North Carolina Higher Education Data
Instructions & Definitions
All enrollment reports (NCHED, IPEDS, and NCLTG)
should be completed at the same point in time from the same data base
(preferably a frozen file taken from your student records system when enrollment
is most stable). NCHED and IPEDS enrollment may not necessarily match NCLTG
since there are differences in definition.
Please report Fall Enrollment when enrollment is most stable, at the end of
the official drop-add period, usually 14 calendar days after the first day of
classes.
Please report as degree-credit enrollment only that which includes
full-time and part-time college-level students taking work creditable towards a
bachelor's or higher degree or some other formal recognition below the
baccalaureate, whether class meets day or evening.
Include students still in high school but taking college-level
courses for degree credit.
Exclude students in non-degree credit extension (CEU),
correspondence, adult education, auditors, special non-credit students, short
courses, and students enrolled for individual lessons only.
NCHED A-1
Definitions
These apply to all NCHED forms
dealing with enrollment
1. Degree-Credit
Enrollment - Full-time and part-time college-level students taking work
creditable toward a bachelor's or higher degree or some other formal
recognition below the baccalaureate, whether class meets day or evening. This includes
students still in high school but taking college-level courses for degree
credit. This excludes students in non-degree credit extension (CEU),
correspondence, adult education, auditors, special non-credit students, short
courses, and students enrolled for individual lessons only.
2. Undergraduate
– A student who has not yet obtained a bachelor’s degree. The term
undergraduate includes:
o
all students in bachelor’s degree programs which require at least
four years but not more than five years of college work, and
o
students in occupational or general studies programs
(non-bachelor’s) which require one, two, or three years of college work, and
are designed to
- prepare the student for immediate employment or
- provide general education rather than as the first one,
two, or three years of a bachelor’s degree program.
a. First-Time
Freshmen (FTF) – New students who have no college credits prior to the
immediately previous summer sessions. Exception: new students who take AP, IB,
or CLEP exams and students who took college credit courses while in high
school, and this is their first time in college.
b. Special/Unclassified
– Not candidates for a degree, diploma, certificate, or equivalent award,
although taking courses in regular classes with other students. This category
includes students who cannot be classified by academic level.
3. Doctoral
Professional – One who is enrolled in a professional school or program
which requires at least two or more academic years of previous college work for
entrance and which requires a total of at least six academic years of college
work for a degree; specifically, one is enrolled for professional degrees in
the following fields:
o
Dentistry (D.D.S. or D.M.D. only)
o
Law (LL.B. or J.D. only)
o
Medicine (M.D.)
o
Pharmacy (Pharm.D only)
o
Theology (B.D., M.Div., M.H.L., Ordination)
o
Veterinary Medicine (D.V.M. only)
o
Chiropractic Medicine (D.C. or D.C.M.)
o
Optometry (O.D.)
o
Osteopathic Medicine (D.O.)
o
Podiatry (D.P.M., D.P., or Pod.D.)
o
Audiology (AuD)
o
Physical Therapy (DPT)
All students in programs which
require only four or five academic years of college work (i.e., only four or
five years beyond high school) for completion of the academic requirements for
the degree should be reported as undergraduate. All students enrolled in work
leading to a master's degree are to be reported as graduate (even though the
master’s is required in some fields, such as Library Science and Social Work,
for employment at the professional level).
4. Graduate – One who has attained at least one standard
bachelor’s degree or first-professional degree (in dentistry, law, medicine,
pharmacy, theology, or veterinary medicine) and is or might be a candidate for
a master’s or doctor’s degree.
a. Special/Unclassified
- Same as 3.b., except this applies to students taking graduate level course
work.
5. First-Time Student – Terminal Occupation, First-Time
Freshman, Special/Unclassified, First Professional, and/or Graduate students
who have no college credits at this program level prior to the immediately
previous summer sessions. Students who transfer in with acceptable credits at
this level are to be classified as “new transfer” students for the Fall.
6. New Transfer Student – A student new at a given level for
this term who has recognized college credits from other institution(s) and is
admitted as a transfer student by your institution. Such students given
graduate credit for course work given elsewhere are to be considered new
graduate transfer students. Students who transfer in during the immediately
previous summer sessions are to be classified as new transfer students for the
Fall.
