HEDS SYSTEM FORM EDITS
NYSED-2R
INSTITUTIONAL ACTIVITY

HEDS SYSTEM FORM EDITS

NYSED-2R, INSTITUTIONAL ACTIVITY, DATA YEAR 2001-02

IMPORTANT: IN DATA YEAR 1999 AND 2000, LINE 5 WAS DELETED FROM THE FORM AND THE PAPER FORM LINES RENUMBERED. HEDS1 SCREEN WAS NOT RENUMBERED. FOR DATA YEAR 2001 THE PAPER FORM REVERTED TO THE PRE 1999 NUMBERING SCHEME BY OMITTING LINE 5 (1,2,3,4,6,7,8..........).

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 sector and level. Check for missing forms vs. not applicable forms.

• This form is applicable to institutions of all levels, 2-year, 4-year, and graduate only.
• Institutions may submit either branch or institutional total 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. A calendar system must be present

• Horizontal add checks - there are none on form NYSED-2R

• Vertical add checks-

Part 1- no vertical add checks

Part 2- Under the heading "First-time Undergraduates," the hours reported in the different categories of coursework must sum to the "Unduplicated total" in each column:

• R2. For column 1, line 9 + line 10 + line 11 = line 12
• R3. For column 2, line 10 + line 11 = line 12 [line 9, column 2 is shaded, not valid data]
• R4. For column 3, line 9 + line 10 + line 11 = line 12

Comparison error checks. Comparison errors may be accepted as 'ok' at the discretion of the editor:

• Internal form comparisons

An error message should be generated when the following conditions are not met.

• The enrollment reported in Part 2 (fall) may not exceed the enrollment reported in Part 1 (twelve-month period). Specifically for each enrollment level the comparisons are:

R9. Undergraduate - Part 2, line 6, column 3 must not exceed Part 1, line 2, column 3.

R10. Graduate - Part 2, line 7, column 3 must not exceed Part 1, line 3, column 3.

R11. First-Professional - Part 2, line 8, column 3 must not exceed Part 1, line 4, column 3.

R12. First-time Undergrads - Part 2, line 12, column 3 must not exceed Part 1, line 1, column 3.

• When a particular level of enrollment is greater than zero on Part 1, the corresponding category in Part 2 should be greater than zero, and conversely. Specifically:

R13. Undergraduate - If Part 1, line 2, column 3 > 0, then Part 2, line 6, column 3 >0,

R14. Also, if Part 2, line 6, column 3 > 0, then Part 1, line 2, column 3> 0.

R15. Graduate - If Part 1, line 3, column 3 > 0, then Part 2, line 7, column 3 >0,

R16. Also, if Part 2, line 7, column 3 > 0, then Part 1, line 3, column 3> 0.

R17. First-Professional - If Part 1, line 4, column 3 > 0, then Part 2, line 8, column 3 >0,

R18. Also, if Part 2, line 8, column 3 > 0, then Part 1, line 4, column 3> 0.

R19. First-time Undergrads - If Part 1, line 1, column 3 > 0, then Part 2, line 12, column 3 >0,

R20. Also, if Part 2, line 12, column 3 > 0, then Part 1, line 1, column 3> 0.

• Range check on hours per student - Part 1- twelve-month levels

Calculate average hours per student, lines 1 - 4 =

[Credit hours + (contact hours / 15)] / students = [col.1 + (col.2 / 15)] / col. 3

R21. Part 1, line 1, first-time undergraduate- error when average hours per student is < 12 or > 33

R22. Part 1, line 2, all undergraduate- error when average hours per student is < 12 or > 33

R23. Part 1, line 3, graduate- error when average hours per student is < 8 or > 28

R24. Part 1, line 4, first-professional- error when average hours per student is < 8 or >28

• R25. Currently not applicable, line 5 eliminated beginning data year 1999. Part 1, line 5, col2, noncredit title IV, error when contact hours per student is < 40 or > 250

