General Information

• Statewide Directory
• Collection Schedule
• Changes Overview
• Collections Overview

Collection Instructions

• Preliminary Enrollment - Type PE
• Enrollment
  • Student Record - Type 1
  • Course Record - Type 2
  • Class Record - Type 3
• Entrance Exam - Type E
• Student Financial Aid - Type A
• End-of-Term Credit - Type G
• Licensure and Certification Exams
• Frontline Healthcare Preliminary Enrollment
• Formal Credentials Conferred - Type 5
• Summer Degrees - Type 5R
• Degree Program Inventory
• Building and Room Record - Types B & R
• Land Holding Updates - Type L
• Facilities Utilization - Type U
• Reconciliation
• Finance

Tables

• Table of Contents

Appendices

• Terms and Definitions
• Technical Guide Operational Definitions

 

CPE Data Guidelines - Enrollment

Types 1 (Student), 2 (Course) & 3 (Class) collected each Fall, Spring, and Summer.

Metrics Validated from Fall Enrollment Collection

• Enrollment Diversity
• First-to-Second Year Retention
• Undergraduate Enrollment
• Transfer Rate (KCTCS Only)

Applies to Independent Colleges

• Only Type 1

General Instructions

The fall/spring enrollment files and the summer (the academic period between the close of the spring semester and the beginning of the fall semester) files should include enrollment in all courses (day, evening, off-campus, and distance education) for which semester hour credit is granted or regular academic courses carrying zero hours credit except for zero credit hour laboratories associated with lectures if laboratory and lecture are assigned identical course IDs.

• For each summer term, fall term, and spring term, Type One (student), Type Two (course), and Type Three (class) records should be included for each of these courses.
  • All summer terms must be combined into one submission, which, as with fall and spring submissions, is to include one Type One record per student with appropriate Type Two and Type Three
• For all full-term courses, the data are to be the net enrollment as of the last date of the reporting period which students may add a course for credit (census date).
  • This date must agree with the official university All enrollment transactions initiated on or before the census date should be processed and reflected on the file.
• Exclude students who have withdrawn on or before the census date, have not paid, or have not made formal arrangements with the business office for payment of tuition and fees.
  • Report winter term enrollments with the spring

Include short-term courses beginning after the effective cut-off date. For each short-term course, an individual cut-off date should be established. These dates, based on length of course, should be prorated consistent with the institution’s policy for full-term courses.

Do not include enrollment in zero credit hour laboratories associated with lectures if laboratory and lecture are assigned identical course IDs, noncredit courses, noncredit workshops, continuing education unit courses, or other courses for which regular semester hour credit is not granted. Do not include enrollment in classes that did not materialize, were canceled, or otherwise not in fact offered. Do not report enrollments from previous semesters, with the exception of special winter terms reported with the spring collection as mentioned above.

Report a unique section number for each course within a term. This number could be a totally different section number or could be a character or number added to the section number (for example, ACC 601 01 and ACC 601 01A).

The Type One enrollment record will be considered the master enrollment record for students. If a student does not appear on at least one Type One record during the relevant academic year, records for that student will not be accepted on the Entrance Exam (Type E) or Financial Aid (Type A) files.

All definitions pertaining to enrollment collections can be found under the Enrollment Terms and Definitions section of Appendix A.

The enrollment files must be finalized (all errors resolved) by each close date or the institutions enrollment files will not be used for reporting purposes.