7. Returning Student – One who was re-admitted to the same
program level of instruction after an absence of one or more regular
sessions. A former student transferring back to his original
institution after attending another institution is classified as a returning
student, provided he is in the same program level. Otherwise, he would be
classified as a new transfer.
8. Continuing – A student enrolled at the same institution
and in the same program level as in the previous regular session.
9. Full-Time Student – A student registered for 12 or
more credit hours as an undergraduate or 9 or more credit hours as a graduate.
10. Part-Time Student – A student registered for less
than the required full-time load.
11. FTE (Full-Time Equivalent) – Use the following
formulas to compute FTE. By definition, each full-time student has an FTE of
1.00; for example, undergraduates taking 18 credit hours contribute only 1.00
FTE to an institution’s total, not 1.50 FTE.
Undergraduates Graduates
12 or more
credit hrs = 1.00 FTE 9 or more credit hrs = 1.00 FTE
9 to 11.99
credit hrs = 0.75 FTE 6 to 8.99 credit hrs = 0.75 FTE
6 to 8.99
credit hrs = 0.50 FTE 3 to 5.99 credit hrs = 0.50 FTE
0
to 5.99 credit hrs = 0.25 FTE 0 to 2.99 credit hrs = 0.25
FTE
12. In-State Students
– Those whose legal residence, as determined at the institution for tuition
purposes, is in North Carolina. To determine legal residence, see “A Manual to
Assist the Public Higher Education Institutions of North Carolina in the Matter
of Student Residence Classification for Tuition Purposes.”
13. Out-of-State Students
– Those whose legal residence, as determined at the institution for tuition
purposes, is in a state other than North Carolina, in a U.S. Territory, or in a
foreign country. To determine legal residence, see “A Manual to Assist the
Public Higher Education Institutions of North Carolina in the Matter of Student
Residence Classification for Tuition Purposes.”
14. Number of Credit Hours Registered by Level – The number of
credit hours registered should be determined by the level of student, not
by the level of the course taken.
NCHED A-1.1
Instructions
- Report degree-credit enrollment for the Fall term using
the definitions
given above.
- Column 14 (Grand Total FTE), Column 15 (Credit Hours
Registered by Level), and Line 18 (Credit Hours Registered All Levels) are
to be rounded to the nearest whole number. Do not use decimals in
these fields.
- The sum of Columns 16, 17, 18, and 19 must equal Column 13
for a given line.
- All cells except FTE (Columns 3, 6, 9, and 12) are to be
rounded to the nearest whole number. Do not use decimals in these
fields.
NCHED A-1.2
Instructions
- Report new undergraduate transfer students for the Fall
term using the definitions
given above.
- Do not include students on this report who transfer to
another program within your own institution.
- Community Colleges should report College Transfer students
and Other Curriculum students separately. Do not include special credit
students who are not enrolled in a degree or certificate program.
- Do not count students more than once. If the student
attended more than one institution before transferring to your institution,
count him as a transfer from the last institution he attended.
- Count only new students who enrolled in your institution
for the first time in the fall term or the immediately preceding summer
school.
- For N.C. private colleges and
universities, the total number of new transfers on this form should match
lines 1 through 5, column 17 on the NCHED A-1.1, normally completed by the
Registrar. Exclude unclassified students who appear on line 6, column 17
of the A-1.1.
NCHED A-1.3
Instructions
- Report the home base of students for the Fall term using
the definitions
given above. For in-state students, the home base is the N.C. county of
their permanent home address. For out-of-state students, the home base is
the state, territory, or foreign country of their permanent home address.
- Include first-time freshmen in the undergraduate columns,
and in the total columns. For example, if your total enrollment from a given
county consisted of 2 first-time freshmen women, you should enter a 2 in
Column 2 (Undergraduate Women), Column 8 (Grand Total Women), and Column
10 (First-Time Freshmen Women).
- Note that totals must be entered in the Grand Total
columns, even if those totals mirror entries in another column.
