julie s. laurel student service federal trio programs u.s. department of education

Draft of New Annual Performance Report (APR)

for Ronald E. McNair Postbaccalaureate Achievement

Program

Julie S. LaurelStudent Service

Federal TRIO ProgramsU.S. Department of Education

What is the purpose of the McNair APR?

To determine compliance with program requirements.

To assess the extent to which projects have met their targets for the program’s objectives (i.e., calculate Prior Experience (PE) points)).

To respond to the Government Performance and Results Act (GPRA).

To respond to the Higher Education Opportunity Act (HEOA) Congressionally-mandated Reports to Congress.

To generate data on the McNair program as a whole for periodic publications.

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Why is the McNair APR undergoing a redesign?

To streamline the data collection process for grantees (i.e., grouping fields based on topic).

To reflect the new standard objectives and other requirements as a result of the 2012 competition (2012-17 grant cycle).

To simplify the PE calculations by: creating a single year file that can be used to calculate PE points at the time a

project submits the APR; and using one field for the numerator and one field for the denominator.

To address Section 402H of HEOA—Congressionally-mandated reports (e.g., comparative analyses on program outcomes).

To review periodically federal efforts to collect information as required by the Paperwork Reduction Act.

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What is the McNair APR Approval Process?

Two Public Comment Periods: 60-Day—March 2013 30-Day—June 2013 OMB approval—September 2013

- Preferred method for submitting comments:» www.regulations.gov

- Other methods for submitting comments: » Please refer to the Federal Register

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http://www.regulations.gov/

TRIO wants your comments! Go to: www.regulations.gov

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What are the new APR reporting requirements?

In order to provide McNair projects their PE points at the time of APR data submission, each year’s APR data file must include all participant records that are required to calculate PE points for that year.

In addition, beginning in reporting period 2012-13, projects must retain participant records for a period of ten (10) years from the time the participants earned their first bachelor’s degree.

The above reporting requirement will allow the Department to establish the cohort for the doctorate degree attainment objective, which will then enable the Department to calculate the objective using the current reporting year APR data.

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Proposed McNair APR Layout

The McNair APR was redesigned so that where possible, fields pertaining to similar and/or related topics were grouped within the same section. As such, the McNair APR contains the following sections:

Section I, Part 1—Project Identification/Characteristics, Certification and Warning Statements

Section I, Part 2—Project Services Section II, Record Structure

• II.A. Project Identifiers (pre-populated)• II.B. Participant’s Personal Information • II.C. Participant’s Demographic Information and Eligibility Status• II.D. Participant’s Project Enrollment Information• II.E. Participant’s Academic and Degree Status• II.F. Participant’s Research and Internships during the Reporting Year• II.G. Participant’s Graduate School Information

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Proposed McNair APR Data Fields—Section I, Part 1

Field # Field Name

Was the field revised or is the field new?

What was the reason(s) for revision/addition?

Is this field used to calculate PE?

A. Project Identification (pre-populated)

1 PR/Award Number No N/A No

2Institutional Sector New Data Analyses No

3 Project Type New N/A No

4 Reporting Period No N/A No

5 Name of Grantee No N/A No

6 IPEDS UnitID Yes Data Analyses No

B. Project Director and Data Entry Person Information (no changes proposed)

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Field # Field Name




C. Project Characteristics

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Institutional or Other Non-Federal Funds New

Provide more robust data related to field #25—Funding Source No

9b

Amount of Institutional or Other Non-Federal Funds New Same as above No

9c GPA Scale RevisedAlign with program-level data No

9dPlan for Increasing STEM Participants Yes Program Analyses No

9e

Evidence based system for evaluating performance Yes Program Analyses No

Proposed McNair APR Data Fields—Section I, Part 1 (cont.)

