CBM Manual Training Julie Eklund Doug Parker Paul Turcotte Interim Assistant Commissioner, Strategic Planning and Funding Doug Parker Director, Educational Data Center Paul Turcotte Program Director, Funding Jana Cossairt Program Director, Strategic Planning Anissa Wagner Data Analyst, Educational Data Center During the presentation, questions may be sent via email to: Jana.Cossairt@thecb.state.tx.us July 15, 2015

Agenda Health-related (HRI) Reports HRI CBM001 (Student Report) HRI CBM008 (Faculty Report) HRI CBM009 (Graduation Report) HRI CBM00R (Resident/Fellows Report) Questions University Reports University CBM001 (Student Report) University CBM004 (Class Report) University CBM003 (Course Inventory Update Report) University CBM009 (Graduation Report) University CBM00B (Admissions Report) CBM00N (Student Number Change Report)

Agenda (cont’d) University and Community, Technical, and State Colleges (CTC) End of Semester (EOS) Reports • University CBM008 (Faculty Report) • CTC and University CBM00S (Student Schedule Report) • CTC and University CBM0E1 (Student End of Semester Report) CBM002 (Texas Success Initiative (TSI) Report) CTC CBM008 (Faculty Report) Questions Community, Technical, and State Colleges (CTC) Reports CTC CBM001 (Student Report) CTC CBM004 (Class Report) CTC CBM009 (Graduation Report) CTC CBM00A (Continuing Education Student Report) CTC CBM00C (Continuing Education Class Report) CTC CBM00M (Marketable Skills Achievement Report)

Health-related Institutions Student Report: CBM001 Doug Parker Director, Educational Data Center Strategic Planning and Funding CBM Manual Update, July 15, 2015

HRI Student (CBM001) Report: Reason for Report Reflects all students enrolled at the reporting institution as of the official census date. Student demographic data is collected Semester Credit Hours (SCH) generated by the student are reported in different categories – Funded, Unfunded, Inter-institutional, etc. This is a Census Date report This data is used in the formula funding calculations This data is used in the Accountability System and any HRI reports where student information is required

HRI CBM001 Report Layout Beginning Position Length   Item #1 Record Code - Always ‘1’ – Numeric 1 1 Item #2 Institution Code - FICE – Numeric 2 6 Item #3 Student Identification Number – Alphanumeric 8 9 Item #4 Gender - ‘M’ or ‘F’ – Alpha 17 1 Item #5 Classification – Alphanumeric 18 1 Item #6 Date of Birth - YYYYMMDD – Numeric 19 8 Item #7 Tuition Status – Alphanumeric 27 1 Item #8 Residence – Numeric, leading zeros 28 3 Item #9 Transfer/First-Time-In-College – Numeric or blank 31 6 Item #10 * SCH Load – Numeric - No decimals, zero fill 37 2 Item #11 * SCH Remote Site – Numeric - No decimals 39 2 Item #12 Unused 41 2 Item #13 Unused 43 1 Item #14 Semester – Numeric 44 1 Item #15 Year - YYYY – Numeric 45 4 Item #16 * Inter-institution SCH Load State Funded – No decimals 49 2 Item #17 Flexible Entry – Numeric or blank 51 1 Item #18 * Correctional Entity – Numeric or blank 52 1 Item #19 Major Area of Concentration - CIP – Numeric 53 8 Item #20 Unused 61 2 Item #21 Tuition Exemption/Waiver Code – Numeric or blank 63 2 Item #22 * SCH NOT State Funded – Numeric - No decimals 65 2 Item #23 Unused 67 2 Item #24 * SCH - Inter-institutional NOT State Funded – Numeric 69 2 Item #25 * SCH - State Funded – Numeric - No decimals 71 2 Item #26 Unused 73 2 Item #27 * SCH - Undergraduate Degree Program – Numeric 75 3 Item #28 * Student Affected by UG Funding Limit – Numeric 78 1

HRI CBM001 Report Layout (cont’d) Beginning Position Length   Item #29 Last Name 79 20 Item #30 First Name 99 10 Item #31 Middle Name Initial 109 1 Item #32 FTE Student – Numeric - 2 decimals 110 3 Item #33 School or College – Numeric 113 6 Item #34 Remote Teaching Site – Numeric or blank 119 6 Item #35 * Restricted Program Admission 125 2 Item #36 Non-Disclosure – Numeric 127 1 Item #37 * High School Code – Numeric 128 6 Item #38 PEIMS Identification Number 134 9 Item #39 Ethnic Origin – Numeric 143 1 Item #40 Race: Item #40A White – ‘1’ or blank 144 1 Item #40B Black or African-American – ‘2’ or blank 145 1 Item #40C Asian – ‘4’ or blank 146 1 Item #40D American Indian or Alaskan Native – ‘5’ or blank 147 1 Item #40E International – ‘6’ or blank 148 1 Item #40F Unknown or Not Reported – ‘7’ or blank 149 1 Item #40G Native Hawaiian or Other Pacific Islander – ‘8’ or blank 150 1 * Indicates item not required to be reported for medical and dental students.

Health-related Institutions Faculty Report: CBM008 Doug Parker Director, Educational Data Center Strategic Planning and Funding CBM Manual Update, July 15, 2015

HRI Faculty (CBM008) Report: Reason for Report Reflects employees of the institution who are paid a salary or receive benefits associated with the institution, and who have any type of faculty appointment, regardless of the source of funds or their assignment during the year. Submit all such persons who are on the payroll of the institution as of October 1. Faculty demographic data is collected Salary and Appointment percentages are collected This is an Annual report This data is used in the Accountability System and any HRI reports where faculty information is required

