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2016-17 T1/T2 Survey Collection Information

by MarinaMoschos 14. April 2016 15:04

Dear Report Coordinators,

 

SCHEV Research implemented some reporting changes to the upcoming 2016-17 Tuition and Fee survey (T1/T2).  Please read below about the specific changes.  If you are not the person who fills out this survey, forward this e-mail to the person at your institution who does so they have the most up-to-date information about changes to the reporting policy and a brief overview of the filling-out of the T1/T2.  More detailed instructions about the submission process are available on the survey.

 

New Collection period: 

The T1/T2 survey will open this Friday, April 15, 2016 and closes COB Friday, May 20, 2016

 

Reporting Policy Issue: 

In 2014 the Joint Legislative Audit and Review Commission (JLARC) made recommendations to create a standard process to calculate and publish Mandatory Non-Educational & General fees (Non-E&G fees) for comparison purposes across institutions.   These recommendations were approved by the Governor and General Assembly during the 2015 General Assembly Session.  As a result of these recommendations, a work-group of financial administrators convened to define and make the mandatory non-E&G fees more comparable across the state by the following:

 ·         Use the Commonwealth’s existing Auxiliary Enterprise or Unique Military Activity program codes (see attached) that are currently in use by the public institutions to summarize each institution’s mandatory non-E&G fees, and

·         Report separately the portion of each mandatory non-E&G fee which supports debt service

 

To accommodate these recommendations, SCHEV is using the existing T1/T2 to allow the public institutions to do the following:

·         Continue to enter individual mandatory non-E&G fees unique to their institution,

·         Assign the appropriate program code to each individual mandatory non-E&G fee,

·         Include the fee amount for debt service in the mandatory non-E&G fee amount for each fee (if applicable), and

·         Report separately the fee amount for debt service that is included in the mandatory non-E&G  fee (if applicable)


Brief Overview of Submission Process:

For this year’s submission only, public institutions will complete the T1/T2 in five steps.   The private institutions will complete the T1/T2 in four steps (i.e. the same as the previous years).  However, the private institutions should continue to read this e-mail because the changes in reporting policy discussed above will impact how the private institutions fill out the Mandatory Fee section of the 2016-17 T1/T2.

 

 Step 1:  2015-16 Mandatory Non-E&G Fee Update (Public Institutions only)

When institutional users from the public institutions first log into the T1/T2 homepage to fill out the 2016-17 T1/T2, they will see a link called – “2015-16 Mandatory Non-E&G Fee Update Page”.    This link directs them to a page listing the mandatory non-E&G fees (i.e. fee amounts entered in the Auxiliary Enterprise Funds and/or Local Funds fields) reported and locked by their institution under the Mandatory Fee section of the 2015-16 T1/T2 (last year’s survey) for every active student level type.  In addition, the page also displays - Update Debt Service Fee, and Assign Mandatory Non-E&G Fee Program Code fields.

 

On this page, users will be required to do the following so the 2015-16 and 2016-17 mandatory non-E&G fees are updated or submitted the same way for comparison purposes:

 ·         *Update fee amount reported in either the Auxiliary Enterprise Funds and/or Local Fund fields with the fee amount for debt service (if applicable).  This action should only occur if the fee amount for debt service was reported as a lump sum or individual fee for a student level type on last year’s survey,

·         Report fee amount for debt service in the Update Debt Service Fee field (if applicable), and

·        Assign mandatory non-E&G fee Program Code to the individual mandatory non-E&G fee from the Mandatory Non-E&G Program Code drop down box 

 

*Note:   If your institution already included the fee amount for debt service in the mandatory non-E&G fee during last year's submission, then only enter the fee amount for debt service in the Update Debt Fee Service field.     

 

Once the user makes the necessary changes, they should press the “Update” button (at the bottom of the page).  If there are no errors, the user will be directed to a page to review their submission, and if the information looks correct, they should press the “Confirm” link and both the 2015-16 and 2016-17 T1/T2 fee tables will be updated with the new information.   

 

Important Information:

 ·         If the update is successful, the user will be directed back to the T1/T2 homepage where they will see two links:

 

o   2016-017 Tuition and Fee section Survey: Update, Review and Lock Tuition and Fee Portions of the Survey

 

o   2015-16 Mandatory Non-E&G Fee Revision Page:  This page allows the user to go back to the 2015-16 mandatory non-E&G fee page and make revisions to the information that was just updated.  Any revisions will only impact the 2015-16 mandatory non-E&G fees.  If a user needs to update the 2016-17 mandatory non-E&G fee information, they will need to edit the fee entry from the 2016-17 fee/meal plan page under the Mandatory Fee section.   After the user locks the 2016-17 fee/meal plan section of the survey the “2015-16 Mandatory Non-E&G Fee Revision Page” link will be removed from the homepage.

 

Step 2:  Update and Review the 2016-17 tuition information for each student level type.

 

Step 3:  Update and Review the 2016-17 fee/meal plan information for each student level type.

 

Mandatory Fee Section:

The first section on the fee/meal plan page lists the Mandatory Fees – E&G fees and Non-E&G fees (e.g. Auxiliary Enterprise Funds or Local Funds fields), that were locked last year and/or updated this year for each student level type (e.g. Full-time, Regular Session, General Undergraduate Per Year).

 

Public Institutions:

For every mandatory non-E&G fees listed, the public institutions will see the updated fee amounts, assigned program code and fee amount for debt service (if applicable) that were entered and confirmed during “Step 1” of the process.    If the mandatory non-E&G fee listed for a student level type is still applicable, update the fee amounts and the program code (if needed) and fee amount for debt service (if applicable or needed).  To add a new mandatory non-E&G fee to an existing student level type, follow the instructions, located on the “add” fee page, or click the 2016-17 T1/T2 instructions link.

 

Private Institutions:

SCHEV Research has assigned a non-E&G fee program code of “Comprehensive Fee (Privates only)” to every mandatory non-E&G fee (e.g. where values were entered in the Auxiliary Enterprise and Local Fund fields) reported by the institution in the Mandatory Fee section of last year’s survey.   Therefore, when the user goes to the Mandatory Fee section on this year’s survey, they will see “Comprehensive Fee (Privates only)” listed under the Mandatory Non-E&G Fee Program Code field.    

 

If the mandatory non-E&G fee listed for a student level type is still applicable to the institution, update the fee amounts if warranted.  To add a new mandatory non-E&G fee to an existing student level type, follow the instructions, located on the “add” fee page, or click the 2016-17 T1/T2 instructions link.

 

Applicable to All (Public and Private) Institutions:

Users adding or editing a mandatory E&G fee (e.g. values entered in the E&G Fund field) in the Mandatory fee section of the survey, should select “E&G Funds | Not Applicable” as the mandatory non-E&G fee program code, under the Mandatory Non-E&G Fee Program Code drop down box on the “add” or “edit” fee pages.

 

Step 4:  Lock both the Tuition and Fees/Meal Plan sections of the T1/T2

 

 Step 5:  Review and Lock the 2016-17 Tuition and Fee Summary page to complete the submission process

 

Important Information:

 ·         On the Tuition and Fee Summary page, SCHEV Research

 

o   Removed the “Regular Session, Full-time, Undergraduate (Per Year) Mandatory Non-Educational and General Fees” display, and

 

o   Added “Regular Session, Full-time, Undergraduate (Per Year) Mandatory Non-Educational and General Fees by Program Code” display

 

 

This is a lot of information so if you have any questions regarding the information above, please do not hesitate to contact your SCHEV Research liaison.

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Categories: Data Collections

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