• Range check on Hours/student - Part 2-fall levels

Calculate average hours per student for a specific line =

[Credit hours + (contact hours / 15)] / students = [col.1 + (col.2 / 15)] / col. 3

R26. Part 2, line 6, all undergraduate- error when average hours per student < 6 or > 17

R27. Part 2, line 7, graduate- error when average hours per student is < 4 or > 14

R28. Part 2, line 8, first-professional- error when average hours per student is < 4 or > 14

R29. Part 2, line 9, 1^st-time, college level- error when average hours per student is < 6 or > 17

R30. Part 2, line 10, 1^st-time,mix- error when average hours per student is < 6 or > 17

R31. Part 2, line 11, 1^st-time,Precollege- error when average hours per student is < 6 or > 17

R32. Part 2, line 12, 1^st-time,all - error when average hours per student is < 6 or > 17

 

• Check on remedial rates - Part 2 -fall levels

R33. Error message when the average number of remedial courses per student is less than 1 or greater than 2.5. Calculate the average number of remedial courses per student = sum of remedial course registrations / # remedial students = (sum lines 13-18, column 1) / (sum line 10 + 11, column 3).

R34. Error message when the average number of contact hours per remedial course is less than 40 or greater than 135. Calculate the average number of contact hours per remedial course = sum of contact hours / sum of course enrollments = (sum lines 13-18, col. 2) / (sum lines 13-18, col.1).

R35 thru R 40. Error message when the completion rate for any remedial/developmental subject area is less than 20 or greater than 99 (correction, was 100). Calculate the completion rate separately on each of lines 13 - 18 = (successful completions / course enrollment ) * 100 = (column 3 / column 1) * 100.

• Check on ratio of twelve-month enrollment in part 1 to fall enrollment in part 2- Error when the twelve-month enrollment compared to the fall enrollment for any level is less than 110% or greater than 150%. Specifically, error when

R46. For first-time undergraduates-[ [(line 1, column 3) / (line 12 , column 3)]* 100]< 110 or > 150.

R47. For undergraduates- [ [(line 2, column 3) / (line 6 , column 3)]* 100]< 110 or > 150.

R48. For graduates- [ [(line3, column 3) / (line 7 , column 3)]* 100]< 110 or > 150.

R49. For first-professional- [ [(line 4, column 3) / (line 8 , column 3)]* 100]< 110 or > 150.

• Form to form comparisons- the fall enrollment reported on NYSED-2R should closely match the fall enrollment reported on the same year's NYSED-2.4 beginning fall 1999. See table below. Specifically:

An error message should appear for any category of enrollment when the absolute value of the percentage change when comparing the same categories on the two forms [except full-time, first-time undergraduate and part-time, first-time undergraduate, which must be summed on 2.4] on the two forms is:

Greater than 30% when the NYSED-2R category of enrollment is less than 50

Greater than 12% when the NYSED-2R category of enrollment is 50 - 499

Greater than 7% when the NYSED-2R category of enrollment is 500 - 1499

Greater than 4% when the NYSED-2R category of enrollment is 1500 and up

Calculate percentage change = 100*((2R cell - 2.4 cell) / 2R cell)

• Check for consistency with prior year:

• R54. Calendar system- Current Year (CY) vs. Previous Year (PY). Error message when the current year calendar system is not the same as the prior year calendar system. Located at top of 2^nd page of form.

• Enrollment levels, CY vs. PY- For each level of enrollment listed below, generate an error message when

1. [%CHG] =>12, For CY enrollment > 50, or
2. [%CHG] =>30, for CY enrollment =< 50 or

CY = current year enrollment

PY = previous year enrollment

%CHG = absolute value of 100 * ((CY - PY) / PY)

Enrollment Comparisons - Beginning with the1999-00 data which we will collect in fall 2000, apply rules a, b above to the following categories for CY and PY

*R59 not applicable beginning in data year 1999 when line 5 eliminated.