Institutions with only undergraduate enrollment must complete both the
Undergraduate columns and the Grand Total columns.
- Beginning in Fall 2004, columns 11 and 12 have been added
(New First-Time Freshmen Men and Women). These are first-time freshmen
from columns 9 and 10 who have graduated from high school within the past
12 months.
- The total enrollment reported
this form should be the same as the NCHED A-1.1, normally completed by the
Registrar. Totals for individual categories are computed using the formula
below.
In-State Out-of-State
Undergraduate
Men Lines 1-6, Col. 1-2 Lines 1-6, Col. 7-8
Women Lines 1-6, Col. 4-5 Lines 1-6, Col. 10-11
First-Professional
Men Lines 7-13, Col. 1-2 Lines 7-13, Col. 7-8
Women Lines 7-13, Col. 1-2 Lines 7-13, Col. 10-11
Graduate
Men Lines 14-16, Col. 1-2 Lines 14-16, Col. 7-8
Women Lines 14-16, Col. 1-2 Lines 14-16, Col. 10-11
Grand Total
Men Line 17, Col. 1-2 Line 17, Col. 7-8
Women Line 17, Col. 1-2 Line 17, Col. 10-11
First-Time Freshmen
Men Line 1, Col. 1-2 Line 1, Col. 7-8
Women Line 1, Col. 1-2 Line 1, Col. 10-11
NCHED A-1.6
Instructions
- Report headcount enrollment in age categories for the Fall
term using the definitions
given above.
- The total enrollment reported
this form should be the same as the NCHED A-1.1, normally completed by the
Registrar. Totals for individual categories are computed using the formula
below.
In-State Out-of-State
Undergraduate
Men Lines 1-6, Col. 1-2 Lines 1-6, Col. 7-8
Women Lines 1-6, Col. 4-5 Lines 1-6, Col. 10-11
Graduate and First-Professional
Men Lines 7-16, Col. 1-2 Lines 7-16, Col. 7-8
Women Lines 7-16, Col. 1-2 Lines 7-16, Col. 10-11
Grand Total
Men Line 17, Col. 1-2 Line 17, Col. 7-8
Women Line 17, Col. 1-2 Line 17, Col. 10-11
NCHED A-2
Instructions
- Report distribution of Fall headcount enrollment by type
of housing.
- For N.C. private colleges and universities, the total
enrollment reported in this form should be the same as the NCHED A-1.1, normally completed by the
Registrar.
- For UNC institutions, the total enrollment reported in
this form should be the same as that reported to
IPEDS.
- Status Codes
- No Change - Residence hall was open last
year and is open this year.
- New/ Re-opened - Residence hall is newly
opened this year or re-opened after renovation.
- Expanded - Living space has been added
or non-livable space (basement, etc.) has been converted to living space.
- Under Renovation - All or part of the
residence hall has temporarily closed. The normal capacity should be
reduced accordingly.
- Removed as Dorm - Building has been
permanently closed as a dorm (demolished, converted to other uses). The
normal capacity should be reduced accordingly.
- Normal Capacity - The number of students
the living space currently available was designed to hold. Do not include
temporary overflow in this category.
NCHED A-3
Instructions
- Tuition, fees, and charges are for a full-time student in
the regular academic year (two semesters or three quarters), excluding
summer school.
- For undergraduates, include only those charges that are
applicable irrespective of the course of study.
- For N.C. private colleges and universities, do not
consider State funds for tuition remission in stating the cost for
in-state tuition. If your institution has a lump-sum charge for tuition,
fees, room, and board, please apportion the charge among the individual
items.
- If the institutional title of charges is different from
those listed, please report in the most appropriate space.
- Exclude refundable deposits, one-time fees (admission
fees, graduation fees, etc.), and special course fees that are not
required for all full-time students.
- If a book rental fee is required, specify the fee, but do
not include the amount of the fee in the totals.
NCHED A-4
Instructions
- Enrollment figures on this
form must match those entered on the appropriate lines of the NCHED A-1.1,
usually completed by the Registrar. The formula for
determining the appropriate totals is shown below.
