HEDS SYSTEM FORM EDITS & CALCULATED VARIABLES 
NYSED-1
ADMISSIONS AND ACADEMIC PREPARATION (FRESHMEN)

Check for missing, invalid, out-of-range duplicate institutional codes and record identifiers such as part, section and line number as well as needed institutional characteristics such as county, sector and level. Check for missing forms vs. not applicable forms. This form is applicable to 2-year and 4-year institutions.

• This form is not applicable to institutions whose level is 'graduate only.'
• Institutions may submit either branch or institutional data.

Fatal error checks. An error message is generated for each of the following relationships when not true [fatal errors may not be overridden by editor, must be resolved]:

• R1 thru R9. Vertical add checks - for each of columns 1,2,3,4,5,6,7,8,9 the total must equal the sum of the racial/ethnic categories - Line 1 = line 2 + line 3 + line 4 + line 5 + line 6 + line 7 + line 8

Comparison error checks. An error message is generated based on each of the following relationships [comparison errors may be accepted as 'ok' at the discretion of the editor]:

• Year to year comparisons, current year (cy) vs. prior year (py)-

The difference in the acceptance rate between the current and prior year should not be more than 10 percentage points. The comparison needs to be done separately for the associate program (columns 4,5,6) and the baccalaureate program (columns 7,8,9); it's not required for the certificate or diploma programs (columns 1,2,3).

The acceptance rate for the associate program, <ARA> = 100 * (column 5 / column 4).

• R10. Error message when [ (<ARA> current year) - (<ARA> prior year)] > + or - 10.

The acceptance rate for the baccalaureate program, <ARB> = 100 * (column 8 / column 7).

• R11. Error message when [ (<ARB> current year) - (<ARB> prior year)] > + or - 10.
• Internal form check-

The acceptance rate may not exceed 100% except when the institution belongs to the CUNY sector. The comparison needs to be done separately for certificate or diploma programs, associate programs and baccalaureate programs. The acceptance rate calculation for the certificate or diploma program, <ARCD> = 100 * (column 2 / column 1).

• R12. Error message when: <ARCD> > 100 and sector not CUNY
• R13. Error message when: <ARA> > 100 and sector not CUNY
• R14. Error message when: <ARB> > 100 and sector not CUNY
• Internal form comparison-
• R15.1 thru 15.24. Institutions whose level = 2-year should leave blank or zero fill columns 7, 8, or 9 (baccalaureate level). An error message should appear when line 1, column 7 or column 8 or column 9 is greater than 0 and level = 2-yr.

• R16. Add check with part 2 - the total number of first-time freshmen reported on part 1 must equal the total number of first-time freshmen reported on each of the two sections of part 2. Error message needed when the following is not true:

[Part 1, line 1, column 3 + column 6 + column 9] must equal [Part 2,line11, column 1 + column 2 + column 3] must equal [Part 2,line 21, column 1 + column 2 + column 3]

• R17.0 thru 17.3. Form to form comparisons - NYSED-1 comparison to NYSED-2.4, same year -

The sum of the applicants enrolled in the certificate/diploma programs + associate degree programs + baccalaureate degree programs should equal the number of full-time first-time freshmen reported on form NYSED-2.4.

An error is noted when the absolute value of the difference between (NYSED-1, line 1, column 3 + column 6 + column 9 ) and (NYSED-2.4, line 7, column 1) is:

17.0 Greater than 30% & (NYSED-1, line 1, column 3 + column 6 + col 9 ) is less than 50

17.1 Greater than 12% & (NYSED-1, line 1, column 3 + column 6 + col 9 ) is 50 - 499

17.2 Greater than 7% & (NYSED-1, line 1, column 3 + column 6 + col 9 ) is 500 - 1499

17.3 Greater than 7% & (NYSED-1, line 1, column 3 + column 6 + col 9 ) is 1500 and up

Fatal error checks. An error message is generated for each of the following relationships when not true [fatal errors may not be overridden by editor, must be resolved]:

• Vertical add checks - For each of columns 1,2,3:

the sum of the admits for each grade point average(GPA) must = the total on line 11, and

the sum of the SAT/ACT score admits must = the total on line 21

• R18 thru 23. Thus for each column,

sum of lines 1+2+3+4+5+6+7+8+9+10 must = line 11, and

sum of lines 12+13+14+15+16+17+18+19+20 must = line 21

• The total number of students reported in each admission category on line 11, must match the total number reported in the same category on line 21. Specifically:

