Note: The numbers preceding each rule should match the numbered acceptance criteria on the spreadsheet

Validity check of records, variables and form

                Check for missing, invalid, out-of-range, or duplicate institutional codes and record identifiers such as part, section and line number as well as needed institutional characteristics such as county.  Check for missing forms.  This form is applicable to all licensed private and registered business schools operating within New York State.

Fatal error checks.  An error message should be generated for each of the following relationships whenever they are not met  [fatal errors may not be overridden by editor, must be resolved]:

·         #1 - #4  Not programmed machine edits, School name, school SED code(12 digit), curriculum code and program name must be present for each curriculum submitted  on Section 1, Parts 1 through 4.  [There will be multiple Section 1's from schools with more than one program]

·         #5  Sec 1, Program hours must be= > 100.  Not a programmed machine edit.  Done on line at data entry.

·         Horizontal add checks- Each line.

Ø       Sec 1, Part 2, lines 4, 5, 6, for each curriculum code,  Current year enrollment

#6.0 – 6.2  Columns:  A + B = C  [Diploma FT + Diploma PT = Diploma Total}

#7.0 – 7.2                       D + E = F   [ATB FT + ATB PT = ATB Total]

#8.0 – 8.2                       C + F = G   [Diploma total + ATB Total = total enrollment for that line]

Ø       Sec 1, Part 3, lines 7, 8, 9, for each curriculum code, Status of current year enrollment as of June 30

#9.0 – 9.2  Columns:  A + B = C   [Diploma FT + Diploma PT = Diploma Total}

#10.9 – 10.2                       D + E = F    [ATB FT + ATB PT = ATB Total]

#11.0 – 11.2                       C + F = G    [Diploma total + ATB Total = total enrollment for that line]

Ø       Sec 1, Part 4, Graduate Follow-up, for each curriculum code,  For each of lines 10 through 18:

#12.0 – 12.8  Columns:  C + F = G    [Diploma total + ATB Total = total enrollment for that line]

Ø       Sec 2, Financial Assistance, For each of lines 19 through 26:

#13.0 – 13.7  Columns: A + B + C    [ FT students + PT students = total students each line]

Ø       Sec 3, Courses-Enrollment and Noncompleters, For each line or Course Code(CO):

#14.0 – 14.17  Columns: C + D = E     [Enrolled:  FT students  + PT students = total students each line]

#15.0 – 15.17  Columns: F + G = H     [Noncompleters:  FT students  + PT students = total students each line]

Ø       Sec 3, Unduplicated Count, Course code - 999999

#16  Columns:  C + D = E    [Unduplicated count: FT students + PT students = total unduplicated count

·         Vertical add checks - for each of the “data" columns as specified:

Ø       Sec 1, Part 1, Enrollment, Column G:

#17  Lines:  1 = 2 + 3  [Applications received = applications accepted + applications denied]

Ø       Sec 1, Part 2, Enrollment, For each of columns A through G:

#18.0 – 18.6  Lines:  4 + 5 = 6  [New enrollment + continuing enrollment = total enrollment]

Ø       Sec 1, Part 3, Status of current enrollment as of June 30, for each of columns A through G

#19.0 – 19.6  Lines:  7 + 8 + 9 = 6 [continuing + noncompleters + graduates = current enrollment]

Ø       Sec 1, Part 4, Graduate Follow-up, for each of columns C, F and G:

#20.0 – 20.2  Lines: sum of 10 through 17 = 18  [sum of follow-up status categories = total graduates]

#21.0 – 21.2  Line 18 = Line 9  [The number of graduate follow-ups must be consistent with the number of graduates]

·         #22  Sec 1, Part 2 new enrollment may not exceed the number of applicants accepted in Part 1.

Ø       Line 4, column G <= Line 2, Column G

·         #23  Only one Section 2 allowed per institution Not a machine edit

·         #24  Sec 2 must have school name and SED code present

·         #25  Section 2:  Blank or empty cells are not allowed:  all cells must be >=0.  In practice this is not a machine edit, system unable to distinguish ‘0’ from null..

