State Share of Instruction
UNIVERSITIES
FY 2014
May 2013
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:




 Major Players:
Degrees



At-Risk Component
Course Completions



At-Risk Component
Set-Asides




Doc
Med
Earmarks


POM
Access Challenge


End of Term processes
CN File
SN File
CI File
DC File
FF File
FX File
CX File
University Main Campus SSI Distributions
2013
Course Completions
2014
2015*
~58.0%
28.0%
30.0%
20.0%
50.0%
50.0%
Medical Set-Asides
8.6%
8.6%
7.9%
Doctoral Set-Asides
12.9%
12.9%
11.8%
Earmarks
< 1%
< 1%
< 1%
Stop-Loss
96% Stop-Loss
NO Stop-Loss
NO Stop-Loss
Degrees
NOTE: In FY15 the allocations and distribution formula for university main and
regional campuses are combined, and the apparent percentage differences in the
Set-Asides are a reflection of that increased overall allocation. The allocation is
combined in FY14 as well (with an earmark for the regional campuses) but this
distribution shows the results separately because the formulas are still different.
University Regional Campus SSI Distributions
2013
Course Completions
2014
2015*
89.0%
100.0%
30.0%
Degrees
0.0%
0.0%
50.0%
Medical Set-Asides
0.0%
0.0%
7.9%
Doctoral Set-Asides
0.0%
0.0%
11.8%
Earmarks
11.0%
0.0%
< 1%
Stop-Loss
96% Stop-Loss
NO Stop-Loss
NO Stop-Loss
NOTE: In FY15 the allocations and the distribution formula
for university main and regional campuses are combined.
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
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)
 Subsidy Process/Success Challenge/Resource
Analysis
 Mobility Tracking Query
 Restricted Queries (choose from several restricted queries)
 HEI Secure File Transfer
Subsidy Process/Success
Challenge/Resource Analysis
 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 Type
 Success 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
Subsidy Process/Success
Challenge/Resource Analysis
 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 Type
 Success Challenge Query
 Resource Analysis Query
 Resource Analysis Cost Allocation reports
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
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

The Steps shown in these reports & processes are the steps outlined
in the documents available here
Subsidy Process/Success
Challenge/Resource Analysis
 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 Type
 Success Challenge Query
 Resource Analysis Query
 Resource Analysis Cost Allocation reports
Selection of Degree for SSI
 DC Records by Level (Step 1)
 SSI Degree Sets by Level (Step 2)

Shows degrees & students by degree level
 Excluded SSI Degree Sets (Steps 3 - 5)



Associate degrees earned on branches
Doctoral de-funded by Review Process
Multiple Degrees same student & level

Most costly is chosen for inclusion
 At Risk Degree Sets by Level (Step 6)

All & at-risk degree sets by level
 SSI Degree Sets Summary (Step 7)

Total Number & At-risk by Level & Subject
Subsidy Process/Success
Challenge/Resource Analysis
 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 Type
 Success Challenge Query
 Resource Analysis Query
 Resource Analysis Cost Allocation reports
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
Reimbursement Cost for Completed FTE
N1622 * VLOOKUP($F1622, 'Model Cost'!$A$2:$I$27, 8, FALSE)
3 Year
Average FTE
by campus &
model
What to search for
(e.g. Model BES 4)
Table or array 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
Calculate SSI for Completed FTE for a model
$X$5764
*(
Total allocation
for that component
T1622
/
Reimbursement cost
at the given school in
the given model (see
previous slide)
($T$5764 + U$5764 )
Total sector
reimbursement
cost of
completed FTE
Total sector
reimbursement
cost of at-risk
FTE
This (t3552/($T$5764 + U$5764 ) )gives the share of
reimbursement cost attributable to a given model at a
given school
This ensures that the total amount allocated to completed FTE
is distributed equitably based on the college’s share of the
total sector reimbursement cost for that component
This is in the subject level tab of the spreadsheet
Calculate SSI for Completed FTE for the school
SUM( IF ('subject level'!$C$6:$C$5760=$A10,
‘ subject level'!$W$6:$W$5760))
If the
Condition: The cell in
condition is column C for the given row
true then in the subject level tab must
Sum
match cell A10 in this tab
Values to be summed (Values in
column W will be included IFF
column C in that row in the subject
level tab matches cell A10 in this tab)
This sums by campus all of the SSI calculated by campus and
model in the previous formula
This is in the UM & UB summary tab of the spreadsheet
At-Risk Add-On for Course Completion FTE
 2 Factors:
 Financially at-risk
 Academically at-risk
 At-Risk Rate:


