Attention: Institutional Research Directors & APDB Coordinators Assistant Vice Chancellor for Institutional Research and Analyses

Transcription

1 Institutional Research and Analyses 401 Golden Shore, 6th Floor Long Beach, CA Edward Sullivan, Ph.D. Assistant Vice Chancellor Tel: July 24, 2017 CODED MEMORANDUM TO: FROM: ASA Campus Presidents Attention: Institutional Research Directors Edward Sullivan, Ph.D. & APDB Coordinators Assistant Vice Chancellor for Institutional Research and Analyses SUBJECT: Academic and Course Reporting Schedule This memorandum provides detailed information on the academic and course data file reporting schedule. Timely and accurate data transmissions enable the CSU to inform system-level decisions and meet state and federal reporting requirements. The data allow accurate reporting and measurement of campus efforts and progress towards achieving CSU goals and inform CSU efforts related to campus planning, support and resources. We recognize and appreciate the efforts made by campuses to provide these files. The CSU is required to report both campus state-supported and self-supported enrollment for all matriculated students to the federal Integrated Postsecondary Education Data System (IPEDS). Beginning fall 2017, the campus must submit SERSS fall profile data in a timely manner to help us meet the federal reporting requirement. An addendum to this memo includes contact information for Chancellor s Office staff available to provide additional information on the respective reports. Attachments c: Loren J. Blanchard, Executive Vice Chancellor, Academic and Student Affairs Provosts/Vice Presidents of Academic Affairs Vice Presidents of Student Affairs Associate Vice Presidents for Academic Affairs Directors of Institutional Research Extended Education Deans State University Registrars Deans/Directors of Admissions and Records Enrollment Planning & Resources Officers APDB Coordinators Eric Forbes, Assistant Vice Chancellor, Student Academic Support Nathan Evans, Chief of Staff, Academic and Student Affairs Darlene Daclan, Director of Academic Affairs Business Systems April Grommo, Director of Enrollment Management Services CSU Campuses Bakersfield Channel Islands Chico Dominguez Hills East Bay Fresno Fullerton Humboldt Long Beach Los Angeles Maritime Academy Monterey Bay Northridge Pomona Sacramento San Bernardino San Diego San Francisco San José San Luis Obispo San Marcos Sonoma Stanislaus

2 Academic and Course Reporting Chancellor s Office Contacts Enrollment Reporting System (ERS) and B-P File Data Edward Sullivan, Assistant Vice Chancellor (562) esullivan@calstate.edu ERS Data Collection and Processing Josephine Sirineo (562) jsirineo@calstate.edu Monica Malhotra (562) mmalhotra@calstate.edu Academic Planning Database (APDB) Data Collection and Processing John Martin (562) jmartin@calstate.edu Stacie Bauerle (562) sbauerle@calstate.edu Yves Hepperle yhepperle@calstate.edu Nicole Louie nlouie@calstate.edu