HRI CBM008 Report Layout Beginning Position Length Item #1 Record Code - Always ‘8’ – Numeric 1 1 Item #2 Institution Code - FICE – Numeric 2 6 Item #3 Faculty Identification Number – Numeric 8 9 Item #4 Last Name – Alpha 17 10 Item #5 First Name Initial – Alpha 27 1 Item #6 Middle Name Initial – Alpha or blank 28 1 Item #7 Rank – Numeric 29 1 Item #8 Tenure - ‘0’, ‘1’ or ‘2’ – Numeric 30 1 Item #9 Gender - ‘M’ or ‘F’ – Alpha 31 1 Item #10 Unused 32 4 Item #11 Unused 36 1 Item #12 Date of Birth - YYYYMM – Numeric 37 6 Item #13 Percent of Time: Item #13A Appointment 01 % – Numeric, zero fill 43 3 Item #13B Appointment 03 % – Numeric, zero fill 46 3 Item #13C Appointment 11 % – Numeric, zero fill 49 3 Item #13D Appointment 12 % – Numeric, zero fill 52 3 Item #13E Appointment 13 % – Numeric, zero fill 55 3 Item #14 Salary Fields – Right justified, no decimals Item #14A State Appropriations – Numeric, zero fill 58 7 Item #14D Designated – Numeric, zero fill 65 7 Item #14R Restricted – Numeric, zero fill 72 7 Item #14X Auxiliary Enterprises – Numeric, zero fill 79 6 Item #14Z Unused 85 6 Item #15 Appointment Length – Numeric, zero fill 91 2 Item #16 New Hire - ‘3’ or ‘0’ – Numeric 93 1 Item #17 Semester - ‘1’ – Numeric 94 1 Item #18 Year - YYYY – Numeric 95 4

HRI CBM008 Report Layout (cont’d) Beginning Position Length Item #19 School or College – Numeric 99 6 Item #20 Ethnic Origin 105 1 Item #21 Race: Item #21A White – ‘1’ or blank 106 1 Item #21B Black or African-American – ‘2’ or blank 107 1 Item #21C Asian – ‘4’ or blank 108 1 Item #21D American Indian or Alaskan Native – ‘5’ or blank 109 1 Item #21E International – ‘6’ or blank 110 1 Item #21F Unknown or Not Reported – ‘7’ or blank 111 1 Item #21G Native Hawaiian or Other Pacific Islander – ‘8’ or blank 112 1

Health-related Institutions Graduation Report: CBM009 Doug Parker Director, Educational Data Center Strategic Planning and Funding CBM Manual Update, July 15, 2015

HRI Graduation (CBM009) Report: Reason for Report Reflects degrees conferred during the fiscal year immediately preceding the fall semester in which the report is submitted. Graduates demographic data is collected Only degrees listed in the institution’s Inventory of Approved Degree Programs are to be reported Enter separate records for each degree a student is awarded in a reporting period This is an Annual report Used in Nursing Shortage Reduction Program calculations This data is used in the Accountability System and any HRI reports where graduation information is required

HRI CBM009 Report Layout Beginning Position Length   IItem #1 Record Code- Always ‘9’ – Numeric 1 1 Item #2 Institution Identifier - FICE – Numeric 2 6 Item #3 Student Identification Number – Alphanumeric 8 9 Item #4 Gender - ‘M’ or ‘F’ – Alpha 17 1 Item #5 Unused 18 1 Item #6 Date of Birth - YYYYMMDD – Numeric 19 8 Item #7 Degree Conferred - Left justified – Space filled, alpha 27 8 Item #8 Level of Degree Conferred – Numeric 35 1 Item #9 Major – Numeric 36 8 Item #10 Reporting Period - Always enter ‘1’ – Numeric 44 1 Item #11 Year - YYYY – Numeric 45 4 Item #12 School or College – Numeric 49 6 Item #13 Non-Disclosure – Numeric 55 1 Item #14 Month of Award 56 2 Item #15 Last Name – Alpha 58 20 Item #16 First Name – Alpha 78 10 Item #17 Middle Name Initial – Alpha 88 1 Item #18 Ethnic Origin 89 1 Item #19 Race: Item #19A White – ‘1’ or blank 90 1 Item #19B Black or African-American – ‘2’ or blank 91 1 Item #19C Asian – ‘4’ or blank 92 1 Item #19D American Indian or Alaskan Native – ‘5’ or blank 93 1 Item #19E International – ‘6’ or blank 94 1 Item #19F Unknown or Not Reported – ‘7’ or blank 95 1 Item #19G Native Hawaiian or Other Pacific Islander – ‘8’ or blank 96 1

Health-related Institutions Residents and Fellows Report: CBM00R Doug Parker Director, Educational Data Center Strategic Planning and Funding CBM Manual Update, July 15, 2015

HRI Resident and Fellows (CBM00R) Report: Reason for Report Collects data on Medical Residents and Postdoctoral/Research Fellows as of September 1 of each year Demographic data is collected Individual Residents/Fellows can only be reported by one institution for a given year Should not be reported once they exceed the maximum years for the program This is an Annual report This data is used in the formula funding calculations This data is used in the Accountability System

HRI CBM00R Report layout

HRI CBM00R Report layout (cont’d)

Health-related Institutions Reports: Address all year to year review items on your edit reports when you send in your certification request Questions?

University Student Report: CBM001 Doug Parker Director, Educational Data Center Strategic Planning and Funding CBM Manual Update, July 15, 2015

University Student (CBM001) Report: Reason for Report Reflects all students enrolled at the reporting institution as of the official census date. Student demographic data is collected Semester Credit Hours (SCH) generated by the student are reported in different categories – Funded, Unfunded, Inter-institutional, etc. This is a Census Date report This data is used in the Accountability System and any University reports where student information is required

Undergraduate Students Approaching Funding Limit for a Baccalaureate Degree Six reports are produced each edit run – three for students affected by the 45-hour funding limit and three for students affected by the 30-hour funding limit. The reports identify those students who are approaching the funding limit (within 30 SCH of the limit), who will exceed the funding limit (after the semester reported), and who exceed the funding limit (prior to the semester reports). Item #27, Student Affected by Undergraduate Funding Limitation, will be used to determine the funding limit the student is affected by. The total number of undergraduate SCH the student has accumulated and Item #26, SCH of Undergraduate Degree Program, will be used to determine if the student will appear on any of the reports. Page 1.3 in Reporting Manual If an institution does charge a student who exceeds the limit then the institution must have a process where the student can request a release of their academic history to the institution. SCH Release

