CBM Manual Training Julie Eklund Doug Parker Paul Turcotte

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 to: 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 Item #2 Institution Code - FICE – Numeric 2 6 Item #3 Student Identification Number – Alphanumeric 8 9 Item #4 Gender - ‘M’ or ‘F’ – Alpha Item #5 Classification – Alphanumeric Item #6 Date of Birth - YYYYMMDD – Numeric 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 Item #13 Unused Item #14 Semester – Numeric Item #15 Year - YYYY – Numeric 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 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 Item #24 * SCH - Inter-institutional NOT State Funded – Numeric 69 2 Item #25 * SCH - State Funded – Numeric - No decimals 71 2 Item #26 Unused 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 Item #30 First Name Item #31 Middle Name Initial Item #32 FTE Student – Numeric - 2 decimals Item #33 School or College – Numeric Item #34 Remote Teaching Site – Numeric or blank Item #35 * Restricted Program Admission Item #36 Non-Disclosure – Numeric Item #37 * High School Code – Numeric Item #38 PEIMS Identification Number Item #39 Ethnic Origin – Numeric Item #40 Race: Item #40A White – ‘1’ or blank Item #40B Black or African-American – ‘2’ or blank Item #40C Asian – ‘4’ or blank Item #40D American Indian or Alaskan Native – ‘5’ or blank 147 1 Item #40E International – ‘6’ or blank Item #40F Unknown or Not Reported – ‘7’ or blank 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

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

Position Length Item #1 Record Code - Always ‘8’ – Numeric Item #2 Institution Code - FICE – Numeric Item #3 Faculty Identification Number – Numeric Item #4 Last Name – Alpha Item #5 First Name Initial – Alpha Item #6 Middle Name Initial – Alpha or blank Item #7 Rank – Numeric Item #8 Tenure - ‘0’, ‘1’ or ‘2’ – Numeric Item #9 Gender - ‘M’ or ‘F’ – Alpha Item #10 Unused Item #11 Unused Item #12 Date of Birth - YYYYMM – Numeric Item #13 Percent of Time: Item #13A Appointment 01 % – Numeric, zero fill Item #13B Appointment 03 % – Numeric, zero fill Item #13C Appointment 11 % – Numeric, zero fill Item #13D Appointment 12 % – Numeric, zero fill Item #13E Appointment 13 % – Numeric, zero fill Item #14 Salary Fields – Right justified, no decimals Item #14A State Appropriations – Numeric, zero fill Item #14D Designated – Numeric, zero fill Item #14R Restricted – Numeric, zero fill Item #14X Auxiliary Enterprises – Numeric, zero fill Item #14Z Unused Item #15 Appointment Length – Numeric, zero fill Item #16 New Hire - ‘3’ or ‘0’ – Numeric Item #17 Semester - ‘1’ – Numeric Item #18 Year - YYYY – Numeric

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

Health-related Institutions Graduation Report: CBM009

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

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 Item #5 Unused Item #6 Date of Birth - YYYYMMDD – Numeric Item #7 Degree Conferred - Left justified – Space filled, alpha 27 8 Item #8 Level of Degree Conferred – Numeric Item #9 Major – Numeric Item #10 Reporting Period - Always enter ‘1’ – Numeric 44 1 Item #11 Year - YYYY – Numeric Item #12 School or College – Numeric Item #13 Non-Disclosure – Numeric Item #14 Month of Award Item #15 Last Name – Alpha Item #16 First Name – Alpha Item #17 Middle Name Initial – Alpha Item #18 Ethnic Origin Item #19 Race: Item #19A White – ‘1’ or blank Item #19B Black or African-American – ‘2’ or blank 91 1 Item #19C Asian – ‘4’ or blank Item #19D American Indian or Alaskan Native – ‘5’ or blank 93 1 Item #19E International – ‘6’ or blank 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

