TITLE 5 POST-SECONDARY EDUCATION
CHAPTER 6 POST-SECONDARY
ENROLLMENT AND DATA REPORTING
PART 2 DATA
REPORTING
5.6.2.1 ISSUING
AGENCY: State of New Mexico Higher Education
Department
[5.6.2.1
NMAC - Rp, 5.6.2.1 NMAC, 7/24/2018]
5.6.2.2 SCOPE: All public post-secondary educational
institutions operating within and receiving financial support from the state of
New Mexico.
[5.6.2.2
NMAC- Rp, 5.6.2.2 NMAC, 7/24/2018]
5.6.2.3 STATUTORY
AUTHORITY:
Section 9-25-8 NMSA 1978, Section 21-2-5 NMSA 1978 and Section 21-2-7 NMSA
1978.
[5.6.2.3
NMAC- Rp, 5.6.2.3 NMAC, 7/24/2018]
5.6.2.4 DURATION: Permanent.
[5.6.2.4
NMAC- Rp, 5.6.2.4 NMAC, 7/24/2018]
5.6.2.5 EFFECTIVE
DATE: July, 24 2018, unless a later date is cited
at the end of a section.
[5.6.2.5
NMAC- Rp, 5.6.2.5 NMAC, 7/24/2018]
5.6.2.6 OBJECTIVE:
To establish data
reporting requirements and procedures for public post-secondary institutions
operating within and receiving financial support from the state of New Mexico
report data to the New Mexico higher education department.
[5.6.2.6
NMAC- Rp, 5.6.2.6 NMAC, 7/24/2018]
5.6.2.7 DEFINITIONS:
A. “Department” means the New Mexico
higher education department.
B. “Campus” means any physical location of
the institution.
C. “Institution” means a public
post-secondary institution operating within and receiving financial support
from the state of New Mexico.
[5.6.2.7
NMAC- Rp, 5.6.2.7 NMAC, 7/24/2018]
5.6.2.8 GENERAL
REQUIREMENTS:
A. The department
shall maintain the electronic data and editing reporting (eDEAR)
system to collect data from institutions.
The department shall maintain a reporting manual to assist institutions
in utilizing the eDEAR reporting system. The eDEAR reporting
manual shall be updated and maintained by the department and include data
reporting requirements and eDEAR user guidance. The department shall make the most current
version of the eDEAR reporting manual available to
institutions on the department website.
Any changes to the eDEAR reporting manual
shall be made available to institutions at least 30 days prior to reporting
deadlines.
B. Institutions
shall comply with all data reporting requirements set by the department in the eDEAR reporting manual.
Data submitted by institutions may be used by the department to develop
reports and to conduct statewide planning.
C. Any tribal
college or tribal university that has executed a memorandum of understanding
with the department expressing its intent to implement the common course
numbering system pursuant to 5.55.5 NMAC, the statewide general education
curriculum pursuant to 5.55.6 NMAC, or the statewide meta-majors and transfer
modules pursuant to 5.55.7 NMAC, shall be considered an institution as defined
in 5.6.2.7 NMAC.
[5.6.2.8
NMAC- Rp, 5.6.2.8 NMAC, 7/24/2018]
5.6.2.9 DATA
REPORTING SUBMISSION SCHEDULE: The department shall set and publish reporting deadlines
for data submission within the eDEAR reporting
manual. An institution shall report
required data to the department pursuant to the reporting deadlines set and
published by the department.
[5.6.2.9
NMAC- Rp, 5.6.2.9 NMAC, 7/24/2018]
5.6.2.10 DATA
REPORTING VERIFICATION:
A. An on-site data
verification visit may be scheduled at any campus location of an
institution. During its on-site data
verification visit, the department may seek to verify any data reported by the
institution and determine the institution’s compliance with data reporting
requirements set by the department in the eDEAR
reporting Manual.
B. The on-site data
verification campus visit will be conducted to complete the following:
(1) clarify department data requirements, definitions, and
procedures with campus personnel;
(2) evaluate
campus compliance with department data submission requirements and policies;
(3) identify data reporting problem areas for the campus through
evaluation of campus compliance with department data requirements; and
(4) solicit institutional assistance in refining department data
elements, submission procedures, and data use.
C. Prior to an
on-site data verification campus visit, the department shall issue notice to
the institution of its intent to conduct a visit no less than 60 days prior to
the visit. The department shall
coordinate the visit with the institution and provide data to be used by the
department during the verification process.
The department shall conduct meetings with institutional administration
at the beginning and end of the verification visit to discuss objectives,
procedures, time frame and follow-up. A
preliminary and final report of the visit shall be shared with the institution
for review and comment. In its report,
the department shall offer suggested remedies to cure any deficiencies
discovered through the verification process.
[5.6.2.10
NMAC- N, 7/24/2018]
History OF 5.6.2 NMAC:
Pre-NMAC History:
The
material in this part was derived from that previously filed with the State
Records Center and Archives under:
BEF
Rule 610, Enrollment Reporting, 2/27/85.
5
NMAC 6.2, filed 12/31/1998 was renumbered 5.6.2 NMAC, effective 7/31/05.
5.6.2 NMAC - Enrollment Reporting, filed 12/31/1998
was repealed and replaced by 5.6.2 NMAC - Data Reporting, effective 7/24/2018.
5.6.2 NMAC - Data Reporting was derived from
portions of repealed rules 5.6.2, 5.6.3 & 5.6.4 NMAC, effective 7/24/2018.
History
of Repealed Material:
5.6.2 NMAC - Enrollment Reporting, filed 12/31/1998
was repealed and replaced by 5.6.2 NMAC - Data Reporting, effective 7/24/2018.