• Include designations such as S.J., B.V.M., etc. in the Suffix field
• DO NOT INCLUDE ACADEMIC CREDENTIALS such as M.B.A., M.S.N., D.B.A, J.D., etc.
• If the permanent position is vacant, enter the interim or acting officer

Data Update Coordinator

• Was/is appointed by your CEO
• Is responsible for the accuracy and completion of this Data Update
• Serves as the contact between your institution and the Commission regarding this Data Update
• Is responsible for the timely submission of this Data Update

Federal Definition for Distance education

• Means education that uses one or more of the following technologies to deliver instruction to students who are separated from the instructor and to support regular and substantive interaction between the students and the instructor, synchronously or asynchronously:
• The Internet
• One way and two way transmissions through open broadcast, closed circuit, cable, microwave, broadband lines, fiber optics, satellite, or wireless communications devices
• Audioconferencing
• Videocassettes, DVDs, and CD-Roms, if the videocassettes, DVDs or CD-Roms are used in conjunction with any of the technologies listed above

Federal Definition for Correspondence Courses

• A “home study” course provided by an institution under which the institution provides instructional materials, including examinations on the materials, to students who are not physically attending classes at the institution. When students complete a portion of the instructional materials, the students take the examinations that relate to that portion of the materials, and return the examinations to the institution for grading
• A home study course that provides instruction in whole or in part through the use of video cassettes or video discs in an award year is a correspondence course unless the institution also delivers the instruction on the cassette or disc to students physically attending classes at the institution during the same award year

• Report your numbers as of your institution’s IPEDS for 2008-2009 Reporting Date
• Headcount is unduplicated
• Enter zero if there is no enrollment
• NOTE ON FIRST PROFESSIONAL DEGREES:
• IPEDS has eliminated the First Professional Degree designation with the 2008-2009 data collection year, but the first collection year is optional
• If you did NOT report First Professional student enrollment to IPEDS for 2008-2009, report all formerly First Professional students in the Graduate category

Undergraduates are those students enrolled in:

• 4 or 5 year Bachelor’s programs
• Associate’s degree programs
• Vocational/Technical degree or certificate granting programs below the baccalaureate level
• Courses creditable toward an Associate’s or Bachelor’s degree or toward a certificate below baccalaureate level

Graduates are those students enrolled in:

• Any graduate programs
• Any graduate courses creditable toward a graduate degree or post-baccalaureate certificate
• Thesis or dissertation credits

First Professional are those students enrolled in any of the following programs or in courses creditable toward those programs:

• Chiropractic: D.C. or D.C.M.
• Dentistry: D.D.S. or D.M.D.
• Medicine: M.D.
• Optometry: O.D.
• Osteopathic Medicine: D.O.
• Pharmacy: Pharm.D.
• Podiatry: D.P.M. or D.P. or Pod. D.
• Veterinary Medicine: D.V.M.
• Law: L.L.B. or J.D.
• Theology: M. Div. or M.H.L. or B.D. or Ordination

Non-credit students are those students enrolled:

• Exclusively in non-credit courses
• Exclusively as an auditor of credit courses
• Exclusively for CEU’s

• Report your numbers as of your institution’s IPEDS for 2008-2009 Reporting Date
• Headcount may be duplicated

Degree-seeking

• Students enrolled for credit in a degree program

Certificate-seeking

• Students enrolled in a credit OR non-credit certificate program

• Report your numbers as of your institution’s IPEDS for 2008-2009 Reporting Date
• Include new freshmen and new transfer students enrolled for credit or non-credit
• Enter zero in headcount if there is no enrollment

• Report your numbers as of your institution’s IPEDS for 2008-2009 Reporting Date
• Report unduplicated numbers
• Enter zero if there are no employees for a category
• If an employee serves in more than one category, report that person in the category used by your institution to classify that person. Report that person only once

Faculty are employees whose primary responsibilities are instruction, research, and/or service

• Include both tenure and non-tenure track
• Adjunct faculty should be counted as part-time faculty
• Graduate assistants should be counted as part-time faculty
• Full-time faculty on sabbatical should be counted as full-time faculty

Administration includes the following IPEDS categories:

• Executive
• Administration
• Managerial
• Other professionals

Staff includes the following IPEDS categories:

• Technical and paraprofessional
• Clerical and secretarial
• Skilled crafts
• Service/maintenance

• Report your numbers as of the date of submission of this Data Update
• To LIST a new Title IV eligible certificate program click on the List Certificate button
• Title IV eligible certificates where the courses are not a subset of courses extracted from existing degree programs with 50% or more being courses developed specifically for the certificate program

Certificate Programs requiring Commission Approval:

• The courses are credit-bearing
• The courses may be at any degree level or at the pre-associate’s level
• The courses are not a subset of courses extracted from existing degree programs with 50% or more being courses developed specifically for the certificate program
• The Certificate program is Title IV eligible

To review the full text of "Information for Institutions Regarding Approval of Certificate Programs", click here.

