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IR Reporting Cycle - Institutional Research & Planning
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LAKE ERIE COLLEGE > ABOUT US > INSTITUTIONAL RESEARCH AND PLANNING > IR REPORTING CYCLE

Office of Institutional Research

The Office of Institutional Research (IR) provides information about Lake Erie College for the purposes of decision-making, strategic planning, and mandated reporting. The IR office responds to the reporting needs of the college administration, the state and federal government, and non-governmental organizations that support institutional research in higher education. A variety of procedures are used to collect and analyze data, report the results, and aim to provide information that is clear, valid, reliable, and useful.

The IR office is responsible for reporting the official college data to internal and external parties. This is a service office. The information provided is intended to help the College community understand its institutional makeup.

Mission Statement

The Office of Institutional Research facilitates and coordinates the collection, analysis and interpretation of institutional data to support assessment and improvement initiatives and to support institutional planning and decision-making.

To achieve its mission, the Office of Institutional Research establishes the following goals:

  • to provide information and analyses that are relevant and responsive to the needs of policymaking, decision-making, and strategic planning
  • to encourage the use of data and the resources of institutional research by maintaining a commitment of service
  • to provide institutional research reports that are accurate and reliable and to foster a high level of confidence in the results
  • to work collaboratively with college task groups to further the mission of the College, solve critical problems, and prepare for the challenges of the future

As part of a recent campus wide planning initiative, the IR office, along with Admissions, Financial Aid, Athletics, Student Life and Academic Affairs, has established a Recurrent Reporting Cycle. The goal of this project was to provide better data definitions, communication of data needs, organize standard data requests, and to assist in Lake Erie College's continuous improvement process.

For a quick look at Lake Erie College's Recurrent Reporting Cycle, see below.

Responsibilities/Projects for IR

Coordination of data collection

Coordination with Module Managers (data custodians) for each of the official College Database modules, prior to the snapshot of the official "census files” at Census Date in order to help increase the integrity of the data on those files.

Federal/Regional/State Reporting

The IR office provides analyses to support institutional accreditation, professional accreditation, and assessment. Lake Erie College completes 13 Federal, regional, and state reports each year (including both annual and semester-based reports). These reports are often considered "mandatory” and are subject to both internal and external audit reviews. The timeliness and the accuracy of these reports directly affect the College's ability to serve its constituencies. Examples of these agencies and reports include:

  • US Department of Education Integrated Postsecondary Education Data System (IPEDS) http://nces.ed.gov/IPEDS/
  • Higher Learning Commission Annual Institutional Data Update (HLC/AIDU)

Other External Organization Reports

External organizations are those with which Lake Erie College has no contractual relationship; hence, Institutional Research has no contractual obligations to provide services and reports. However, responding to external requests often promotes the sharing of information between the College and the community it serves. In general, Institutional Research responds to external requests to the best of its ability. Examples of these agencies and reports include:

  • College Board
  • US News and World Report

Internal Recurrent and Ad Hoc Reports

The IR office provides reports to support Strategic Planning and issues important to College reporting. Reports include enrollment profiles and tables, retention profiles and tables, and an annual Fact Sheet, among others. For more information on what internal reports are currently offered from our reporting offices and when, please see the Routine Reporting Cycle below.

Ad hoc requests may come from anyone in the campus community including the Board of Directors, vice presidents and deans, the Faculty and Staff Senate, departments, faculty members, and student government, with authorization. The ability to respond to ad hoc requests in a timely and accurate manner is important to us.

Confidentiality and Data Security

The Office of Institutional Research takes its role very seriously in protecting confidentiality and safeguarding sensitive data. Under FERPA, the College classifies the following as "directory information” and may make it available to the public or a third party upon request:

  • Student name
  • Telephone number
  • Date and place of birth
  • Academic major
  • Participation in officially recognized activities and sports
  • Height and weight of members of athletic teams
  • Dates of attendance
  • Degrees and awards earned

Students may submit a written request to the Registrar to restrict the release of directory information to the public or a third party.

Commitment to Continuous Improvement

The IR office is committed to continuous improvement and will continue to attend and/or present at professional association meetings in order to maintain professional skills, learn about emerging trends, and form networks of professional contacts.

