Enhanced Missouri Student Achievement Study (EMSAS) Manual January 2005 TABLE OF CONTENTS Section Description Page I. Introduction ………………………………………………. 1 II. Reporting Guidelines .……………………………………. 2 II. File Record Layouts A. Degree Completions ……………………………. 3 B. Term Registration ………………………………. 4-5 C. Fall Enrollment …………………………………. 6-9 III. Data Element Dictionary – Alphabetical Listing A. Data Elements Required by the CBHE …………… 10-80 B. Data Elements No Longer Required by CBHE …… 81 IV. Tables Table 1 College Codes ……………………………... 82-83 Table 2 Domicile Codes….…………………. ……… 84-88 Table 3 Missouri High School Codes………………. 89-105 Table 4 ACT/SAT Concordance and Percentiles…… 106 1 Enhance Missouri Student Achievement Study (EMSAS) Manual Introduction In fall 1986, for the purpose of studying the relationship between students’ high school preparation and their academic success in college, Missouri’s public colleges and universities joined the Coordinating Board for Higher Education in a collaborative effort to establish a statewide student- level database. Known as the Missouri Student Achievement Study (MSAS) in its early years, the study was administered by the American College Testing (ACT) Corporation until 1994. In 1993, Governor Carnahan signed the Missouri Outstanding Schools Act, which directs the CBHE to prepare an annual report for the State Board of Education that describes the performance of Missouri public high school graduates in the state’s system of public higher education. From then on, the increased use of student-level data as a more accurate tool for assessing institutional effectiveness has turned the MSAS from a short-term project into a comprehensive student tracking system. In 1994, for the convenience of data management, the CBHE discontinued the ACT service and started administering the system from the Board’s office in Jefferson City, Missouri. Meanwhile, in consultation with institutional representatives, the CBHE staff reorganized the data structures and layouts and a new data element dictionary was issued under the current title of the Enhanced Missouri Student Achievement Study (EMSAS). In 2000, in an effort to further improve the data structure, the CBHE staff and Missouri Data Advisory Committee formed a special task force group to review all the EMSAS elements. As a result of the review, a number of EMSAS data elements were identified as items no longer needed by the Coordinating Board. In view of this, starting from the 2000-2001 academic year, the CBHE removed these data elements from the list of required items and made them optional to institutions. Contained in this manual are the EMSAS data descriptions based on the latest revisions in 2000. While the file record layout for submitting EMSAS data remains essentially unchanged, the descriptions for some data elements have been fine-tuned for the sake of instructional clarity. In addition, for the convenience of reading, the contents of the data dictionary have been reorganized in a more concise format to facilitate easy checking. Over the past decade, the Missouri Student Achievement Study has undergone many improvements in regard to data quality as well as administrative efficiency. To a large extent, these improvements embody the collective efforts of institutional data coordinators and the CBHE staff. Because of these improvements, the EMSAS is playing an increasingly important role in assisting strategic planning and policy implementation at both state and institutional levels. It is in this role that we expect the EMSAS