Instructions in filling out CHED e-Forms and Definition of Terms Please read CMO No. 20, series of 2006- AY 2006-2007 Higher Education Data/Information Collection The HEIs are advised to use the MS Access format (Higher Education Information System) in encoding the HEIs data. However, if MS Access is not available, the MS Excel format may be used. Kindly follow the format or template in entering the requested information and double check your entries before you submit the accomplished e-Forms stored in diskette/CD to the concerned CHED Regional Office. Also, keep an electronic copy of the accomplished CHED e-Forms for easy updating come the next data collection period. Institutional Profile (CHED e-Form A) 1. Please type the requested information carefully at the space provided opposite the data item being requested. No coding will be applied in accomplishing this Form. 2. Whenever the data item being requested is not applicable to your institution, please type NA. Definition of Terms: Most of the data items requested in this Form are self-explanatory. For detailed definition, please refer to the Data Element Manual No. 96-1. The following data items/element are operational definition: Unique Institutional Identifier - a 5-digit code assigned by CHED which serves as institution ID. For new HEI, you may get your Institutional Code from CHED Regional Office concerned. Institutional Telephone - The number as listed in the institution's brochure for purposes of public access. Institutional Fax No. - The fax number to which official notices should be sent. Institutional Head's Telephone - This number is for use in contacting the Head of the institution. It is not necessarily the number used for the public. It is normally the Head's Office number. Institutional E-mail Address - This is the institution's electronic mail given to the public for official communications with the Head or Senior Officials. Institutional Web Site - This is the institution's Internet or World Wide Web address where institutional data and other information are posted for public access. Year Established - This is the year in which the institution first enrolled students as an educational institution. SEC Registration/Enabling Law or Charter - This data item captures the current legal authority for the institution to operate as an HEI in the Philippines. Example, Republic Act, Presidential Decree, Local Government Act for public higher education institutions (HEIs) or SEC Registration/Articles of Incorporation for private HEIs. Date Granted or Approved - This data item captures the date the current SEC Registration/Enabling Law or Charter under which the institution is authorized to operate was granted or approved. Year Converted to College Status - This data item captures the year an institution became a college if it is currently a college. If an institution is currently a college and was once another kind of institution, the year shown should be the year it was authorized to become a college. Year Converted to University Status - If an institution is currently a university and was once some other kind of institution, this element captures the year it was granted university status as set out in a national statute (SUC) or as defined by Batas Pambansa 232 (private institutions) assuming it was not previously a university. If it is not currently a university, the element does not apply. Name of the Institutional Head - This is the title, name and degrees/designations of the executive head of the institution, as it should appear in official publications, correspondence. Example: Bro. Juan T. Dela Cruz, FSC. Title of Head of Institution - This is the title/designation, as it should appear in official publications, correspondence. Example: President, Director, Chancellor, Rector, Administrator, etc. Highest Educational Attainment of the Head - This element captures the highest educational attainment of the Institutional Head. Example: Ed.D. major in Educational Management Former Name(s) of the HEI – The former name of the institution. Please indicate also the years the former name was used. X and Y Coordinates – describe discrete location on the earth’s surface such as the location of administrative building in one HEI. The X-Y coordinate can be collected using Global Positioning System (GPS) device. The coordinate can also be taken from the Development Plans/Survey of HEIs. Curricular Program Profile, Enrolment and Graduates (CHED 3-Form B/C) Curricular Program 1. Please type the Main Program/Course and the corresponding Major(s) at the rows provided. You may abbreviate credentials like A.B., B.S., M.A., M.S., Ph.D., Ed.D, and BSEd (Bachelor of Secondary Education), BEEd (Bachelor of Elementary Education). However, please do not abbreviate the disciplines and their majors. 2. For data items that require Code as input like Programs Status, Issued by, and Program Mode, please refer to the definitions below for the choices. Type the Code not the description appropriate to your program/course/major. Please do not input data in shaded areas. 3. Please type NA whenever the data item being requested is not applicable to your institution. A Blank or no entry could mean NA. 4. Kindly follow the format or template in entering the requested information and double check your entries before you submit the accomplished Form stored in diskette to the concerned CHED Regional Office. 5. Please enter the name of the staff who accomplished the form, his designation and the date it was accomplished. In like manner, the name of the official that certified the correctness of entries at the space provided. Definition of Terms: Main Program/Course - The name of the program as listed in the official catalog of the institution. The name usually consists of a degree or credential (e.g. B.S.) and a discipline or field of study (e.g. Commerce or Business Administration), such that the main program/course would be B.S. in Commerce or B.S. in Business Administration. Major - The field of specialization of the listed main program/course as listed in the official catalog of the institution. For instance, if your main program, B.S. in Commerce, has several specializations like Banking and Finance, Business Administration, Management, Entrepreneurship, etc, these are its majors. Thesis/Dissertation – Indicate whether the program requires thesis/dissertation as a requirement for graduation. Code Description 1 Yes, with thesis/dissertation 2 No, without thesis/dissertation Program Status - The current status of your program. Below are the codes that you need to input for program status: Code Description CO - Program currently offered and accepting students. PO - Program is being phased out but still has students. DO - Program has been discontinued and has no students. NO - Program has not been officially discontinued but has no students. NA - Not applicable, program is not operated by the institution Note: If the Program Status is PO or DO, please type the year it was implemented/effected. Example: PO 1996 or DO 2000 Remarks – is a comment/note about a