Registrars' Manual for Reporting Enrollment Data
Montana University System
Registrars' Manual for Reporting Enrollment Data
Office of the Commissioner of Higher Education
Helena, MT 59620-2602
Effective Fall 1999
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The Office of the Commissioner of Higher Education (OCHE) collects enrollment data from all institutions of higher education in Montana through standard data reports described in this manual. Reporting is mandatory for units of the Montana University System and is encouraged for other higher education units in Montana. The data are used for several purposes:
They form the basis for an annual enrollment summary for the entire state.
They are the official enrollment figures for the units of the Montana University System, constituting a major factor for determining legislative appropriations.
They constitute an important element in determining community college funding.
They are utilized for long-range planning purposes, including enrollment estimates.
It is imperative, therefore, that these data are presented in a uniform fashion and that the data elements are defined consistently by all reporting units.
The OCHE also collects and utilizes enrollment data from the federally mandated Integrated Postsecondary Education Data System (IPEDS) surveys. Further information about these reports is available from the NCES Web site.
This manual supercedes the Registrars' Manual for Reporting Enrollment Data (June 1987) and the Vocational-Technical Centers' Manual for Reporting Enrollment, Placement and Follow-up Data (September 1990).
The reports described in this manual are filed with the OCHE according to the attached reporting schedule. Many of the fall and spring semester reports are prepared at the end of the 15th instructional day and must be submitted by the end of the 5th week of class. The end of the 15th class day captures net enrollment, which is defined as the number of students who are registered and have paid fees or made arrangements to pay. Enrollments for intersession classes between fall and spring semesters should be incorporated into the spring semester report. Summer term reports are submitted at the end of the last summer session and include enrollments for all summer sessions. The FTE and headcount enrollment totals for a given term should be consistent across all reports.
Schools should submit to the OCHE only the reports described in this report in the format specified. Internally-developed reports or internal modifications of these reports should not be submitted unless specifically requested by the OCHE. Reports should be submitted for each unit of the Montana University System. That is, the main campus in Missoula, Butte, and Billings must submit separate reports for their affiliated Colleges of Technology. Consolidated reports are not required by the OCHE.
Printed reports should be submitted on 8½" by 11" paper in portrait orientation. All report submissions must contain the name of the Registrar or person authorizing the accuracy of the reports. All evidence of enrollment details shall be maintained at the unit for at least three full fiscal years following any given reporting year. For example, Fall 1998 data must be retained at least until Spring 2002 (end of academic year).
System-wide enrollment information will not be disseminated to the general public until after the end of the 5th week of the term. Summarized system-wide enrollment data are published on the OCHE Web site, and campuses are encouraged to publish their enrollment data on their own Web sites. Questions about these reports should be addressed to the Registrar's Office at the specific school or the Office of Commissioner of Higher Education.
Report A (Headcount Enrollment) shows headcount enrollment by student classification, distributed by gender and attendance status. Part A reports the headcount enrollment of all students, Part B reports the headcount enrollment of first-time students, and Part C reports the headcount enrollment of all students by residency status.
Report B (Schools Previously Attended by New Students) lists the schools previously attended by entering students by class, with totals for each of the Montana schools and aggregate counts for out-of-state and for foreign schools. Part A reports high schools attended by new freshmen, Part B reports colleges and universities attended by new transfers, and Part C reports colleges and universities attended by new graduate students.
Report C (Student Credit Hours by Subject Field) presents the student credit hours generated by students enrolled in each subject field taught at the institution. Challenge exam and audited credits may be included, but CLEP and AP credits must be excluded. These data are detailed by course level (lower division undergraduate, upper division undergraduate, graduate) and by residency status (resident, non-resident, WUE). The report contains a summary of student credit hours with the FTE calculated by course level and residency status. Part A is a required 15th day report. Part B is an optional addendum report of the end-of-term credit hours generated by students who registered after the 15th class day for courses which began after the 15th class day. If Part B is filed, those credit hours will be incorporated into annual reports of FYFTE enrollment
Report D (Community Service Enrollment) is prepared by Community Colleges to identify the number of community service participants and their noncredit community service equivalents.
Report E (Geographic Origins and Residency Status of Students) shows the geographic origins and residency status of enrolled students based on home address at the time of admission. The report is detailed by student level (undergraduate, graduate) and by residency status (resident, nonresident, WUE). Part A includes Montana students reported by county, Part B includes other U.S. students reported by state, and Part C includes foreign students reported by country. Part D summarizes the totals from Parts A, B, and C.
Report F (Headcount Enrollment by Age Group) shows the headcount enrollment of students by grouped by age categories and distributed by student level (undergraduate, graduate) and attendance status (full time, part time).
Report G (Headcount Enrollment by College and Major) shows the headcount enrollment of students by college and major by class level. Part A counts all students by primary major, Part B counts students enrolled in second majors or second degree programs, and Part C counts first-time students by primary major.
Report H (Headcount Enrollment by Credit Hour) shows student enrollment by credit hour, detailed by student level (undergraduate, graduate).
Report I (Restricted Credit Hours) shows student credit hours generated by restricted funds, identifying the source of the funds and the residency status (resident, nonresident, WUE of the students enrolled.
Report J (Continuing Education Courses) lists continuing education courses offered, with course location, credits, and enrollment for each course.
Glossary contains terms frequently referenced in this manual.