Funding Limitation for Doctoral Students The Legislative limit of 99 doctoral funded semester credit hours per doctoral student and the allowable exceptions for funding up to 130 hours are described in the Texas Education Code (TEC 61.059). Four reports are provided during each student report edit cycle - Doctoral Students with 45 Doctoral SCH, Doctoral Students with 75 Doctoral SCH, Doctoral Students Approaching Doctoral SCH Limit (are within 15 SCH of their Limit), and Doctoral Students Exceeding Doctoral SCH Limit . Prior to the formula runs each base year, each institution is given the opportunity to identify which of their doctoral students should be granted program or individual exceptions during the next funding period (CBM00E). The exception is for 130 SCH. Page 1.3 in Reporting Manual

University CBM001 Report Layout Beginning Position Length   Item #1 Record Code – Always ‘1’ 1 1 Item #2 Institution Code - FICE – Numeric 2 6 Item #3 Student Identification Number 8 9 Item #4 Gender - ‘M’ or ‘F’ 17 1 Item #5 Classification – Alphanumeric 18 1 Item #6 Date of Birth - YYYYMMDD – Numeric 19 8 Item #7 Tuition Status – Alphanumeric 27 1 Item #8 Residence – Numeric 28 3 Item #9 Transfer/In College – Numeric or blank 31 6 Item #10A SCH Load, On-Campus – Leading Zeros, two decimals 37 4 Item #10B SCH Load, Off-Campus – Leading Zeros, two decimals 41 4 Item #11 Doctoral Hours Funded – Leading Zeros, two decimals 45 4 Item #13 Semester – Numeric 49 1 Item #14 Year - YYYY – Numeric 50 4 Item #15 SCH - Inter-Inst State Funded – Leading Zeros, two decimals 54 4 Item #16 Flexible Entry 58 1 Item #17 Remote Campus – Restricted use 59 1 Item #18 Major Area of Concentration - CIP – Numeric 60 8 Item #19 Doctoral Funding Code – Numeric 68 2 Item #20 Tuition Exemption/Waiver Code – Numeric or blank 70 2 Item #21 SCH-College Not State Funded – Leading Zeros, two decimals 72 4 Item #22 SCH-Dev Not State Funded – Leading Zeros, two decimals 76 4 Item #23 SCH-Inter-Inst Not State Funded – Leading Zeros, two decimals 80 4 Item #24 SCH-College State Funded – Leading Zeros, two decimals 84 4 Item #25 SCH-Develop State Funded – Leading Zeros, two decimals 88 4 Item #26 SCH-Undergraduate Degree Program – Numeric 92 3 Item #27 Student Affected by UG Funding Limit – Numeric 95 1

University CBM001 Report Layout (cont’d) Beginning Position Length   Item #28 Last Name – 20 characters 96 20 Item #29 First Name – 10 characters 116 10 Item #30 Middle Name Initial - 1 character 126 1 Item #31 SCH-Dual Credit – Leading Zeros, two decimals 127 4 Item #32 Restricted Program Admission 131 2 Item #33 Non-Degree-Seeking Student – Numeric 133 1 Item #34 Non-Disclosure – Numeric 134 1 Item #35 Graduate SCH of Seniors – Leading Zeros, two decimals 135 4 Item #36 High School Code 139 6 Item #37 PEIMS Identification Number 145 9 Item #38 Ethnic Origin – Numeric 154 1 Item #39 Race: Item #39A White – ‘1’ or blank 155 1 Item #39B Black or African-American – ‘2’ or blank 156 1 Item #39C Asian – ‘4’ or blank 157 1 Item #39D American Indian or Alaskan Native – ‘5’ or blank 158 1 Item #39E International – ‘6’ or blank 159 1 Item #39F Unknown or Not Reported – ‘7’ or blank 160 1 Item #39G Native Hawaiian or Other Pacific Islander – ‘8’ or blank 161 1

University Class Report: CBM004 Doug Parker Director, Educational Data Center Strategic Planning and Funding CBM Manual Update, July 15, 2015

University Class (CBM004) Report: Reason for Report Reflects conditions as of the official census date and only includes classes in Coordinating Board approved courses for resident credit, whether the class is on-campus or off-campus. Collects information about the classes taught –SCH, Location, Instructor, etc. Enrollment by level, affected or not affected by the SCH limit This is a Census Date report This data is used in the formula funding calculations This data is used in the Accountability System and any University reports where class information is required

CBM001/CBM004 SCH checks The sum of the credit hours identified in Items #10A and #10B for all students on the CBM001, including flexible entry records, minus the sum of the credit hours identified in Items #15 and #23 (inter-institutional SCH) must be within 100 hours of the total SCH of the class records (CBM004), excluding inter-institutional classes, which are coded ‘1’ in Item #21. Page 1.3 in Reporting Manual If an institution does charge a student who exceeds the limit then the institution must have a process where the student can request a release of their academic history to the institution. SCH Release

CBM001/CBM004 SCH checks (cont’d) The sum of the semester credit hours (Item #24) of all undergraduates students identified on the CBM001 that are affected by the undergraduate limit (code of ‘1’ or ‘2’ in Item #27) must be within 50 hours of the sum of the semester credit hours calculated from the enrollments that are affected by the undergraduate limit in Items #18 and #19 on the class report (CBM004), excluding the semester credit hours in inter-institutional classes, which are coded ‘1’ in Item #21.

University CBM004 Report Layout Beginning Position Length   Item #1 Record Code - Always ‘4’ 1 1 Item #2 Institution Code - FICE - Numeric 2 6 Item #3 Subject Prefix 8 7 Item #4 Course Number 15 7 Item #5 Section Number 22 7 Item #6 Type Instruction – Alphanumeric 29 1 Item #7 Location Code - Alphanumeric 30 1 Item #8 Semester Credit Hour Value - Leading zeros, two decimals 34 4 Item #8A Other Higher Education Site - FICE or blank 35 6 Item #8B Unused 41 1 Item #9 Composite Classes Code - Alphanumeric 42 2 Item #9A Unused 44 1 Item #9B Tenure 45 1 Item #10 Off-Campus Location/Electronic Telecommunication 46 5 Item #11 Instructor Code 51 9 Item #12 Responsibility Factor - Numeric 60 3 Item #13A-E Enrollment - Students NOT affected by state funding limits 63 15 Item #14 Semester - ‘1’, ‘2’, or ‘3’ 78 1 Item #15 Year - YYYY - Numeric 79 4 Item #16 Enrollment - Students Who Exceed State Funding Limits and Other 83 3 Non-fundable Enrollment Item #17 Enrollment - Students Whose Developmental SCH Exceed State 86 3 Funding Limit Item #18 Enrollment - Lower Level Affected by UG Limit 89 3 Item #19 Enrollment - Upper Level Affected by UG Limit 92 3 Item #20 Instruction Mode - Numeric 95 1 Item #21 Inter-institutional Identifier - Numeric - ‘0’ or ‘1’ 96 1 Item #22 Teaching Load Credit 97 3

University CBM001 and CBM004 Reports: Address all year to year review items on your edit reports when you send in your certification request Questions?

