Added March 31, 2009

What is an unqualified audit?

This is the auditor's opinion of a financial statement, given without any reservations. Such an opinion basically states that the auditor feels the company followed all accounting rules appropriately and that the financial reports are an accurate representation of the company's financial condition. opposite of qualified opinion.

Added March 23, 2009

Some of the buttons do not show up properly after I upgraded to Internet Explorer 8. How do I resolve this?

Click on the conversion button to the right of the address bar. This will allow you to view the site properly with Internet Explorer 8.

Added March 17, 2009

I'm trying to submit the financial data for the HLC Annual Inst. Update. The form allowed me to enter the first section of data (Primary reserve ratio calculation) but not the remaining two sections (equity ratio calculation and net income ratio calculation). What do I need to do?

Return to the data entry window where the Primary Reserve shows up initially. In the upper right hand part of the box click on the Equity tab and enter the data. Then repeat for the Net Income tab.

Added March 6, 2009

While completing the section on “certificates and degrees awarded”, I noticed that the total listed for the previous year’s certificates total is listed as “0”. Why aren't my previous year's numbers showing up?
Last year certificates were reported in three categories; pre-associate, other, and post-baccalaureate. This year we are asking for the total number of certificates (offered as well as awarded). Therefore, the new field does not match data from last year's format. To avoid confusion, we have opted to display zeros in place of last year's data. However, that data is still available and will be referenced by the Commission when applicable.

In the Student Headcount by Category section how are you using the term "post-baccalaureate?"
"Post-baccalaureate" includes any degree or certificate level above the bachelor's.

Should certifications and endorsements be counted as certificates?
Count certifications and endorsements as certificates only if these program culminate in the awarding of some kind of academic certificate or diploma BY YOUR INSTITUTION. If, however, at the end of the program, there is no academic credential awarded by your institution -- only the opportunity to obtain state licensure or certification -- then these should not be counted as certificates.

In the Student Headcount by Level section, I'm not sure what you mean by reporting "numbers as of your institution's IPEDS for 2008-2009 Reporting Date." Should I report the Fall 2008 (point in time) numbers that were reported to IPEDS -- or should I report annual totals?
We are asking for the same kind of reporting as we did last year and the years before that. Report the Fall 2008 IPEDS numbers. The reference to 2008-2009 was only meant to include those institutions that don't have their final IPEDS numbers until Spring 2009.

Does “certificate-seeking” include “certification-seeking?”
"Certificate-seeking" includes "certification-seeking" only if the certification program culminates in the awarding of some kind of academic certificate or diploma BY YOUR INSTITUTION.

Added March 3, 2009

For this fiscal year, our auditors told us we needed to reclassify our PELL funds from operating revenue to non-operating revenue (per GASB language); do I need to restate the 2007 column (or any of the other years for that matter) or just start it with the 2008?

Any accounting change should be reflected beginning in the year the institution implements it and then carried forward.

What is an intangible asset?
An intangible asset is an asset without physical characteristics. A typical example is “goodwill”

What is an unsecured related-party receivable?
Its typically a loan given to the institution by an owner or a member of the board that is unsecured.

What if I can’t find our audit? Can I enter zeros?
Technically, yes, you can. However, the consequences of entering zeros are that your institution may be flagged during the annual review of financial indicators as having potential financial issues and the Commission will be following up with your CFO and President.

Original FAQs

Is the total count of certificates to include both credit and non-credit certificates awarded?
Yes, you should include both credit and non-credit certificates in the total count.

Who else should I plan to talk to to gather the information I need?
You will need to talk with several people on your campus, particularly the person who submits your IPEDS Data and Title IV requests, mostly likely in Institutional Research and Financial Aid offices.

We will have a new CEO on July 1. Should I enter the old or the new CEO in the Contact Information section?
Enter the person who is currently in that position and send an email to Lil Nakutis (lnakutis@hlcommission.org) with information on the anticipated change.

What if we do not currently have a CAO? Can we enter “vacant?”
Please enter the Acting or Interim person for that position.

To find out in which national organizations we participate, who would I ask?
You should ask the president and their staff. You can also go to the association websites and check their membership lists

You’ve told us to use the Federal definition of distance education in the Federal Compliance section yet use the Commission definition of distance education in the Distance Education section. Why can’t there be one definition?
As we’ve stated, the requirement to report on Student Authentication for Distance Education was added in 2008 when the Higher Education Act was re-authorized. Since its a federal mandate, its based on federal guidelines. We’ve retained the Commission definition for Distance Education section as it currently supports our change process and assures that our data stays consistent with what was collected last year. We are considering whether or not we need to change our definition but chose not to do so this year. Making that kind of change will have a significant impact on the reporting requirements for every institution so its something that needs to planned and implemented carefully.

Should we include both degree-seeking and non-degree-seeking credit students in the Student Headcount by Level section?
Yes.

What do you mean by “IPEDS reporting date?”
Use the day in which your institution compiles the figures for IPEDS. This is usually the tenth day of class (Fall semester). A small number of institutions do not have final IPEDS numbers until Spring (around mid-April). We will work with those institutions to make sure that they are able to submit accurate data.

Why do we have to duplicate numbers that were already submitted to IPEDS? Why can’t the Commission simply get those numbers from IPEDS?
The data that is publicly available from IPEDS is not the current year's data, which is what we are collecting in AIDU. Additionally, even if it was, extracting data from IPEDS is not a simple matter and cannot be done globally which means there would be additional costs associated with doing so. Since we are using IPEDS data, there is no additional effort required on your part to calculate different numbers for us.