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Proposed McNair APR Data Fields—Section I, Part 2

Required and Permissible Services

Required Services

Number of participants

receiving service that was

provided by project

Number of participantsreferred to another

service provider Seminars/Workshops ______ ______ Tutoring ______ ______ Academic Counseling ______ ______ Financial aid assistance to graduate school ______ ______ Admission assistance to graduate school ______ ______

Permissible Services

Education/counseling to improve financial and economic literacy

______ ______

Mentoring ______ ______

Exposure to cultural events/academic programs ______ ______

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Proposed McNair APR Data Fields: Section II—Record

StructureField # Field Name




II.A. Project Identifiers (pre-populated)

1 PR/Award Number No N/A No

2 Batch Year No N/A No

II.B. Participant’s Personal Information

3Student’s Social Security Number No

No revision but once verified cannot change No

4Student’s Last Name No


5Student’s First Name No


6Student’s Middle Initial No N/A No

7Student’s Date of Birth No


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II.C. Participant’s Demographic Information and Eligibility Status

8 Gender No N/A No

9Ethnicity—Hispanic No N/A No

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Race—American Indian/Alaskan Native No N/A No

11 Race—Asian No N/A No

12Race—Black or African American No N/A No

13 Race—White No N/A No

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II.C. Participant’s Demographic Information and Eligibility Status

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Race—Native Hawaiian or Other Pacific Islander No N/A No

15Number of Hours Worked Per Week New

Support data analysis on program outcomes for congressionally mandated reports. No

16 Low-income No N/A No

17 First-generation No N/A No

18Under-represented racial/ethnic group No N/A No

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II.D. Participant’s Project Enrollment Information

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First Postsecondary Education Enrollment Date No N/A No

20 Project Entry Date No N/A No

21Grade Level at Project Entry No N/A No

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Participant Status(during academic year being reported) Revised

Addition of option #4 to account for participants who are deceased.

Yes, used to determine the funded number criterion

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II.D. Participant’s Project Enrollment Information

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Enrollment Status(during academic year being reported)

Revised—Options being proposed will align with the field “project participation”.

To more accurately capture the enrollment status of project participants. Data analysis indicates the field has been problematic. No

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Project Participation (during academic year being reported) No N/A No

25 Funding Source No N/A No

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II.E. Participant’s Academic and Degree Status

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Main field of undergraduate study New

Support data analysis on program outcomes for congressionally mandated reports. Assess different outcomes by undergraduate field of study as research shows variation between STEM and non-STEM fields. No

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Cumulative GPA (upon graduation with a bachelor’s degree) No N/A No

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Attendance at Community College New

Support data analysis on program outcomes for congressionally mandated reports. Assess different outcomes for students that started at a community college in comparison to those starting at a four-year institution. No

29Bachelor’s Degree or Equivalent New

To determine the cohort for field #31 No

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Date of Bachelor’s Degree or Equivalent New

To determine the cohort for field #31 No

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Academic (Cohort) Year of Bachelor’s Degree New

Used to determine the denominator for the doctorate degree attainment objective Yes

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II.F. Participant’s Research and Internships during the Academic Year

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Research(2012–13 academic year) No N/A Yes

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Internships(2012–13 academic year) No N/A Yes

II.G. Participant’s Graduate School Information

34Graduate School Admissions Test New

Support data analysis on program outcomes for congressionally mandated reports No

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Number of Graduate School Applications New


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Graduate School Enrollment Status (at the beginning of the 2013–14 academic year) No N/A

Yes, used in determining both the denominator and numerator

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Date of First Graduate School Enrollment New

Used to develop an edit check for the online data collection web application to verify first enrolled in graduate school for PE fields #36 and #41 No

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Institution Attended for First Year Graduate Students New


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Graduate Student’s Main Field of Study

Revised—Select code from Main Field of Study List

More valid and efficient way to collect the data No

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40Graduate Assistantships New


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First-Year Graduate Student Persistence Status (at the beginning of the 2013–14 academic year) New

Used to calculate the graduate school persistence PE objective

Yes, used in determining both the denominator and numerator

42Reason Left Graduate School

Revised—Align with Baccalaureate & Beyond (B&B) database


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Highest Graduate Degree Earned (as of the end of the academic year) Revised

Align with graduate school information

Yes, this field is the numerator for the doctorate degree objective.

