Intro - University of Colorado at Boulder

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					SURDS files and other state of Colorado required file submissions w student data
Freeze and submission dates

Lou McClelland, CU-Boulder PBA

    SURDS request and approval (see tab SURDSExtension)
    PBA records

Posted as

What's here
   Intro                This tab
   Files                List of each file type with what's a row, notes, etc.
   Schedule             Schedule through October 2011
   SURDSExtension       Emails with request for and approval of SURDS extensions
   FTE_Extension        Emails with request for and approval of FTE extension

Update dates
              1/7/2011 Many mods, further UAF extension
             1/13/2011 Add FISAP, minor additional mods
            3/29/2011 Updated re items done, extensions

CU-Boulder PBA - D:\Docstoc\Working\pdf\da4a6f95-af37-41ed-bde9-dcc19f4f3b20.xlsx Intro 11/19/2011
SURDS files and other state of Colorado required file submissions w student data

                   File is                                                                                                                                          IRM role thru   Campus role
                                                                          AMC diff?
Type       Code    per       Sumit/yr       Row is                                      AKA    Name                         Notes                                   FY10            thru FY10     In federal rpts
                                                                          AMC does                                          Summer & fall both freeze at fall
                                                                                               Undergraduate applicant,                                                             IR oversee,
SURDS      UAF     Term           2         Stu x inst                       not         App                                census & have same submit date          Gen/submit                    na
                                                                                               UG app                                                                               lock
                                                                           submit                                           (except 2010)
                                                                                                                            Central process w SIS;CCHE submits fall                 IR oversee,   IPEDS
SURDS      ENRL    Term           3         Stu x inst                        maybe      EN    Enrollment                                                           Gen/submit
                                                                                                                            data to IPEDS.                                          lock          enrollment
                                                                                                                            Not regularly submitted even tho due                    UCD IR
SURDS      LP      Term           3         Stu                                 ?       1023   Lawful presence                                                      None?                         na
                                                                                                                            dates are listed. Greyed out in list.                   gen/submit
                                                                                                                                                                                    IR oversee,
                                            Stu x inst x degree (or stu                                                     Central process w SIS; not from frozen                                IPEDS
SURDS      DEG     FY             1                                            No        DG    Completions / degrees                                               Gen/submit       lock; UCCS
                                            x inst x degree x major)                                                        data                                                                  completions
                                                                                                                                                                                    IR oversee,
                                                                                               Completions / degrees -      Overwritten by FY file. If no CU uses
SURDS      DEG     Summer         1         Same                               No?       DG                                                                         Gen/submit      lock; UCCS    na
                                                                                               summer                       CDHE for GRS can we drop?
                                                                                                                            FA office involved; changes made after
                                                                                                                            generation to handle overrides .                        OFA oversee,
SURDS      FINAID FY              1         Stu x inst                          ?        FA    Financial aid                                                       Gen/submit                    IPEDS FA
                                                                                                                            Campuses submit to IPEDS - - process                    lock
                                                                                                                            not shared.
                                                                          AMC does
                                                                                                                            Mostly from SURDS enrl. Has been by                     IR oversee,
SURDS      TEACH FY               1         Stu x inst x term                not         TE    Teacher ed                                                           None                          na
                                                                                                                            campuses not central                                    lock
                                            Counts from census &                                                            Not SURDS! Submit early fall, early
Other      FTE     Term           2                                            Yes       FTE   FTE                                                                  None            IR gen/submit na
                                            EOT                                                                             spring.
                                            Counts from EOT from 3
Other      FTE     FY             1                                            Yes       FTE   FTE                          Not SURDS!                              None            IR gen/submit na
                                            Counts from EOT from 3                             Format 40 of the Budget      Not SURDS! Web posting only; see
Other      Fmt 40 FY              1                                            DK                                                                                   None            IR gen/submit na
                                            terms                                              Data Book                    below for URL
                                                                                                                            App for FY C has federal & state aid
                                                                                                                                                                                    gen/submit w
                                                                                                                            pgm $ totals & tui/fee rev for FY A; UG
                                                                                               Federal student aid Fiscal                                                           IR input on
                                            Dollars or counts as                                                            and grad-lvl total enrl for FY A, FY B;                              IS a federal
Other      FISAP   FY                   1                                 ?           FISAP    Operations Report and                                                ?               total
                                            specified                                                                       detail on eligible aid applicants FY A;                              report
                                                                                               Application to Participate                                                           enrollment.
                                                                                                                            tons on loans, borrowers, and specific
                                                                                                                                                                                    No other IR
                                                                                                                            programs, from FY A