University Course Inventory Report: CBM003 Doug Parker Director, Educational Data Center Strategic Planning and Funding CBM Manual Update, July 15, 2015

University Course Inventory (CBM003) Report: Reason for Report Allows institutions to add, delete, and modify courses on their official annual course inventory. Collects information about the courses –SCH, Level, CIP code Classes reported on the CBM004 and CBM00S reports are verified against the University Course Inventory This is an “anytime” report This data is used in the formula funding calculations This data is used in the Accountability System and any University reports where course information is required

University CBM003 Report Layout Beginning Position Length   Item #1 Record Code – Always ‘3’ 1 1 Item #2 Institution Code - FICE Code –Numeric 2 6 Item #3 Subject Prefix 8 7 Item #4 Course Number 15 7 Item #5 SCH Value – Numeric, implied decimal (2-digits) 22 4 Item #6 Level of Course –Numeric 26 1 Item #7 Texas CIP Code 27 10 Item #8 Unused 37 1 Item #9 Multiple-Course Listing – Numeric 38 1 Item #10 Short Course Title – Alpha 39 30 Item #11 Lab Contact Hours – Numeric, implied decimal 69 3 Item #12 Lecture Contact Hours – Numeric, implied decimal 72 3 Item #13 Administrative Unit – Numeric 75 4 Item #14 Year – Numeric 79 4 Item #15 Update Code – Alpha 83 1 Item #16 TCCNS Subject Prefix – Alpha 84 4 Item #17 TCCNS Course Number – Alpha 88 4

University Graduation Report: CBM009 Doug Parker Director, Educational Data Center Strategic Planning and Funding CBM Manual Update, July 15, 2015

University Graduation (CBM009) Report: Reason for Report Reflects degrees conferred during the fiscal year immediately preceding the fall semester in which the report is submitted. Graduates demographic data is collected Only degrees listed in the institution’s Inventory of Approved Degree Programs are to be reported Enter separate records for each degree a student is awarded in a reporting period A student with a double major may report the second major in Item #20. This is an Annual report Used in Nursing Shortage Reduction Program calculations This data is used in the Accountability System and any University reports where graduation information is required

University CBM009 Report Layout Beginning Position Length  Item #1 Record Code - Always ‘9’ 1 1 Item #2 Institution Code - FICE – Numeric 2 6 Item #3 Student Identification Number 8 9 Item #4 Gender – ‘M’ or ‘F’ 17 1 Item #5 Unused 18 1 Item #6 Date of Birth - YYYYMMDD – Numeric 19 8 Item #7 Degree Conferred - Left justified, space filled 27 8 Item #8 Level of Degree Conferred 35 1 Item #9 Major - Numeric 36 8 Item #10 Reporting Period – Always ‘1’ 44 1 Item #11 Year - YYYY – Numeric 45 4 Item #12 Non-Disclosure – Numeric 49 1 Item #13 Month of Award 50 2 Item #14 Last Name – Alpha 52 20 Item #15 First Name – Alpha 72 10 Item #16 Middle Name Initial – Alpha 82 1 Item #17 Self-Supported Program – Alpha 83 1 Item #18 Ethnic Origin – Numeric 84 1 Item #19 Race: Item #19A White – ‘1’ or blank 85 1 Item #19B Black or African-American – ‘2’ or blank 86 1 Item #19C Asian – ‘4’ or blank 87 1 Item #19D American Indian or Alaskan Native – ‘5’ or blank 88 1 Item #19E International – ‘6’ or blank 89 1 Item #19F Unknown or Not Reported – ‘7’ or blank 90 1 Item #19G Native Hawaiian or Other Pacific Islander – ‘8’ or blank 91 1 Item#20 Second Major of Double Major Degree –numeric or blank 92 8

University Admissions Report: CBM00B Doug Parker Director, Educational Data Center Strategic Planning and Funding CBM Manual Update, July 15, 2015

University Applicant (CBM00B) Report: Reason for Report Reflects who applies, who is admitted, and who subsequently enrolls at an institution. Applicants demographic data is collected Only report degree-seeking students Report student applications only for summer and fall terms UG students identified as top 10%, 11-25% in Item 14 Admission Action This is an Annual report This data is used in the Accountability System and any University reports where applicant information is required Note: Father’s and Mother’s Education Level (Items 15 and 16) reported as Unknown on many of the records at some institutions

University CBM00B Report Layout Beginning Position Length Item #1 Record Code - Always ‘B’ 1 1 Item #2 Institution Code - FICE – Numeric 2 6 Item #3 Student Identification Number 8 9 Item #4 Last Name 17 20 Item #5 First Name 37 12 Item #6 Middle Initial 49 1 Item #7 Gender – ‘M’ or ‘F’ 50 1 Item #8 Date of Birth - YYYYMMDD - Numeric 51 8 Item #9 Unused 59 1 Item #10 Unused 60 1 Item #11 Residence - Numeric 61 3 Item #12 Application Level - ‘04’ thru ‘06’ and ‘08’ thru ‘17’ 64 2 Item #13 Entering Status - Numeric - ‘01’ or ‘02’ 66 2 Item #14 Admission Action - Numeric – ‘01’ thru ‘08’ 68 2 Enter zeros for Items #15 through #21 for graduate and professional applicants Item #15 Father’s Education Level - Numeric - ‘00’, ‘01’, ‘03’, 70 2 ‘04’, ‘06’, ‘07’, ‘08’, ‘13’ Item #16 Mother’s Education Level - Numeric - ‘00’, ‘01’, ‘03’, 72 2 Item #17 Unused 74 1 Item #18 Family Income - Numeric - ‘00’, ‘01’, ‘03’, ‘08’, ‘12’, ‘15’ 75 2 Item #19 Language Fluency - Numeric - ‘00’, ‘01’, ‘02’, ‘03’ 77 2 Item #20 Family Obligations - Numeric - ‘00’, ‘01’, ‘02’ 79 2 Item #21 Number in Household – Numeric 81 2 Item #22 Term Sought - Numeric - ‘0’, ‘1’, or ‘3’ 83 1 Item #23 Reporting Period - Numeric - Always ‘5’ 84 1