3 Academic and Course Reporting Schedule: Final ERS, APDB, and Other Data File Collections (Table A) ERSD final files (fall, winter, and spring degrees for CY ) are due August 9, Proficiency One Year Later final files (fall 2016 cohort to fall 2017) are due October 6, ERST files for CY (July 1, 2016-June 30, 2017) are due November 1, ERSD final files containing summer 2017 degrees are due November 1, Final files (fall 2017, winter 2018, spring 2018) are due June 13, ERSD final files (fall, winter, and spring degrees for CY ) are due August 8, ERST files for CY (July 1, 2017-June 30, 2018) are due October 31, Monthly ERSA Term Submissions (Table B) See Monthly ERSA Reports section for more precise information about the use and collection of these files. Fall 2017 ERSA file is due August 28, Monthly winter 2018 ERSA files are due the last Monday of September 2017 until winter admissions are validated and complete at the institution. Monthly spring 2018 ERSA files are due the last Monday of September 2017 until spring admissions are validated and complete at the institution. Monthly fall 2018 ERSA files are due the last Monday of November 2017 until fall admissions are validated and complete at the institution. Census Date and End of Term Academic and Course Reporting Calendar (Pages 7-10) See Preliminary Reports section for more information about the use of preliminary files. Beginning fall 2017, SERSS fall profile data must be submitted in a timely manner to meet federal reporting requirements. The CSU is required to report campus state and self-support enrollment for all matriculated students in IPEDS submissions. Preliminary ERS and APDB files are due one week after the term census date. Preliminary ERSD files are due with subsequent term preliminary ERS and APDB files. Final summer ERS files are due on October 13, Final summer APDB files are due 15 working days after the fall term ERS profile due dates. Profile ERS files are due 15 working days after the term census date. Profile APDB files are due 15 working days after term ERS profile due dates. Preliminary ERSFA files are due 15 working days after term census dates. Academic and Course Reporting Procedures Order of ERS processing in the web-based collection system ERSS files should be in Campus Completed status in order to run the edits on ERSO files and cross reference the information between ERSS and ERSO files. Primary Degree file and Multi-Major file should be uploaded at the same time to run the edits on Multi-Major file. Sequence of uploading the Primary Degree and Multi-Major file does not matter. Notify CO only when both Primary Degree and Multiple-Major file are catastrophic error free. Your submission requirement for census and final ERS files is met when the files are catastrophic error free and you have completed the Notify CO process.

4 Preliminary Term Reports The need to provide data to inform decisions prior to census and final deadlines coupled with the need to significantly improve data quality necessitates continuation of the practice of more frequent ERS and APDB file transmissions. Preliminary files are seen as working versions of a final, error-free file. Campuses should review their preliminary files (particularly in areas of legislative and public interest) to ensure that reflections of the campus in the preliminary data are fair and accurate. Preliminary ERSS term files are part of the academic and course file reporting schedule (see pages 7-10) and are due one week after the institutional census date. The files enable the Chancellor s Office to respond to internal and external requests for better information about campus and overall system enrollments. The following provides submission expectations the preliminary term files. It may be necessary to request preliminary files earlier than or in addition to scheduled collections to inform CSU discussions. Preliminary term ERSS files for summer 2017, fall 2017, winter 2018, and spring 2018 (see pages 7-10). These files should document the census opening day enrollment. Preliminary term APDB files for fall 2017 and spring 2018 (see pages 7-10). Institutions should be prepared to transmit these files to document census opening day enrollment, at least, in regular course sections and instructional FTEF. Preliminary term ERSD files for summer 2017, fall 2017 and winter 2018 (see pages 7-10). Here summer files will be sent one week after fall census date -- beginning the 3rd week in September (semester campuses) or the 2nd or 3rd week in October (quarter campuses); fall files for quarter campuses will be sent beginning late January to early February 2018; fall files for semester campuses will be sent beginning the last week in February to the first week in March 2018; winter files for quarter campuses will be sent in the last week in April Monthly ERSA Reports Monthly ERSA files for fall 2017, winter 2018, spring 2018 and fall 2018 are required. Every month, each campus will transmit an ERSA file to the Chancellor s Office for fall 2017 through fall 2018 applicants. For CMS campuses, these monthly files can be extracted from a campus non-production environment, but the extract must be representative decisions to date in the production environment. The files should represent all applicant records on hand at the time of the submission. The files, of course, can contain unedited values. On the first working day of every month, Institutional Research and Analyses will use the files submitted to create a system-wide file. These monthly campus submissions begin in July 2017; the last submission date is in June 2018 (see table B).