- Exclude unclassified students who are reported on lines 6,
13, and 16 of the A-1.1.
- In the sections dealing with high school rank and SAT
scores, the total of first-time freshmen must match that reported on the A-1.1.
If necessary, use the "Not Available" line to bring the total up
to the required number.
First-Time Freshmen
In-State Out-of-State
Men Line 1, Col. 1-2 Line 1, Col. 7-8
Women Line 1, Col. 1-2 Line 1, Col. 10-11
New Undergraduate Transfers
All Students Total Lines 2-5, Col. 17
Graduate Students
All Students Total Lines 14-15, Col. 17
First-Professional
All Students Total Lines 7-12, Col. 17
NCHED A-5
Instructions
- Instructional Faculty - For purposes of
this survey, the instructional faculty is defined as those members of the
Instruction/Research staff who are employed on a full-time basis and whose
major regular assignment is instruction, including those with released
time for research.
- Institutions without standard academic ranks should report
all faculty on lines 6 and 13 ("No Academic Rank").
- Exclusions - Do not report the number of faculty for any
groups of employees listed below:
- Instructional faculty who are employed to teach less than
two semesters, three quarters, two trimesters, or two 4-month sessions.
- Instructional faculty for preclinical and clinical
medicine. (Note: Instructional faculty in all other health fields, such
as dentistry, dental hygiene, nursing, veterinary medicine, etc. should
be reported).
- Instructional faculty who are employed on a part-time
basis.
- Administrative officers with titles such as Dean of
Instruction, Academic Dean, Dean of Faculty, Dean of Students, Librarian,
Registrar, Coach, etc., if they devote less than half of their time to
classroom instruction.
- Undergraduate or graduate students who assist in the
instruction of courses but have titles such as teaching assistant,
teaching associate, teaching fellow, etc.
NCHED A-10
- Purpose
The purpose of the NCHED A-10 is to collect data on annual financial aid
expenditures to students attending North Carolina colleges, universities,
community colleges, and other postsecondary educational institutions.
Selected data from the NCHED A-10 are reported each year in the Statistical
Abstract of Higher Education in North Carolina.
o
The report is divided into three parts -- Part A for
undergraduates, Part B for graduate students, and Part C for first professional
students. Each part is divided into five sections -- federal programs, North Carolina state programs, institutional programs, other programs, and grand total.
Recipients and dollars are to be listed by specific program, if possible. If a
specific program offered on your campus is not listed, use the most appropriate
“other” category. At the end of each section is a line for reporting the total
dollar amount of aid in the section and an unduplicated count of students who
received that kind of aid.
o
Codes listed to the left of the sources of aid are internal UNC
reference codes and should be disregarded. Report all aid that you know about,
whether or not your office administers the funds. Report whole dollars
only.
o
Students who change status from undergraduate to graduate or first
professional during the reporting year should be reported on Part A and
Part B or Part C. Aid received as an undergraduate should be Part A. Aid
received as graduate should be reported in Part B, and a first professional
student should be reported in Part C.
o
Residency status for undergraduate students should be based on
eligibility for the NCLTG or an SCSF grant. Residency status for graduate and
first professional students should be based on a formal determination of the
state of residence or on the permanent home address of the student.
o
For any program involving matching funds, report totals from all
sources under the program named on the report (e.g., SEOG, NCSIG, FWS,
Perkins).
o
Benefits for Veterans and Dependents (Veterans Educational
Benefits) are to include all such benefits (e.g., Montgomery GI Bill, VEAP, old
GI Bill, Survivors and Dependents Educational Assistance Program, etc.).
- Definitions
- Assistantship - A position in support of graduate
study. An assistantship differs from a fellowship in that it
- frequently limits students' course loads,
- usually directs the students' efforts into a field
related to the student's program of study, and
- provides compensation for teaching, research, or
administration (service).
- Athletic and Other Grants-in-Aid - A gift of money
made without regard to academic excellence (generally without regard to
financial need) to a student who possesses certain talents or skills
sought or valued by an institution.
- Fellowship, Traineeship - A non-taxable,
non-need-based, gift of money to a student for the support of graduate
study.