·         #26  Sec 1, curriculum code must be unique within a school.  This edit was never implemented.

·         #27  Sec 3, course code must be unique within a school.

·         #28  Section 2:  For each enrollment status (full-time, part-time and total), the unduplicated count of students reported as receiving financial assistance on line 26 may not exceed the calculated sum of students reported on lines 19 through 25 in the various categories of financial aid.

Ø       28.0 – 28.2 For each of columns A, B and C, the unduplicated count of students, line 26, must be <= calculated sum lines 19 through 25.

Ø       #28.3 – 28.5 –1/30/02  For each column, whenever the sum of lines 19 thru 25 > 0, line 26 must be > 0.

·         Section 2:  The unduplicated count of students reported as receiving financial assistance on line 26 may not exceed the sum of the enrollments reported in Section 1, Part 2 aggregated for all programs.

Ø       #29  Sec 2, Line 26, Column A <= Sec 1, Part 2, Line 6, (column A + column D)

Ø       #30  Sec 2, Line 26, Column B <= Sec 1, Part 2, Line 6, (column B + column E)

Ø       #31  Sec 2, Line 26, Column C <= Sec 1, Part 2, Line 6, (column G)

·         #32.0-32.1  Section 3:  If  no data are reported on any line, columns A thru H, there must be a check mark in the designated spot in the heading indicating that no courses are offered.

·         #33.0 – 33.17  Section 3:  For each course enrollment reported, the 'Hours' column must be > 0 and  < 100

·         #34.1-34.3  Section 3:  The unduplicated count of students reported on the last line of Section 3 (course code 999999) may not exceed the calculated sum of the course enrollments for each enrollment status.  For each of columns C, D and E:

Ø       Unduplicated count, course code 999999 =< calculated sum of students enrolled in all course codes <999999 and the unduplicated count, course code 999999 must be > 0 whenever enrollment is greater than 0.

·         Section 3: For any course enrollment > 0, there must be an entry in the # Noncompleters section and that entry  may not exceed its corresponding enrollment

Ø       #35.0-35.17  If Column C is > 0 for any course, then Column F for that course must be <= column C and not null; If Column C =0 for any course, then Column F for that course must be= 0 or null.

Ø       #36.0-36.17  If Column D is > 0 for any course, then Column G for that course must be <= column D and not null; If Column D =0 for any course, then Column F for that course must be= 0 or null.

Ø       #37.0-37.17  If Column E is > 0 for any course, then Column H for that course must be <= column E and not null; If Column E =0 for any course, then Column F for that course must be= 0 or null.

Comparison error checks.  An error message is generated whenever any of the following relationships is not met [comparison errors may be accepted as 'ok' at the discretion of the editor].  It would be helpful to be able to generate #38 thru #39 as a single edit report for the entire file.

·         #38 and #39 Reported SED code, curriculum code, program name, program hours, course code, course hours should be compared with those reported the prior year and a list of mismatches generated for the editor.  This edit was never implemented.

·         #40 and #41  Curriculum codes and course codes should not be used by more than one school.  This edit was never developed.

·         The number of students reported in Section 1, Part 2 as 'Still Enrolled' should match the corresponding number reported as 'Still Enrolled' (continuing) on Part 3 of the prior year's form for each curriculum code.