5 Table A. Reporting Schedule: CY Final Files Submission 9-Aug-17 6-Oct-17 1-Nov Jun-18 8-Aug Oct-18 ERSD Final (Fall 2016, Winter 2017, Spring 2017) CY Proficiency "One- Year Later" (Fall 2016 to Fall 2017) Fall 2016 Cohort ERST Final (CY ) July 1, June 30, 2017 CY ERSD Final file (Summer 2017) CY APDB Final (Fall 2017, ERSA Final (Fall 2017, ERSO Final (Fall 2017, ERSR Final (Fall 2017, ERSS Final (Fall 2017, serss Final (Fall 2017, Winter 2018, Spring ERSFA Final (Fall 2017, Winter 2018, Spring Student Participation Course and Course Section; B-P Final (Fall 2017, Winter 2018, Spring 2018 Census Files) CY ERSD Final (Fall 2017, ERST Final (CY ) July 1, June 30, 2018 CY 17-18

6 Table B. Reporting Schedule for Monthly ERSA Files: CY and Beyond Submission Date Fall Winter Spring Fall Year Month July Submit 2017 August Submit 2017 September Submit Submit 2017 October Submit Submit 2017 November Submit Submit Submit 2017 December Submit Submit Submit 2018 January Submit Submit Submit 2018 February Submit Submit Submit 2018 March Submit Submit 2018 April Submit Submit 2018 May Submit 2018 June Submit Submission dates: 1. Fall 2017 ERSA: the last file is due by August 28, Winter 2018 ERSA: monthly file due last Monday of the month from September 2017 until campus winter 2018 opens. 3. Spring 2018 ERSA: monthly file due last Monday of the month from September 2017 until campus spring 2018 opens. 4. Fall 2018 ERSA: monthly file due last Monday of the month from November 2017 until campus fall 2018 opens.

7 Academic and Course Reporting Schedule College Year Summer STATE SUPPORT FINAL SELF SUPPORT Campus Name Classes Begin Semester/Quarter Census Date PRELIMINARY ERSS ERSO/ERSFA FINAL APDB Files Due Classes Begin Semester/Quarter Census Date FINAL SERSS Bakersfield 14-Aug Aug Aug Oct-17 6-Nov Aug Aug Oct-17 Cal State Teach Not applicable Not applicable 17-Aug Oct-17 Not applicable Not applicable Not applicable Not applicable Channel Islands 30-May Jul Jul Oct-17 6-Nov May Jul Oct-17 Chico 1-Jun Aug Aug Oct Oct May Aug Oct-17 Dominguez Hills 8-Jul Jul Jul Oct Oct-17 1-Aug Aug Oct-17 East Bay 19-Jun Jul Jul Oct Nov Jun Jul Oct-17 Fresno 22-May Aug Aug Oct Oct May Aug Oct-17 Fullerton 3-Jul Aug Aug Oct Oct-17 3-Jul Aug Oct-17 Humboldt 22-May-17 5-Jun Jun Oct Oct Jun Jul Oct-17 International Programs Not applicable Not applicable 17-Aug Oct-17 Not applicable Not applicable Not applicable Not applicable Long Beach 30-May Jun Jun Oct-17 6-Nov May Jun Oct-17 Los Angeles 30-May Jun Jun Oct Oct May Jun Oct-17 Maritime Academy 23-Apr May May Oct-17 6-Nov-17 8-May May Oct-17 Monterey Bay 5-Jun Jul-17 4-Aug Oct-17 1-Nov-17 5-Jun-17 4-Sep Oct-17 Northridge 12-Jul Jul-17 1-Aug Oct-17 6-Nov Jul Jul Oct-17 Pomona 19-Jun-17 9-Aug Aug Oct Nov Jun Aug Oct-17 Sacramento 30-May Jun-17 2-Jul Oct-17 6-Nov Jul Jul Oct-17 San Bernardino 2-Aug Aug Aug Oct Nov-17 2-Aug Aug Oct-17 San Diego 22-May Jul Jul Oct-17 6-Nov-17 1-May Aug Oct-17 San Francisco 10-Jul Jul Jul Oct-17 1-Nov-17 5-Jun Jul Oct-17 San Jose 5-Jun Jul Jul Oct-17 1-Nov-17 7-Jul-17 7-Aug Oct-17 San Luis Obispo Not applicable Not applicable Not applicable 13-Oct Nov Jun-17 5-Sep Oct-17 San Marcos 10-Jul Jul Jul Oct-17 6-Nov Jul Jul Oct-17 Sonoma Not applicable Not applicable Not applicable 13-Oct Oct-17 7-Jul Jul Oct-17 Stanislaus 5-Jun-17 9-Jun Jun Oct-17 1-Nov Jul-17 1-Aug Oct-17 Summer Arts Not applicable Not applicable 17-Aug Oct-17 Not applicable Not applicable Not applicable Not applicable