R24. Line 11, column 1 = Line 21, column 1

R25. Line 11, column 2 = Line 21, column 2

R26. Line 11, column 3 = Line 21, column 3

Comparison error checks. An error message is generated based on each of the following relationships [comparison errors may be accepted as 'ok' at the discretion of the editor]:

• Year to year comparisons, current year NYSED-1 (cy) vs. prior year NYSED- 1 (py)-

Applies to 'Regular Admits' only, column 1, the percentage of regular admits with Grade Point Average > 90% in the current year should not vary more than 8 percentage points from percentage in the prior year. The same comparison should be made for SAT/ACT scores.

• R27. Error message when the absolute value of the difference between the calculation [(Line 1 + line 2 / sum of lines 1 - 9) * 100] for the current year and the prior year is greater than 8.
• R28. Error message when the absolute value of the difference between the calculation [(Line 12 + line 13) / (sum of lines 12 - 19)]*100 for the current year and the prior year is greater than 8.

Comparison error checks. An error message is generated based on each of the following relationships [comparison errors may be accepted as 'ok' at the discretion of the editor]:

The sum of the applicants enrolled in the certificate/diploma programs + associate degree programs + baccalaureate degree programs should equal the number of full-time first-time freshmen reported on form NYSED-2.4.

An error is noted when the absolute value of the difference between (NYSED-1, line 1, column 3 + column 6 + column 9 ) and (NYSED-2.4, line 7, column 2) is:

R35.0 Greater than 30% & (NYSED-1, line 1, column 3 + column 6 + col 9 ) is less than 50

R35.1 Greater than 12% & (NYSED-1, line 1, column 3 + column 6 + col 9 ) is 50 - 499

R 35.2 Greater than 7% & (NYSED-1, line 1, column 3 + column 6 + col 9 ) is 500 - 1499

R 35.3 Greater than 7% & (NYSED-1, line 1, column 3 + column 6 + col 9 ) is 1500 and up

 

Recode all missing values to zeros before calculating.

Part 1:

Percent Accepted of Full-time, first-time applicants = 100 * (R1col 5+ 8)/ (R1col 4+7)

Percent Race/ethnic group of all enrolled first-time = 100 * (Rxcol 3+6+9)/(R1col 3+6+9)

(Do for each r/e group, rows 2 –8).

Percent Certificate F-T Enrollment = 100 * (R1col3)/(R1col3+6+9)

Percent Associate F-T Enrollment = 100 * (R1col6)/(R1col3+6+9)

Percent Baccalaureate F-T Enrollment = 100 * (R1col9)/(R1col3+6+9)

Part 2:

Percent Opp/Special Admits (gpa)= 100 * (1-(R11col1)/R11col1+2+3))

Percent Opp/Special Admits (sat )= 100 * (1-(R21col1)/R21col1+2+3))

Percent Known GPA = 100 * (1-(R9 col1+2+3 + R10col1+2+3)/(R11col1+2+3)

Percent Known SAT = 100 * (1-(R19 col1+2+3 + R20col1+2+3)/(R21col1+2+3)

Average GPA =

((97.50*R1col1+2+3)+(92.25*R2col1+2+3)+(87.50*R3col1+2+3)+

(82.50*R4col1+2+3)+(77.50*R5col1+2+3)+(72.50*R6col1+2+3)+

(67.50*R7col1+2+3)+(62.50*R8col1+2+3))

/ (R1+2+3+4+5+6+7+8col1 + R1+2+3+4+5+6+7+8col2 + R1+2+3+4+5+6+7+8col3)

Average SAT =

((1400*R12col1+2+3)+(1250*R13col1+2+3)+(1150*R14col1+2+3)+

(1050*R15col1+2+3)+(950*R16col1+2+3)+(850*R17col1+2+3)+

(750*R18col1+2+3)+(670*R19col1+2+3))

/ (R12+13+14+15+16+17+18+19col1 + R12+13+14+15+16+17+18+19col2 + R12+13+14+15+16+17+18+19col3)