Percentage of Completed
FTE associated with at-risk
students
By campus & model
 At-Risk Weight:
 Percentage of Completed FTE
associated with at-risk
students
 By model – statewide (UM &
UB only)
 At-Risk Index:
 Campus specific
 Measure of how at-risk the
campus’s population is
The At-Risk rate, weight, and index exclude Med and other grad (level D, M, or P) FTE
& apply only to UM and UB campuses
At-Risk Rate
SUM(IF
(('enroll at risk'!$C$6:$C$479 =
If the condition is
true then Sum
Array or table to search in
the other worksheet (enroll at
risk)
('enroll at risk'!$Y$6:$Y$479=F1622),
Array or table to search
in the other worksheet
(enroll at risk)
Value to
search for
(model)
C1622)
Value to search
for (campus
code)
*
And
'enroll at risk'!$Z$6:$Z$479
Values to be summed IFF the
conditions are met
(Percentage of completed FTE
associated with at-risk students
by institution & model)
This is in the subject level tab of the spreadsheet
At-Risk Weight
SUM( IF ('enroll at risk'!$X$487:$X$499=F1622,
'enroll at risk'!$Z$487:$Z$499))
If the
condition
is true
then Sum
Condition: The cell in
column X for the given row
in the enroll at risk tab
must match cell F1622 in
this tab (model)
Values to be summed
(Percentage of Completed FTE
associated with at-risk students,
by model but statewide (UM &
UB only)
This is similar to the rate, but is statewide by model, not by
institution and model. This shows, overall, the likelihood of
FTE completion by at-risk students compared to the likelihood
of FTE completion by students not at-risk
This is in the subject level tab of the spreadsheet
At-Risk Index
SUM( IF ('enroll at risk'!$W$502:$W$539=C1622,
'enroll at risk'!$AH$502:$AH$539))
If the
condition
is true
then Sum
Condition: The cell in
column W for the given row
in the enroll at risk tab must
match cell C1622 in this tab
(campus code)
Values to be summed (Weights for
each at-risk category combined with
number of at-risk students in that
category)
This is a reflection of the magnitude of the at-risk student
population on a given campus, taking into account the number
of at-risk students in each category and the level of risk
associated with that category. It is campus specific.
This is in the subject level tab of the spreadsheet
At-Risk Add-on FTE
O1622
*
At-risk Rate
(by campus &
model) –
P1622
At-Risk weight
(by model)
*
Q1622
*
N1622
At-Risk Index
(by campus)
3-year average
completed FTE
This add-on is then used in the calculation of the reimbursement
cost for at-risk FTE. Then the reimbursement cost and SSI are
calculated in the same way as for completed FTE. At-risk FTE
only include completed FTE.
This is in the subject level tab of the spreadsheet
Degrees
 Resident v. Non-resident
 Non-resident weighted at 0.25 in 2014
 At-risk v. not at-risk Degrees
 4 Factors for at-risk
Academic
 Financial
 Age
 Minority Status