8 Academic and Course Reporting Schedule College Year Fall STATE SUPPORT SELF SUPPORT PROFILE PRELIMINARY Fall ERSS / APDB ERSA/ERSR/ERSS/ ERSO PROFILE PRELIMINARY PROFILE Semester/Quarter & Summer 2017 ERSD Preliminary ERSFA APDB SERSS SERSS Campus Name Classes Begin Census Dates Files Due Classes Begin Semester/Quarter Census Date Bakersfield 28-Aug Sep-17 2-Oct Oct-17 6-Nov Oct-17 6-Nov Nov Nov-17 Cal State Teach Not applicable Not applicable 18-Oct-17 1-Nov-17 Not applicable Not applicable Not applicable Not applicable Not applicable Channel Islands 28-Aug Sep-17 2-Oct Oct-17 6-Nov Aug-17 6-Nov Nov Nov-17 Chico 21-Aug Sep Sep-17 9-Oct Oct Aug Sep Sep-17 6-Oct-17 Dominguez Hills 21-Aug Sep Sep-17 9-Oct Oct Nov-17 6-Nov Nov Nov-17 East Bay 20-Sep Oct Oct Oct Nov Sep-17 1-Nov-17 8-Nov Nov-17 Fresno 22-Aug Sep Sep Oct Oct Aug-17 6-Nov Nov Nov-17 Fullerton 21-Aug Sep Sep-17 9-Oct Oct Oct-17 6-Nov Nov Nov-17 Humboldt 21-Aug Sep Sep-17 9-Oct Oct Oct Oct-17 6-Nov Nov-17 International Programs Not applicable Not applicable 18-Oct-17 1-Nov-17 Not applicable Not applicable Not applicable Not applicable Not applicable Long Beach 28-Aug Sep-17 2-Oct Oct-17 6-Nov Aug Sep-17 2-Oct Oct-17 Los Angeles 21-Aug Sep Sep-17 9-Oct Oct Aug Sep Sep-17 9-Oct-17 Maritime Academy 28-Aug Sep-17 2-Oct Oct-17 6-Nov Aug Sep-17 2-Oct Oct-17 Monterey Bay 23-Aug Sep Sep Oct-17 1-Nov Aug-17 6-Nov Nov Nov-17 Northridge 28-Aug Sep-17 2-Oct Oct-17 6-Nov Oct-17 6-Nov Nov Nov-17 Pomona 21-Sep Oct Oct-17 1-Nov Nov Sep Oct Oct-17 1-Nov-17 Sacramento 28-Aug Sep-17 2-Oct Oct-17 6-Nov Aug Sep-17 2-Oct Oct-17 San Bernardino 21-Sep Oct Oct-17 1-Nov Nov Oct-17 6-Nov Nov Nov-17 San Diego 28-Aug Sep-17 2-Oct Oct-17 6-Nov-17 1-Aug-17 6-Nov Nov Nov-17 San Francisco 23-Aug Sep Sep Oct-17 1-Nov Aug Sep Sep Oct-17 San Jose 23-Aug Sep Sep Oct-17 1-Nov Jul-17 6-Nov Nov Nov-17 San Luis Obispo 14-Sep-17 4-Oct Oct Oct Nov Aug-17 6-Nov Nov Nov-17 San Marcos 28-Aug Sep-17 2-Oct Oct-17 6-Nov Oct-17 6-Nov Nov Nov-17 Sonoma 22-Aug Sep Sep Oct Oct-17 6-Oct Oct Oct Nov-17 Stanislaus 23-Aug Sep Sep Oct-17 1-Nov Sep-17 2-Oct-17 9-Oct Oct-17

