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Collecting Data from Minnesota Postsecondary Institutions

To carry out legislatively assigned duties, the Minnesota Office of Higher Education collects a variety of data from postsecondary education institutions operating in Minnesota. The Office of Higher Education is an educational authority under 34 C.F.R. § 99.31(a)(3)(iv) and is authorized by State and Federal laws to access education records in order to conduct audits or evaluations of federal or state-supported education programs, including compliance and enforcement activities, under 34 C.F.R § 99.35(a).

The Office of Higher Education acknowledges that all education records collected, received, stored, used, maintained and provided are subject to applicable privacy laws, including the federal Family Education Rights and Privacy Act (FERPA) and the Minnesota Government Data Privacy Act.

In addition, the Office of Higher Education uses data collected by the U.S. Department of Education provided to it by Minnesota postsecondary education institutions through the IPEDS surveys.

Data collected by the Minnesota Office of Higher Education from Minnesota postsecondary institutions
A summary of data collections. This list does not preclude other collections as needed.
Topic Type of Data Level of Collection Due Date How Data are Used Legislative Authority OHE Staff Contact
Cumulative Debt Survey on graduate cumulative debt amount by degree/award level Institution December; annual Report M.S. 136A.121 subd. 18 and M.S. 136A.1701 subd. 11 Nicole Whelan
Degrees and Other Awards Conferred Degrees and other awards conferred during academic year Student Annually in March Graduate Outcomes Tool M.S. 136A.121 subd. 18 and M.S. 136A.1701 subd. 11 Steve Rogness
SLEDS Minnesota P-20 Education Partnership M.S. 127A.70
Enrollment Enrollment and demographic data on all students enrolled each academic term Student Twice each year in March and November Various reports M.S. 136A.121 subd. 18 and M.S. 136A.1701 subd. 11 Steve Rogness
SLEDS Minnesota P-20 Education Partnership M.S. 127A.70
Financial Aid Awarded Survey on amount of financial aid awarded by type of aid Institution December; annual Report M.S. 136A.121 subd. 18 and M.S. 136A.1701 subd. 11 Nicole Whelan
Private Career School License Programs offered; financial and legal documents Institution Annual renewal List of licensed schools and approved programs Minnesota Private Career School Act M.S. 136A.82 to 136A.834 Betsy Talbot
Private Institution Registration Degrees offered; financial and legal documents Institution Annual renewal List of registered institutions and approved degrees Minnesota Private and Out-of-State Public Postsecondary Education Act M.S. 136A.61 to 136A.71 Betsy Talbot
Sexual Assault Data Sexual violence incident and institutional response data Statewide and institution October 1; annual Sexual Assault Data M.S. 135A.15 Meredith Fergus
State Grant Projections Change in MN resident undergraduate enrollment and tuition and fees for most recent year and two year projections Institution October and February; annual State Grant Projections M.S. 136A.121 subd. 19 Meredith Fergus
Study Abroad Health and Safety Study abroad death and hospitalization incident data Institution November 1; annual Study Abroad Health and Safety Report M.S. 5.41 Meredith Fergus
In addition the Office collects data on applicants or recipients of Minnesota-funded student financial aid programs in order to administer and report on the programs.
State Grant DDS Records Student's FAFSA applications along with term enrollment level and State Grant awards Student End of each month Calculate need analysis and State Grant awards to verify accuracy of awards submitted by institutions M.S. 136A.01 Nancy Johnson
State Grant Annual Budget Questionnaire School contact information, term start dates and tuition and fees Institution June; annual Use institution tuition and fee data to calculate state grant awards M.S. 136A.01 Nancy Johnson
State Work Study End of Year Report Student's awarded State Work Study, hours worked, hourly salary, total wages earned Student August; annual Report institution's use of State Work Study funds and report data about recipients M.S. 136A.233 Brenda Larter
Postsecondary Child Care Grant End of Year Report Student's awarded Child Care Grant, total income, household size, number of children receiving child care, child care costs, Child Care award amounts Student August; annual Report institution's use of child care grant funds and report data about recipients M.S. 136A.125 Brenda Larter
Tuition Reciprocity Term Enrollment Grade level, program level, term credits, term tuition charges for institutions participating in this program Institution and Student December 31, May 31, August 31 at close of term Tuition reciprocity recipients and report interstate payments with North Dakota and Wisconsin M.S. 136A.08 Jodi Rouland
Financial aid applicant data Varies based on aid requirements from online applications Student At time of application Administer financial aid and report program data M.S. 136A.01 various staff

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