will keep providing reliable, timely, and responsive information to help advance Missouri higher education and identify challenges that require continued attention. Wei Zhou Senior Associate Coordinating Board for Higher Education January 2005 2 COORDINATING BOARD FOR HIGHER EDUCATION EMSAS Data Reporting Guidelines I. Data Collection Schedules EMSAS Files Reporting Period Due at CBHE Completions File July 1 to June 30 Fiscal Year September 13 Term Registration File Summer, Fall, Spring September 13 (End of Term) Fall Enrollment File Fall Term (Census date) October 15 Summer Completions File The latest summer term* November 15 *Institutions are not required to submit a separate summer completions file. However, institutions may choose to submit this data file if there are summer graduates to be included in DHE’s most current graduation rates report. II. Electronic Data Submission All EMSAS data are to be transferred as flat files through the FTP to the CBHE site. Please use the following standard file labels: Institutional abbreviation FTP Files followed by: Example Completions File .com umc.com Term Registration File .trm umc.trm Fall Enrollment File .enr umc.enr Summer Completions File .sum umc.sum III EMSAS Contact Wei Zhou Senior Associate Coordinating Board for Higher Education 3515 Amazonas, Jefferson City, MO 65109 Phone: (573) 751-2361 Fax: (573) 761-6635 January 2005 3 DEGREE COMPLETION RECORD LAYOUT Length (alpha/ Standard numeric unless Located in Instruction Element Name noted) Range File * Page File Type FILETYPE 2 1-2 ERC 38 FICE College Code FICECODE 6 3-8 ERC 37 Term ACTERM 2 9-10 ERC 68 Year CALYEAR 4 11-14 ERC 76 Most Recent Social Security Number SOCSEC1 9 15-23 ERC 50 Most Recent Social Security Number Status SSTAT1 1 24 ERC 51 Second Most Recent Social Security Number SOCSEC2 9 25-33 ERC 66 Second Most Recent Social Security Number Status SSTAT2 1 34 ERC 67 Campus ID or Last Name ID CAMPUSID 10 35-44 ERC 15 Gender GENDER 1 45 ERC 40 Race RACE 2 46-47 ERC 36 Highest Degree Held HIDEGREE 2 48-49 ERC 41 Degree Level Conferred DEGREEC 2 50-51 ERC 27-31 First Major Field of Study CIP Code PROGONE 6 52-57 ERC 39 First Major Field of Study CIP Code Option (NO LONGER REQUIRED) PGONEOP 4 58-61 ERC N/A Second Major Field of Study CIP Code PROGTWO 6 62-67 ERC 65 Second Major Field of Study CIP Code Option (NO LONGER REQUIRED) PGTWOOP 4 68-71 ERC N/A *E=Term Enrollment File R= Term Registration File C= Degree Completion File January 2005 4 TERM REGISTRATION RECORD LAYOUT Length (alpha/ Standard numeric unless Located Instruction Element Name noted) Range in File * Page File Type FILETYPE 2 1-2 ERC 38 FICE College Code FICECODE 6 3-8 ERC 37 Term ACTERM 2 9-10 ERC 68 Year CALYEAR 4 11-14 ERC 76 Most Recent Social Security Number SOCSEC1 9 15-23 ERC 50 Most Recent Social Security Number Status SSTAT1 1 24 ERC 51 Second Most Recent Social Security Number SOCSEC2 9 25-33 ERC 66 Second Most Recent Social Security Number Status SSTAT2 1 34 ERC 67 Campus ID or Last Name ID CAMPUSID 10 35-44 ERC 15 Gender GENDER 1 45 ERC 40 Race RACE 2 46-47 ERC 36 Date of Birth DOBIRTH 8 (yyyymmdd) 48-55 ER 26 Domicile LOCDOMI 3 56-58 ER 34 Class Level CLEVEL 2 59-60 ER 16 Enrollment Status STUSTAT 1 61 ER 35 Highest Degree Held HIDEGREE 2 62-63 ER 41 Degree Level Sought DEGREEST 2 64-65 ERC 32 First Major Field of Study CIP PROGONE 6 66-71 ERC 39 First Major Field of Study CIP Option (NO LONGER REQUIRED) PGONEOP 4 72-75 ERC N/A Second Major Field of Study CIP Code PROGTWO 6 76-81 ERC 65 Second Major Field of Study CIP