State Share of Instructio n

COMMUNITY COLLEGESFY 2014

May 2013

State Share of Instruction

State Share of Instruction

Overall allocations determined by Governor & Legislature

Cost-Based Model

Distributive or Rationing Formula

Based on 3-year averages (starting FY14)

Components and Sources

Main Components:

Enrollments Course Completions Success Points Stop-Loss

Major Players:

End of Term processes Success Points process CN File SN File CI File DC File FF File FX File CX File

Community College Funding Model

2013Enrollments (90%)

Success Points (10%)

Course Completions

(0%)

96% Stop-Loss

2014Enrollments (50%)

Success Points (25%)

Course Completions

(25%)

97% Stop-Loss

https://www.ohiohighered.org/hei

Processes & Utilities – Provides Explanations of these Processes Course Inventory Expert System Download Your Institutions Data (IPEDS) End-of-Term Process Resource Analysis Subsidy FTE Enrollment Success Points Process Selection of Degrees for SSI Process

https://www.ohiohighered.org/hei

Important Links Data Input Site (login required) Data and Reports File Submission Schedule Unrestricted Outputs Restricted Outputs (login required)

HEI Restricted Outputs

Academic Calendar Administration Liaisons Only (use for Liaison administrative functions)

End-of-Term (use to calculate Subsidy FTE and to finalize the term)

Subsidy Process/Success Challenge/Resource Analysis

Mobility Tracking Query Restricted Queries (choose from several restricted queries) HEI Secure File Transfer

https://qry.regents.state.oh.us/cgi/12

HEI End-of-Term Processing

Request End-of-Term Reports -- Creates Subsidy Eligible FTE Completed FTE At-Risk FTE Success Points (if applicable) Degrees (if applicable)

Review Reports Created!

Finalize End-of-Term Releases data for use in reports and queries


HEI Restricted Outputs

Academic Calendar Administration Liaisons Only (use for Liaison administrative functions)

End-of-Term (use to calculate Subsidy FTE and to finalize the term)


Mobility Tracking Query Restricted Queries (choose from several restricted queries) HEI Secure File Transfer



Subsidy FTE Query Unit record data of FTE

Subsidy Process Summary of Credit Hours

Eligible, Completed & At-risk (completed)

Selection of Degrees for SSI Student Success Initiative

Summary of Success Points by TypeSuccess Challenge Query Resource Analysis Query Resource Analysis Cost Allocation reports

HEI Subsidy FTE Query

General Factors Fiscal Year, Term, Campus

Course Factors Subject field, Course Level, Subsidy Model Subsidy Eligible Switch Course Credit Attempted, Course Credit Completed

Student Factors Subsidy Eligible Status Rank, Major At-Risk Switch

HEI Subsidy Page

Total Enrollments by Source (Step 1)Total Enrollments by Reason for Exclusion

(Step 2) Ineligible students or courses… Audits

Total Enrollments by Method of Mapping to Subsidy Model (Step 4) Verification Table Match or not

Total Enrollments by Subsidy Model (Step 5)Journal Entry Transactions (Step 9)Final Report Total Enrollments by Model and

Source of Enrollments

Community College Success Points

Success Points are Earned for Students Who:

1. Earn 15 college-level credits at this institution2. Earn 30 college-level credits at this institution3. Earn an Associate Degree at this institution4. Complete first Developmental (DEV) Course*5. Complete DEV math & enroll in college-level math*6. Complete DEV English & enroll in college-level

English*7. Enroll at a USO University after earning 15 credits

at your college

*Institution only gets 2/3 of a point for this

Student Success Initiative Report

Total Enrollments (Step 1)Points Earned from College and Developmental Credits

(Step 2) Type 1, Type 2, & Type 4 Points

Points Earned from Associate Degrees (Step 3) Degrees awarded, Students, & Type 3 Points

Points Earned from Developmental Level Courses (Step 4) Type 5 (English) Points Type 6 (Math) Points

Points Earned by USO University Students (Steps 5-6) Type 7 Points

Totals Summary Table, all points, and students

HEI Resource Analysis Query

Select: Fiscal Year Unrestricted or Total Costs Institution Type, Institution(s), or Campus(es) Subject Field(s), Subject Code(s)… & Level(s) OR

Subsidy Model(s)Returns:

Instructor Compensation Costs for Student Services, Academic Support,

Institutional Support, Library… Student FTE Instructor Credit Hours

Model Cost

Courses are grouped into models Based on CIP code (Subject Field) and Level = Model

Costs are associated with models Costs are determined using a 6-year average Resource Analysis

