Attachment E.pdf
PDF 126 KB Posted
- Attached to
- ENTERPRISE RESOURCE PLANNING SYSTEM AND State and local contract opportunity
- Solicitation number
- 5400022244
- Issued by
- Charleston County, South Carolina
About this file
This is a procedural document from the State Board for Technical and Comprehensive Education outlining required database reporting elements and submission deadlines for South Carolina's Technical College System (SCTCS). The document establishes comprehensive reporting requirements across multiple data categories including technical education student enrollment, disbursement data, completions, course data, facility data, faculty information, and continuing education enrollments. Technical education data must be submitted according to specified deadlines: October 15 for summer/fall and faculty records, March 15 for fall/spring transitions, July 31 for spring/summer transitions, and September 15 for completions. Continuing education data follows separate deadlines of April 15 for fall, August 15 for spring, and November 15 for summer reporting periods. All colleges are responsible for ensuring submitted data are free of Enterprise Decision Support System (EDSS) errors and verified for accuracy, with a two-week validation window provided by CHE and SCTCS following each deadline for corrections and resubmission.
The reporting structure encompasses multiple data record types across eight distinct categories: Student Enrollment Data (EE, ET, ES, EA records), Disbursement Data (nine record types covering LIFE Scholarships, SC Need-Based Grants, Lottery Tuition Assistance, PELL, and various state-funded assistance programs), Completions Data (reporting degrees conferred between September 1 and August 31), Course Data, Facility Data, Faculty Data, and the Local Catalog of Approved Courses. Colleges receive reminder notifications to Chief Business Officers and key personnel prior to each deadline. Complete definitions and file layouts are available through the SCTCS SharePoint portal. The ES and EX records are specific to the Technical College System and are not transmitted to the Commission on Higher Education, while other data elements are submitted to both entities.
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Text version
STATE BOARD FOR TECHNICAL AND COMPREHENSIVE EDUCATION
PROCEDURE
PROCEDURE NUMBER: 3-3-101.1
1 of 3 PAGE:
TITLE: REQUIRED DATA BASE REPORTING ELEMENTS
POLICY
REFERENCE NUMBER: 3-3-101
DIVISION OF
RESPONSIBILITY: Information Technology
DATE OF LAST REVISION: January 14, 2021
TECHNICAL EDUCATION STUDENT ENROLLMENT REQUIREMENTS
TECHNICAL EDUCATION REPORTING DEADLINES
Colleges must submit their technical education data records according to the following reporting deadlines:
Ending Summer /Opening Fall - October 15 Faculty - October 15 Ending Fall /Opening Spring - March 15 Ending Spring Opening Summer - July 31 Completions (Graduates) - September 15
Colleges are responsible for ensuring that technical education (TE) data are free of Enterprise Decision Support System (EDSS) errors, verified for accuracy by college staff, and submitted by these dates. The Technical College System (SCTCS) and Commission on Higher Education (CHE) have a two-week window after the due dates for further state level validations. In the event CHE identifies errors in a college’s data, the college will be notified to correct these errors and resubmit the data. Reminder notifications will be emailed out to the Chief Business Officers’ peer group and other key personnel prior to each deadline.
The Student Enrollment Data consists of four data and record types (EE, ET, ES, and EA). The ES and EA records are specific to The Technical College System and are not transmitted to CHE.
Date of Last Review: January 14, 2021
2 of 3 PAGE:
The Disbursement Data consists of nine data and record types (ED, EN, ET, EE, EX, EF, EJ, EW &
EZ):
ED - LIFE Scholarship EN - SC Need-Base Grant ET - Lottery Tuition Assistance
EE - PELL
EX - Student Financial Record EF - SC Foster Care Grant EJ - SC National Guard College Assistance Program EW - SC Workforce Industry Needs Scholarship EZ - SC Promise Scholarship
Students reported in this file are receiving state or federal financial assistance. The EX record is specific to The Technical College System and is not transmitted to CHE.
The Completions Data consists of one data type (F) and reports all degrees conferred by your institution during the previous academic year between September 1 and August 31
The Course Data consists of four record and data types (CS, CE, CI, CM).
The Facility Data consists of two record and data types (AR and BR). The file contains data for building and rooms for a given year and semester.
The Faculty Data consists of one record and data type (FF). The file consists of required information on all employees of the institution.
The Local Catalog of Approved Courses (CAC) consists of one record and data types (SL). The file consists of Technical Education Courses offered during reported year and semester.
Complete definitions and file layout are found at:
https://sctechsystem.sharepoint.com/sites/tweb/data_and_reporting/data_elements/default.aspx.
https://sctechsystem.sharepoint.com/sites/tweb/data_and_reporting/data_elements/default.aspx
3 of 3 PAGE:
CONTINUING EDUCATION STUDENT ENROLLMENT REQUIREMENTS
CONTINUING EDUCATION REPORTING DEADLINES
Colleges must submit data according to the following reporting deadlines:
Fall - April 15 Spring - August 15 Summer - November 15
Colleges are responsible for ensuring that Continuing Education (CE) data are free of EDSS errors, verified for accuracy by college staff, and submitted by these dates. Reminder notifications will be emailed out to the Chief Business Officers’ peer group and other key personnel prior to each deadline.
The Continuing Education Data consists of one file containing three record types (NS, NB, & NC) and reports all student and course taught during the specified reporting period. Complete definitions and file layouts are found at:
https://sctechsystem.sharepoint.com/sites/tweb/data_and_reporting/data_elements/default.aspx https://sctechsystem.sharepoint.com/sites/tweb/data_and_reporting/data_elements/default.aspx
TITLE: REQUIRED DATA BASE REPORTING ELEMENTS
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