Option (NO LONGER REQUIRED) PGTWOOP 4 82-85 ERC N/A Degree-Seeking Status DSSTATUS 1 86 ER 33 Total Term Enrolled/Earned Credit Hours TOTRMHRR 3 (99v9) 87-89 ER 72 Full-time / Part-time Override (Optional Use by UM System) FTPTOVR 1 90 ER 79 *E=Fall Enrollment File R=Term Registration File C=Degree Completion File January 2005 5 TERM REGISTRATION RECORD LAYOUT (CONTINUED) Length (alpha Standard /numeric unless Located Instruction Element Name noted) Range in File * Page Earned Full-time Equivalency FTER 3 (9v99) 92-94 ER 78 (Optional Use by UM System) Total Audited Credit Hours AUDTRMR 3 (99v9) 95-97 ER 70 Total Graded Credit Hours GRDTRMR 3 (99v9) 98-100 R 71 Cumulative Credit Hours Earned CUMCREDR 4 (999v9) 101-104 ER 24 Last Institution Attended by A Transfer Student TRANSSCH 6 105-110 ER 47 Credit Hours Receiving Institution Accepts in Transfer from a First-time Transfer Student CRTRAN1R 4 (999v9) 111-114 ER 23 Total Transfer Credit Hours Accumulated - Earned CRTRAN2R 4 (999v9) 115-118 ER 74 Midwest Higher Ed. Comm. Student Exchange Stud. Prog. Participant MHECPRO 1 119 ER 49 Remedial Math Credit Hours REMATHR 3 (99v9) 120-122 ER 61 Remedial English Credit Hours REENGLR 3 (99v9) 123-125 ER 60 Remedial Reading Credit Hours REREADR 3 (99v9) 126-128 ER 62 Other Noncollege-Level Credit Hours NONCOLR 3 (99v9) 129-131 ER 59 High School Student HSSTUDNT 1 132 ER 46 Total Term Quality Points TOTRMQPT 4 (99v99) 133-136 R 73 Term Grade Point Average TRMGPA 3 (9v99) 137-139 R 69 Cumulative Grade Point Average CUMGPA 3 (9v99) 140-142 R 25 Withdrawal Code WITHDRAW 2 143-144 R 75 Athletic Code (NO LONGER REQUIRED) ATHLETE 1 145 ER N/A Sport (NO LONGER REQUIRED) SPORT 2 146-147 ER N/A *E=Fall Enrollment File R=Term Registration File C=Degree Completion File January 2005 6 FALL ENROLLMENT RECORD LAYOUT Length (alpha Standard /numeric unless Located Instruction Element Name noted) Range in File* Page File Type FILETYPE 2 1-2 ERC 38 FICE College Code FICECODE 6 3-8 ERC 37 Term ACTERM 2 9-10 ERC 68 Year CALYEAR 4 11-14 ERC 76 Most Recent Social Security Number SOCSEC1 9 15-23 ERC 50 Most Recent Social Security Number Status SSTAT1 1 24 ERC 51 Second Most Recent Social Security Number SOCSEC2 9 25-33 ERC 66 Second Most Recent Social Security Number Status SSTAT2 1 34 ERC 67 Campus ID or Last Name ID CAMPUSID 10 35-44 ERC 15 Gender GENDER 1 45 ERC 40 Race RACE 2 46-47 ERC 36 Date of Birth DOBIRTH 8 (yyyymmdd) 48-55 ER 26 Domicile LOCDOMI 3 56-58 ER 34 Class Level CLEVEL 2 59-60 ER 16 Enrollment Status STUSTAT 1 61 ER 35 Highest Degree Held HIDEGREE 2 62-63 ERC 41 Degree Level Sought DEGREEST 2 64-65 ERC 32 First Major Field of Study CIP PROGONE 6 66-71 ERC 39 First Major Field of Study CIP Option (NO LONGER REQUIRED) PGONEOP 4 72-75 ERC N/A Second Major Field of Study CIP Code PROGTWO 6 76-81 ERC 65 Second Major Field of Study CIP Option (NO LONGER REQUIRED) PGTWOOP 4 82-85 ERC N/A Degree-Seeking Status DSSTATUS 1 86 ER 33 Total Term Enrolled/Earned Credit Hours TOTRMHRE 3 (99v9) 87-89 ER 72 Full-time / Part-time Override (Optional Use by UM System) FTPTOVR 1 90 ER 79 *E=Fall Enrollment File R=Term Registration File C=Degree Completion File January 2005 7 FALL ENROLLMENT RECORD LAYOUT (CONTINUED) Length (alpha /numeric unless Located Instruction Element Standard Name noted) Range in File * Page Reason for Full-time / Part-time Override (NO LONGER REQUIRED) REASOVR 1 91 ER N/A Enrollment Full-time Equivalency (Optional Use by UM System) FTEE 3 (9v99) 92-94 ER 78 Total Audited Credit Hours AUDTRME 3 (99V9) 95-97 ER 70 