SMART Support Guide for COE Annual Report 2021

Reporting Opens: October 8th, 2021
Reporting Closes: December 8th, 2021

Location: Reports > Report Type: Standard > Annual > COE > 2021

General Details: OnlineSMART generates reports for the required COE Annual Report filing. New for 2021 is COE's web portal to complete your filing digitally.

All reports exclude any student in a course with a CIP code of 0.00

COE Completion Placement and Licensure

SMART provides a COE List of Students report to make verifying your count easier. Run the report, export it to CSV or Excel, and you can follow the instructions below to verify the count of students.

DISPLAY:

Row 5	Beginning Enrollment	Display a count of all students active in the course that this report is being generated for on the first day of the reporting period that have a start date less than the first day of the reporting period. Filter Start Date (Column C) to exclude July 2020 through June 2021 Exclude any student following drop codes from the ‘Academics’ tab: ‘Transfer to another course (Within School)’, ‘Health Reasons’, ‘Permanently Disabled’, ‘Incarcerated’, ‘Deceased’, ‘Active Duty Armed Forces’, ‘Fed Govt Serv Foreign Aid’, ‘Military Transfer; Additionally, exclude any student who has a Drop Date equal to their Start Date
Row 6	New Enrollees	Display a count of all students with a start date in the reporting period for the course this report is being generated for. Filter Start Date (Column C) to only contain July 2020 through June 2021 Exclude any student following drop codes from the ‘Academics’ tab: ‘Transfer to another course (Within School)’, ‘Permanently Disabled’, ‘Incarcerated’, ‘Deceased’, ‘Active Duty Armed Forces’, ‘Fed Govt Serv Foreign Aid’, ‘Military Transfer’. Additionally, exclude any student who has a Drop Date equal to their Start Date
Row 7	Cumulative Enrollment	Calculate and Display the Sum of rows 5 and 6.
Row 8	Students Still Enrolled	Display a count of all students active in the course the report is being generated for on the last day of the reporting period. Filter Student Status (Column D) for only Active
Row 9	Non-Graduate Completers	Calculate and display a count of all students in the reporting period that have the drop code “Employed in field”. Filter Drop Code (Column G) for code J
Row 10	Graduate Completers	Display a count of all students enrolled in the course during the period the report is being generated for that has an actual grad date in the reporting period. Filter Student Status (Column D) for only Graduate
Row 11	Total Completers	Display the sum of Row 9 and 10 here.
Row 12	Non-Graduate Completers Employed in Positions Related to Field of Instruction	Calculate and display a count of all students in the reporting period that have the drop code “Employed in field” (Same as Row 9). Filter Drop Code (Column G) for code J
Row 13	Graduate Completers Employed in Positions Related to Field of Instruction	Display a count of students enrolled in the course the report is being generated for that have an actual grad date in the reporting period and have a Graduate Status code of Employed in Field, Further Education, or Active Military Serv. Filter Student Status (Column D) for only Graduate, then filter GradStatus (Column F) for Employed in Field, Further Education, or Active Military Serv.
Row 14	Total Completers Employed in Positions Related to Field of Instruction	Sum Rows 12 and 13.
Row 15	Graduate Completers Employed in Positions Unrelated to Field of Instruction	Display a count of students enrolled in the course the report is being generated for that have an actual grad date in the reporting period and have a Graduate Status code of B Filter Student Status (d) for only Graduate, then filter GradStatus (Column F) for Employed in Unrelated Field
Row 16	Graduate Completers Waiting To Take Licensure Exam PLUS Graduate Completers Who Are Awaiting Results	Display a count of students enrolled in the course the report is being generated for that have an actual grad date in the reporting period and have a Pass Place code of Work Permit - Not Yet Tested or Graduated - Did Not Appear. Filter Student Status (d) for only Graduate, then filter PassCode (Column H) for Work Permit - Not Yet Tested or Graduated - Did Not Appear.
Row 17	Graduate Completers Who Took Licensure Exam	Display a count of students enrolled in the course the report is being generated for that have an actual grad date in the reporting period and have a Pass Place code with either passed or failed results. Filter Student Status (Column D) for only Graduate, then filter PassCode (Column H) for Failed Practical, Failed Written, Passed State Board/Not Placed, Passed/Other, Passed/Placed In Field, Passed. Placed NON-Related Field, Passed/Placed Related Field, Passed/Refused Placement, or Passed/Unavailable For Placement. (All codes except for Graduated-Did Not Appear or Work Permit – Not Yet Tested)
Row 18	Graduate Completers Who Passed Licensure Exam	Display a count of students enrolled in the course the report is being generated for that have an actual grad date in the reporting period and have a Pass Place code of passing results. Filter Student Status (Column D) for only Graduate, then filter PassCode (Column H) for Passed State Board/Not Placed, Passed/Other, Passed/Placed In Field, Passed. Placed NON-Related Field, Passed/Placed Related Field, Passed/Refused Placement, or Passed/Unavailable For Placement.
Row 19	Graduate Completers Unavailable for Employment	Display a count of students enrolled in the course the report is being generated for that have an actual grad date in the reporting period and have a Graduate Status code of Other Unavailable, Incarcertated, Active Military Serv, Death, Medical, or International Student. Filter Student Status (Column D) for only Graduate, then filter GradStatus (Column F) for Other Unavailable, Incarcertated, Active Military Serv, Death, Medical, or International Student.
Row 20	*Graduate Completers Who Refused Employment	Display a count of students enrolled in the course the report is being generated for that have an actual grad date in the reporting period and have a Pass Place code refusing Employment. Filter Student Status (Column D) for only Graduate, then filter PassCode (Column H) for Passed/Refused Placement.
Row 21	Graduate Completers Seeking Employment/Status Unknown	Display a count of students enrolled in the course the report is being generated for that have an actual grad date in the reporting period and have a Graduate Status code of Unemployed or Unknown. Filter Student Status (Column D) for only Graduate, then filter GradStatus (Column F) Unemployed or Unknown.
Row 22	Withdrawals	Display a count of students enrolled in the course the report is being generated for that have a drop date in the reporting period, if the student also has a subsequent reenroll date during the date range of the report remove from this count. Filter Student Status (Column D) for only Withdrawn
Row 23	Sum of Rows 16, 19, and 20	Calculate and display the sum of Rows 16, 19 and 20
Row 24	Difference – Row 10 Minus Row 23	Calculate and display Row 10 Minus Row 23
Row 25	*Difference – Row 11 Minus Row 23	Calculate and display Row 11 Minus Row 23
Row 26	*Graduation Rate	Calculate and display Row 10 / (Row 7 – Row 8)*100
Row 27	*Total Completion Rate	Calculate and display Row 11 / (Row 7 – Row 8) *100
Row 28	Graduate Placement Rate	Calculate and display (Row 13 / Row 24) *100
Row 29	*Total Placement Rate	Calculate and display (Row 14 / Row 25) *100
Row 30	Licensure Exam Pass Rate	Calculate and display (Row 18 / Row 17) *100