• Report your numbers as of the date of submission of this Data Update
• Enter zero for any programs not offered
• Report degree programs that are offered in CIP-defined fields of study
• Typically these correspond to majors
• Do not count sub-fields or concentrations within a major as separate programs
• NOTE ON FIRST PROFESSIONAL DEGREES:
• IPEDS has eliminated the First Professional Degree designation with the 2008-2009 data collection year, but the first collection year is optional
• If you did NOT report First Professional Degree Programs to IPEDS for 2008-2009, report all formerly First Professional degrees in the Doctor’s or Master’s Degree Programs category as applicable

Associate's degree programs:

• Requires the completion of at least 2 years of full-time equivalent college-level work in a specified field of study
• Meets institutional requirements for completion of a degree
• Culminates in the awarding of a degree

Bachelor's degree programs:

• Requires the completion of at least 4 years of full-time equivalent college-level work in a specified field of study
• Meets institutional requirements for completion of a degree
• Culminates in the awarding of a degree

Master's degree programs:

• Beyond bachelor's degree
• Requires the completion of at least 1 year of full-time equivalent graduate-level
• Meets institutional requirements for completion of the degree
• Culminates in awarding of the degree

Specialist's degree programs:

• Beyond bachelor's degree
• Requires the completion of college work beyond the bachelor's degree in a specific field of study
• Frequently found in Education and related academic disciplines

Doctor's degree programs:

• Beyond the master's degree
• Includes a dissertation or other original project
• Meets institutional requirements for completion of the degree
• Culminates in the awarding of the degree

First professional degree programs:

• Provides the requisites for licensure in a recognized profession
• Requires at least 2 years of college-level work for admission
• Requires the completion of at least 6 years of full-time equivalent college work
• Must be within one of the following fields:
• Chiropractic: D.C. or D.C.M.
• Dentistry: D.D.S. or D.M.D.
• Medicine: M.D.
• Optometry: O.D.
• Osteopathic Medicine: D.O.
• Pharmacy: Pharm.D.
• Podiatry: Pod. D. or D.P. or D.P.M.
• Veterinary Medicine: D.V.M.
• Law: L.L.B. or J.D.
• Theology: M. Div. or M.H.L or B.D. or Ordination

• Report the numbers from July 1, 2007 through June 30, 2008
• Enter zero for any certificates or degrees not offered

Certificate Programs:

• Credit OR non-credit bearing
• Culminate in the awarding of a certificate or diploma, but not a degree
• May require previous college credit for admission
• May be at any degree level or Pre-Associate's

Associate's degree programs:

• Requires the completion of at least 2 years of full-time equivalent college-level work in a specified field of study
• Meets institutional requirements for completion of a degree
• Culminates in the awarding of a degree

Bachelor's degree programs:

• Requires the completion of at least 4 years of full-time equivalent college-level work in a specified field of study
• Meets institutional requirements for completion of a degree
• Culminates in the awarding of a degree

Master's degree programs:

• Beyond bachelor's degree
• Requires the completion of at least 1 year of full-time equivalent graduate-level
• Meets institutional requirements for completion of the degree
• Culminates in awarding of the degree

Specialist's degree programs:

• Beyond bachelor's degree
• Requires the completion of college work beyond the bachelor's degree in a specific field of study
• Frequently found in Education and related academic disciplines

Doctor's degree programs:

• Beyond the master's degree
• Includes a dissertation or other original project
• Meets institutional requirements for completion of the degree
• Culminates in the awarding of the degree

First professional degree programs:

• Provides the requisites for licensure in a recognized profession
• Requires at least 2 years of college-level work for admission
• Requires the completion of at least 6 years of full-time equivalent college work
• Must be within one of the following fields:
• Chiropractic: D.C. or D.C.M.
• Dentistry: D.D.S. or D.M.D.
• Medicine: M.D.
• Optometry: O.D.
• Osteopathic Medicine: D.O.
• Pharmacy: Pharm.D.
• Podiatry: Pod. D. or D.P. or D.P.M.
• Veterinary Medicine: D.V.M.
• Law: L.L.B. or J.D.
• Theology: M. Div. or M.H.L or B.D. or Ordination

Direct questions regarding this section to Lil Nakutis at 800-621-7440x113 or lnakutis@hlcommission.org

To ensure that students off-campus have consistent access to Title IV federal student aid, institutions should work closely with their Financial Aid Offices to ensure that information about off-campus activity is consistently reported to the U.S. Department of Education (“USDE“) and to The Higher Learning Commission (“the Commission“ or “HLC“). The Commission does not approve campuses, sites or course locations retroactively; therefore it is very important for institutions and the students they serve that institutions are very careful to seek approval well before any students matriculate at a new or relocated campus or site. The Commission will work with all institutions following these definitions and protocols to ensure that the USDE has the approvals and information from the Commission the USDE needs.