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

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 ). 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’ Item #2 Institution Code - FICE – Numeric 2 6 Item #3 Student Identification Number 8 9 Item #4 Gender - ‘M’ or ‘F’ Item #5 Classification – Alphanumeric Item #6 Date of Birth - YYYYMMDD – Numeric Item #7 Tuition Status – Alphanumeric Item #8 Residence – Numeric Item #9 Transfer/In College – Numeric or blank 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 Item #14 Year - YYYY – Numeric Item #15 SCH - Inter-Inst State Funded – Leading Zeros, two decimals 54 4 Item #16 Flexible Entry Item #17 Remote Campus – Restricted use Item #18 Major Area of Concentration - CIP – Numeric 60 8 Item #19 Doctoral Funding Code – Numeric 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 Item #29 First Name – 10 characters Item #30 Middle Name Initial - 1 character Item #31 SCH-Dual Credit – Leading Zeros, two decimals Item #32 Restricted Program Admission Item #33 Non-Degree-Seeking Student – Numeric Item #34 Non-Disclosure – Numeric Item #35 Graduate SCH of Seniors – Leading Zeros, two decimals Item #36 High School Code Item #37 PEIMS Identification Number Item #38 Ethnic Origin – Numeric Item #39 Race: Item #39A White – ‘1’ or blank Item #39B Black or African-American – ‘2’ or blank Item #39C Asian – ‘4’ or blank Item #39D American Indian or Alaskan Native – ‘5’ or blank Item #39E International – ‘6’ or blank Item #39F Unknown or Not Reported – ‘7’ or blank Item #39G Native Hawaiian or Other Pacific Islander – ‘8’ or blank

University Class Report: CBM004

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.

Position Length Item #1 Record Code - Always ‘4’ Item #2 Institution Code - FICE - Numeric 2 6 Item #3 Subject Prefix Item #4 Course Number Item #5 Section Number Item #6 Type Instruction – Alphanumeric Item #7 Location Code - Alphanumeric Item #8 Semester Credit Hour Value - Leading zeros, two decimals 34 4 Item #8A Other Higher Education Site - FICE or blank Item #8B Unused Item #9 Composite Classes Code - Alphanumeric Item #9A Unused Item #9B Tenure Item #10 Off-Campus Location/Electronic Telecommunication Item #11 Instructor Code Item #12 Responsibility Factor - Numeric Item #13A-E Enrollment - Students NOT affected by state funding limits Item #14 Semester - ‘1’, ‘2’, or ‘3’ Item #15 Year - YYYY - Numeric 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 Item #21 Inter-institutional Identifier - Numeric - ‘0’ or ‘1’ 96 1 Item #22 Teaching Load Credit

University CBM001 and CBM004 Reports:

University Course Inventory Report: CBM003

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

Position Length Item #1 Record Code – Always ‘3’ 1 1 Item #2 Institution Code - FICE Code –Numeric 2 6 Item #3 Subject Prefix Item #4 Course Number Item #5 SCH Value – Numeric, implied decimal (2-digits) 22 4 Item #6 Level of Course –Numeric Item #7 Texas CIP Code Item #8 Unused Item #9 Multiple-Course Listing – Numeric 38 1 Item #10 Short Course Title – Alpha 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 Item #15 Update Code – Alpha Item #16 TCCNS Subject Prefix – Alpha 84 4 Item #17 TCCNS Course Number – Alpha 88 4

University Graduation Report: CBM009

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

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’ Item #5 Unused 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 Item #9 Major - Numeric Item #10 Reporting Period – Always ‘1’ Item #11 Year - YYYY – Numeric Item #12 Non-Disclosure – Numeric Item #13 Month of Award Item #14 Last Name – Alpha Item #15 First Name – Alpha Item #16 Middle Name Initial – Alpha Item #17 Self-Supported Program – Alpha 83 1 Item #18 Ethnic Origin – Numeric Item #19 Race: Item #19A White – ‘1’ or blank Item #19B Black or African-American – ‘2’ or blank 86 1 Item #19C Asian – ‘4’ or blank Item #19D American Indian or Alaskan Native – ‘5’ or blank 88 1 Item #19E International – ‘6’ or blank 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

