N.J. Admin. Code § 9A:11-6.14

Current through Register Vol. 56, No. 24, December 18, 2024
Section 9A:11-6.14 - Recordkeeping and data collection
(a) Data collection is essential to identifying target populations and developing admissions criteria, as well as designing program services, monitoring student progress, determining the effectiveness of program activities, and documenting outcomes. Each campus EOF program shall have access to state-of-the-art hardware/software capabilities, as well as institutional management information systems and research staff. Additionally, each campus EOF program shall have access to an electronic recordkeeping system with the, ability to integrate EOF student data from institutional offices' including admissions, financial aid, registrar, bursar, academic advisement, and other student support services. Data to support recruitment and admissions shall include, at a minimum, each student's:
1. High school;
2. Home address;
3. Home county;
4. Self-identified gender;
5. Race/ethnicity;
6. Family income used to determine eligibility or continued financial need;
7. Standardized test scores, such as ACT and/or SATs, and basic skills assessments;
8. High school transcript (rank, coursework, and type of diploma) and college transcript;
9. Other educational experience records (such as GED, transfers);
10. Renewal status; and
11. Historical poverty code.
(b) Other data elements shall include recruitment schedule, number of applications received, number eligible or ineligible students, number of students admitted, and number of students matriculating.
(c) Each participating institution shall maintain thorough academic and financial aid files on EOF students. The information for each student shall include, but is not limited to, the following:
1. Data on and assessment of the student's performance in the areas of basic skills, learning styles, and computer literacy;
2. Data on and assessment of counseling contacts and other initiatives to help students improve their academic performance;
3. Data on and assessment of tutorial/supplemental instruction contacts;
4. Financial data, including eligibility determination and annual notification of financial aid package;
5. Current registration and academic transcripts; and
6. Data on and assessment of the career and graduate placement contacts provided to program participants.
(d) Each participating institution shall maintain adequate financial documentation of all program budgets and expenditures. Accounts shall reflect EOF and institutional monies separately by line item. State, institutional, Federal, and other funding sources shall be clearly delineated.
(e) The EOF administrator/director, along with appropriate institutional officials, shall be involved in and responsible for preparing and submitting all budget documents and coordinating EOF fiscal affairs.

N.J. Admin. Code § 9A:11-6.14

Amended by 48 N.J.R. 2356(a), effective 11/7/2016
Amended by 49 N.J.R. 2796(b), effective 8/21/2017
Amended by 55 N.J.R. 2341(a), effective 11/20/2023