• Review current information for all Other Campuses (do not include main campus)
• Verify that information displayed is correct. If it is not correct, editorial changes may be requested using the Editorial Change button.
• Enter a headcount number for each campus. Use the current or anticipated enrollment for the current year.
• To Add a new campus or to DELETE an existing campus you will need to file a change request. The change request should follow the format specified in “Information for Institutions Regarding Off-Campus Instruction Commission Definitions and Approval Protocols“ below.

Editorial Change ONLY covers the following changes:

• Misspelling of address including city, state and zip code
• Transposition of characters in address field including city, state and zip code

Other Campus (do NOT include main/home campus)

• Offers courses in educational programs leading to a degree, certificate, or other recognized educational credential
• Is permanent in nature
• Has its own faculty and administrative or supervisory organization
• Has academic resources and support services for students that include library, laboratories, business operations, admissions, advising, and registrar/records maintenance housed on this location
• Has its own budgetary and hiring authority

In State

• Other Campus is in addition to the main campus and is in the institution’s home state

Out of State

• Other Campus is outside of the institution’s home state

Out of USA

• Campus is outside of the 50 United States
• Include states located in US territories in this category
• DO NOT include study abroad in this category

To review the full text of “Information for Institutions Regarding Off-Campus Instruction Commission Definitions and Approval Protocols”, click here.

Direct questions regarding this section to Lil Nakutis at 800-621-7440×113 or lnakutis@hlcommission.org

To ensure that students off-campus have consistent access to Title IV federal student aid, institutions should work closely with their Financial Aid Offices to ensure that information about off-campus activity is consistently reported to the U.S. Department of Education (“USDE“) and to The Higher Learning Commission (“the Commission“ or “HLC“). The Commission does not approve campuses, sites or course locations retroactively; therefore it is very important for institutions and the students they serve that institutions are very careful to seek approval well before any students matriculate at a new or relocated campus or site. The Commission will work with all institutions following these definitions and protocols to ensure that the USDE has the approvals and information from the Commission the USDE needs.

• Review current information for all Off-Campus Sites
• Verify that information displayed is correct. If it is not correct, changes must be made using the standard change process
  • Minor editorial changes may be submitted using the Submit Editorial Change button
• Enter a headcount number for each site. Use the current or anticipated enrollment for the current year
  • If the site is Inactive or Closed enter “0” for the headcount
  • You will be prompted to enter a “Closed Date” if the site has closed
  • To activate a previously Inactive site enter a headcount
  • Inactive sites can be left Inactive for 2 consecutive years beginning September 2008
• To ADD previously unreported Sites, a request for approval of new campuses or sites must be submitted to The Higher Learning Commission - Additional charges may apply
• To ADD or DELETE Programs at a Site, use the Submit Program Changes button
• Deletions will be accepted; additions will be reviewed and approved in a parallel process

Note that definitions have changed from previous years. Please read carefully.

Site

• A place where instruction is taking place and students can do one or more ofthe following:
  • Complete 50% or more of the courses leading to a degree program;
  • Complete a full degree program (degree site); or
  • Complete 50% or more of the courses leading to a Title IV eligible certificate
• Includes physical locations where students can complete a degree they began at another institution (known as a degree completion site) even if the degree completion program provides less than 50% of the courses leading to a degree program.
• There is no base or threshold number of students or distance from the main campus necessary for a physical site to qualify as site
• May provide access to instruction requiring students to be present at a physical location that receives Interactive TV, video, or online teaching
• Typically does not have a full range of administrative and student services on sitestaffed by the facility’s personnel but rather such administrative and student services may be provided from the home or other campus

In State

• Site is in the institution’s home state

Out of State

• Site is outside the institution’s home state

Out of USA

• Site is outside of the 50 United States
• include states located in US territories in this category
• Do Not include study abroad in this category

Status

• Active
  • Sites (50% or more of a degree program) that will be open or potentially open over the next two academic years
• Inactive
  • Sites not offering programs or not anticipated to be used after the next two academic years
• Closed
  • Sites that have not been used in the last four years and/or with NO plans to be used ever again

Editorial Change ONLY covers the following changes:

• Misspelling of address including city, state and zip code
• Transposition of characters in address field including city, state and zip code

To review the full text of “Information for Institutions Regarding Off-Campus Instruction Commission Definitions and Approval Protocols”, click here.