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 Item #5 First Name Item #6 Middle Initial Item #7 Gender – ‘M’ or ‘F’ Item #8 Date of Birth - YYYYMMDD - Numeric 51 8 Item #9 Unused Item #10 Unused Item #11 Residence - Numeric 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 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 Item #26 SAT Composite Score Item #27 Ethnic Origin Item #28 Race: Item #28A White – ‘1’ or blank Item #28B Black or African-American – ‘2’ or blank 97 1 Item #28C Asian – ‘4’ or blank Item #28D American Indian or Alaskan Native – ‘5’ or blank 99 1 Item #28E International – ‘6’ or blank Item #28F Unknown or Not Reported – ‘7’ or blank Item #28G Native Hawaiian or Other Pacific Islander – ‘8’ or blank 102 1

University CBM003, CBM009, and CBM00B Reports:

Student Number Change Report: CBM00N

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’ 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’ Item #9 Last Name - Alpha Item #10 First Name - Alpha 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

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 except 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

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

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

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

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

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

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

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’ Item #2 Institution Code – FICE – Numeric 2 6 Item #3 Student Identification Number – Numeric 8 9 Item #4 Gender – ‘M’ or ‘F’ Item #5 Classification – ‘1’ thru ‘7’ – Numeric Item #6 Date of Birth - YYYYMMDD – Numeric Item #7 Tuition Status – Alphanumeric Item #8 Residence – Numeric 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 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’ Item #15 First Name – Alpha Item #17 Middle Name Initial – Alpha or blank Item #18 Semester – ‘1’, ‘2’, ‘3’, or ‘4’ – Numeric Item #19 Year - YYYY – Numeric Item #20 Flexible Entry – Numeric or blank Item #22A Academically Disadvantaged – ‘1’ or blank Item #22B Economically Disadvantaged Family or Individual – ‘2’ or blank 87 1 Item #22C Individual with Disabilities – ‘3’ or blank Item #22D Limited English Proficiency (LEP) – ‘4’ or blank 89 1 Item #22E Programs to Eliminate Gender Bias – Blank Item #22F Displaced Homemaker – ‘7’ or blank

CTC CBM001 Report Layout (cont’d) Beginning
Position Length Item #22G Single Parent – ‘8’ or blank 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 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 Item #30 CH--Developmental Ed in Excess of State Limit – Numeric Item #31 Student Intent – ‘1’ thru ‘7’ – Numeric Item #32 Non-Disclosure – Numeric Item #33 CH Technical Not State Funded – Leading zeros Item #34 CH Academic Not State Funded – Leading zeros Item #35 SCH Technical Not State Funded – Leading zeros, two dec Item #36 SCH Academic Not State Funded – Leading zeros, two dec 134 4 Item #37 Last Name – Alpha Item #38 Restricted Program Admission Item #39 High School Code Item #40 PEIMS Identification Number Item #41 Ethnic Origin – Numeric Item #42 Race: Item #42A White – ‘1’ or blank Item #42B Black or African-American – ‘2’ or blank Item #42C Asian – ‘4’ or blank Item #42D American Indian or Alaskan Native – ‘5’ or blank Item #42E International – ‘6’ or blank Item #42F Unknown or Not Reported – ‘7’ or blank Item #42G Native Hawaiian or Other Pacific Islander – ‘8’ or blank

CTC Student Report: CBM004

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’ Item #2 Institution Code - FICE – Numeric 2 6 Item #3 Subject Prefix Item #4 Course Number Item #5 Section Number 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 Item #8 Course Type – Numeric Item #9 ocation Code – Alphanumeric Item #10 Contact Hours – Leading zeros Item #11 Approval Number Item #12 Instruction Mode – Numeric Item #12B Zip Code or Foreign Country Code – Numeric or blank 53 5 Item #13 Instructor Code Item #14 Responsibility Factor – Numeric, leading zeros 67 3 Item #15 Number of Weeks – Numeric, leading zeros 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 Item #18 Year - YYYY – Numeric Item #19 Inter-institutional FICE 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:

