same admission area as the corresponding DC record.

On the web report by level, the number of SSI degree sets and number for which the student was at risk. There is no drill down for this step.

Step 7:

Summarize and report the accepted SSI Degree sets by level and subject and report the number of SSI Degree sets in each and the number for which the student is at risk. Save these in a subsidy degree summary table. Attributes are (Institution, Fiscal Year, Degree Level, Subject, Number of SSI Degree Sets, Number of SSI Degree Sets for which the student is at risk), all except the last 2 attributes are key attributes. Prior to saving these delete all rows for this institution and fiscal year to provide for rerunning this process.

On the web display the rows added to this table.

Step 8:

Save the individual SSI Degree Sets (including those excluded by steps 3-5) and include the reason for exclusion in a subsidy degree detail table. Attributes are (OBRID, Institution, Fiscal Year, Degree Level, Subject, number of DC records, age, lowest EFC in the last 3 years ending in graduation, Math ACT score, English ACT score, number of developmental courses completed, Race, Reason for exclusion). Reasons for exclusion are:

  • Not the most costly degree set.
  • Associate Degree earned on branch campuses.
  • Doctoral degree defunded by the doctoral review.

Prior to saving these delete all rows for this institution and fiscal year to provide for rerunning this process.

On the web display the rows added to this table only if they are requested via a link displayed in this step. Translate OBRID to SSN for the report shown. Since the data included SSN we do want to display it unless specifically requested.

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