Ø       #42  Current year Part 2, full-time Diploma students 'Still Enrolled/continuing from previous year' should = prior year Part 3, full-time Diploma students 'Still Enrolled/ continuing'

Ø       #43  Current year Part 2, part-time Diploma students 'Still Enrolled/continuing form previous year' should = prior year Part 3, part-time Diploma students 'Still Enrolled/continuing'

Ø       #44  Current year Part 2, Total Diploma students 'Still Enrolled/continuing from previous year' should = prior year Part 3, total Diploma students 'Still Enrolled/continuing'

Ø       #45  Current year Part 2, full-time ATB students 'Still Enrolled/continuing from previous year' should = prior year Part 3, full-time ATB students 'Still Enrolled/continuing'

Ø       #46  Current year Part 2, part-time ATB students 'still enrolled/continuing from previous year' should = prior year Part 3, part-time ATB students 'Still Enrolled/continuing'

Ø       #47  Current year Part 2, total ATB students 'Still Enrolled/continuing' should = prior year Part 3, total ATB students 'Still Enrolled/continuing'

·         Changes across years should be calculated as follows for each school by aggregating all its programs(summed from Section 1, column G of every program submitted) and error messages generated as specified.

Ø       #48  % Accepted

Current year = 100*(line 2 / line 1)

Prior year = 100* ( applications accepted / applications received)

Error message when the absolute difference in the % accepted between the current and prior(base) year > 15

Ø       #49.0 – 49.1  Total enrollment

Current year = line 6

Error message when % change in enrollment is > 20% for base >=150 or when the difference in enrollment is > 100 for a base < 150.

% Change in enrollment = absolute value ((current year enrollment - prior year enrollment) / prior year enrollment)

Difference in enrollment is the absolute value of the current year - prior year enrollment

Ø       #50  School Completion Rate

Calculate the completion rate for the current year and prior year.  Error message when the absolute value of the difference of the two years> 15

School Completion Rate =100* (total graduates / (total enrollment - continuing students at year's end)

                =100*[line 9, col G /  ( line 6, col G - line 7, col G)]  for the current year form

Ø       #51  School Employment Rate

Calculate the employment rate for the current year and prior year.  Error message when the absolute value of the difference > 15

Calculate School Employment rate = 100*(sum of lines 10 through 13, col G / line 18 - line 17), col G)

Ø       #52.0 – 52.17  When/if CIP codes are used in Section 3, they must be 6 digit codes XXXX.XX.

OEDS Calculated Variables to be included in the Preliminary file.  Decimals should be rounded to the nearest 10^th.  Calculations should be done as a summary of all programs for each institution as well as for every program of each institution for each student type: Diploma, ATB and Total Diploma + ATB., columns C, F, and G respectively.

·         Program completion rate =100* ( total program graduates /  ( total program enrollment - continuing  program students) for each of :

Diploma students:        100*(Part 3 line 9 column C / (Part 2 line 6 column C - Part 3 line 7 column C)

ATB students:              100*(Part 3 line 9 column F / (Part 2 line 6 column F - Part 3 line 7 column F)

All Students:                 100*(Part 3 line 9 column G / (Part 2 line 6 column G - Part 3 line 7 column G)

·         % graduates, employed related field = Sec 1,Part 4, 100*( line 10 / line 18 )

·         % of graduates, employed slightly related field = Sec 1, Part 4, 100*( line 11 / line 18 )

·         % of graduates, employed unrelated field = Sec 1, Part 4: 100*( line 12 / line 18 )

·         % of graduates, in military = Sec 1, Part 4: 100*( line 13 / line 18 )

·         % of graduated, seeking employment = Sec 1, Part 4: 100*( line 14 / line 18 )

·         % of graduates, pursuing more education = Sec 1, Part 4: 100*( line 15 / line 18 )

·         % of graduates, unavailable for employment = Sec 1, Part 4: 100*( line 16 / line 18 )

·         % of graduates, status unknown = Sec 1, Part 4: 100*( line 17 / line 18 )

The following calculated variables are for the sum of Diploma and ATB programs

·         Acceptance rates = Sec 1, Part 1, column G:  100*(Line 2 / line 1)

·         Yield rates = Sec 1, Column G:  100*(line 4 / line 2)

·         School Completion Rate =100*[line 9, col G /  ( line 6, col G - line 7, col G)

·         School Employment Rate=100*(sum of lines 10 through 13, col G / (line 18 - line 17), col G)