Kentucky Council on Postsecondary Education

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CPE Data Guidelines - Formal Credentials Conferred

Degrees and Other Formal Awards Conferred, Type 5, July 1 - June 30

Metrics Validated from Collection: Time-to-degree, Degrees and Credentials Conferred

Applies to Independent Colleges: Yes

General Instructions

The degrees and formal awards file should reflect the academic period between July 1, 2023 and June 30, 2024. One record for each degree or award conferred should be included in this submission. If a student is con- ferred two separate degrees (not a double major) in the same reporting period at the same level (for instance, a BA in chemistry and a BS in computer science) or at two different levels (for instance, an associate degree and a baccalaureate degree), this student would have two separate records in the file. The date for each degree or award conferred should be reported by term – fall, spring, or summer. Do not report any degrees or awards conferred in previous academic years or not yet completed based on institutional academic policy. Reporting of multi-institution (joint, collaborative) degrees should reflect the degree-granting status of the participating institutions.

All definitions pertaining to the degrees and other formal awards conferred collection can be found under the Degrees and Other Formal Awards Conferred Terms and Definitions section of Appendix A.

Degrees and Formal Awards Conferred Record

  1. Academic Year – Report the academic year for the file that is being
    • Example: Academic Year 2023-24 should be reported as
  2. Birth Year – Report the student’s full date of birth (MMDDYYYY).
  3. Date Conferred – Report the date of receipt of degree, certificate, or diploma for graduates whose date of completion of degree, certificate, or diploma requirements and date of receipt of degree, certificate, or diploma differ.
    • If a degree is awarded and backdated to a previous reporting period, report the degree in the next reporting period.
    • Report the year and semester
    • Each semester has been assigned a number code which is added to the end of the reporting year:
      • 1=summer,
      • 2=fall, or
      • 3=spring.
        • Example – 20232 = Fall
  4. Majors – Majors must be consistent with each institution’s program Use only those codes listed for your institution in the program inventory.
  5. Earned Credit Hours – For each first-time associate and baccalaureate degree recipient, report in columns 120-122 the total number of credit hours earned at the time of degree or program This total should include the number of hours accepted in transfer.
    • Do not report credit hours for persons earning a second degree at the same For these per- sons, report “TBD” (transfer baccalaureate degree) or “TAD” (transfer associate degree).
    • For each certificate or diploma recipient, report in columns 120-122 the total number of semester credit hours earned for that credential. For subsequent certificate or diploma completions within the same program area, report only the additional hours earned for the additional certificate or
  6. Honorary Degree – Do not include honorary degrees in this
  7. Majors of Students Prepared to Teach – Students receiving baccalaureate degrees that have prepared them to teach an academic subject such as English, biology, or French should be reported respectively in English (23.0101), biology (26.0101), and French (16.0901) and not in education.
  8. Military Relationship –
    • Code A – Military active student
      • Student currently serves in the S. National Guard, is in the Reserve unit of any branch of the U.S. military, or is on Active Duty in any branch of the U.S. military.
    • Code V – Military veteran student
      • Student formerly served in the S. National Guard, in the Reserve unit of any branch of the U.S. military, or on Active Duty in any branch of the U.S. military and was released under conditions other than dishonorable.

Report a Code A for a military active student, Code B for military veteran student, or report a Code R for a mili- tary connected student. Otherwise the field should be left blank.