Recurrent Reporting for Fall

Module Name Content Date Distribution
REG NSC/NSLDS Reporting National Student Clearinghouse (NSC) and/or National Student Loan Data System (NSLDS) Reporting of enrollment and loan information 25th of each Month Compliance
ADM Final Fall Admissions Summary Admissions Cumulative Stage Counts by Population Type Weekly, leading up to Census, Final on Monday after Census Cabinet
REG Enrollment Report Enrollment numbers by Population Type Bi-Monthly from April to July, Weekly from Mid-July to Final on First Tuesday after Census Cabinet
REG Retention Report Retention and Persistence Rates by FFFT and Transfers Wednesday after Census Cabinet, Retention Committee
REG Distribution of Majors/Minors Enrollment numbers by Major, including 1st and 2nd declared majors and minors Wednesday after Census Cabinet, Deans
SL Occupancy Number of Residence Students by Class Code and Gender Monday after Census VPSA&A, IR
IR New Cohort Profile Profile of New First-Time, Full-Time Freshman by Tiers, Gender, Ethnicity, Residency, Academic Profile, Geographic location, Aid Distribution, Major and School Wednesday after Census Cabinet
IR Retention Profile Profile of FFFT Returners vs. Non-Returners by Tier, Gender, Ethnicity, Residency, Academic Profile, Geographic Location, Aid Distribution, Major and School Wednesday after Census Assoc.VPAA, Retention Committee
IR Census Quick Facts Quick Facts regarding Campus Profile for new year
Friday after Census
Website
IR Athletic Summary Summary of Squad Lists with Aid Disbursement Friday after Census Athletics
IR I.A. Data Summary of Enrolled Student Contact Information Friday after Census Institutional Advancement
ADM Greek Life GPA All men's GPA average and all female's GPA average Early September Greek Organization Headquarters
SL Judicial Violations Number of Judicial Violations and category (Alcohol, theft, etc.) September for the prior year Greek Organization Headquarters
FA FISAP Fiscal Operations Report and Application to Participate - Lake Erie College's application to participate in the federal campus aid based programs including Perkins Loan, Supplemental Education Opportunity Grant and the Federal Work Study program October 1st Compliance
REG Degree Completions Number of awards conferred by Lake Erie College during the 12-month period from July 1-June 30 by 1st and 2nd majors October IPEDS
IR Institutional Characteristics Institutional information including mission, system affiliation, student services, athletic association, and student charges. October IPEDS
REG 12-Month Enrollment Unduplicated Student enrollment counts and instructional activity data for 12-month period by race/ethnicity and gender. October IPEDS
SEC The Clery Act Report Annual disclosure of information about crime on and near campus October 1st Compliance
REG Anticipated Fall Graduates Number of Graduating Students who have applied for graduation September Cabinet
REG Non-Registered Students Listing of Students, who completed Fall semester, in good standing, who are expected to continue to enroll, but who have not registered for Spring, for follow-up December 1st Dean's, VPAA&EM
REG Athlete GPA Stats Average Athletic GPA by Sport, and Gender as compared to Non-Athlete Three weeks after grades post Athletics
REG Dean's List List of Honors Students by Semester Three weeks after grades post VPAA&EM, Academic Standards
REG Probations & Dismissals List List of Students eligible to come off Probation, qualified for Probation, and eligible for Dismissal, by Semester Three weeks after grades post Academic Standards
REG NSC/Degree Verification Reporting of Degree information to National Student Clearinghouse Two weeks after degree conferral Directory Information
IR Dean's List, Profile Report Profile of Students added to the Dean's List by Semester Three weeks after grades post Cabinet, Retention Committee
IR Probations & Dismissals Profile Report Profile of Students added to Probation, and Dismissed, by Semester Three weeks after grades post Cabinet, Retention Committee
IR Hours Attempted/Earned Summary List of students, who completed Fall semester, and the hours Attempted and Earned by each Three weeks after grades post Financial Aid Office
IR ALC Analysis Profile of Students who attended the ALC for the semester and year
Three weeks after grades post
ALC