COE FTE Calculation Worksheet

This report pulls all scheduled hours within 7/1/2020-6/30/2021 and then divides that number by 900 to find the FTE (full time equivalent). If needed, the date range can be adjusted at the top of the report.

	2021 FTE Calculation Worksheet – Step 3
	Report Period: XX/XX/XXXX – XX/XX/XXXX
		CONTACT (Clock) HOURS	SEMESTER CREDIT HOURS	QUARTER CREDIT HOURS
1.	Enter total number of hours from STEP 2 in the appropriate column(s). THIS IS THE NUMBER THAT WILL BE ENTERED IN THE SOFTWARE UNDER THE FOLDER LABELED: COMBINED FTE	Calculate and display all scheduled hours in the date range that the report is being ran for.	Leave this blank	Leave this blank
2.	Divide the totals in line 1 above by these numbers.	900	30	45
3.	Enter results.	Take the total scheduled hours from Cell C4 and divide by 900. Display the result here.	Leave this blank	Leave this blank
	GRAND TOTAL FTE (Add numbers reported on line 3 above and enter result here.)	Leave this blank

2021 annual annual report coe cpl

Creation date: 11/10/2021 7:35 AM Updated: 1/30/2023 8:42 AM

Step-by-step guides for utilizing various functions, reports, and data verification in OnlineSMART.