A1300.15 Institutional Reporting

 

Statement
Roles and Responsibilities
Types of Institutional Reports
Data Collection and Verification
Report Generation and Assembly
Review and Submission
Dissemination
Archives and Documentation
Compliance and Regulations
Continuous Improvement
Conclusion

 

Statement

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A key component of Shawnee College’s commitment to transparency, accountability, and data-driven decision-making is institutional reporting. This procedure outlines the steps to be followed in the creation, dissemination, and use of state and federal institutional reports, as well as internal monitoring reports.

 

Roles and Responsibilities

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1. Office for Institutional Effectiveness (OIE):

• Coordination, management, and dissemination of an institutional state, federal, and internal reporting calendar falls within the purview of the OIE.
• The OIE works with data trustees and stewards to make sure reports are accurate, comprehensive, and compliant with applicable regulations.

 

2. Data Trustees and Stewards:

• It is the responsibility of the faculty, staff, and administrators who oversee data management for certain areas (such as admissions, enrollment, human resources, or finances) to:
  • ensure data are collected accurately and timely in the designated database (i.e. Colleague, DAISI, Google Drive).
  • provide to the OIE or other reporting party the correct data needed for state, federal, and internal reports.
  • submit by the deadline any report for which they are the submitting party.

 

3. Reviewers and approvers of reports:

• Reports are reviewed and approved by senior administrators or other designated individuals (i.e. Dean, Director) before submission and dissemination.

 

4. Data Reporting Specialist (DRS):

• For reports submitted directly by the OIE, the DRS:
  1. gathers and validates data from multiple sources to ensure accuracy and consistency
  2. submits final reports to their respective parties (i.e. ICCB, IPEDS, NC-SARA)
  3. disseminates final data to the appropriate SCC employees for their use in decision-making.
• For reports submitted directly by other SCC employees, the DRS responds to requests for the data needed for completion of their reports.

 

5. Requesting Party:

Agencies and organizations who require reports from the institution are considered requesting parties. Such parties include, but are not limited to, ICCB, IPEDS, HLC, NC-SARA, The College Board, accrediting bodies, and the SCC Board of Trustees.

 

Types of Institutional Reports

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1. Annual reports:

• The College shall produce annual reports for requesting parties that highlight significant institutional data, successes, and challenges.
• All reports are submitted according to the requesting parties’ deadlines and are compiled by the OIE in an institutional reports calendar.
• Reports submitted directly by the OIE include:

Illinois Community College Board (ICCB) reports:

• ICCB Student Data-
  • Noncredit Course Enrollment Data (N1)
  • Annual Enrollment and Completion Data (A1)
  • Annual Student Identification Data (ID)
  • Fall and Spring Enrollment Surveys
  • Fall Enrollment Data (E1)
  • Summer Graduate Reporting (GS)
  • Annual Course Data (AC)
  • Annual Completions Data (A2)
• ICCB Faculty/Staff Data-
  • Faculty, Staff & Salary Data (C1)
  • Faculty Staff & Salary Supplementary Information
  • Annual Faculty, Staff & Salary Data (C3)
  • Hispanic Employment Survey
  • Asian American Employment Survey
  • Native American Employment Survey
  • African American Employment Survey
  • Bilingual Needs and Bilingual Pay Survey
• ICCB Financial Data-
  • Summer, Fall, and Spring State Reimbursable Course Enrollment (SR)
  • Summer, Fall, and Spring State Unreimbursable Course Enrollment (SU)
• ICCB Other-
  • Special Initiatives Reports
  • Underrepresented Groups Report

Integrated Postsecondary Education Data System (IPEDS) reports–

• IPEDS Prerequisite Information-
  • Reporting Map
  • Identification
  • Institutional Characteristics Header
• IPEDS Fall Collection-
  • Institutional Characteristics
  • Completions
  • 12-month Enrollment
• IPEDS Winter Collection-
  • Student Financial Aid
  • Graduation Rates
  • 200% Graduation Rates
  • Admissions
  • Outcome Measures
• IPEDS Spring Collection-
  • Fall Enrollment
  • Finance
  • Human Resources
  • Academic Libraries
• National Council for State Authorization Reciprocity Agreements (NC-SARA)
  • Out of State Placements
  • Distance Education-Only Students
• Reports supported by the OIE include:
  • ICCB Program Reviews-Graduate Exit and Follow-Up Surveys, Labor Market & Data Dashboard reports (Academic Affairs-VPAA/Deans/Chairs)
  • ICCB Midterm Classlist Certification Process
  • Developmental Education Reporting Act (DERA)(Academic Affairs)
  • Fiscal Year Budget
  • FY 2023 Audit
  • Certification of Credit Hours (Administrative Services-VPAS)
  • GFOA Budget (Administrative Services-VPAS)
  • Student Parent Data Collection Act-Campus Child Care Survey (Student Affairs-VPSA)
  • College Board Survey (Student Affairs-Registrar)
  • Board of Trustees Strategic Outcomes Policies Monitoring Reports
• Reports submitted by other departments independent of the OIE:
  • ICCB Financial Reports-(Administrative Services/VPAS)
    • Tuition and Fees Survey
    • Tax Revenue/Budget Information Request
    • Certificate of Chargeback (with Registrar)
    • Uniform Financial Statements
    • Instructional Cost Sheet
    • Certificate of Publication for Annual Financial Statement
    • Certificate of Tax Levy
  • ICCB Facilities/Capital Projects Reports-(Administrative Services/VPAS)
    • Annual Facility Data (AFD) and Construction Status
    • Existing Space in Use for Educational Purposes (in the AFD)
    • FY 2024 Capital Budget Request (RAMP)

 

2. Accreditation Reports:

• Reports necessary for accreditation shall be prepared and submitted to accrediting bodies in accordance with their respective rules and timelines.
• Reports supported by the OIE include:
  • HLC Annual Update
  • Program-specific annual reports (i.e. ACEN)

NOTE: *See Accreditation (A1300.05) procedures

3. Ad Hoc Reports:

• Specialized reports shall be produced as needed in response to requests from internal or external stakeholders, such as grant reports.