University CBM00B Report Layout (cont’d) Beginning Position Length Item #24 Application Year - YYYY - Numeric 85 4 Item #25 ACT Composite Score 89 2 Item #26 SAT Composite Score 91 4 Item #27 Ethnic Origin 95 1 Item #28 Race: Item #28A White – ‘1’ or blank 96 1 Item #28B Black or African-American – ‘2’ or blank 97 1 Item #28C Asian – ‘4’ or blank 98 1 Item #28D American Indian or Alaskan Native – ‘5’ or blank 99 1 Item #28E International – ‘6’ or blank 100 1 Item #28F Unknown or Not Reported – ‘7’ or blank 101 1 Item #28G Native Hawaiian or Other Pacific Islander – ‘8’ or blank 102 1

University CBM003, CBM009, and CBM00B Reports: Address all year to year review items on your edit reports when you send in your certification request Questions?

Student Number Change Report: CBM00N Doug Parker Director, Educational Data Center Strategic Planning and Funding CBM Manual Update, July 15, 2015

Student Number Change (CBM00N) Report: Reason for Report Used to identify students who have changed ID numbers during the time they were enrolled at an institution. Data is used to link students Used for longitudinal studies This is an “Anytime” report The change is only used in the current year it is reported and subsequent years.

CBM00N Report Layout Beginning Position Length Item #1 Record Code - Always ‘N’ 1 1 Item #2 Institution Code - FICE - Numeric 2 6 Item #3 Current Student Identification Number – Numeric 8 9 Item #4 Current Date of Birth - YYYYMMDD - Numeric 17 8 Item #5 Current Gender - ‘M’ or ‘F’ 25 1 Item #6 Prior Student Identification Number - Numeric 26 9 Item #7 Prior Date of Birth - YYYYMMDD - Numeric 35 8 Item #8 Prior Gender - ‘M’ or ‘F’ 43 1 Item #9 Last Name - Alpha 44 20 Item #10 First Name - Alpha 64 10 Item #11 Middle Name Initial - Alpha or blank 74 1

CBM00N Report: Questions?

Student ID and flex entry Public University and Community and Technical Colleges End of Semester Report matching CBM0E1 Student ID and flex entry SCH and Contact Hour matching UG Student ID and flex entry CBM002 CBM00S Student ID and flex entry Course Subject, Course Number, Section Number CBM008

University Faculty Report: CBM008 Paul Turcotte Program Director, Funding Strategic Planning and Funding CBM Manual Update, July 15, 2015

University Faculty (CBM008) Report: Reason for Report Reflects employees of the institution who are paid a salary or receive benefits associated with the institution, and who have any type of faculty appointment, regardless of the source of funds or their assignment during the year. Faculty demographic data is collected Salary and Appointment percentages are collected This is a Semester report This data is used in the Accountability System and any HRI reports where faculty information is required

Faculty Salary Report (CBM008) Uses How is the data on the faculty salaries report used? Average Budgeted Faculty Salaries Salaries reported on fall reports are: doubled, converted to full-time equivalent (FTE) salaries, and averaged by university or college. Results posted on the faculty salaries webpage and the accountability system. For the faculty salary report, Fall salaries are doubled to represent a full year. Sometimes this can cause issues when one-time payments are made in the fall. University FTE salaries include all faculty with some percent of time for instruction and administration. Flex entry faculty are not included. Community college FTE salaries include only regular faculty teaching 100 percent of time. SOURCE: Texas Higher Education Coordinating Board

Faculty Salary Report (CBM008) Uses How is the data on the faculty salaries report used? General Academic Institutions Expenditure Study Accountability System Salaries reported on the fall, spring, and summer reports are summed by course fund code and level and used as an expense allocation driver. Faculty counts, FTE’s, race/ethnicities, ranks, and tenure status reported for fall values are used for a number of measures in all sectors. SOURCE: Texas Higher Education Coordinating Board

University Faculty Salaries Report Common Issues Duplicate Faculty when Aggregated A record is reported for each course a faculty member teaches For all records for a given faculty member, the values items 1 - 23 except 15 - 17 must be identical Otherwise, the faculty member will be duplicated in headcount and FTE summaries SOURCE: Texas Higher Education Coordinating Board

University Faculty Salaries Report Common Issues Disproportionate changes in “percent of time” compared to salary FTE Salary is the ratio of “faculty salary” divided by “percent of time” A faculty member’s FTE salary should be comparable to his/her prior year value (at the same rank) And, comparable to other faculty members’ FTE salaries (at the same rank) Common triggers Incorrectly reported salary and/or percent of time Commonly occurs when faculty change from full-time to part-time SOURCE: Texas Higher Education Coordinating Board

CTC Student End of Semester Report: CBM0E1 Doug Parker Director, Educational Data Center Strategic Planning and Funding CBM Manual Update, July 15, 2015

CTC Student (CBM0E1) Report: Reason for Report Reflects all students enrolled at the reporting institution as of the final day of the semester. Student demographic data is collected CBM00S records not included in CBM0E1 Report is produced CBM0E1 records not included in CBM00S SCH/CH Report is produced CBM0E1 records not included in CBM00S Report is produced This is an End of Semester report The SCH and Contact Hours reported on the CBM0E1 must match the SCH and Contact Hours reported on the CBM00S

University Student End of Semester Report: CBM0E1 Doug Parker Director, Educational Data Center Strategic Planning and Funding CBM Manual Update, July 15, 2015