• Hours per student, lines 1 - 12, CY vs. PY- For each level of enrollment listed below, generate an error message when [%CHG] >20, For whenever CY or PY enrollment > 0

hours/student for 12-month activity categories = (credit hours + contact hours/15) / # of students

or for a selected line =(column 1 + column 2/ 15) / column 3

hours/student for 6-month activity categories = (credit hours + contact hours/15) / # of students

= (column 1 + column 2 / 15) / column 3

CY = current year hours/student

PY = previous year hours/student

%CHG = absolute value of 100 * ((CY - PY) / PY)

Hours/student Comparison - Beginning with the 1999-00 data which we will collect in fall 2000, apply the above rule to fall 1999 collection for the following categories.

*R68 not valid beginning data year 1999. Line 5 eliminated.

• Remedial Rates, lines 13 - 18, CY vs. PY-

(a) R73. Error message when [%CHG] > 12 for line 10, column 3, first-time taking some pre-college

Line 10, CY = current year %first-time enrolled in college level & developmental

= column 3, 100*(line 10 /line 12)

Line 10, PY = prior year %first-time enrolled in college level & developmental

= column 3, 100*(line 10 /line 12)

%CHG = absolute value of 100 * ((CY - PY) / PY)

(b) R74. Error message when [%CHG] > 12 for line 11, column 3, first-time taking primarily pre-college.

Line 11, CY = current year %first-time enrolled in primarily pre-college courses

= column 3, 100*(line 11 /line 12)

Line 11, PY = prior year %first-time enrolled in primarily pre-college courses

= column 3, 100*(line 11 /line 12)

%CHG = absolute value of 100 * ((CY - PY) / PY)

(c) R75.

Error message when [%CHG] > 30 for the number of remedial courses per remedial student

%CHG = absolute value of 100 * ((CY - PY) / PY)

CY courses per student = (sum lines 13-18, column 1) / ((line 12, column 3) - line 9, column 3)

PY courses per student =

(sum lines 13-18, column 1) / ((line 12, column 3) - line 9, column 3)

(d) R76. Error message when [%CHG] > 30 for the number of contact hours per course

%CHG = absolute value of 100 * ((CY - PY) / PY)

CY hours per course = sum lines 13-18, column 2 / sum lines 13-18, column 1

PY hours per course =sum lines 13-18, col. 2 / sum lines 13-18, col. 1

(e) R77. Error message when [%CHG] > 12 for the percentage enrolled in remedial math

CY = current year %math = 100*(line 13 / sum lines 13 - 18) column 1

= prior year %math = 100*(line 13 / sum lines 13 - 18) column 1

(f) R78.0 – 83.0 Error message when [%CHG] > 12 for course completion rates for each course

CY = current year course completion rate = 100*(# course completions /course enrollment)

=100*(col. 3 / col. 1) calculated for each of lines 13 - 18

PY = prior year course completion rate = 100*(col. 3 / col. 1) calculated for each of lines 13 - 18

%CHG = absolute value of 100 * ((CY - PY) / PY) -TO BE CALCULATED FOR EACH REMEDIAL SUBJECT AREA.

In Part 2 (fall), the unduplicated count of first-time undergraduates in remedial/developmental coursework may not exceed the individual course registrations/enrollments in developmental and remedial courses. Error message when sum line 10 + line 11 in column 3 exceeds the sum of lines 13 - 18 in column 1.

In Part 2 (fall), the number of contact hours attempted, when reported by mix of coursework, should equal the number of contact hours attempted when reported by subject area. Error message when the sum of lines 10 + 11 in column 2 does not equal the sum of lines 13 - 18 in column 2.

Note: - We use 15 as the divisor for conversion of clock hours to semester hours, 15 being the number of weeks in a semester/term.

(06/05) Revision: Persistence section, lines 19 to 23, removed.  (Expanded persistence questions added to NYSED-2.9 Graduation Rate Report.)