Direct questions regarding this section to Lil Nakutis at 800-621-7440x113 or lnakutis@hlcommission.org

• Report information current as of the date of submission of this Data Update
• Enter zero if there are no course locations

In State Course Locations

• Course location is in institution’s home state
• Students can complete up to, but not including, 50% of a degree program
• Include locations for dual enrollment, if applicable
• Do not include non-credit courses

Headcount

• May be duplicated
• Is the sum of all headcount at all in-state course locations

Direct questions regarding this section to Lil Nakutis at 800-621-7440x113 or lnakutis@hlcommission.org

• Review current information for all out-of-state and out-of-U.S. course locations (do not include Study Abroad)
• Verify that information displayed is correct. If it is not correct, changes must be made using the standard change process.
  • Minor editorial changes may be submitted using the Submit Editorial Change button
• Enter new headcount numbers in the fields provided (headcount may be duplicated)
  • If the course location is Inactive or Closed enter “0” for the headcount
  • You will be prompted to enter a “Closed Date” if the course location has closed
• To ADD previously unreported Course Locations, a request for approval of new campuses or sites must be submitted to The Higher Learning Commission. Additional charges may apply.

Course Location

• Students can only complete less than 50% of a degree program
• May include places where high school students receive college instruction through dual enrollment arrangements
• Do not include places that offer only non-credit courses

Out of State

• Course location is outside of institution’s home state

Out of USA

• Course location is outside of the 50 United States
• Include states located in US territories in this category
• Do Not include study abroad in this category

Status

• Inactive
  • Locations not offering programs or anticipated to be used after three or four academic years
• Closed
  • Locations that have not been used in the last four years and/or with NO plans to be used ever again

Editorial Change ONLY covers the following changes:

• Misspelling of address including city, state and zip code
• Transposition of characters in address field including city, state and zip code

To review the full text of “Information for Institutions Regarding Off-Campus Instruction Commission Definitions and Approval Protocols”, click here.

• Report dual enrollment headcount from Fall 2008
• Headcount is unduplicated
• Enter zero for headcount if there is no dual enrollment

Dual Enrollment

• Students are enrolled in high school simultaneous to earning college credit at your institution

• Report information current as of the date of submission of this Data Update
• To Edit Previously Reported Distance Education Programs, click on the row of the course location you wish to edit
• Enter new headcount numbers in the fields provided (headcount is unduplicated)
• To Add Previously Unreported Distance Education Programs, click on the Report New Program button
• To Delete incorrect Previously Reported Distance Education Programs, click on the trash can icon located next to the Program’s Name
• Report diploma programs that are offered in CIP-defined fields of study
• Typically these correspond to majors
• Do not count sub-fields or concentrations within a major as separate programs

Distance Education Program

NOTE - This is the HLC definition which is concerned with approval of programs as compared to the Federal definition which relates to Student Identity Verification only

• Include degree, degree completion and certificate programs
• Students can complete the entire degree, degree completion or certificate at a distance, except for the possibility of an orientation or proctored exams at a specific site
• The program is asynchronous
• The program is specifically and intentionally designed to be a distance program

Program Name

• Includes both the degree level or certificate and the CIP code program name
• Example 1: a BA in English and a BA in Philosophy would be reported as two separate programs
• Example 2: an AAS in Accounting and a Certificate in Accounting would be reported as two separate programs
• Sample program name entries:
• “Certificate in Accounting“
• “AAS in Accounting“
• “BA in English“
• List all programs separately following the preceding example

Primary Modality

• Select the dominant delivery method for the named program

Direct questions regarding this section to Lil Nakutis at 800-621-7440x113 or lnakutis@hlcommission.org

• Report information from Fall 2008
• To ADD a Contractual Relationship, click on the Report New Program button
• Enter headcount as Fall 2008 (headcount numbers unduplicated)
• Report diploma programs that are offered in CIP-defined fields of study
• Typically these correspond to majors
• Do not count sub-fields or concentrations within a major as separate programs

Contractual Relationships

• Refers to relationships between the institution and a third party entity, i.e. the Contracted Partner
• The relationship is defined through either a formal contract or informal working arrangements
• The Contracted Partner provides 50% or more of the academic content of one or more degree or Title IV eligible Certificate program(s) at your institution
• Your institution issues the degree or certificate
• The Contracted Partner does not provide a course delivery platform only
• Do not include 2+2, clinicals or internships

Program Name

• includes both the degree level or certificate and the CIP code program name
• Example 1: a BA in English and a BA in Philosophy would be reported as two separate programs
• Example 2: an AAS in Accounting and a Certificate in Accounting would be reported as two separate programs
• Sample program name entries:
• “Certificate in Accounting“
• “AAS in Accounting“
• “BA in English“
• List all programs separately following the preceding example

Reporting the Relationship

• Include the corporate name of the Contracted Partner, e.g., Wilson Consulting, Inc., Foreign University, Inc.
• If the agreement carries a title, include that title
• If you have contractual agreements for the same program but with more than one entity, each is separate entry
• If you have contractual agreements for different programs but with the same entity, each is separate entry