Carol and others,
My understanding is that FERPA applies only to students who enroll at an
institution. One could supply an SSN if the student has never attended.
For example, we are formulating a request to obtain information on students
whom we admitted, but who did not enroll. I believe we can submit SSN's.
We will examine this thoroughly ourselves, but thought I would mention this
to the list serve.
Donald A. Gillespie, Ph.D.
Associate Vice President for Institutional Research
Fordham University
Bronx, NY 10458
Phone: (718) 817-3191
Fax: (718) 817-3203

"Carol Fuller"
11/05/2004 10:10 "Common Data Set"
AM <>;

Please respond to Subject [cds] RE: Graduation Rates &
transfer outs

FERPA does not allow the use of SSN or any other student identification
number for the purpose of tracking students to other institutions in the
Clearinghouse database. Only directory information can be used.
Carol Fuller
Sent: Friday, November 05, 2004 8:32 AM
To: Common Data Set
Subject: [cds] RE: Graduation Rates & transfer outs
Someone correct me if I'm wrong, but anytime I've used the
clearinghouse, I've never sent SSN's they are not required to use
their services. The only identifying information they require is
first, middle and last name as well as DOB and last date of
attendance. There is an optional field where an institution can put
in their own identifying information, and I understand that some
institutions do put SSN in there, but I have not. I usually put in
their program code or their local campus ID. Also I've never had
to pay the 12 cents per student. Maybe because we are submitting
information to them on our students?
I also do think it's valuable to collect information on our
transfers, even if we are not 'in the business' of preparing students
to transfer (we offer both 2 and 4 year degrees, so we do keep
track). I think one reason it's important is in terms of knowing
and understanding where our withdrawing students are transferring to.
We all have to deal with attrition (that ugly word!), and if we have
a significant group of students leaving our institution and enrolling
at another institution for a specific program, that gives us a clue
as to what we might need to think about in future program planning.
Just my humble thoughts...
Jennifer Gray
Director of Institutional Research
208 Knapp Hall
(Embedded image moved to file: pic02695.gif)
From: Carol Fuller []
Sent: Thursday, November 04, 2004 7:23 PM
To: Common Data Set
Subject: [cds] RE: Graduation Rates & transfer outs
There are major FERPA issues in using the Clearinghouse for the
purpose of tracking students who may have transferred to, or
graduated from another institution, if you submit more than
directory information for this purpose (such as SSNs). The
Clearinghouse website has letters from the U.S. Department of
Education that explain this.
Carol Fuller
Sent: Thursday, November 04, 2004 12:08 PM
To: Common Data Set
Subject: [cds] RE: Graduation Rates & transfer outs - 12 cents per student,
which is almost $800 a year for us, will track your
students by SS#. we don't do it, but my boss is often

Susan Cardwell
Midwestern State University
Wichita Falls, TX

Sent: Thursday, November 04, 2004 11:02 AM
To: Common Data Set
Subject: [cds] RE: Graduation Rates & transfer outs
I took the IPEDS definition to mean 2-year schools,
although I may be wrong. I don't know about other
schools, but we do not get good transfer out info
from our students or the NSC, so unfortunately
transfer-outs appear in the attrition numbers along
with drop-outs.
If someone has a way to track and capture this
information, and/or another take on the
instructions of "could count," I'd be interested in
that information as well.
Diane Petruccio, Director
Institutional Research
Ursuline College
Values. Voice. Vision

"You must learn from the mistakes of others. You
can't possibly live long enough to make them all
yourself." (Sam Levinson)

All I really need to know about life I learned from
Noah's Ark:
Sent: Thursday, November 04, 2004 11:54 AM
To: Common Data Set
Subject: [cds] Graduation Rates...
In calculating 4 to 6 year graduation rates
in the past, I have not included transfer-out
students in my headcounts. I have been asked
however to look into whether I should be. In
reviewing the IPEDS GRS definition, it does
mention that the rate could include those who
transfer to other institutions if transfer is
part of the institution's mission, which it
is. So I would like to know if any of you are
including transfers who completed programs of
study at another institution. Thanks.
Phyllis Streeter
Saint Xavier University
Chicago, Illinois