Statistical Data Collection

(1) Annually by October 15 or the next business day if October 15 is a state holiday or weekend day, all authorized institutions shall provide student-level statistical data on a Commission data form that will allow Commission staff to calculate the following statistical information by institution and program: (a) The enrollment count; AUTHORIZATION AND REGULATION OF REGULARLY AUTHORIZED CHAPTER 1540-01-02 POSTSECONDARY EDUCATIONAL INSTITUTIONS (b) Demographic statistics; (c) Withdrawal rates; (d) Completion rates; (e) Number of credentials awarded; (f) Categories of credentials awarded; (g) Placement rates; (h) In-field placement rates; and (i) Average time to completion. (2) THEC shall publish the results of its calculations on its website except that withdrawal, completion, placement, and in-field placement rates shall not be reported for programs with ten (10) or fewer students. (3) Data shall include all students enrolled at the institution between the twelve (12) months beginning July 1 and ending June 30 of the year prior to the report. (4) Data form: (a) Commission staff will provide institutions either a blank data form or a spreadsheet that is prepopulated with continuing student data. (b) At a minimum, the data form shall include: 1. Student’s first name, middle initial, and last name; 2. Student’s social security number or unique student identification number; 3. Demographic information, such as race, gender, and date of birth; 4. Program name; 5. Program code; 6. Date started; 7. Date completed or date withdrawn; and 8. Placed or placed in-field along with employer contact information. (5) All authorized institutions shall maintain in the student’s file evidence of placement sufficient for Commission staff to verify placement. Depending on the field, sufficient evidence includes a written record of an employee of the institution, correspondence from the student, or evidence from a social media site or post indicating that the student is working independently. (6) If annual average institutional or individual program withdrawal rates exceed twenty-five percent (25%) or if annual average institutional or individual program in-field placement rates are less than seventy percent (70%), institutions shall explain the circumstances contributing AUTHORIZATION AND REGULATION OF REGULARLY AUTHORIZED CHAPTER 1540-01-02 POSTSECONDARY EDUCATIONAL INSTITUTIONS to these rates, demonstrate how these rates are not an indicator of poor instructional value and administrative capability, and describe what actions the institution will take to lower the withdrawal rates and/or increase the in-field placement rates. Additionally, Commission staff may compare an institution’s rates to the state average for that type of institution and/or program. Institution types are unaccredited, accredited non-degree granting, and accredited degree granting; program type is based on CIP codes and length. When an institution-level or program-level rate fails to meet the state average for two (2) consecutive years Commission staff may recommend to the Executive Director that adverse action be taken against the institution.