Our institution has some special students that don’t quite fit into any of the given definitions. They are taking courses that are credit courses but these students are not enrolled in any kind of program. Your definition does include the option of being enrolled in courses creditable toward an associate’s or bachelor’s degree, etc. Does this cover them? Should they be counted in the undergraduate headcount even if they are not actually enrolled?
If it is possible to count these “students-at-large” then they should be included in the undergraduate headcount. However, it is understood that not all institutions may be able to capture these students even though they have them on campus, and .they may not have been counted in the numbers reported on IPEDS.

What do you mean by “non-credit” headcount? We do not report this to IPEDS.
This includes students that are enrolled EXCLUSIVELY in non-credit courses, seminars, or CEU’s. or are auditing courses. GED students also fall into this category. The Commission is interested in knowing the scope of non-credit activity in the institution. NOTE: The number entered into the Non-Credit Students field will NOT be included in the overall student headcount for dues calculation or other purposes.

How do I count non-credit students? Point in time? A full semester?
Generally, you may use a “point in time” count. However, if there is a series of short courses you should count the entire (Fall) semester. Again, please note that the number entered into the Non-Credit Students field will NOT be included in the overall student headcount for dues calculation or other purposes.

Should both full-time and part-time students be included in the Student Headcount by Category section?
Yes.

Does “certificate-seeking” include “certification-seeking?”
"Certificate-seeking" includes "certification-seeking" only if the certification program culminates in the awarding of some kind of academic certificate or diploma BY YOUR INSTITUTION.

Should dual enrollment students be included in the count of Total Entering Undergraduate Headcount?
No.

What else should I know about determining Total Entering Undergraduate Headcount?
Make sure you are counting only NEW freshmen and NEW transfer students. Do not include those students who left and then came back.

How do we determine if a Certificate is Title IV eligible?
Your financial aid department should be able to help with this determination.

Our institution offers both a BA and a BS in the same major. Should this be counted as one or two degree programs?
Two. Each degree designation is counted as a separate program.

How should an LL.M. degree program be designated?
An LL.M. degree is to be counted as a Master’s degree.

Our institution offers Certificates that are essentially the same as degree minors. A student must be enrolled in a given degree program in order to be able to earn the Certificate as well. Does this kind of Certificate meet your definition of Certificate? Or must the Certificate program be a stand-alone program?
Count only the stand-alone Certificates and not the so-called Certificates of Achievement that are awarded to students minoring in a certain field but would not have been awarded absent successful completion of the major and the degree.

My institution doesn't give certificates. We give out diplomas. What do we report?
The more important question to ask yourself is whether or not you get Title IV for
the diploma programs. If you do, then you should count them as certificates.

In the Certificates and Degrees Awarded section, how are double majors to be counted?
Double majors are to be counted only once.

I don't know how to categorize a location because some courses are online and some are programs. What do I do?
The first question to ask yourself or your financial aid office, is this location being reported to the Federal Government as an additional location? if so, then you should report it as a site in the AIDU.

Is the definition of “site” different this year?
Yes. The definition of “site” has been expanded to include 50% or more of the courses leading to a Title IV eligible certificate. It is no longer limited to 50% or more of a degree program and it does not matter if you have 5 students or 500 students. Your financial aid department should be able to help determine whether or not a certificate program is Title IV eligible.

I used to be able to add sites in AIDU? Why can’t I do it this year?
The policies governing approval of sites changed in 2008. Now, all new sites must be reviewed according to the Commission’s change processes.

The only change was that we moved down the street – everything else is the same.
Even if you’re moving an existing operation down the street, under the 2008 policies, that constitutes creating a new site. What you will need to do is close or make inactive your old site and seek approval for the new site. Note that to assure you are in compliance with federal regulations regarding Title IV, you need to have official Commission approval for the new site before students start receiving Title IV funding.

We have some off-campus locations that offer only continuing education credits. Should these be included in the Off-Campus Activities sections?
No. Include only those locations that offer academic credit.

Should “study abroad” courses by included in the Out-of-US Course Locations section?
No. Do not include study abroad NOR any locations where students are taking courses supervised by another institution.

Where does Interactive TV and Interactive Video fit in?
Because a student must be in a specific physical location at a specific time, an Interactive TV or Interactive Video location is to be reported as an Off-Campus Activity (rather than distance education. ) Whether a given location is reported as a “site” or as a “course location” depends on how much of a program is available there.

We are asked to update the enrollment (headcount) in all the Off-Campus Activities sections. Is this cumulative for the entire year, or one semester, or what?
Student enrollment is for ONE representative term for that given location-- in other words, a “snapshot.” The Commission is interested in the scope of each off-campus location.

We are asked to enter or update the enrollment (headcount) in the Distance Education section. Is this also for one term?
Yes. Student enrollment is for one representative term.

When asked about Dual Enrollment arrangements which culminate in the granting of a degree while the student is still enrolled in High School, does that mean students who have already completed the program?
No. You should select yes if the dual enrollment arrangements can potentially culminate in a student receiving a degree from your institution while simultaneously enrolled in High School.

Our institution has a program that fits the Commission’s definition of “distance program” except that a small portion is offered synchronously instead of asynchronously. Should this be reported as distance education?
Yes.

My institution is a member of a consortia relationship and isn't a corporate partner. Are these supposed to be reported as well?
Yes.

Can I save a partial entry and complete it at a later date?
You may save an entire record at a time. You cannot save partial data for a record.