Recurrent Reporting for Spring

Module Name
Content
Date
Distribution
REG NSC/NSLDS Reporting National Student Clearinghouse (NSC) and/or National Student Loan Data System (NSLDS) Reporting of enrollment and loan information 25th of each Month Compliance
SL Occupancy Number of Residence Students by Class Code and Gender Monday after Census VPSA&A
REG Enrollment Report Enrollment numbers by population type Weekly from November to Final on first Monday after Census Cabinet
HR Human Resources Component Data is collected on the number of employees by employment status, function, gender, race/ethnicity, faculty status, contract length, and academic rank February 8th IPEDS
FA Student Financial Aid Data on financial aid provided to various groups of undergraduate students as required by the Higher Education Act (HEA) of 1965 February 8th
IPEDS
ADM Greek Life GPA All men's GPA average and all female's GPA Average Early February Greek Organization Headquarters
REG Fall Enrollment Enrollment numbers for our student population enrolled for credit by race/ethnicity, and gender; New cohort definition, retention rates, and student to faculty ratio. March IPEDS
BUS Finance Basic Financial information associated with the Financial Accounting Standards Board March IPEDS
REG Graduation Rates Tracking data on first-time, full time degree-seeking undergraduates and their completion status by 4, 5, 6 and 8 year rates March IPEDS
REG Non-Registered Students Listing of students, who completed Spring semester, in good standing, who are expected to continue to enroll, but who have not registered for Summer or Fall, for follow up. May 1st Dean's, VPAA&EM
REG Anticipated May Graduates Number of graduating students who have applied for graduation. April 1st Cabinet
IR/FIN HLC Institutional Update Institutional updates regarding policy and procedures, other accrediting relationships, enrollment, completions, faculty numbers, degree programs offered, locations, and finances. Opens early March, Closes mid-April Higher Learning Commission
REG Athlete GPA Stats Average Athletic GPA by Sport, and Gender as compared to Non-Athlete Three weeks after grades post Athletics
REG Dean's List List of Honors Students by Semester Three weeks after grades post VPAA&EM, Academic Standards
REG Probation & Dismissals List Lists of Students eligible to come off Probation, qualified for Probation, and eligible for Dismissal, by Semester Three weeks after grades post Academic Standards
REG NSC/Degree Verification Reporting of Degree information to National Student Clearinghouse Two weeks after degree conferral Directory Information
IR Dean's List Profile Report Profile of Students added to the Dean's List by Semester Three weeks after grades post Cabinet, Retention Committee
IR Probation & Dismissal's List Profile Report Profile of Students on the Probation & Dismissal's List by Semester and then for the year. Three weeks after grades post Cabinet, Retention Committee
IR Hours Attempted/Earned Summary List of students, who completed Fall semester, and the hours Attempted and Earned by each Three weeks after grades post Financial Aid Office
IR ALC Analysis Profile of Students who attended the ALC for the semester and year Three weeks after grades post ALC
REG/ATH NCAA GRS Graduation Rate Survey to the NCAA Opens March, Closes June 1st Compliance

 

Recurrent Reporting for Summer

 
Module Name Content Date Distribution
REG NSC/NSLDS Reporting National Student Clearinghouse (NSC) and/or National Student Loan Data System (NSLDS) Reporting of enrollment and loan information 25th of each Month Compliance
SL Occupancy Number of Residence Students by Class Code and Gender Monday after Census VPSA&A
IR Graduation Profile Profile of Graduating UG's by Tier, Gender, Ethnicity, Residency, Academic Profile, Geographic location, Aid Distribution, Major & School Week after graduation Cabinet, Retention Committee
REG Anticipated Summer Graduates Number of Graduating Students who have applied for graduation Cabinet
CS Graduating Student Survey Results Report of results for survey of Students who are graduating First Business Day in June
REG NSC/Degree Verification Reporting of Degree information to National Student Clearinghouse Two weeks after degree conferral Directory Information
IR Hours Attempted/Earned Summary List of students, who completed Fall semester, and the hours Attempted and Earned by each Two weeks after grades post Financial Aid Office

 
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