9 Academic and Course Reporting Schedule College Year STATE SUPPORT PROFILE ERSA/ERSR/ERSS/ PRELIMINARY ERSO Winter ERSS / APDB & PROFILE Semester/Quarter Fall 2017 ERSD PRELIMINARY ERSFA APDB Campus Name Classes Begin Census Date Files Due Classes Begin Winter SELF SUPPORT Semester/Quarter Census Date PROFILE SERSS Bakersfield Not applicable Not applicable Not applicable Not applicable Not applicable 2-Jan Jan-18 6-Feb-18 Chico Not applicable Not applicable Not applicable Not applicable Not applicable 3-Jan Jan-18 9-Feb-18 East Bay 2-Jan Jan Jan Feb-18 6-Mar-18 2-Jan Feb-18 5-Mar-18 Fresno Not applicable Not applicable Not applicable Not applicable Not applicable 26-Dec Jan-18 2-Feb-18 Fullerton Not applicable Not applicable Not applicable Not applicable Not applicable 16-Dec Jan-18 9-Feb-18 Long Beach Not applicable Not applicable Not applicable Not applicable Not applicable 2-Jan-18 8-Jan Jan-18 Los Angeles Not applicable Not applicable Not applicable Not applicable Not applicable 2-Jan-18 5-Jan Jan-18 Monterey Bay Not applicable Not applicable Not applicable Not applicable Not applicable 2-Jan Jan Feb-18 Northridge Not applicable Not applicable Not applicable Not applicable Not applicable 23-Dec-17 6-Jan Jan-18 Pomona 2-Jan Jan Jan Feb-18 6-Mar-18 2-Jan Jan Feb-18 Sacramento Not applicable Not applicable Not applicable Not applicable Not applicable 2-Jan-18 5-Jan Jan-18 San Bernardino 8-Jan Jan-18 5-Feb Feb Mar Feb Feb Mar-18 San Jose Not applicable Not applicable Not applicable Not applicable Not applicable 3-Jan Jan-18 7-Feb-18 San Luis Obispo 8-Jan Jan-18 5-Feb Feb Mar-18 4-Dec Mar Apr-18 Sonoma Not applicable Not applicable Not applicable Not applicable Not applicable 3-Jan Jan-18 7-Feb-18 Stanislaus Not applicable Not applicable Not applicable Not applicable Not applicable 2-Jan Jan-18 6-Feb-18