URL for Fmt 40 postings       For FY10; others same format
FISAP instructions, timing

CU-Boulder PBA - D:\Docstoc\Working\pdf\da4a6f95-af37-41ed-bde9-dcc19f4f3b20.xlsx Files 11/19/2011
SURDS deadlines, freezes, and approved extensions -- All CU                                    BIG = FIRST                Last update:            1/13/2011        LMcC

                                                                                                                                               Submit date
                                    Submission or prep      Published deadline    Approved
File       For                                                 or CU schedule
                                                                                                Max of deadlines System   Status               (final, after any   Notes
                                    step                                          extension                                                    overrides)

ENRL       2010-7 Fall              Freeze inputs               9/10/2010                             9/10/2010   ISIS    done; could mod           9/10/2010 Fall census est

UAF        2010-7 Fall              Freeze inputs               9/10/2010                             9/10/2010   ISIS    done; could mod           9/10/2010 Fall census est

                                                                                                                                                              Summer from SIS. Fall from
           2010-4 Summer EOT est
           & 2010-7 Fall Census
                                 Submit                        10/8/2010         11/15/2010       11/15/2010 ISIS         done                      10/6/2010 census freeze. Did not need

                                                                                                                                                                   Fall EOT set to coincide with
ENRL       2010-7 Fall              Freeze inputs               1/29/2011                             1/29/2011 ISIS      done 2/5/11                              spring census (Sat after
                                                                                                                                                                   census) to accomm. WH needs

ENRL       2011-1 Spring DRAFT      Freeze inputs               1/29/2011                             1/29/2011   ISIS    done 2/5/11                              Spring census est for like file
UAF        2011-1 Spring            Freeze inputs               1/29/2011                             1/29/2011   ISIS    done 2/5/11                              Spring census (Sat after)
           2010-7 Fall EOT est &
FTE                                 Submit                      2/10/2011                            2/10/2011 ISIS       done 2/10/11
           2011-1 Spring Census
                                    Generate for internal                                                                 Not available this                       Internal use by OFA and IR, for
FINAID     2011-9 FY DRAFT                                      2/15/2011                            2/15/2011 Both
                                    use                                                                                   early                                    CDS, USNews, etc.

                                                                                                                                                                   Fall EOT est; and for IPEDS. If
                                                                                                                                                                   CU does not submit in time
ENRL       2010-7 Fall              Submit                      1/13/2011          3/1/2011         3/1/2011 ISIS         done 3/14/11                             for CDHE to load to IPEDS, CU
                                                                                                                                                                   will load to IPEDS itself
                                                                                                                                                                   directly. IPEDS deadline 4/13

UAF        2010-7 Fall              Submit                    10/28/2010          3/24/2011        4/12/2011 ISIS                                                  Do w spring UAF & fall enrl
UAF        2011-1 Spring            Submit                      3/24/2011                            4/12/2011 ISIS                                                Do w spring UAF & fall enrl
ENRL       2011-1 Spring            Freeze inputs                   June xx                             June xx ISIS                                               Spring EOT est date
ENRL       2011-1 Spring            Submit                       7/8/2011                             7/8/2011 ISIS
FTE        2011-9 FY                Submit                      7/14/2011                          7/14/2011 ISIS
TEACH      2011-9 FY                Submit                      8/10/2011        none req'd        8/10/2011 ISIS
DEG        2011-9 FY                Submit                      8/20/2011        none req'd        8/20/2011 ISIS
FISAP      Rpt FY11, app FY13       Gen & submit                10/1/2011         none avail       10/1/2011 ISIS                                                  May need SURDS FA to do