University Student (CBM0E1) Report: Reason for Report Reflects all students enrolled at the reporting institution as of the final day of the semester. Student demographic data is collected CBM00S records not included in CBM0E1 Report is produced CBM0E1 records not included in CBM00S SCH Report is produced CBM0E1 records not included in CBM00S Report is produced This is an End of Semester report The SCH reported on the CBM0E1 must match the SCH reported on the CBM00S

CTC Faculty Report: CBM008 Paul Turcotte Program Director, Funding Strategic Planning and Funding CBM Manual Update, July 15, 2015

CTC Faculty (CBM008) Report: Reason for Report Reflects employees of the institution who are paid a salary or receive benefits associated with the institution, and who have any type of faculty appointment, regardless of the source of funds or their assignment during the year. Faculty demographic data is collected Salary and Appointment percentages are collected This is a Semester report (fall and spring only) This data is used in the Accountability System and any CTC reports where faculty information is required

Faculty Salary Report (CBM008) Uses How is the data on the faculty salaries report used? Average Budgeted Faculty Salaries Salaries reported on fall reports are: doubled, converted to full-time equivalent (FTE) salaries, and averaged by university or college. Results posted on the faculty salaries webpage and the accountability system. For the faculty salary report, Fall salaries are doubled to represent a full year. Sometimes this can cause issues when one-time payments are made in the fall. University FTE salaries include all faculty with some percent of time for instruction and administration. Flex entry faculty are not included. Community college FTE salaries include only regular faculty teaching 100 percent of time. SOURCE: Texas Higher Education Coordinating Board

Faculty Salary Report (CBM008) Uses How is the data on the faculty salaries report used? General Academic Institutions Expenditure Study Accountability System Salaries reported on the fall, spring, and summer reports are summed by course fund code and level and used as an expense allocation driver. Faculty counts, FTE’s, race/ethnicities, ranks, and tenure status reported for fall values are used for a number of measures in all sectors. SOURCE: Texas Higher Education Coordinating Board

Community College Faculty Salaries Report Common Issues A record is reported for each course an instructor teaches For all records for a given instructor, the values of items 1 through 23 must be identical Otherwise, the instructor will be duplicated in headcount and FTE summaries Duplicate Faculty when Aggregated SOURCE: Texas Higher Education Coordinating Board

Community College Faculty Salaries Report Common Issues Disproportionate changes in contract length compared to salary FTE Salary is the ratio of “faculty salary” times 9 and divided by “contract length” A faculty member’s FTE salary should be comparable to his/her prior year value And, comparable to other faculty members’ FTE salaries SOURCE: Texas Higher Education Coordinating Board

Community College Faculty Salaries Report Common Issues Disproportionate changes in contract length compared to salary (continued) Common triggers Incorrectly reported salaries Contract length reported as the number of payments and not the number of months of instruction provided An instructor teaching 9 months being paid over 12 months should be reported with a contract length of 9 months (not 12 months) Contract length not annualized An instructor working a single semester (4.5 months) should be reported with a contract length of 9 months (not 4.5 months) Commonly occurs when faculty change from full-time to part-time SOURCE: Texas Higher Education Coordinating Board

CTC Student Report: CBM001 Doug Parker Director, Educational Data Center Strategic Planning and Funding CBM Manual Update, July 15, 2015

CTC Student (CBM001) Report: Reason for Report Reflects all students enrolled at the reporting institution as of the official census date. Student demographic data is collected This is a Census Date report This data is used in Success Point calculations This data is used in the Accountability System and any CTC reports where student information is required

CTC CBM001 Report Layout Beginning Position Length   Item #1 Record Code – Always 1’ 1 1 Item #2 Institution Code – FICE – Numeric 2 6 Item #3 Student Identification Number – Numeric 8 9 Item #4 Gender – ‘M’ or ‘F’ 17 1 Item #5 Classification – ‘1’ thru ‘7’ – Numeric 18 1 Item #6 Date of Birth - YYYYMMDD – Numeric 19 8 Item #7 Tuition Status – Alphanumeric 27 1 Item #8 Residence – Numeric 28 3 Item #9 Transfer/First Time In College – Numeric or blank 31 6 Item #10A Contact Hours Academic – In-District – Leading zeros 37 4 Item #10B Contact Hours Academic – Out-of-Dist – Leading zeros 41 4 Item #11A Contact Hours Tech – In-District – Leading zeros 45 4 Item #11B Contact Hours Tech – Out-of-Dist – Leading zeros 49 4 Item #12 Major Area of Concentration – Numeric 53 8 Item #13 Aca SCH Not Affected by UG Limit – Leading zeros, two dec 61 4 Item #13A Tuition Exemption/Waiver Code – ‘01’, ‘21’, or blank 65 2 Item #13B Remote Campus – ‘5’ or blank (TSTC ‘1’ thru ‘3’) 67 1 Item #13C Type Major – ‘1’ or ‘2’ or ‘3’ 68 1 Item #15 First Name – Alpha 69 10 Item #17 Middle Name Initial – Alpha or blank 79 1 Item #18 Semester – ‘1’, ‘2’, ‘3’, or ‘4’ – Numeric 80 1 Item #19 Year - YYYY – Numeric 81 4 Item #20 Flexible Entry – Numeric or blank 85 1 Item #22A Academically Disadvantaged – ‘1’ or blank 86 1 Item #22B Economically Disadvantaged Family or Individual – ‘2’ or blank 87 1 Item #22C Individual with Disabilities – ‘3’ or blank 88 1 Item #22D Limited English Proficiency (LEP) – ‘4’ or blank 89 1 Item #22E Programs to Eliminate Gender Bias – Blank 90 1 Item #22F Displaced Homemaker – ‘7’ or blank 91 1