program such as newly offered, center of excellence/development, Accredited level II – Dec. 2005, etc. (if any). Government Authority. Please use the GP/GR Certificate as reference in answering the following: GP No. - The Original Government Permit number issued for the first time not the Renewal Permit number. In the case of State Universities and Colleges (SUCs) and other public HEIs, input the legal basis based on pertinent documents (e.g. Board Resolution) of offering such program/course. Year Granted - The year the Original Government Permit/Board Resolution was issued. Example if the B.S. in Commerce was issued in AY 1970-1971, the year to be input is 1970. GR No. - The Government Recognition number issued after compliance with the set standards from the 1st to the last curriculum year of a program/course. In the case of SUCs this could be the same authority as described in GP. Year Granted - The year the Government Recognition was issued. Example if the B.S. in Commerce was issued in AY 1974-1975, the year to be input is 1974. Issued by - The Office that issued the GP or GR. Below are the choices for the issuing office. Please refer to your GP/GR Certificate and choose the code to be input under the Issued by column of your program/course: Code Description CRO - CHED Regional Office CCO - CHED Central Office DRO - DECS Regional Office DCO - DECS Central Office TES - TESDA LGU - Local government unit (Municipal/City/Provincial) OTH - Others, please specify Program Mode - The program mode whether semestral, trimestral, distance education. Please encode the code of your program mode: Code Description SE - Semestral TR - Trimestral SD - Semestral-Distance education delivery mode TD - Trimestral-Distance education delivery mode DE - Distance education at student's pace OT - Others, please specify Normal Length (in Years) - The normal number of years to complete the program/course. Assume the student will pass all the subjects and will follow the standard curriculum as published in the official catalog. For instance, the Normal Length of B.S. in Computer Science is 4 years, input the number 4, not four. Program Credit (in Units) - The total number of units a student needs to complete the program. This total should include all the subjects and units, which the institution counts toward graduation -- PE, Military Training, Religion, etc. If the institution includes the subject credit units in the total units as published in the school catalog, then those units should be included. The program credit units for Laboratory and Lecture must be indicated by the State Universities and Colleges (SUCs Tuition per Unit (in Pesos) - This is the average tuition fee (in two decimal places, e.g. 574.75) per unit. If tuition fee per unit of the I, II, III, and IV years of a 4-year baccalaureate program/course differ, then the average tuition fee should be computed. Program Fee (in Pesos) - The total tuition and miscellaneous fees to be paid by a student to the institution from the moment of initial enrollment until completion or graduation from the program. The total will be computed based on the rates prevailing in the current semester and academic year and on the assumption that the student will follow the curriculum strictly and pass all his subjects. The total is computed as if institutional rates will not change until the student finishes the program. The data item being requested is Total Program Fee NOT by semester or year. Enrolled Units – This data is to be use for SUCs Levelling. Such data can be derived as suggested by SUCs using the Baltazar model. (for SUCs only) ENROLMENT and GRADUATES When compiling student data for national reporting purposes, please: Include all students registered and enrolled for credit in one or more units of study provided the unit or units normally lead to a recognized credential whether degree, diploma, school leaving certificate in elementary, secondary, tertiary or vocational pre-baccalaureate education. Students should be included even if the student is not taking the unit for credit toward a specific credential provided the student is expected to take all required assignments and examinations, is being required to pay the full fees, and the unit will be noted on the transcript of record. For example, if a person has graduated but has re-enrolled in one or more units to upgrade his or her qualifications or marks, he or she should be included in the student database for national reporting purposes. Include students whether or not they have fully paid their assessed fees on the count date. Do not include auditors, i.e., those who attend lectures but are not enrolled for credit in the unit and do not submit assignments or take prescribed examinations or tests and do not have the unit noted on a transcript of record. Include students who are enrolled as elementary or secondary students in the HEIs as well as voc/tech and pre-baccalaureate (ladderized Asociate, Diploma programs) students. Other elements in this database will clarify what level the student is working at. 1. There is no need to type the Institutional profile like Region, INSTCOD, Address, etc. because such information is linked to CHED e-Form A and are automatically reflected in said form. The enrolment count covers 1st Semester/Trimester and the cut-off for counting enrolment data is one month after the start of regular classes. 2. The enrollment count covers 1st Semester/Trimester of AY 2004-2005 and the cut-off for counting enrolment data is one month after the start of regular classes. The graduates data is the sum of 1st and 2nd semesters/trimesters and summer/3rd trimester of AY 2003-2004. 3. Please type the number of students enrolled by program/course/major, year level and gender; and graduates by program/course/major and gender. In the case of Doctoral, Master's and Post- Baccalaureate courses/majors, type the data under the Sub-Total column, M (male) and F (female); no need to input the data by curriculum year. In like manner, enter the graduates data by gender. For Baccalaureate and Pre-bacc. courses/majors, enrolment data must be input by year level and sex, and graduates data by sex. Sub-Total and TOTALS are automatically computed. For Vocational/Tech, Secondary and Elementary programs, type also the corresponding data by year level. 4. Each program/course/major for enrolment/graduates data must consume one row. If your program/course is new, please type NA (not applicable) in the corresponding Graduate column. In like manner, if your institution does not offer Voc./tech, secondary, elementary and/or pre- school programs, type NA. Otherwise type 0 (zero or nil) if your institution currently operates such but with no recorded enrolment/graduates. 5. Please do not input data under Sub-Total for Pre-bacc., Baccalaureate, Voc-Tech, Secondary and Elementary programs; for the rest of the programs, you may do so. Also, do not input data under TOTALS and shaded cells. 6. For Excel user, please insert ROW(S) as needed, copy and paste the formula for the Sub- Total and TOTALS from the previous row.