Illinois Higher Education Information System

How to Register (ppt)

The Primary Administrator needs to fill out the authorization form on the IHEIS site and upload the completed form during registration.

Administrators and Users need to get approval from your institution’s Primary Administrator.

How to Register

User Authorizaiton Form (pdf)

The Illinois Board of Higher Education’s component of the Illinois Longitudinal Data System (ILDS) is referred to as the Illinois Higher Education Information System (IHEIS). IHEIS encompasses most degree-granting postsecondary institutions in the state of Illinois with the exception of the community colleges. IBHE has the statutory authority to collect student-unit records from all degree-granting institutions that are eligible for the Monetary Assistance Program, administered through the Illinois Student Assistance Commission, as well as from non-MAP schools that confer graduate or professional degrees.

The statutory authority for the data collection is Public Act 096-1249

Public Act 096-1249, which states, "Beginning on July 1, 2012, the Board of Higher Education is authorized to collect and maintain data from any non-public institution of higher learning enrolling one or more students receiving Monetary Award Program grants and any non-public institution of higher learning that confers graduate and professional degrees, pursuant to Section 35 of the Higher Education Student Assistance Act, and disclose this data to the longitudinal data system for the purposes set forth in this Act."

Additionally in (105 ILCS 13/20) sec 20(d) "The State Education Authorities shall establish procedures and requirements relating to the submission of data authorized to be collected pursuant to this Section, including requirements for data specifications, quality, security, and timeliness."

IHEIS is broken into two areas of data collection: Enrollment and Graduation and Course Assignments (Dual Credit and Remedial/Co-requisite Courses).

IHEIS Enrollment and Graduation data collection

Enrollment

Enrollment is collected for the academic year, broken into 3 collections: Fall, Spring, and Summer. The collections are based on the traditional semester terms, but institutions with trimesters and quarters should submit those terms that have completed prior to the data collection deadline. Dates for the terms are not dictated by IBHE. The general term dates are Fall (August-December), Spring (January-May), Summer (June-August).

Include all studentsenrolled for credit(enrolled in instructional activity, courses or programs, that can be applied towards the requirements for a postsecondary degree, diploma, certificate, or other recognized postsecondary credential), regardless of whether or not they are seeking a degree or certificate. This includes:

• Students enrolled for credit in off-campus centers
• High school students taking regular college courses for credit
• Students taking remedial courses if the student is degree-seeking for the purpose of student financial aid determination
• Students from overseas enrolled for credit at your institution (e.g., online students)
• Graduate students enrolled for thesis credits, even when zero credits are awarded, as these students are still enrolled and seeking their degree
• Graduate students enrolled for credit while not seeking a degree or certificate

Graduation

Graduation data is collected once at the end of the academic year. IBHE follows the same rules as the IPEDS survey, which collects graduates from July 1st to June 30th of the preceding year. For example: graduates collected in 2019 would be the July 1, 2018 to June 30, 2019 Graduates.

What to Include:

• Recognized postsecondary credentials conferred as the result of completion of an academic or occupational/vocational program of study. (Note that only CIP codes describing academic or occupational/vocational programs of study are valid CIP codes on the Completions component.)
• Awards conferred by the postsecondary institution.
• Awards conferred between July 1, 2018 and June 30, 2019.
• Multiple awards conferred to a single student.

IHEIS Course Assignments

Course assignment data collection is currently used to collect two types of course information: Dual Credit and Remedial/Co-requisite Courses.

Link to Course Assignment Data Dictionary.

Dual Credit

Dual Credit Quality Act (110 ILCS 27/),P.A. 96-194, effective 1-1-10

Dual Credit means an instructional arrangement in which an academically qualified student currently enrolled in high school enrolls in a college-level course and, upon successful course completion, concurrently earns both college credit and high school credit.

Remedial - Co-requisite Courses

Remedial/Developmental Courses, or courses that prepare students for college-level courses. They are typically numbered below 100 and do not count towards the students degree requirements.

Co-Requisite Remedial Courses are courses that give additional support to students that may not be prepared for college level work. The course is for entry level college work generally in Math, English or Reading. The course counts towards the students degree requirements.

User Support

IBHE Information Management and Research Staff also provide technical support via the helpdesk.

• If you have any questions regarding the specific data elements, definitional issues, or formatting of the files, please contact David Smalley (Smalley@ibhe.org) or Corey Hankins (Hankins@ibhe.org)
• Dr. Eric Lichtenberger is the Deputy Director of Information Management and Research overseeing this collection.
• Additionally IHEIS@ibhe.org is available for any other questions.

We have also compiled answers to frequently asked questions: FAQ's
In the past we have provided in-person technical training via webinars and plan to continue to do so in the future. Here is a link to the IHEIS training we provided at the 2017 Illinois Association for Institutional Research’s Annual Forum: IHEIS Traning