Based on data reported by campuses FF, FX, & CX files

All costs are based on the STATEWIDE average

STEM Weights are added where appropriate

To calculate Reimbursement Cost for FTE

N6 * VLOOKUP($F6, 'Model Cost'!$A$2:$I$27, 8, FALSE)

3 Year Average

FTE

What to search for (e.g. Model

BES 2)

Array or table to search in the

other worksheet

Column with the desired

values (Model Costs in

column H here)

Look for exact

matches only

This model cost is the statewide average cost, based on the last 6 years, calculated through Resource Analysis

This is in the subject level tab of the spreadsheet

To calculate SSI for FTE for a model

$X$5763 *( T6 / $T$5762 )

Total allocation for that component

Reimbursement cost at the given school in the given model (see

previous slide)

Total sector reimbursement cost for that component

This (t6/t5762) gives the share of reimbursement cost attributable to a given

model at a given school

This ensures that the total amount allocated to that component (e.g. eligible or completed FTE) is

distributed equitably based on the college’s share of the total sector reimbursement cost for that

component This is in the subject level tab of the spreadsheet

To calculate SSI for FTE for the school

SUM( IF ('subject level'!$C$6:$C$5760=$A9,‘ subject level'!$W$6:$W$5760))

If the condition

is true then Sum

Condition: The cell in column C for the given row in the subject level tab must match cell A9

in this tab

Values to be summed (Values in column W will be included if and

only if column C in that row matches cell A9 in the CC

summary tab)

This sums by school all of the SSI calculated by school and model in the previous formula

This is in the CC summary tab of the spreadsheet

To calculate SSI for Success Points

$E$7* VLOOKUP(A9, 'success points'!$L$30:$U$53, 10,FALSE)

Total sector allocation for

Success Points

What to search for

(e.g. CYCC)

Array or table to search in the

other worksheet

Column with the desired

values (school’s share of

success points in col U)

Look for exact

matches only

This ensures that the total amount allocated to Success Points is distributed equitably based on the college’s share

of the total success points in the sector.


Stop Loss

1. Calculates amount below stop-loss for each institution

2. Calculates each institution's contribution• Based on their allocation in iterations 1 &2• Based on their amount over stop loss in iteration 3

3. Net is original allocation + or – any changes due to stop loss

4. Goes through up to 3 iterations• 3rd iteration uses amount above stop-loss as pool• Ensures all institutions will be at or above stop-loss at

end

Amount Below Stop Loss

IF (1+I9 <$J$4, $H9* $J$4 -F9, 0 )

IF 1 plus the

percent difference between

this year’s SSI and

last year’s SSI

Is less than the stop loss

percentage (e.g. 97%)

Multiply last year’s SSI

By the stop loss percentage (e.g.

see what 97% of

last year was) and

Subtract this year’s SSI to get

the difference

b/t this year’s SSI & 97% of last year’s

SSI

ELSE (i.e. if 1 plus the percent

difference between this

year’s SSI and last year’s SSI

is NOT less than the stop

loss percentage)

put zero

This creates a column with a negative number if the institution is below the stop loss and zero if not. This is in the CC summary tab of the spreadsheet

Stop-Loss Redistribution

J$42 * (K9 / K$42)

Total of all amounts below stop-loss (see previous slide) for the sector

Resources : zero if below stop-loss, SSI earnings amount if

aboveTotal Resources available:

Sector total

This (k6/k42) gives the share of resources available from a given school to be used for the stop-loss

This part of the formula RE-distributes SSI within the sector. This is the formula used for iterations 1 and 2.


Resources for Stop-Loss Iteration 3

IF (T9+O9+J9=0, R9 - H9*$J$4 , 0)

IF amount below stop-loss after each

step/iteration = zero

Net amount from stop-loss

iteration 2 LESS

Previous year earnings * stop loss percent (e.g. 97% of

FY13 earnings) – this is the amount

the school cannot go under

If below stop-loss

at any step,

then = zero

This (R9 – H9*$J$4) gives the amount over the stop loss

By basing resources available from each school on the amount above the stop-loss, it ensures that no school will

be under the stop-loss at the end of iteration 3.


Stop-Loss Redistribution

T$42 * (U9 / U$42)

Total of all amounts below

stop-loss

Resources : zero if below stop-loss or amount above stop-loss if

aboveTotal Resources available:

Sector total

U9 = zero if the institution was not below the stop loss at any step; and = the amount above the stop loss if above (used total allocation in

iterations 1 & 2)

This part of the formula RE-distributes SSI within the sector but only draws from amounts that are above the

stop loss to ensure no school is under the stop-loss percentage. This is the formula used for iteration 3, the

final iteration. This is in the CC summary tab of the spreadsheet

Questions?

Contact

Penelope Parmer

[email protected]

State Share of Instructio n

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