           2011-4 Summer EOT est
           & 2011-7 Fall Census
                                 Submit                         10/8/2011                             10/8/2011   ISIS

                                                                                                                          Fear may need to                         From both ISIS & SIS See
FINAID     2011-9 FY                Submit                     9/15/2011         10/14/2011       10/14/2011 Both         submit by 9/15                           Below

Fmt 40     2011-9 FY                Submit                    10/23/2011                          10/23/2011 ISIS
Details, FINAID for FY11. Due 10-14-11 but may actually be required earlier
At least for Boulder, data for this file must come from both SIS and ISIS, then be combined into a single record per
student to include
        Summer 2010 (session 2 - work study after July 1 - 600-700 students). Create from SIS in spring '11, later combine w below.
         Fall 2010
         Spring 2011
         Summer 2011 (session 1 up to June 30 for work study – the whole summer for all other programs

CU-Boulder PBA: D:\Docstoc\Working\pdf\da4a6f95-af37-41ed-bde9-dcc19f4f3b20.xlsx -- Schedule -- 11/19/2011
Jan 2010, on all files
           -----Original Message-----
           From: Presley, Jason []
           Sent: Wednesday, January 06, 2010 11:37 AM
           To: Lou McClelland
           Subject: RE: CU SURDS extensions

           Hi Lou,

           That's fine. Good luck with the new system.


           -----Original Message-----
           From: Lou McClelland [mailto:Lou.McClelland@Colorado.EDU]
           Sent: Tuesday, January 05, 2010 10:27 PM
           To: Presley, Jason
           Cc: Lou McClelland
           Subject: CU SURDS extensions

           As usual, CU end of term freeze dates for fall come after the listed SURDS fall enrollment deadline. I request, for all
           campuses, extension to FEB 5 2010.

           Then -- for the FY11 year: All of us at CU are enmeshed in changes to new student info system, the first since 1988.

           It's going to require a complete rewrite of all SURDS generation code, and present some especially tricky issues for
           two files, ap for summer/fall '10 and financial aid for FY11, which will draw from both old and new systems.

           Therefore, on behalf of all CU campuses, I request extensions as follows

                Undergraduate applicants (Summer/Fall) – due October 2010 - – aka UAF, app file – ask for extension to December 15
           2010. This is a single submission written from fall census date. Summer ’10 data will be from SIS, fall 2010 data from ISIS. We
           will need one-time processing to handle multiple-source issues.
                Enrollment (Fall) – January 2011 – ask for extension to March 1. In a usual year we submit around Feb 5-7; generation
           must be after EOT freeze. But we must submit early enough to allow CDHE to load to IPEDS in spring collection, which opens
           around 3/5, closes around 4/15.
                Lawful Presence/HB 1023 (Fall) – January 2011 - extension to end of Feb 2011
                Teacher Education (full year) – August 2011 (no extension)

                Degrees (full year) – August 2011 - Includes overwrite of prior summer degrees submitted in November (no extension)
                Financial Aid (full year) – September 2011 – ask for extension of one month to ~Oct 15. At least for Boulder, data for this
           file must come from both SIS and ISIS, then be combined into a single record per student to include
           o Summer 2010 (session 2 - work study after July 1)
           o Fall 2010
           o Spring 2011
           o Summer 2011 (session 1 up to June 30 for work study – the whole summer for all other programs)

           This should be a one FY only request while we get set up in the new system.

           Let me know -


           Lou McClelland, CU-Boulder, 303-492-6730

Dec 2010, per further extension for UAF for fall 2010.