Cumulative Credit Hours Earned CUMCREDE 4 (999v9) 98-101 ER 24 Last Institution Attended by A Transfer Student TRANSSCH 6 102-107 ER 47 Credit Hours Receiving Institution Accepts in Transfer from a First-time Transfer Student CRTRAN1E 4 (999v9) 108-111 ER 23 Total Transfer Credit Hours Accumulated - Earned CRTRAN2E 4 (999v9) 112-115 ER 74 Midwest Higher Ed. Student Exchange Program Participant MHECPRO 1 116 ER 49 Remedial Math Credit Hours REMATHE 3 (99v9) 117-119 ER 61 Remedial English Credit Hours REENGLE 3 (99v9) 120-122 ER 60 Remedial Reading Credit Hours REREADE 3 (99v9) 123-125 ER 62 Other Noncollege-Level Credit Hours NONCOLE 3 (99v9) 126-128 ER 59 High School Student HSSTUDNT 1 129 ER 46 High School Code HSCODE 6 130-135 E 44 Year of High School Graduation HSGRDYR 6 (yyyymm) 136-141 E 77 High School Class Size HSCSIZE 4 (9999) 142-145 E 43 High School Class Rank HSCRANK 4 (9999) 146-149 E 42 High School Percentile Rank HSPRNK 4 (999v9) 150-153 E 45 Core Curriculum Indicator CORE 1 154 E 17-21 *E=Fall Enrollment File R=Term Registration File C=Degree Completion File January 2005 8 FALL ENROLLMENT RECORD LAYOUT (CONTINUED) Length (alpha /numeric unless Located Instruction Element Standard Name noted) Range in File * Page Number of High School English Courses HSENGCRS 2 (9v9) 155-156 E 52 Number of High School Mathematics Courses HSMATCRS 2 (9v9) 157-158 E 54 Number of High School Social Studies Courses HSSSTCRS 2 (9v9) 159-160 E 56 Number of HS Science Courses HSSCICRS 2 (9v9) 161-162 E 55 Number of HS Visual / Performing Arts Courses HSVPACRS 2 (9v9) 163-164 E 57 Number of HS Core Electives in Other Disciplines CORELEC 2 (9v9) 165-166 E 53 American College Testing English Subscale Score ACTENG 2 (99) 167-168 E 11 ACT Mathematics Subscale Score ACTMAT 2 (99) 169-170 E 12 ACT Reading Subscale Score ACTRED 2 (99) 171-172 E 13 ACT Science Reasoning Subscale Score ACTSCR 2 (99) 173-174 E 14 ACT Composite Score ACTCOM 2 (99) 175-176 E 10 Equated ACT Composite Score (NO LONGER REQUIRED) EACTCOM 1 (9) 177 E N/A Scholastic Aptitude Test - Verbal Score SATVER 3 (999) 178-180 E 64 Scholastic Aptitude Test – Mathematics Score SATMAT 3 (999) 181-183 E 63 ASSET Writing Skills Score (NO LONGER REQUIRED) ASSETWS 2 (99) 184-185 E N/A ASSET Reading Skills Score (NO LONGER REQUIRED) ASSETRS 2 (99) 186-187 E N/A *E=Fall Enrollment File R=Term Registration File C=Degree Completion File January 2005 9 FALL ENROLLMENT RECORD LAYOUT (CONTINUED) Length (alpha /numeric unless Located Instruction Element Standard Name noted) Range in File * Page ASSET Numerical Skills Score (NO LONGER REQUIRED) ASSETNS 2 (99) 188-189 E N/A ASSET Study Skills Score (NO LONGER REQUIRED) ASSETSS 2 (99) 190-191 E N/A ASSET Elementary Algebra Score (NO LONGER REQUIRED) ASSETEA 2 (99) 192-193 E N/A ASSET Intermediate Algebra Score (NO LONGER REQUIRED) ASSETIA 2 (99) 194-195 E N/A ASSET College Algebra Score (NO LONGER REQUIRED) ASSETCA 2 (99) 196-197 E N/A ASSET Geometry Score (NO LONGER REQUIRED) ASSETGM 2 (99) 198-199 E N/A Ability to Benefit Test (NO LONGER REQUIRED) ABTEST 2 200-201 E N/A Ability to Benefit Test Score (NO LONGER REQUIRED) ABTSCORE 3 (999) 202-204 E N/A Athletic Code (NO LONGER REQUIRED) ATHLETE 1 205 ER N/A Sport (NO LONGER REQUIRED) SPORT 2 206-207 ER N/A Legal Residence LEGRES 1 208 E 48 Course Location LOCCDF 1 209 E 22 Number of Foreign Language Courses FLELECT 2 (99) 213 E 58 Hispanic/Latino or Non- HISPANIC 1 215 E 80 Hispanic/Latino *E = Term Enrollment File R = Term Registration File C = Degree Completion File January 2005