16 categories
Non-resident degrees
(SUM(G4:I4)/3) *
3- year average of
nonresident
degrees
IF(B4="03",0.25, IF(B4="05",
If degree level = 03
then multiply by
0.25, else
If degree level = 05
then multiply by
0.25, else
0.25,
1)
Multiply by 1 (if
degree level is not
03 or 05)
This weights out-of -state undergraduate degrees at 25% but does
not modify out-of-state graduate degrees. This is a placeholder
until OBR has data to determine whether students remain in
Ohio after graduation.
This is in the sl degrees tab of the spreadsheet
At-Risk for Degrees
 Campus Index for Degrees:
 Campus specific
 Measure of magnitude of campus’s at-risk populations
 Range from 1.06 to 2.17
 At-Risk Weight for Degrees:
 Difference between graduation rates of at-risk and not
at risk students
 Statewide (UM & UB only), all subjects, all at-risk
categories
 0.391
The At-Risk weight and index exclude Med and other grad (level D, M, or P) FTE &
apply only to UM and UB campuses
Campus Index for Degrees
HLOOKUP
Looks in top row
of table or array
rather than 1st
column
(A4,
'degree index'!$B$60:$O$79, 20,
What to
search for
(e.g. Campus
code)
Table or array to
search in the other
worksheet (degree
index)
Column with the
desired values
(Campus index
in 20th row of
array)
FALSE
Look for
exact
matches
only
This intends to be reflective of how at-risk (of not earning a
degree) a campus’s population is
This is in the SL degrees tab of the spreadsheet
Degree Cost
 Cost of Degrees is based on cost of courses taken
 Courses are assigned a model cost as discussed
 All costs are based on the STATEWIDE average
 Total cost of courses taken by all students earning that degree
in the 3 previous years are summed and averaged

Students who have earned a small number of credits in the USO
are excluded form this calcualtion
 STEM Weights are added where appropriate
“Reimbursement Cost” for Degrees
 Cost of Degrees * 3 year average of # of grads per
campus/degree level/subject combination
 Non-resident degrees were already weighted by 0.25
when the average was calculated
 At Risk Degrees are also multiplied by
 Campus Index for Degrees
 At-Risk Weight for Degrees
Calculate SSI for Degrees
$X$2
Total
allocation
for that
component
*(
V4
/
“Reimbursement cost” at the
given school for the given level,
subject… (see previous slide)
$Y$1042)
Total sector
“reimbursement cost” for
all eligible degrees
This ensures that the total amount allocated to degrees is
distributed equitably based on the college’s share of the total
sector “reimbursement cost” for degrees
This is in the SL Degrees tab of the spreadsheet
Doc Set-Aside
 Specific percentage of overall allocation
 3 Components
 Historic FTE (FY 14 -- 62.5%)


85% rule: as long as at or above 85% of base, get set percentage
Research (FY 14 -- 12.5%)
HHS funding weighted at 50%
 Based on share of total research dollars


Degrees (FY 14 -- 25%)

Based on share of total PhD degree cost
Med 2-Aside
 Specific percentage of overall allocation
 3 Year Average of Medical Enrollments
 FTE based on enrollments by term not credit hours
For semester calendars each enrollment = 1/2 FTE
 For quarter calendars each enrollment = 1/3 FTE


Plan to treat Summer 2012 as a semester for all schools for
Med 2
Major Changes in FY 15
 Main and Regional Campus funding merged

All UM and UB campuses will use same formula (similar to UM
formula for FY 14)
 Degrees




Associate’s Degrees at all UM and UB campuses are eligible for
funding
Proportional or Fractional Degree Credits are introduced
Individual at-risk weights for degree completion are used
Out-of state degree costs are weighted at 0.5 for undergraduate
degrees if the graduate remains in Ohio
 Doc Set-Aside

55% enrollment, 30% degrees, 15% research
Major Changes for Degrees in FY 15
 Proportional or Fractional Degree Credits are
introduced


Degree costs divided amongst institutions based on courses
taken at each institution
“Bonus” to degree granting institution if total degree costs are
less than statewide average cost for that degree


Typically when there are transfer in credits from outside the USO,
exam based credits …
Degree selection will need to be done at OBR
Major Changes for Degrees inFY 15
 Individual at-risk weights for degree completion are
used

Based on graduation rate of a particular category of at-risk
students compared to the graduation rate of students with no
risk factors, leading to 15 individual at-risk weights.
 Out-of state degree costs for undergraduate degrees
 Weighted at 0.5 IFF the graduate remains in Ohio


Must be employed or enrolled in a USO school
Will use a rate so as not to delay funding of these degrees