 

The following guidelines should be followed for any report. Appendix A outlines the guidelines for reports submitted by and with the support of the OIE.

 

Data Collection and Verification

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1. Data Sources:

• For each report, identify the main data source(s), such as internal databases, surveys, and external data, that are needed for each report.
• Collect the data from identified sources.

NOTE: *See Data Dashboard/Fact Book/Analytics (A1300.25) procedures

2. Data Validation: *See Data Governance procedure

• Ensure data integrity by checking for quality–
  • Complete- A large percentage of the data needed/requested is included.
  • Unique- All redundant, extraneous, or duplicate data points are removed.
  • Valid- Data represents the requirements of its intended use, such as the arrangement, structure, and parameters of the requesting party.
  • Timely- Data are as up to date as possible.
  • Consistent- Data points are represented in a standardized manner through the dataset.
• Ensure data integrity by checking for accuracy-
  • “Clean” the data by fixing errors in datasets, such as incorrect, mislabeled, duplicate, and/or incomplete data, especially when combining data from multiple sources.

 

Report Generation and Assembly

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1. Reporting Templates:

• Utilize standardized report templates of the requesting parties to maintain compliance, consistency, and professionalism.

 

2. Data Analysis:

• Analyze and interpret data, as/if required by the requesting party, to make meaningful insights.
• Include pertinent graphs, charts, and visuals, if required/allowed, to improve understanding of insights.
• Include recommendations/future actions, if required/allowed, to improve understanding of insights.

 

Review and Submission

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1. Reviewing Process:

• Reports should be submitted to the designated reviewer and approver (i.e. respective senior leader, Dean, Director) prior to submission to the requesting party.

2. Submission Process:

   • Once approved by the reviewer and approver, the report should be submitted to the requesting party via the submission instructions prior to the final deadline.
   • If possible, such as with ICCB reports, reports should be submitted well in advance of the final submission deadline in order to obtain edits/error checks to ensure an accurate report submission by the deadline.

 

Dissemination

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1. Publication and Communication:

• All parties responsible for report submissions should consider a communication strategy to let stakeholders know about the availability of reports and to encourage the use of reports for decision-making and planning.
  • ICCB reports submitted by OIE result in a data file returned to the institution by ICCB. Once received, the Data Reporting Specialist summarizes the data on the historical data file for each of the reports. The historical data files are emailed to each senior leader as information to be used in decision-making and other required reports (Example: The SR historical data file is used by the VPAS to complete the Certification of Credit Hours.)
  • Highlights of the ICCB reports are displayed on the Data Dashboard on the SCC website (See Data Dashboard/Fact Book/Analytics Program (A1300.25) for specifics)
  • IPEDS Data Feedback reports are shared with senior leaders at Cabinet, shared with their teams, and posted on the Institutional Effectiveness webpage.
  • Board of Trustees Strategic Outcomes Policies monitoring reports are posted on the website.

 

Archives and Documentation

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1. Archiving:

• To facilitate historical research and compliance requirements, all parties responsible for submission of institutional reports will keep a secure archive of those reports.
  • For ICCB reports submitted by the OIE, the Excel versions are transferred from the secure ICCB/SCC ftp to the ED’s computer.
  • For IPEDS reports, paper copies are kept by the Executive Director (ED) in a filing cabinet by seasonal collection and pdf versions are saved to the ED’s computer.
  • For the NC-SARA and HLC Institutional Update reports, paper copies are kept by the Executive Director (ED) in a filing cabinet.
  • Board of Trustees Strategic Outcomes Policies monitoring reports are archived on the SCC website and by the Executive Assistant to the President.

 

2. Version Control:

• All parties responsible for submission of institutional reports will implement version control to keep track of reports’ alterations and modifications over time leading up to final submission.
  • For ICCB reports submitted by the OIE that require multiple versions, the versions are listed by their date on a separate tab of that FY’s Google Sheet shared with all OIE personnel.
  • For NC-SARA, an Excel spreadsheet named by each calendar year are kept on the ED’s computer.
  • For other reports submitted by the OIE, multiple versions are kept together in the ED’s file in the filing cabinet.

 

Compliance and Regulations

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1. Legal Compliance:

• All parties responsible for submission of institutional reports will ensure that institutional reports comply with all applicable legal and regulatory requirements, including data privacy regulations.

 

2. Accreditation Requirements:

• All parties responsible for submission of accreditation reports will address reporting specifications established by accrediting organizations.

NOTE: *See Accreditation (A1300.05) procedures

 

Continuous Improvement

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1. Feedback System:

• All parties responsible for submission of institutional reports will use feedback during each cycle to improve the quality and relevance of future reports. This should include the infrastructure used to collect and obtain the data, ensure data quality and accuracy, and submit in a timely manner.

 

Conclusion

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The College’s institutional reporting procedure ensures that the College’s reporting activities are organized, accurate, and consistent with its commitment to transparency and accountability.

 

Change Log
Date	Description of Change	Governance Unit
2.29.24	Initial Adoption	Admin Svc. Council