           From: Lou McClelland
           Sent: Wednesday, December 01, 2010 8:02 AM
           To: Lovell, Cheryl
           Cc: Lou McClelland
           Subject: RE: SURDS AP, CU, extension

           terrific. I understand; we'll get it to you as soon as we can. I'll notify others at CU.



           From: Lovell, Cheryl []
           Sent: Wednesday, December 01, 2010 4:15 AM
           To: Lou McClelland
           Subject: RE: SURDS AP, CU, extension

           Hey Lou, sorry for the delay in getting back with you. We've talked about your request and think it will be ok. If something
           changes that would allow you to provide your fall data before March that would be very helpful. We have several data sharing
           projects going on with CDE and fall 2010 data are critical to completing them so anything you can do on the earlier side would
           be very helpful. Have a super week.

           From: Lou McClelland [lou.mcclelland@Colorado.EDU]
           Sent: Tuesday, November 30, 2010 4:39 PM
           To: Lovell, Cheryl
           Cc: Lou McClelland
           Subject: FW: SURDS AP, CU, extension

           Hoping for a decisions -- thanks, l.

           On: I request an additional extension, for fall 2010 SURDS app (and summer 2010 SURDS app if not yet
           submitted), for all CU campuses, to March 25, 2011. This is the day the spring 2011 file is due as well.

           Lou McClelland, CU-Boulder, 303-492-6730

           From: Lou McClelland
           Sent: Sunday, November 21, 2010 12:42 PM
           To: Lovell, Cheryl
           Cc: Lou McClelland
           Subject: SURDS AP, CU, extension

           Last January we (we = all CU) requested, and Jason granted, an extension on summer/fall 2010 SURDS ap file submission to
           12/15. A copy of the email exchange is in , tab
           SURDSExtension. (I can't seem to hit the email itself.)

           We need more time. The remedial portion especially is challenging in our new student system - essentially, we're designing the
           remedial recording system as we go along. As you can imagine, this was not the highest priority of the new system!

           And everything has been much complicated by the fact that even though fall 2010 applications ended up in the new system,
           most went through the old system on the way, with big differences in processing across campuses. And some data never
           made it from old to new. Test scores and HS units (for HEAR) are another challenge. So the fall '10 file is going to be a real
           mutt, with data from both systems. Spring '10 will be all new system. As you know, we do a single SURDS-generation process
           across all campuses, which we're handling as a warehouse view.

           I checked on what's done with info on SURDS app to judge what you'd need when. Results:

           The i3 site shows

           frosh admissions standard summary for 2009 posted 1/25/10. Contents = 08-09, NOT summer/fall 09.

           This report only covers institution, frosh admission standard admits, admitted vs. enrolled, pass/fail based on index only, and
           pass/fail based on index and HEAR.

           Remedial report for 2009 posted 2/5/10 . This one goes to legislature. Again, data are from 08-09.


           Only other report I see that uses UAF is transfer summary
           Data DO include fall 09 but the report wasn't done until May 4 2010.

           All that says to me that you don't have a crushing need for the fall file until April.

           Therefore, I request an additional extension, for fall 2010 SURDS app (and summer 2010 SURDS app if not yet submitted), for
           all CU campuses, to March 25, 2011. This is the day the spring 2011 file is due as well. This would let us do fall and spring both
           at the same time. We should be able to have essentially complete fall and spring files (in other words, files that won't cause
           you any trouble) by then.



           Lou McClelland, CU-Boulder, 303-492-6730

CU-Boulder PBA - D:\Docstoc\Working\pdf\da4a6f95-af37-41ed-bde9-dcc19f4f3b20.xlsx SURDSExtension 11/19/2011
From: Carlson. Andrew []
Sent: Thursday, January 21, 2010 2:40 PM
To: Lou McClelland
Cc: Allred, Ryan; Presley, Jason
Subject: RE: Fall Final & Spring Estimated Census Collection Now Open


CU can submit their fall estimate/summer final census by November 15 under the new system.