CTC CBM001 Report Layout (cont’d) Beginning Position Length   Item #22G Single Parent – ‘8’ or blank 92 1 Item #23 SCH-Dev Ed in Excess of State Limit – Leading zeros, two dec 93 4 Item #24 Inter-institutional Academic CH – Leading zeros 97 3 Item #25 Inter-institutional Technical CH – Leading zeros 100 3 Item #26 Dual SCH of High School Student – Leading zeros, two dec 103 4 Item #27 Academic SCH Affected by UG Limit – Leading zeros, two dec 107 4 Item #28 Developmental Ed SCH (Academic) – Leading zeros, two dec 111 4 Item #29 Total Technical SCH – Leading zeros, two decimals 115 4 Item #30 CH--Developmental Ed in Excess of State Limit – Numeric 119 3 Item #31 Student Intent – ‘1’ thru ‘7’ – Numeric 122 1 Item #32 Non-Disclosure – Numeric 123 1 Item #33 CH Technical Not State Funded – Leading zeros 124 3 Item #34 CH Academic Not State Funded – Leading zeros 127 3 Item #35 SCH Technical Not State Funded – Leading zeros, two dec 130 4 Item #36 SCH Academic Not State Funded – Leading zeros, two dec 134 4 Item #37 Last Name – Alpha 138 20 Item #38 Restricted Program Admission 158 2 Item #39 High School Code 160 6 Item #40 PEIMS Identification Number 166 9 Item #41 Ethnic Origin – Numeric 175 1 Item #42 Race: Item #42A White – ‘1’ or blank 176 1 Item #42B Black or African-American – ‘2’ or blank 177 1 Item #42C Asian – ‘4’ or blank 178 1 Item #42D American Indian or Alaskan Native – ‘5’ or blank 179 1 Item #42E International – ‘6’ or blank 180 1 Item #42F Unknown or Not Reported – ‘7’ or blank 181 1 Item #42G Native Hawaiian or Other Pacific Islander – ‘8’ or blank 182 1

CTC Student Report: CBM004 Doug Parker Director, Educational Data Center Strategic Planning and Funding CBM Manual Update, July 15, 2015

CTC Class (CBM004) Report: Reason for Report Reflects conditions as of the official census date and report all students enrolled in Coordinating Board approved academic and technical courses (for which semester credit hours are awarded.. Collects information about the classes taught –SCH and Contact Hours, Location, Instructor, etc. Enrollment by level, affected or not affected by the SCH limit This is a Census Date report This data is used in the formula funding calculations This data is used in the Accountability System and any CTC reports where class information is required

CTC CBM004 Report Layout Beginning Position Length   Item #1 Record Code - Always ‘4’ 1 1 Item #2 Institution Code - FICE – Numeric 2 6 Item #3 Subject Prefix 8 7 Item #4 Course Number 15 7 Item #5 Section Number 22 7 Item #6A Semester Credit Hour Value – Leading zeros, two decimals 29 4 Item #6B Enrollment – Developmental SCH exceeds state limit 33 2 (mutually exclusive of Items #16, #20, and #21) Item #7 Type Instruction – Numeric 35 1 Item #8 Course Type – Numeric 36 1 Item #9 ocation Code – Alphanumeric 37 1 Item #10 Contact Hours – Leading zeros 38 4 Item #11 Approval Number 42 10 Item #12 Instruction Mode – Numeric 52 1 Item #12B Zip Code or Foreign Country Code – Numeric or blank 53 5 Item #13 Instructor Code 58 9 Item #14 Responsibility Factor – Numeric, leading zeros 67 3 Item #15 Number of Weeks – Numeric, leading zeros 70 2 Item #16 Enrollment NOT Affected by UG SCH Limit, leading zeros 72 3 (mutually exclusive of Items #6B, #20, and #21) Item #17 Semester – Numeric 75 1 Item #18 Year - YYYY – Numeric 76 4 Item #19 Inter-institutional FICE 80 6 Item #20 Enrollment Affected by UG SCH Limit, leading zeros 86 3 (mutually exclusive of Items #6B, #16, and #21) Item #21 Enrollment of Students Not Eligible for State Funding, 89 3 leading zeros (mutually exclusive of Items #6B, #16, and #20)

CBM001/CBM004 Contact Hour and SCH checks The contact hour load of students in academic courses reported on the CBM001 must be within 250 hours of the academic contact hours reported on the CBM004 The contact hour load of students in technical courses reported on the CBM001 must be within 250 hours of the contact hours reported on the CBM004 The academic semester credit hours which apply to the undergraduate limit reported on the CBM001 must be within 100 hours of the total semester credit hours reported on the CBM004 of students who are affected by the undergraduate limit Page 1.3 in Reporting Manual If an institution does charge a student who exceeds the limit then the institution must have a process where the student can request a release of their academic history to the institution. SCH Release

CTC CBM001 and CBM004 Reports: Address all year to year review items on your edit reports when you send in your certification request Questions?

CTC Continuing Education Student Report: CBM00A Doug Parker Director, Educational Data Center Strategic Planning and Funding CBM Manual Update, July 15, 2015

CTC Continuing Education Student (CBM00A) Report: Reason for Report Reflects students enrolled as of the official census date in continuing education courses (reported on the CBM00C for state funding) where the official census date occurs within the reporting period. Student demographic data is collected Contact Hours generated by the student are reported in different categories – Funded, Unfunded, and Inter-institutional The total contact hours of the CBM00A must be within 500 hours of the total contact hours of the CBM00C This is an End of Semester report This data is used in the Accountability System and any CTC reports where continuing education student information is required

CTC CBM00A Report Layout Beginning Position Length   Item #1 Record Code - Always ‘A’ 1 1 Item #2 Institution Code - FICE Code - Numeric 2 6 Item #3 Student Identification Number 8 9 Item #4 Gender – ‘M’ or ‘F’ 17 1 Item #5 Classification – ‘0’ thru ‘7’ - Numeric 18 1 Item #6 Date of Birth - YYYYMMDD - Numeric 19 8 Item #7 Tuition Status – ‘0’ - Numeric 27 1 Item #8 Residence - Numeric 28 3 Item #9 Transfer/First Time In College - Numeric or blank 31 6 Item #10A CE Contact Hours - Numeric, leading zeros or zero fill 37 4 Item #10B Unused 41 4 Item #11A Unused 45 4 Item #11B Unused 49 4 Item #12 CE Major Program or Educational Focus - Numeric 53 8 Item #13 Unused 61 2 Item #13A Tuition Exemption/Waiver Code – ‘01’, ‘21’, or blank 63 2 Item #13B Remote Campus – ‘5’ or blank (TSTC ‘1’ thru ‘3’) 65 1 Item #13C Type Major – ‘4’ or ‘5’ - Numeric 66 1 Item #14 Unused 67 1 Item #15 Last Name - (Optional) Alpha or blank 68 10 Item #16 First Name Initial - (Optional) Alpha or blank 78 1 Item #17 Unused 79 1 Item #18 Quarter – ‘1’, ‘2’, ‘3’, or ‘4’ - Numeric 80 1 Item #19 Year - YYYY - Numeric 81 4 Item #20 C.E. Student – ‘2’ 85 1 Item #21 Tuition Status of CEU Students – ‘1’, ‘2’, or ‘3’ 86 1