CTC Continuing Education Student Report: CBM00A

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’ Item #2 Institution Code - FICE Code - Numeric 2 6 Item #3 Student Identification Number 8 9 Item #4 Gender – ‘M’ or ‘F’ Item #5 Classification – ‘0’ thru ‘7’ - Numeric Item #6 Date of Birth - YYYYMMDD - Numeric Item #7 Tuition Status – ‘0’ - Numeric Item #8 Residence - Numeric 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 Item #11A Unused Item #11B Unused Item #12 CE Major Program or Educational Focus - Numeric 53 8 Item #13 Unused 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 Item #14 Unused Item #15 Last Name - (Optional) Alpha or blank Item #16 First Name Initial - (Optional) Alpha or blank Item #17 Unused Item #18 Quarter – ‘1’, ‘2’, ‘3’, or ‘4’ - Numeric Item #19 Year - YYYY - Numeric Item #20 C.E. Student – ‘2’ 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 Item #22B Economically Disadvantaged Family or Individual – ‘2’ or blank 88 1 Item #22C Individual with Disabilities – ‘3’ or blank Item #22D Limited English Proficiency (LEP) – ‘4’ or blank 90 1 Item #22E Programs to Eliminate Gender Bias - Blank Item #22F Displaced Homemaker – ‘7’ or blank Item #22G Single Parent – ‘8’ or blank Item #23 Unused Item #24 Inter-institutional CE Contact Hours - Numeric, zero fill Item #25 Unused Item #26 Non-Disclosure Item #27 CE Contact Hours-Not State Funded – Numeric, leading zeros or zero fill Item #28 Ethnic Origin – Numeric Item #29 Race: Item #29A White – ‘1’ or blank Item #29B Black or African-American – ‘2’ or blank Item #29C Asian – ‘4’ or blank Item #29D American Indian or Alaskan Native – ‘5’ or blank Item #29E International – ‘6’ or blank Item #29F Unknown or Not Reported – ‘7’ or blank Item #29G Native Hawaiian or Other Pacific Islander – ‘8’ or blank

CTC Continuing Education Class Report: CBM00C

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’ Item #2 Institution Code - FICE - Numeric 2 6 Item #3 Subject Prefix Item #4 Course Number Item #5 Section Number Item #6 Course End Date - YYYYMM - Numeric Item #7 Type Instruction - Numeric Item #8 Course Type - Numeric Item #9 Location Code - Numeric Item #10 Contact Hours - Leading Zeros Item #11 Approval Number - Numeric, CIP codes with trailing zeros Item #12 Instruction Mode - Numeric Item #12A Unused Item #12B Zip Code or Foreign Country - Numeric or blank 53 5 Item #13 Instructor Code Item #14 End of Course Enrollment - Numeric, leading zeros 67 3 Item #15 Census Month – Numeric, leading zero Item #16 Census Date Enrollment - Numeric Item #17 Quarter - Numeric Item #18 Year - Numeric Item #19 Inter-institutional FICE Item #20 Unused Item #21 Enrollment of Students Not Eligible for State Funding Numeric, leading zeros

CTC Marketable Skills Achievement Report: CBM00M

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 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’ Item #2 Institution Code - FICE - Numeric 2 6 Item #3 Student Identification Number 8 9 Item #4 Gender – ‘M’ or ‘F’ Item #5 Unused Item #6 Date of Birth - YYYYMM - Numeric Item #7 Marketable Skills Award - Left justified Item #8 Level of Award – ‘4’ Item #9 Major - CIP Code - Numeric Item #10 Reporting Period - Always ‘1’ Item #11 Year - YYYY - Numeric Item #12 Month of Award - Numeric Item #13 Type Major – ‘2’ or ‘4’ - Numeric Item #14 Unused Item #15 Remote Campus - blank or ‘1’, ‘2’, ‘3’, or ‘5’ Item #16 Ethnic Origin Item #17 Race: Item #17A White – ‘1’ or blank Item #17B Black or African-American – ‘2’ or blank Item #17C Asian – ‘4’ or blank Item #17D American Indian or Alaskan Native – ‘5’ or blank 56 1 Item #17E International – ‘6’ or blank Item #17F Unknown or Not Reported – ‘7’ or blank Item #17G Native Hawaiian or Other Pacific Islander – ‘8’ or blank 59 1

CTC CBM00A, CBM00C, and CBM00M Reports:

CBM Manual Training Julie Eklund Doug Parker Paul Turcotte

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