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Date Highest Graduate Degree Earned No N/A No

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Institution Where Doctorate was Earned New

Support data analysis on program outcomes No

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Doctorate Student’s Employment Activity New

Support data analysis on program outcomes No

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Which fields have been deleted?2011-12

APR Field # Field Name What was the reason for the deletion?

3 Record UpdateThe new reporting requirements no longer necessitate the need for this field.

18 College Grade Level (at the end of the spring/summer term)

The McNair program serves mostly juniors and seniors (86%); therefore, this field is not necessary.

35 - 39 Services—Conferences, Presentations, Graduate school visits/fairs, Test Preparation, and Teacher Related Experiences

Since these services are not required this information is no longer necessary.

43 Tracking Completed New reporting requirement no longer necessitate the need for this field.

44 Special Circumstances Student outcomes for the purpose of PE are now standardized; therefore, this field is no longer applicable.

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What types of data sources can a project use to complete the APR?

There are various data sources projects can use to determine a participant’s enrollment and degree status, institution where the degree was earned, whether the student transferred from a two-year institution, etc. Below is a list of data sources that projects can tap into:

• National Student Clearinghouse (NSC) • National Student Loan Database (NSLDS)• Survey of Earned Doctorate (SED)• Institution’s Financial Aid Office• Social Media such as Facebook• Alumni Associations

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Ronald E. McNair Postbaccalaureate Achievement Program

Student Record Verification Process

(Tier 1A)

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Goal• To improve transparency in the calculation of prior experience

(PE) points.

• To provide McNair projects with their PE points at the time of the APR online data submission.

Process for Achieving Goal• Projects must retain participant records for a period of ten (10)

years from the time of first bachelor’s degree attainment.

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Student Record Verification Process (Tier 1A)

Tier 1A Process• Based on information submitted by projects in previous

reporting periods, projects will be required to verify the student identifier information—name, date of birth, social security number (if applicable)—for a set of cohorts. These cohorts will be based on the academic year the first bachelor’s degree was attained.

• Once the cohort information has been verified during the Tier 1A process, projects will not be allowed to change the student identifiers nor the cohort as doing so will result in the Department not being able to match records across reporting years.

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Student Record Verification Process (Tier 1A)Projects Continuously Funded

from 2002-03 Through 2012-13

Bachelor’s Degree Cohort

Retain Records Thru APR

Reporting Year

2002-03 2012-13

2003-04 2013-14

2004-05 2014-15

2005-06 2015-16

2006-07 2016-17

2007-08 2017-18

2008-09 2018-19

2009-10 2019-20

2010-11 2020-21

2011-12 2021-22

Projects Continuously Funded from 2003-04 Through 2012-13



Reporting Year

2003-04 2013-14

2004-05 2014-15

2005-06 2015-16

2006-07 2016-17

2007-08 2017-18

2008-09 2018-19

2009-10 2019-20

2010-11 2020-21

2011-12 2021-22

Projects Continuously Funded from 2007-08 Through 2012-13



Reporting Year

2007-08 2017-18

2008-09 2018-19

2009-10 2019-20

2010-11 2020-21

2011-12 2021-22

All projects, including those first funded in 2012-13, will be required to retain the participant records for participants who attained the first bachelor’s degree in the 2012-13 academic year and thereafter.

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Timeline• Student Record Verification process commences June/July 2013.

• 152 previously funded projects will be notified via email to register online. *

• Help Desk will be available to respond to any technical

questions.

• TRIO staff will be available to respond to any questions regarding the data records (e.g., how to address a record that is not on the cohort file).

• Web site will be open for approximately one month.

* Note: The six newly funded projects will not be required to complete the Tier 1A process.

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APR Redesign

Public Comment Period


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Questions and Answers

Julie S. LaurelStudent ServiceFederal TRIO [email protected]

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Contact Information

mailto:[email protected]

julie s. laurel student service federal trio programs u.s. department of education

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