SMART Support Guide for COE Annual Report 2025
Creation date: 10/27/2025 2:38 PM
Updated: 11/6/2025 7:40 AM
General Details
OnlineSMART generates data for the following sections required for COE reporting:
- FTE Calculation Worksheet
- Record of Allowable Subtractions
- Completion Placement and Licensure
Location: Reports (Standard) > Annual > COE > 2025
Reporting Deadline: December 15th, 2025
IMPORTANT NOTES:
In order to ensure accurate results in your school's COE Reports, be sure to verify that student’s scheduled hours are input correctly.
Additionally, this report reflects Alumni information such as Actual Grad Dates, Pass Place Codes, and Graduate Status Codes.
If the information generated in your 2025 COE Annual Reports does not seem accurate, please verify that the above information is entered for all students that are being reported on.
Please make sure all CIP codes are entered for each qualifying course under the Administration > Course section.
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 for each line item:
| 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 2024 through June 2025 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 2024 through June 2025 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 7/1/2024-6/30/2025 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.
| 2024 FTE Calculation Worksheet – Step 3 | ||||
| Report Period: 7/1/2024 – 6/30/2025 | ||||
| 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 |
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