Thank you, Andy

Andrew Carlson
Budget and Financial Aid Director
Colorado Department of Higher Education
1560 Broadway, Suite 1600
Denver, CO 80202
(303) 866-2723

From: Lou McClelland [mailto:Lou.McClelland@Colorado.EDU]
Sent: Thursday, January 14, 2010 6:47 PM
To: Carlson. Andrew
Cc: Allred, Ryan; Lou McClelland; Presley, Jason
Subject: RE: Fall Final & Spring Estimated Census Collection Now Open

Andy, the first FTE report of 2010-11 will be due in early October, with final summer and fall
census estimates.

Fall 2010 is the first term that CU (all campuses) will be on our new student information system.
We anticipate delays and difficulties in counting and reporting, this first semester. The FTE report
is the first report due requiring an accurate counting of FTE-reportable RI hours.

I therefore request an extension, to November 15, of the summer final 2010 and fall estimate
2010 report, for all CU campuses.

We can do summer just fine -- it's in our old system. And we could I think do an estimate on fall.
Given current reporting there's no way to do summer only, or to indicate that fall is a gross
estimate. If you'd rather have us do this, we can, by October 15.

FYI, we have requested, and received, extensions on several SURDS files from Jason, whom I've
cc'd here.
Please let me know if we can extend to Nov 15, or if not, whether we can submit with
acknowledged less accurate than usual fall estimates, by Oct 15.

This request is for all CU campuses.



Lou McClelland
Director of Institutional Analysis
Office of Planning, Budget, and Analysis
University of Colorado at Boulder
15 UCB
Boulder CO 80309-0015
voice: 303-492-6730, fax: 303-492-0996
                                                                            2010- 2011 Data Collection and Report Calendar
                                                                                     Public Institutions of Higher Education
                                                                                       Department of Higher Education

                                  SURDS                                   Finance                              IPEDS* (10-11)                Academic Affairs

July-10         1 Common Data Set                                                                     1 Common Data Set                                         1
                                                           Institutions submit Capital Project          Student Enrollment File
                8 Student Enrollment File (Spring)      12 proposals to DHE                           8 (Spring)

                                                                                                        Remedial Course File
                  Remedial Course File (Spring); FTE                                                    (Spring); FTE Final Student
                  Final Student Enrollment Report for      FTE Final Student Enrollment                 Enrollment Report for prior
               15 prior fiscal year                     14 Report for prior fiscal year              15 fiscal year
                  Undergraduate Applicant File                                                          Undergraduate Applicant
               22 (Spring), CC Only                     15 Institutions submit Fiscal Report         22 File (Spring), CC Only
                                                           DHE Releases current year
                                                           Allocation Notices to institutions that
                                                           submitted Fiscal Report
               29 1023 File (Spring)                       Expenditures                              29 1023 File (Spring)
August-10      11 Teacher Education File (Full Year)
                                                                                                                                      Teacher Ed File

               12 Student Enrollment File (Interim)

               18 Degrees Granted File (Full Year)


               15 Financial Aid File (Full Year) --
                  -Public Institutions                                                                   Fall Surveys:
                   (Celina Duran)                                                                        IC
                                                           Institutions submit Capital
                                                         1 Expenditures report (209/290)                 Completions
                                                           Non-state-support schools may
                                                           submit Request for Payment                    E12

                                                         2 CCHE Tuition & Fee Survey (Full
                                                           Fiscal Year)
                                                        CCHE Tuition & Fee Survey (Full
                                                        Fiscal Year)

                                                     15 All Public institutions submit SURDS
                                                        Financial Aid File and signed
                                                        verification to DHE
                                                                                                 1 Fall Collection Begins

                                                      1 Budget Data Book Submission

                                                        Private Institutions submit Financial
                                                      1 aid and sign verification to DHE