CTC CBM00A Report Layout (cont’d) Beginning Position Length   Item #22A Academically Disadvantaged – ‘1’ or blank 87 1 Item #22B Economically Disadvantaged Family or Individual – ‘2’ or blank 88 1 Item #22C Individual with Disabilities – ‘3’ or blank 89 1 Item #22D Limited English Proficiency (LEP) – ‘4’ or blank 90 1 Item #22E Programs to Eliminate Gender Bias - Blank 91 1 Item #22F Displaced Homemaker – ‘7’ or blank 92 1 Item #22G Single Parent – ‘8’ or blank 93 1 Item #23 Unused 94 6 Item #24 Inter-institutional CE Contact Hours - Numeric, zero fill 100 3 Item #25 Unused 103 12 Item #26 Non-Disclosure 115 1 Item #27 CE Contact Hours-Not State Funded – Numeric, leading 116 4 zeros or zero fill Item #28 Ethnic Origin – Numeric 120 1 Item #29 Race: Item #29A White – ‘1’ or blank 121 1 Item #29B Black or African-American – ‘2’ or blank 122 1 Item #29C Asian – ‘4’ or blank 123 1 Item #29D American Indian or Alaskan Native – ‘5’ or blank 124 1 Item #29E International – ‘6’ or blank 125 1 Item #29F Unknown or Not Reported – ‘7’ or blank 126 1 Item #29G Native Hawaiian or Other Pacific Islander – ‘8’ or blank 127 1

CTC Continuing Education Class Report: CBM00C Doug Parker Director, Educational Data Center Strategic Planning and Funding CBM Manual Update, July 15, 2015

CTC Continuing Education Class (CBM00C) Report: Reason for Report Classes reported include all specially approved continuing education courses(local need) and courses listed in the continuing education section of the Workforce Education Course Manual. Collects information about the classes taught –Contact Hours, Location, Instructor, etc Enrollment at census date, end of course, and non-funded The total contact hours on the CBM00C must be within 500 hours of the total contact hours on the CBM00A This is an End of Semester report This data is used in the formula funding calculations This data is used in the Accountability System

CTC CBM00C Report Layout Beginning Position Length   Item #1 Record Code - Always ‘C’ 1 1 Item #2 Institution Code - FICE - Numeric 2 6 Item #3 Subject Prefix 8 7 Item #4 Course Number 15 7 Item #5 Section Number 22 5 Item #6 Course End Date - YYYYMM - Numeric 27 6 Item #7 Type Instruction - Numeric 33 1 Item #8 Course Type - Numeric 34 1 Item #9 Location Code - Numeric 35 1 Item #10 Contact Hours - Leading Zeros 36 4 Item #11 Approval Number - Numeric, CIP codes with trailing zeros 40 10 Item #12 Instruction Mode - Numeric 50 1 Item #12A Unused 51 2 Item #12B Zip Code or Foreign Country - Numeric or blank 53 5 Item #13 Instructor Code 58 9 Item #14 End of Course Enrollment - Numeric, leading zeros 67 3 Item #15 Census Month – Numeric, leading zero 70 2 Item #16 Census Date Enrollment - Numeric 72 3 Item #17 Quarter - Numeric 75 1 Item #18 Year - Numeric 76 4 Item #19 Inter-institutional FICE 80 6 Item #20 Unused 86 4 Item #21 Enrollment of Students Not Eligible for State Funding - 90 3 Numeric, leading zeros

CTC Marketable Skills Achievement Report: CBM00M Doug Parker Director, Educational Data Center Strategic Planning and Funding CBM Manual Update, July 15, 2015

CTC Marketable Skills Achievement (CBM00M) Report: Reason for Report Will include Marketable Skills Achievement (MSA) awards granted to students in active Coordinating Board-approved programs during the fiscal year. a credit program of 9-14 SCH or.. a workforce continuing education program of 144-359 contact hours This is an Annual report This data is used in the Accountability System and any CTC reports where Marketable Skills Achievement information is required

CTC CBM00M Report Layout Beginning Position Length   Item #1 Record Code - Always ‘M’ 1 1 Item #2 Institution Code - FICE - Numeric 2 6 Item #3 Student Identification Number 8 9 Item #4 Gender – ‘M’ or ‘F’ 17 1 Item #5 Unused 18 1 Item #6 Date of Birth - YYYYMM - Numeric 19 6 Item #7 Marketable Skills Award - Left justified 25 8 Item #8 Level of Award – ‘4’ 33 1 Item #9 Major - CIP Code - Numeric 34 8 Item #10 Reporting Period - Always ‘1’ 42 1 Item #11 Year - YYYY - Numeric 43 4 Item #12 Month of Award - Numeric 47 2 Item #13 Type Major – ‘2’ or ‘4’ - Numeric 49 1 Item #14 Unused 50 1 Item #15 Remote Campus - blank or ‘1’, ‘2’, ‘3’, or ‘5’ 51 1 Item #16 Ethnic Origin 52 1 Item #17 Race: Item #17A White – ‘1’ or blank 53 1 Item #17B Black or African-American – ‘2’ or blank 54 1 Item #17C Asian – ‘4’ or blank 55 1 Item #17D American Indian or Alaskan Native – ‘5’ or blank 56 1 Item #17E International – ‘6’ or blank 57 1 Item #17F Unknown or Not Reported – ‘7’ or blank 58 1 Item #17G Native Hawaiian or Other Pacific Islander – ‘8’ or blank 59 1

CTC CBM00A, CBM00C, and CBM00M Reports: Address all year to year review items on your edit reports when you send in your certification request Questions?