- First Professional Student - One enrolled in any
of the following degree programs:
- Dentistry (D.D.S. or D.M.D. only)
- Law (LL.B. or J.D. only)
- Medicine (M.D.)
- Pharmacy (Pharm.D only)
- Theology (MDiv, MHL, B.D. or Ordination)
- Veterinary Medicine (D.V.M. only)
- Chiropractic Medicine (D.C. or D.C.M.)
- Optometry (O.D.)
- Osteopathic Medicine (D.O.)
- Podiatry (D.P.M., D.P., or Pod.D.)
- Graduate Student - A student who is enrolled in a
program leading to a graduate degree:, e.g., Master's, EdD, and PhD.
- Grant - A gift of money made to a student who is
eligible for admission and in need of financial aid. It does not imply
academic distinction.
- Loan - Financial assistance, as evidenced by a
promissory note, that requires repayment of all or part of the amount
advanced plus interest.
- Need-Based Award - One based on Federal or
institutional methodology for determining ability to pay.
- Scholarship - A financial award that does not
involve repayment or the performance of services. The primary basis for
the award is the student's prior academic performance or potential.
Financial need may or may not be a consideration in the awarding of the
scholarship or in the determination of its amount.
- Scholarship/Loan - A scholarship that involves a
post-graduation service obligation, which if it is not met, causes the
award to be treated as a loan and thus subject to repayment with
interest.
- Tuititon Remission - A discount in tuition that is
separately budgeted and funded. Excluded from this category are
Legislative Tuition Grants for students in private colleges that should
be reported in Section I, code 50.
- Tuition Waiver - A discount in tuition that is not
separately budgeted and funded.
- Undergraduate Student - One enrolled in a four- or
five-year bachelor's degree program, an associate's degree program, or a
vocational or technical program below the baccalaureate.
For financial aid program definitions, please refer to Student
Financial Aid for North Carolinians at
http://www.cfnc.org/paying/pubs/pdf/FANC.pdf published by the North Carolina State Education Assistance Authority (NCSEAA).
NCHED A-1.1 Supplement 2 Instructions
- This form is intended as an unduplicated count of
students enrolled in all summer sessions.
- Exclude from this report:
- students in adult education courses;
- students taking courses at home by mail, radio, or TV;
- auditors;
- students enrolled at an extension center in a foreign
country; and
- enrollments in any term or session of less than 2 weeks
duration.
NCHED A-1.1 Supplement 3 Instructions
- Face-to-face instruction – real time and real
people with instructor in the same room as the students.
- E-Learning – more than 50% of course content is
electronically delivered.
- Web – internet or web-based ASYNCHRONOUS and
SYNCHRONOUS.
- ASYNCHRONOUS – instructional materials made available
on the internet and available 24 hours a day every day—not
time-dependent slots.
- SYNCHRONOUS – instruction made available on the web or
internet in time-dependent slots.
- Site-to-Site, 2-Way, Audio/Video – interactive
real-time video (NCREN/NC Information Superhighway, i.e., some members
of the class at a remote studio with monitors used to convey two way
audio and video signals).
- Compressed video – television, videocassette, CD,
DVD etc. (non-web-based instructional materials distributed to the
student at a remote site).
- Other – other e-learning types of instruction not
mentioned above.
Private Senior Academic Program Inventory
- This information is collected from all private senior
colleges and universities.
- Private junior colleges, community colleges, and Bible
colleges do not complete this form.
- UNC institutions have a separate API derived through
Academic affairs.
- For each program in which an institution awards a
degree, please supply the following information:
- CIP code
- Degree Level (A, C, B, PB, M, I, D, P)
- Degree Awarded (AA, BA, MS, PhD, etc.)
- Degree Program Title (from IPEDS/NCES)
- Track Title (your campus' title for this program)
- There should be an entry for each different level of a
program; if CIP 03.0101 (Natural Resources) is offered at the
baccalaureate, master's, and doctoral level, it should appear three
times.
- Different degrees offered at the same level should
appear in the same entry; code Degree Awarded as BA, BS if the program
offers both a Bachelor of Arts and Bachelor of Sciences degree.