10 Academic and Course Reporting Schedule College Year Spring STATE SUPPORT SELF SUPPORT PRELIMINARY Spring ERSS / APDB PROFILE & Fall 2017 ERSD (Semester) ERSA/ERSR/ERSS/ ERSO Semester/Quarter or Winter 2018 ERSD (Quarter) PRELIMINARY ERSFA PROFILE APDB PROFILE SERSS Campus Name Classes Begin Census Date Files Due Classes Begin Semester/Quarter Census Date Bakersfield 22-Jan Feb Feb-18 9-Mar-18 2-Apr Mar-18 2-Apr Apr-18 Cal State Teach Not applicable Not applicable 27-Apr May-18 Not applicable Not applicable Not applicable Not applicable Channel Islands 22-Jan Feb Feb-18 9-Mar-18 2-Apr Jan-18 9-Apr Apr-18 Chico 22-Jan Feb Feb-18 9-Mar-18 2-Apr Jan Feb-18 9-Mar-18 Dominguez Hills 22-Jan Feb Feb-18 9-Mar-18 2-Apr May-18 8-Jun Jun-18 East Bay 26-Mar Apr Apr-18 7-May May Mar-18 7-May May-18 Fresno 16-Jan Feb Feb-18 5-Mar Mar Jan May-18 7-Jun-18 Fullerton 22-Jan Feb Feb-18 9-Mar-18 2-Apr Apr Apr May-18 Humboldt 16-Jan Feb Feb-18 5-Mar Mar Mar-18 2-Apr Apr-18 International Programs Not applicable Not applicable 27-Apr May-18 Not applicable Not applicable Not applicable Not applicable Long Beach 22-Jan Feb Feb-18 9-Mar-18 2-Apr Jan Feb-18 9-Mar-18 Los Angeles 22-Jan Feb Feb-18 9-Mar-18 2-Apr Jan Feb-18 9-Mar-18 Maritime Academy 8-Jan-18 5-Feb Feb Feb Mar-18 8-Jan-18 5-Feb Feb-18 Monterey Bay 22-Jan Feb Feb-18 9-Mar-18 2-Apr Jan May Jun-18 Northridge 22-Jan Feb Feb-18 9-Mar-18 2-Apr Apr-18 8-May May-18 Pomona 26-Mar Apr Apr-18 7-May May Mar Apr-18 7-May-18 Sacramento 22-Jan Feb Feb-18 9-Mar-18 2-Apr Jan Feb-18 9-Mar-18 San Bernardino 2-Apr Apr Apr May-18 4-Jun-18 7-May May-18 4-Jun-18 San Diego 17-Jan Feb Feb-18 6-Mar Mar-18 1-Dec May-18 4-Jun-18 San Francisco 22-Jan Feb Feb-18 9-Mar-18 2-Apr Jan Feb-18 9-Mar-18 San Jose 24-Jan Feb Feb Mar-18 4-Apr-18 7-Dec May-18 7-Jun-18 San Luis Obispo 2-Apr Apr Apr May-18 4-Jun Mar Jun-18 9-Jul-18 San Marcos 22-Jan Feb Feb-18 9-Mar-18 2-Apr Feb Mar-18 3-Apr-18 Sonoma 22-Jan Feb Feb-18 9-Mar-18 2-Apr-18 6-Apr Apr May-18 Stanislaus 25-Jan Feb Feb Mar-18 5-Apr Jan Feb Mar-18

11 Academic and Course Reporting Schedule Census Date Reporting Calendar, College Year Census Files Final Summer Profile Fall Profile Winter (Quarter) Profile Spring (Semester) Profile Spring (Quarter) B-Student Class (State) NA November 6, 2017 February 16, 2018 March 12, 2018 May 14, 2018 B-Student Class (Self) NA November 6, 2017 February 16, 2018 March 12, 2018 May 14, 2018 B-Student Class (Cal State Teach) NA November 6, 2017 February 16, 2018 March 12, 2018 May 14, 2018 P-Course Sec Online (Self) NA November 6, 2017 February 16, 2018 March 12, 2018 May 14, 2018 End of Term Reporting Calendar, College Year End of Term Files Final Summer Profile Fall Profile Winter (Quarter) Profile/Final Spring (Semester) Profile/Final Spring (Quarter) B-Student Grade (State) October 20, 2017 February 9, 2018 May 4, 2018 July 6, 2018 August 10, 2018 B-Student Grade (Self) October 20, 2017 February 9, 2018 May 4, 2018 July 6, 2018 August 10, 2018 B-Student Grade (Cal State Teach) NA February 9, 2018 May 4, 2018 July 6, 2018 August 10, 2018 E-EOT Processing (State) October 20, 2017 February 9, 2018 May 4, 2018 July 6, 2018 August 10, 2018 F_Records_Table 1 (State) October 20, 2017 February 9, 2018 May 4, 2018 July 6, 2018 August 10, 2018 F_Records_Table 2 (State) October 20, 2017 February 9, 2018 May 4, 2018 July 6, 2018 August 10, 2018 P-Course Sec Online (Self) October 20, 2017 February 9, 2018 May 4, 2018 July 6, 2018 August 10, 2018 P-Course Sec Online (Cal State Teach) October 20, 2017 February 9, 2018 May 4, 2018 July 6, 2018 August 10, 2018