  1. Multi-Institution Program – If the student received a degree offered jointly by more than one institution, report “X” in column 119.
  2. Multiple Majors – When a student graduates with a major in two or more discipline specialties, report each discipline specialty in which the student completed a major. The first reported major columns (103-110) should agree with the major reported to NCES in the IPEDS Completions Survey.
  3. State/County of Origin – Use the FIPS codes found in Table 4-A and Table 5-A for reporting state and county of origin.
  1. Reciprocity State/County – For reciprocity students, report their state and county of origin in columns 76- 80 as well as the reciprocity state and county in columns 81-85, even though they may be the Do not leave the state and county of origin fields blank.
  2. ID Type – Report “1” if the student ID is a valid Social Security Number or “2” if it is some other ID number (institutional ID, SEVIS, other).
  3. Degree Conferred – Report in columns 88-102 the specific degree being conferred; for example, BA, BS, AA, AAS. Degree codes must be consistent with degree designations in each institution’s program inventory. Use only those codes listed in http://dataportal.cpe.ky.gov/cpedegreedesignations.aspx.
  4. Race – In column 74, report the race code from Table 2 using the descriptions in Table In columns 133- 140, report “Y” (Yes) or “N” (No) using the following descriptions:
    • Hispanic or Latino – A person of Cuban, Mexican, Puerto Rican, South or Central American, or oth- er Spanish culture or origin, regardless of race.
    • American Indian or Alaska Native – A person having origins in any of the original peoples of North and South America (including Central America) who maintains cultural identification through tribal affiliation or community attachment.
    • Asian – A person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian Subcontinent, including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam.
    • Black or African American – A person having origins in any of the black racial groups of
    • Native Hawaiian or Other Pacific Islander – A person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands.
    • White – A person having origins in any of the original peoples of Europe, the Middle East, or North
    • Nonresident – A person who is not a citizen or national of the United States and who is in this country on a visa or temporary basis and does not have the right to remain indefinitely. NOTE - Nonresidents are to be reported separately, in the field provided, rather than included in any of the six racial/ethnic categories. Eligible (for financial aid purposes) non-citizens who are not cit- izens or nationals of the United States and who have been admitted as legal immigrants for the purpose of obtaining permanent resident alien status (and who hold either an alien registration card (Form I-551or I-151), a Temporary Resident Card (Form I-688), or an Arrival-Departure Record (Form I-94)with a notation that conveys legal immigrant status such as Section 207 Refugee ,Sec- tion 208 Asylee, Conditional Entrant Parolee or Cuban-Haitian) are to be reported in the appropri- ate racial/ethnic categories along with United States citizens.
    • Race and ethnicity unknown –This category is used only if the person did not select either a racial or ethnic designation.
  5. Teacher Preparation – A teacher preparation program is designed to prepare an undergraduate or graduate student to become a licensed teacher. Programs can offer students specialized coursework in the grade level and the subjects they are interested in teaching. All teacher preparation programs must be certified through EPSB. Report a “Y” (Yes) or “N” (No). http://www.epsb.ky.gov/course/view.php?id=3.
  6. Tuition Waiver for Foster and Adopted Children – Institutions must identify enrolled students who received tuition waivers because they were adopted or foster The information from this survey will be used to determine the number of recipients enrolled and the number who received a degree. This information will be reported annually on November 30 to the Legislative Research Commission as mandated in KRS 164.2847.
  7. Program ID – The program ID number for the first or second major must be consistent with the institution’s degree program Use only those program IDs listed in the program inventory. Report the program ID for first or second declared major for all students.

Columns

Char

Description

1

1

Form - 5

2-6

5

Date Conferred: Year Plus Term - Ex- ample - 20232 = Fall 2023

15-23

9

Social Security Number - must be nonblank

24

1

ID Type - 1=Valid SSN Number, 2=Insti- tutional ID

25-49

25

Last Name - left justify

50-64

15

First Name - left justify

65-72

8

Birth Date - mmddyyyy - zero fill

73

1

Gender (M/F)

74

1

Race - see Table 2

75

1

Residency (A,B,C,D,E,F) - see Table 3 (Publics Only)

76-77

2

State/Country of Origin - FIPS - Tables 4-A and 4-B - right justify, zero fill

78-80

3

County of Origin - FIPS - see Table 5-A

- right justify, zero fill

81-82

2

Reciprocity State - FIPS - right justify, zero fill - see table 5-B (Publics Only)

82-85

3

Reciprocity County - FIPS - right justify, zero fill - see Table 5-B (Publics Only)

85-87

2

Level of Degree - left justify, blank fill - see Table 15

88-102

15

Degree Conferred - e.g. BA, BS, AA, AAS - left justify

103-110

8

First Major Program - left justify, blank fill, do not include decimal points - see Table 15

111-118

8

Second Major Program - left justify, blank fill, do not include decimal points - see Table 15

119

1

Mutli-Institutional Program - blank or X

120-122

3

Earned Credit Hours at Time of De- gree - right justify, zero fill, no decimal

123-132

10

Institutional ID - Student's Internal ID

- mandatory

133

1

Hispanic or Latino (Y/N)

134

1

American Indian or Alaskan Native (Y/N)

137

1

Native Hawaiian or Other Pacific Islander (Y/N)

138

1

White (Y/N)

139

1

Nonresidents (Y/N)

140

1

Race and Ethnicity Unknown (Y/N)

141

1

Project Graduate (Y/N)

142-147

6

Academic Year - Example - 202324

148-162

15

Middle Name - left justify

163-167

5

Name Suffix

168

1

Military Relationship (A,V,R) - blank if null - mandatory

169

1

Tuition Waiver (Y/N)

170-175

6

First Major Program ID - see Program Inventory - right justified - mandatory

176-181

6

Second Major Program ID - see Pro- gram Inventory - right justified - man- datory

182

1

Teacher Prep

Last Updated: 7/3/2023