               1 Financial Aid File (Full Year) --
                 --Private and Proprietary Inst
                 (Celina Duran)

               7 Student Enrollment File (Summer)     7 Fall Census FTE Report                                              29 Annual Fiscal Report (Extended
                                                        Fall Headcount Enrollment                                              Studies)
                                                                                                                               Non-Credit Course and
                                                                                                                               Enrollment Report (Extended
              14 Remedial Course File                                                                                       29 Studies)
                                                                                                                               Extended Studies Policy
              21 1023 File (Summer)                                                                                         29 Compliance Report

                                                                                                                            29 Out of State and Out of Country
                                                                                                13 Fall Collection Ends        Report
                                                                                                   (KH Closing Date)
              28 Undergraduate Applicant
                 File (Summer & Fall)

November-10                                           4 Administrative Salary
                                                        Survey                                     Winter Surveys:                                               1
              11 Degrees Granted File (Summer for    15 Institutions may submit request for                                                                      1
                 IPEDS GRS)                             Adjustment forms
                                                             All institutions submit Mid-Year
                                                          15 Utilization Report                       GR200***

December-10                                                                                         1 Winter Collection Begins                                1

                                                                                                      (Opens)                                                 15


January 2011

               13 Student Enrollment File (Fall)             Non-state-supported schools
                                                                                                                                 28 Off Campus State Funded
               20 Remedial Course File (Fall)                may submit requests for               19 Winter Collection Ends        Requests                  30
               27 1023 File (Fall)                           payment                                  (KH Closing Date)

February-11     2 Undergraduate Applicant File (Fall) -   10 Fall Final & Spring Census                                                                        1
                  CC's Only
                                                             FTE Report                                                                                        1
                                                             Institutions may submit Request for
                                                          14 Adjustment                                                                                        1
                                                             FEB. Commission Meeting:
                                                             Commission approves Student
                                                             Expense Budget Parameters                                                                        14

March-11                                                                                              Spring Surveys:                                          1
                                                                                                      EF, Finance, SFA
                                                                                                      GRS, GR200

                                                                                                    2 Spring Collection Begins

               24 Undergraduate Applicant
                  File (Winter & Spring)

                                                                                     15 All institutions submit Utilization
                            27 Student Enrollment File (Winter)                         Report                                    13 Spring Collection Ends
                                                                                                                                     (KH Closing Date)



                                                                                     15 Non-state supported institutions
                                                                                        submit final Request for Payment

July-11                      1 Common Data Set*                                                                                                                            1
                             8 Student Enrollment File (Spring)
                            15 Remedial Course File (Spring)                         14 FTE Final Student Enrollment          TBA Registration
                            22 Undergraduate Applicant file                             Report for prior fiscal year
                               (Spring) - CC's only
                            29 1023 File (Spring)

*Institutions have the option of sending the URL for the its Common Data Set on the web or a completed survey as an email attachment.
**Institutions should anticipate receiving the new year's UserID and password via email in July or by mail to the institution's CEO (if not preregistered) in September.
***Denotes that the survey is optional during the Winter Collection but required during the spring
       Legislative Reports
Budget & Finance - COF Status
Report (7/1/06-7/1/10)
Budget & Finance - Commission
Funding Recomendat-ions (Date not
Budget & Finance - COF Participants

Budget & Finance - Capital
Construction Annual Priority List & 5
year Plan
Budget & Finance - Capital
Construction ‘209’ Report
CollegeInvest - Nursing Teacher
Loan Forgiveness Report
CollegeInvest/Budget & Finance -
Teacher Loan Forgiveness Report
Academic Affairs - Teacher
Education Report

Academic Affairs - Remediation
Academic Affairs - Performance
Contract Reports
Academic Affairs - Quality Indicator
System Report

CollegeInvest - Colorado
Achievement Scholarship Fund

Teach Colorado Scholarship Report
Academic Affairs - Suicide
Prevention Act Report

Budget & Finance - COF FTE

CHECRA - CHECRA Status Report
Budget & Finance - Final COF

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