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.
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 |